Unified form T-1: purpose and sample filling

A hiring order is drawn up by an organization when it hires a new employee. There are standard order forms - form T-1 and T-1a. The first is convenient to use when hiring one employee, the second when hiring several employees.

In this article we offer both orders T-1 and T-1a. As an example, we filled out an employment order using the T-1 form; the completed sample can be downloaded below.

employment order

The order is filled out based on the employee’s application, a sample of which can be downloaded here, as well as an employment contract concluded at the initial stage of employment.

It is not necessary to use standard forms; you can develop your own order form, not forgetting to include all the necessary details typical for administrative documents.

As a rule, a representative of the personnel service is responsible for filling out the order form, as well as formalizing the hiring of an employee.

Order for employment (Form T-1). Sample filling

At the top of the form is written the name of the organization in which the employee is employed. The order form is assigned an individual and unique number, and the date of registration is written.

In the “hire” line, you must indicate the date from which the employee begins to perform the job duties assigned to him - the first working day.

In the “to” line, the end date of work is filled in if the employee has a fixed-term employment contract for a certain period.

Below is written the full name of the person being accepted into the staff.

Each employee is assigned an individual number, called a personnel number, this number is retained by the employee throughout his entire career with this employer. This number is written in the corresponding field on the T-1 order form.

Below is written the name of the structural unit (department) into which the new employee is being hired, as well as the position.

In the line below you must indicate the nature of the work and the conditions of employment.

Next, the tariff rate for this employee or salary, allowances (depending on the applied remuneration system) is indicated.

If the conditions of employment require a probationary period, then its duration must be entered in the field specially designated for this.

The basis for drawing up the order is an employment contract - its number and date are indicated.

The order completed in this way is signed by the head of the organization and given to the employee for review.

The latter checks the correctness of the information specified in the form and signs the document, setting the date of signing.

The executed and signed order is stored at the enterprise and serves as the basis for filling out a personal card for the employee in the T-2 form, a personal file, if necessary, and a personal account in the T-54 form.

Is it acceptable to maintain a personal card in electronic form?

Most document flow today is transferred from paper to electronic form, this reduces the likelihood of errors, relieves the workers responsible for this and reduces the number of errors. But not all documents can move from paper to exclusively digital form.

A personal card, in addition to entering into it certain data that allows existence in digitized form, provides for a mandatory visa for the employee in cases of making changes to the work book or issuing orders regarding:

• bonuses;
• disciplinary action;
• going on vacation;
• internal translation;
• dismissals.

Any new entry in the work record or order issued regarding the employee must be reflected in the personal card. The employee must be familiarized with the changes made, which is confirmed by his signature.

It should be located:

• on page 2 of form T-2 - evidence of the correctness of the recorded information;
• on page 3 – confirmation of employment and transfers (if any);
• on page 4 – recording information about dismissal.

Attention! You cannot maintain personal cards exclusively via computer. However, for ease of use, you can duplicate a certain amount of data from the T-2 form, which does not require personal approval.

Download the employment order (form T-1). Sample, form

To organize personnel records in a company, beginner HR officers and accountants are perfectly suited to the author’s course by Olga Likina (accountant M.Video management) ⇓

Download samples of the organization's personnel documents : Form T-1 and T-1a. Employment order Form T-3. Staffing table of the organizationForm T-6 and T6-a. Vacation orderForm T-7. We draw up a vacation scheduleForm T-8. Order of dismissalForm T-9 and T-9a. Business trip orderForm T-10. Travel certificateForm T-10a. Business trip assignmentForm T-11 and T-11a. Order on bonus payments to employees Form T-13. Working time sheetForm T-49. Payroll Form T-51. Payroll for calculating and calculating wagesForm T-53. Payroll for salary paymentsForm T-53a. Payroll register Form T-54. Employee's personal account Form T-60. Note-calculation on granting leaveForm T-61. Calculation note upon dismissal

Mandatory details of the T-1 form

The use of unified forms in work is solely the choice of the company; the decision is made by management. It is required to consolidate the choice in the accounting policy. The company has the right to develop its own structure of documents, or modify the established samples. For example, by adding additional information and details to the unified form No. T-1.

Please note that any form must meet legal documentation requirements. Thus, officials have determined a list of required details:

• the name of the administrative act, in our case it is an order;
• name of the organization, entrepreneur or separate division in which the employee is employed;
• last name, first name and patronymic (if any) of the new employee;
• the position or profession to which the specialist is appointed;
• the name of the structural unit in which the newcomer will work;
• the nature of the work, as well as the conditions of employment;
• payment procedure, amount of official salary and other conditions of remuneration;
• terms of the probationary period, if any;
• details of the employment contract with the employee;
• the date from which the newcomer must begin work.

The independently developed form, as well as the rules for its preparation, should be enshrined in the accounting policy. In this case, familiarize HR employees with the new forms.

Correct filling of the unified T1 form

This document is usually drawn up by an employee of the enterprise's human resources department.

Then it is signed by the head of the organization.

How to fill out a job application so that everything is correct?

Name of company . The full name of the organization is indicated here. You can't shorten it.

Job title. The employee's position should be indicated in this column. The position cannot be reduced either.

Date of termination of the employment contract. If an employee is employed as a temporary employee, for example, replacing an absent employee, then the date when the employment contract will be terminated is indicated.

Individual worker number (where does this number come from?). This document is issued by the tax office upon application from a citizen. A citizen must obtain a TIN before employment and provide it to the personnel department.

Full name of the worker. This information must also be filled out in the order. Full name must be filled in, without abbreviations. If a citizen is a foreigner, he may not have a middle name. In this case, there is no need to write down the middle name in the order.

Subdivision. Here a record is made of which department the employee is accepted into.

Probation period, its conditions and procedure for completion. Different positions have different conditions. Not all new employees may be subject to a probationary period. Who doesn't install it? This is described in detail in Article 70 of the TCRF.

In this column, you need to write down in detail the information for what period the probation period is set, what the salary will be during the probationary period, and what are the conditions for the employee to complete it.

Conditions of employment. What to write in the order? It is necessary to clarify the conditions under which the employee is accepted for this position (Part-time work, temporary work, permanent work, work as a deputy for a temporarily absent employee). Such conditions depend on what the employer needs at this moment - to find a permanent employee or a deputy? This column is filled in if the nature of the work is slightly different from the standard. For example, an employee is hired part-time, external or internal. If everything is standard, then they indicate that the employee is accepted under normal conditions.

Nature of work. The Labor Code of the Russian Federation indicates that the nature of the work may be as follows:

• mobile nature of work;
• traveling nature of the work;
• work on the way.

Traveling work means that the employee moves around one or more localities. In this case, the employee will not have a permanent place of work. For example, this is the nature of the work that will be indicated in the order of the courier, driver or postman.

If it is work on the road, this means that the person cannot return to his home every day. For example, a conductor or a forwarder will have such work. They are not granted business trips, but, nevertheless, they may not appear at home from a day to several weeks.

Mobile nature of work. In this case, the workplace changes very often. For example, a builder, a security guard or a logger.

Remuneration (fixed pay and hourly pay - consider two cases). Is it possible not to indicate the salary in the work order?

The rate or salary at which the employee works is usually indicated. You can specify either an hourly rate or a salary. This depends on the specifics of the employee’s work.

If an employee is hired on an hourly basis (For example, a catering worker), then the order indicates the hourly rate at which the employee works.

In a simpler case, if an employee gets a job either full-time or half-time, then the salary can be indicated here.

The basis for hiring is in the order. Such a document is drawn up if the manager has decided to accept an employee into the company’s staff. After the decision of the manager, an employment contract is concluded between the company and the employee. An employment contract is the basis for drawing up an order for employment.

Manager’s visa (can another person sign the order, is the organization’s seal placed on the order?). In addition to the manager, the order can be signed by his deputy. The organization's seal must be present on all orders, including this one.

Date (does the date of hiring coincide with the date of the hiring order? Can the date in the hiring order be later than the worker’s departure? Can the date in the order be earlier than the worker’s hiring?)

This is not always the case; it is drawn up on the day the employee leaves. Sometimes the order is drawn up earlier. In this case, it is indicated that the employee starts work on a different date. It happens that the document was drawn up on May 5, but the order states that the employee begins working on May 10.

Order number. It is assigned in accordance with the registration log.