Commercial Proposal Legal Service: Personnel Audit

Personnel audit is a process aimed at identifying and correcting errors to improve the efficiency of handling personnel documents. Conducting it will be useful to reduce risks and prevent undesirable consequences for the employer.

Specialists from the Advocacy and Realtor Association of Ukraine (hereinafter referred to as “AROU”) with many years of experience in personnel work and auditing personnel documentation in various organizational and legal forms of enterprises, institutions, and organizations conduct a full analysis of personnel documentation for compliance with current labor legislation and the internal requirements of the company.

Confidentiality Policy

Maintaining the confidentiality of information received from clients is one of the most important standards of AROU’s work. Our specialists ensure the preservation of documents that are checked and compiled during the work. Disclosure of any information related to the audit is not allowed.

You Need a Personnel Audit If:

• There has been a change in the organization’s management or a reorganization of the enterprise;
• It is necessary to optimize the organizational structure of the enterprise;
• There has been a change in the head of the HR department or the employee responsible for personnel record-keeping;
• There is a need to bring personnel documentation in line with current legislation after amendments to it;
• Documents are being prepared for tenders or submission to the archive;
• Personnel record-keeping is carried out by an employee without special training (e.g., accountant, secretary, etc.);
• You have received information about an upcoming scheduled inspection by regulatory authorities;
• There is a threat of an unscheduled inspection, for example, after the dismissal of a problematic employee, etc.

How Is a Personnel Audit Conducted?

For the client’s convenience, AROU specialists conduct personnel audits at the client’s enterprise (office). This is due to the large number of documents involved, which are difficult to transport to our specialists’ workplace.

Some companies work with scanned materials, but scanning all the documents that are at the enterprise and need to be checked during the audit adds extra work. Understanding this, our specialists conduct the audit on “your territory.”

During the audit, the following are checked (if available):

• Staff schedule;
• Collective agreement;
• Internal labor regulations;
• Written employment contracts with employees;
• Employment records;
• Employment record movement and insert accounting book;
• Vacation schedules;
• Employee personal files;
• Personal cards in form No. P-2;
• Orders on personnel matters: hiring, transferring, relocating, dismissing employees, establishing position overlap, performing duties of temporarily absent employees, granting all types of leave, business trips, changing essential working conditions, suspending from work, involving in overtime work and work on weekends, imposing and lifting disciplinary sanctions, etc.;
• Grounds for issuing orders (acts, notices, reports, service notes, minutes, employee statements, etc.);
• Timesheets;
• Work schedules for employees with cumulative working hours, etc.

Audit Duration

The duration of the audit depends on:

• The number of personnel;
• The availability of personnel documentation;
• The efficiency of communications.

Result of the Personnel Audit

Upon completion of the audit, AROU specialists conducting the audit compile a report and provide recommendations for eliminating errors and shortcomings. Possible sanctions from regulatory authorities in case of non-compliance with relevant norms are also considered.