An example of a document flow schedule in an organization in 2021 and 2021

Who needs a schedule and why?

Each department processes a large number of different documents per day.
With the spread of electronic document management, the number of papers has decreased, but this has little effect on the system of interaction between departments of the enterprise. The presence of an approved document flow schedule in any organization facilitates the task of storing and processing incoming and outgoing documents. This internal act is used by employees of the accounting department, production and sales departments, secretaries and other employees through whom a certain number of papers pass daily. A well-designed document flow plan and schedule will allow you to avoid:

loss of documentation;
non-reflection or untimely reflection in the accounting of facts of economic life;
fines from regulatory authorities.

Drawing up a schedule is especially important for companies that have branches and separate divisions in their structure. If the EDI system is not used, the risks of paper loss increase significantly.

Use free instructions from ConsultantPlus experts to properly organize document flow in your organization.

Order log

Maintaining personnel documentation, first of all, implies great responsibility. Along with this, the collection, analysis and registration of documentation of an order nature requires increased concentration and strict adherence to the law. Journals related to personnel work are essentially the foundation of all personnel records management. In this regard, the designated journals may be subject to systematic inspections by various regulatory authorities. In addition, the correct execution of personnel documentation has a direct impact on its legal significance, and also personally affects each employee of the organization.

It can be said that until a document is properly registered, it does not actually exist. The word of legislation As a rule, personnel workers draw up several different journals in which they record orders of different types.

Who shapes it

Since most finance-related papers are processed and stored in the accounting department, and incoming and outgoing letters are under the responsibility of the secretary or office manager, sometimes the question arises who develops the document flow schedule in the organization and who approves it.

Typically, the development is carried out by the chief accountant, who is responsible for the correct and timely reflection of business transactions in accounting.

Example: a delivery note and an invoice, along with the goods, first go to the warehouse, where an employee signs for receipt of the goods and checks the quantity and integrity of the packaging. Then the documents are transferred to the purchasing department, where the operator enters data on the receipt of goods and materials into the program. After this, the papers go to the accounting department, where the correctness of prices and quantities is checked, the accountant reflects VAT in the accounting and registers the invoice in the purchase book.

For internal acts not related to finance (fire safety instructions, cleaning schedules, etc.), the manager has the right to appoint persons directly related to them as responsible for monitoring the implementation of relevant activities.

Register of transfer of documents to the accounting department

- orders;
- logbook;
— instructions for personnel records management;
— 2 or 3 folders.

Instruction 1 The form for registering orders is not strictly regulated by law. There is a standard instruction issued by Rosarkhiv on November 27, 2000, which states that the numbering of orders for personnel and main activities should be carried out separately within the calendar year. If you work in a small company where the secretary also performs the work of a clerk, keep 3 folders and 3 log books. 2 Draw up instructions for office work. It may consist of just a few points.

Indicate which orders should be stored for 5 years, and which - 75. Write into which arrays the orders for your enterprise are divided and how you decided to designate them.

Compilation rules

The document is drawn up in the form of text, table or diagram indicating the names and positions of the responsible persons. When there are changes in the staffing table (hiring and dismissal of employees, transfers to other positions) and changes in job descriptions, changes are made to the document flow procedure: a new act or additions to it are drawn up.

The main purpose of drawing up a schedule is to ensure operational accounting of business transactions. Consequently, the period during which the document is in each department is set to a minimum.

Particular attention should be paid to the confidentiality of information contained in individual documents. The list of persons having access to them is strictly limited.

Regardless of who draws up the document flow schedule, the procedure is approved by order signed by the manager. All persons responsible for the preparation, storage and processing of paper and electronic documents sign to confirm that they are familiar with the procedure and undertake to comply with it.

Deadlines for submitting documents to the accounting department for vacation orders

In the event that an employee himself reschedules his vacation, a statement must be written to the director indicating the reasons and deadlines. It would be useful to attach supporting documents if the reason for the transfer is compelling. The vacation cancellation order contains the following information:Add to favoritesSend by email The storage period for vacation applications and corresponding orders is strictly regulated.

We will tell you which regulatory legal acts (LLA) establish the procedure and terms for storing administrative and personnel documentation. Which legal acts regulate the storage periods for documentation? The storage period for orders and applications for vacations. Results. Which legal regulations regulate the storage periods for documentation. All companies and entrepreneurs must store documents generated in the course of business activity. Please note that familiarization with the order and notification of leave are two different things.

The main thing here is the mandatory notification of vacation (2 weeks before the vacation). The employee’s signature in the order is considered a kind of duplicate of the notification.

Mandatory annual leave.
Additional leave (for special or dangerous working conditions, irregular working hours).
Unpaid leave (“at your own expense”).
Maternity leave (“maternity leave”).
Parental leave until the child reaches the age of three.
Sabbatical.
Pedagogical leave (allowed to teachers and lecturers).
Preferential (preferential) holidays.

How to approve

After the schedule is drawn up, an order is issued for its approval, in which the head of the company puts his signature under the heading “APPROVED”. Sometimes the question arises whether the document flow schedule is approved by the head of the organization if the document is drawn up for the internal document flow of a branch or separate division. In this case, the order is approved by the head of the branch or separate division. A separate order is drawn up for the exchange of documents with the head office.

Originals or copies of HR orders must be submitted to the accounting department

Question How many copies of orders should there be in the original? Answer Having considered your question, we can say the following: orders for personnel are prepared on the organization’s letterhead in ONE copy, and it is announced to the employee against signature. Orders for main activities are also prepared in one copy.

If necessary, a copy is made of them and certified. A to-do list can be used as a tool to accomplish this task. Organizational and administrative documents are internal documents of the organization. Organizational documents Organizational documents, in particular, include: Administrative documents Administrative documents include: Preparation of documents When preparing organizational and administrative documents, you can use unified documents approved by Resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1. At the same time, from 1 January 2013 in connection with the adoption of the Law of December 6, 2011. Thus, any agreements (according to the number of contracting parties), joint orders (according to the number of parties issuing the order), some acts and protocols. Documents documenting the organizational and administrative activities of the head of the organization, both orders for core activities and orders for personnel, are created in one copy. After signing, these documents are subject to registration and prompt storage in the relevant services.

You can add a topic to your favorites list and subscribe to email notifications. raspi [email hidden] Russian Federation #1[278119] December 21, 2011, 5:11 No ratings Good day everyone! And I had this question: I always made HR orders in one copy, registered them myself, filed them in my folders, and gave copies to the accounting department. Yesterday they told me that they should have the originals. Now I don’t understand how to figure it out? It doesn’t seem logical to keep copies, or you need to make orders in two copies. Maybe I’ve been doing it wrong all this time? Tell me how it is with you and what to do? I want to draw the moderator's attention to this message because: A notification is being sent... Dandelion [e-mail hidden] Russia, Chelyabinsk #2[278126] December 21, 2011, 5:45 A copy is definitely sent to the accounting department.

But in our organization we make two copies: for personnel and for accounting. Note: It should be noted that the employee gets acquainted with the documents related to his activities, but there is also no indication that when preparing several original orders, the employee must be familiar with each copy of the original order. That is, in this case, it is enough to familiarize the employee with one copy of the original order and have confirmation of the fact of familiarization (the employee’s signature on the original).

Order for submission of documents to the accounting department deadline

Find out more Flip through the magazine Subscribe Surprisingly large reference base on personnel records management Forum of personnel officers. Personnel records management Personnel records management We welcome you to the forum of HR professionals and newcomers to the personnel business, dear colleagues! There are already more than 250,000 messages on our forum, more than 26,000 topics, and most importantly, we always have an excellent team and a spirit of mutual assistance. Newbie guests please USE THE FORUM SEARCH! Most questions have already been answered. Please be polite. Must be signed by everyone responsible. In connection with (you indicate the reason, for example: the need to carry out an inventory or the need to prepare for a balance sheet) I ORDER: 1.

Establish the following deadlines for submitting material reports: 200. 2. Assign responsibility for the execution of the order 3. For late submission of material reports, establish penalties in the amount of -. Order. Due to production needs and the established deadlines for write-off (reporting), I order: 1. Deliver the mat. reports by ———»2.

Inform the following persons————3 here you can write about liability for violation. Deciding on the documents At the first stage, you need to outline the range of documents that are generated in the process of the organization’s activities. In addition to the daily primary cash register, inventory and personnel records, include in the schedule documents for operations that occur infrequently (for example, entertainment events and promotions). ORDER In order to organize rational document flow, I ORDER: 1.

All employees of Kalinka LLC, when drawing up, receiving, processing and transferring documents, are guided by the document flow schedule. 2. Strictly comply with the deadlines for transmitting documents established by the document flow schedule. 3. Entrust control over the execution of the order to the chief accountant. It is possible to include in the bonus regulations a condition regarding a reduction in the size of the bonus or a reduction in bonuses if the deadlines for the transfer of documents are violated. This is an extreme measure, but punishment in rubles is usually the most effective.

Exchange of experience Larisa Aleksandrovna Kosnicheva, chief accountant of MM Industry LLC “The difficulty in implementing a document flow schedule also lies in the fact that not all employees are ready to comply with it. One of the effective ways to oblige employees to comply with the schedule is to vary the size of the bonus. Do not forget to separately indicate in the schedule the deadlines for transmitting documents for business trips. It is no secret that some employees have the habit of keeping documents with them until the last minute and reporting late, not even suspecting that the deadline for submitting the report is established by law.

Therefore, in the document flow schedule, write down their obligation to report within three days after the end of the business trip (Clause 26 of the Decree of the Government of the Russian Federation of October 13, 2008 N 749). So, the list of documents has been prepared, the deadlines for passing through the departments have been established, and the responsible persons have been appointed. For example, in our company, the bonus regulations establish the procedure for calculating bonuses depending on the results obtained.

And it also defines cases when and by how much the premium can be reduced. In particular, we indicated the following as one of the grounds for reducing the size of the bonus : “Violation of the deadlines established by orders and instructions of the administration when submitting financial documents to the accounting department.” This measure made it possible to achieve 100% transfer of invoices to the accounting department by the 15th of the month.” * * * When using a document flow schedule, an imbalance of some deadlines is often revealed. For example, a document has been under approval for a long time, and the deadline for its submission has already passed. A common situation: new types of activities appear, the documents for which are not taken into account in the document flow schedule. Especially at the end of the year. A special order will help ensure that everything is in order with the primary.

Primary documents enter the accounting department from all divisions of the company. To ensure that papers are delivered on time, the organization usually develops a document flow schedule. But even if these regulations are approved, not all services comply with the deadlines.

h2>HR service and others

Read on the Russia-Ukraine website:

Entry in the Labor Record of the General Director from the Sole Founder
How to Correctly Draw Up an Agreement Between a Legal Entity and an Individual
Termination of the Contract during the Probationary Period at the Initiative of the Employee
Registration for Three Months for a Foreign Citizen How to Set the Deadline
Responsibilities of a Castellan in a Hospital Inpatient

Attention!

Due to recent changes in legislation, the legal information in this article may be out of date! Our lawyer can advise you free of charge - write your question in the form below.

Gvmp

Construction paperwork is subject to requirements, as well as rules for registration, storage and approval.

In this publication, we decided to tell you about document flow, both construction and design, and reveal construction paperwork, taking into account technical and legislative acts. As such, the science of construction records management does not exist.

Because all design and construction documentation is in the hands of authorized persons, professional builders and designers. If you didn’t know any of the nuances in construction documentation before, now we will explain them.

Construction paperwork is documents, or rather, a whole package of documents, which, first of all, it is important to prepare correctly.

Competent designers, constructors, engineers, estimators and, of course, architects are involved in the preparation of all design and construction documents. Papers drawn up in accordance with all the rules and requirements of construction records management will be much more quickly checked by regulatory government authorities and handed over to the contractor to implement the customer’s conceived ideas in reality.

Control over the compliance of documents with construction records falls on the contractor of construction and installation work and the project developer.

As soon as the documents are drawn up, they are submitted to the city planning authorities, and after their confirmation, they are kept by the contractor until the facility is put into operation.

The documents are transferred to the hands of developers or customers for permanent storage and only after the final delivery and acceptance of the construction project. As for the features of construction paperwork, it should be noted that all documents for the construction of a particular building (structure) are divided into:

estimates
executive documentation
permits
technical acts

All these documents are fully included in construction records management and form its basis. This applies to any invisible objects for which the customer has claimed ownership.

Construction.

Document flow in construction

Construction organizations performing construction work, reconstruction of buildings, structures, and other objects, as well as installation, commissioning, repair and other types of work, are required to confirm the completion of work with supporting documents. This article will consider primary documents for accounting for work in capital construction and repair and construction work, as well as document flow in construction.

The requirement for proper organization of document flow in a company is determined by the main regulatory act that establishes uniform legal and methodological principles for organizing and maintaining accounting records in the Russian Federation, which is the Federal Law “On Accounting” (hereinafter referred to as Law No. 402-FZ).

By virtue of Law N 402-FZ, an economic entity is obliged to keep accounting records in accordance with this law, unless otherwise established by it. In this case, the following may not keep accounting records: - an individual entrepreneur, a person engaged in private practice - if, in accordance with the legislation of the Russian Federation on taxes and fees, they keep records of income or income and expenses and (or) other objects of taxation or physical indicators characterizing a certain type of business activity; - a branch, representative office or other structural unit of an organization established in accordance with the legislation of a foreign state located on the territory of the Russian Federation, if in accordance with the legislation of the Russian Federation on taxes and fees they keep records of income and expenses and (or) other objects taxation in the manner established by the specified legislation. Accounting is maintained continuously from the date of state registration until the date of termination of activities as a result of reorganization or liquidation.

Simplified methods of accounting, including simplified accounting (financial) statements, have the right to apply: - small businesses; — non-profit organizations; — organizations that have received the status of participants in a project to carry out research, development and commercialization of their results in accordance with the Federal Law “On Innovation.”

Economic entities, the list of which is established in Article 6 of Law No. 402-FZ, are not entitled to use simplified methods of accounting, including simplified accounting (financial) statements. So, the requirement to organize document flow in the company follows directly from the norms of accounting legislation, so the company is obliged to fulfill it.

The first step in developing the company's document flow rules is to determine the types of primary accounting documentation that will be used by it to document the facts of economic activity.

GOST standards for office work 2021

The requirements for the preparation of official documents at present are formulated in the national standard of the Russian Federation GOST R 7.0.97-2016 “System of standards for information, library and publishing. Organizational and administrative documentation. Documentation requirements." It replaced the state standard of the Russian Federation GOST R 6.30-2003.

In our opinion, it is useful to start getting acquainted with GOST for office work by studying the terminology, which is described in detail by another national standard - GOST R 7.0.8-2013 (GOST office work and archiving), since this knowledge will help to correctly understand and use professional vocabulary.

It defines the concepts used in the article:

Document is information recorded on a medium with details that allow it to be identified.
Document execution - putting the necessary details on the document.
Document attribute is an element of document design.

GOST R 7.0.8-2013

Features of accounting policies in the private sector

Many organizations are not limited to the norms provided for by law, but develop their own regulatory framework. You can often find a document flow schedule for the accounting policies of an LLC, production cooperative, partnership, foundation and other type of legal entity in the format of your own version of the idea of business processes and their design in practice, in a real enterprise.

A significant difference between the public sector and private entrepreneurship is wider financial opportunities, which make it possible to base the enterprise infrastructure on a popular, expensive system, for example, based on the Oracle Primavera Instantis solution. Oracle has plenty of such expensive ideas, but not every enterprise can purchase them and have the equipment sufficient to operate them.

Mandatory legal requirements

Documentary proof of expenses is required. And as before, this is the actual presence of a written document, drawn up in accordance with current legislation and local rule-making of the enterprise. Timing is also important.

The Tax Code of the Russian Federation requires confirmation of all transactions. This is one of the main conditions for taking into account costs when calculating income tax. However, the movement of documents does not always satisfy the requirements of production activities: payment may go through, but the materials may be late for delivery, the goods have been shipped, but the consumer has not paid. As a result, some primary documents are behind schedule in relation to others.

There are always enough unforeseen situations, but the document flow schedule for accounting policies is an example of the ideal flow of documents. Deviations from the plan are allowed, but should be minimized as much as possible, and the schedule should include the responsibility of each performer.