Useful documents for personnel

Registration of personnel is an important stage in the process of hiring new employees. In Ukraine, this process is regulated by labor legislation, which defines the list of necessary documents. Below are the main documents that are required for registration or dismissal of an employee .

Employee registration process

1. Submission of documents : The new employee submits the necessary documents to the company's personnel department

2. Verification of documents : The personnel department checks the compliance of documents with the requirements of the law and internal rules of the enterprise.

3. Drawing up an employment contract : Based on the submitted documents, an employment contract is prepared, which is signed by both parties.

4. Notification of state authorities : The employer is obliged to notify state authorities of the hiring of a new employee.

Basic documents for employment:

• Application for employment : The employee writes an application to the head of the enterprise with a request for employment. This document is the basis for issuing an admission order.
• Hiring order : After submitting an application, the manager issues a hiring order. It specifies the position, working conditions and the date of commencement of work.
• Currently, for men of conscription age, it is mandatory to provide a military registration document , in case of its absence, the employee can be asked to sign a notice about the need to provide military registration documents .

Depending on the form of employment, the following is signed with the employee:

• standard employment contract ;
• labor contract on remote work ;
• employment contract with non-fixed working hours ;
• fixed-term employment contract (during the absence of the main employee) .

Additional documents:

Depending on the specifics of the work, the parties may agree:

• obligation not to disclose personal data ;
• job description of a procurement department specialist ;
• agreement on confidentiality and non-disclosure of information ;
• job description of the sales manager ;
• job description of an accountant with a specialist diploma ;
• job description of a legal adviser .

Basic documents for dismissal of an employee:

1. Application for dismissal .   If the employee resigns voluntarily, he must write a corresponding statement. The desired release date is indicated in the application. If the initiator of the dismissal is the employer, a statement from the employer is required.
2. Dismissal order . After receiving an application for dismissal, the employer issues an order to dismiss the employee. The order specifies the grounds for dismissal and the date of dismissal. The order is signed by the head of the enterprise or an authorized person and brought to the attention of the employee for his signature.

3. Settlement sheet. The employee is provided with a settlement sheet indicating all payments due to him upon dismissal. These can be wages, compensation for unused vacation, etc.

4. Deed of transfer of property. If the employee had at his disposal the property of the enterprise (tools, equipment, machinery), a deed of transfer of this property back to the enterprise is drawn up.

5. Explanatory note (if necessary). In the event that the employee is fired for reasons that require explanation (for example, for disciplinary violations), an explanatory note may be required from the employee.

Registration of personnel is a responsible process that requires strict compliance with the law. The correct preparation of documents provides legal protection for both the employee and the employer , and also helps to avoid possible conflicts and lawsuits .

The following document templates may also be useful:

- Application for leave to care for a child upon reaching the age of three ;

- Application and order to grant leave in connection with pregnancy and childbirth ;

- Application and order to provide non-target material assistance ;

- Dismissal order in connection with liquidation of the enterprise ;

- Application for leave + order for leave ;

- Contract with the director ;