Auditing staff documentation
Since the start of 2015, the State Labour Inspectorate has begun to impose multiple sanctions. So, if the inspectorate were to discover 50 pieces of irregular employment documentation, then the employer could face a fine in the region of 2.5 to 5 million roubles (from 50,000 to 100,000 roubles for each irregularly compiled document).
The auditing of staff documentation is a service for those who would prefer to manage risks and for those who do not possess excessive budgets to pay the State Labour Inspectorate penalties.
Why do such risks arise? A corporate staff administrator may not always have the required level of expertise in employment legislation and produce documentation in accordance with their own personal understanding of the process. If this understanding does not necessarily co-ordinate with employment legislation standards, then mistakes can be repeated and documentation can be constructed using incorrect templates. The formulation of staffing documentation: hiring, transfer, dismissal, holidays and medical documents, can also suffer during the transition of HR managers during their time off or during sick leave.
There are three possible situations:
SITUATION 1: All staffing documentation corresponds with the needs of employment legislation and State Labour Inspectorate (in 20 years, BLS has never encountered such a situation).
SITUATION 2: Carry out audits of staffing documentation independently. BLS will be ready to share our methodology with you.
However, does your company have a sufficient level of resources and expertise in employment legislation to carry out these audits independently?
SITUATION 3: Order auditing of staffing documentation from BLS.
Document audits at BLS include the following stages:
STAGE 1: Negotiating an agreement on the scale of the project
STAGE 2: Collection of data based on initial documentation from the client’s office
STAGE 3: The processing of the data and the preparation of a written expert resolution with a full description of existing risks with reference to employment legislation
STAGE 4: Presentation of the expert resolution at the client’s office
BLS has been carrying out staff documentation audits for 20 years, using our experience in conducting staff record management, passing inspections, and successful court hearings with our clients. We are fully aware that staff documentation is key for judges, the State Labour Inspectorate during their checks and the Russian Pension Fund when calculating pensions for companies’ employees. This is why BLS specialists verify all of a company’s existing documentation in accordance with latest changes in employment legislation as well as pay close attention to the possible risks and offers recommendations for amendments. BLS will provide a written expert solution to any detected risks to the company, connected with the compilation and conduction of staffing documentation as well as a presentation of the outcomes of the project in the client’s office.
BLS administrates staff documentation for more than 6,500 of our clients’ employees each month, including for international companies operating in Russia, with which the State Labour Inspectorate regularly conducts investigations penalty-free. BLS is ready to share our experience of conducting staff documentation audits.