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.

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Dear colleagues,

This section consists of information 

This section consists of information aimed at increasing the expertise of employers in the field of employment legislation.  In the database you will find articles written by leading BLS consultants, document templates, local legislations, corporate policies and check-lists for general directors.

The knowledge we have obtained from 20 years of defending employers from risks, offer practical value for HR services and top management of legal entities.  BLS works exclusively in the interests of employers, which is why we only offer access to our database to a strictly limited group of persons.

Registration for our knowledge database and access to document templates and other material is free.  In registering for access to the knowledge database, you will also become a subscriber to BLS newsletters.  In our information newsletter, we will inform you of complex cases involving the application of employment legislation from some of our clients.

Kind Regards,
BLS

Dear colleagues,

This section consists of information aimed at increasing the expertise of employers in the field of employment legislation.  In the database you will find articles written by leading BLS consultants, document templates, local legislations, corporate policies and check-lists for general directors.

The knowledge we have obtained from 20 years of defending employers from risks, offer practical value for HR services and top management of legal entities.  BLS works exclusively in the interests of employers, which is why we only offer access to our database to a strictly limited group of persons.

Registration for our knowledge database and access to document templates and other material is free.  In registering for access to the knowledge database, you will also become a subscriber to BLS newsletters.  In our information newsletter, we will inform you of complex cases involving the application of employment legislation from some of our clients. 

Kind regards,

BLS