Maintaining personnel records for LLCs and sole proprietorships

Maintaining personnel records for LLCs and sole proprietorships

Personnel records are an integral part of the activities of enterprises, regardless of their organizational and legal form. Maintaining personnel records for limited liability companies (LLCs) and individual entrepreneurs (IEPs) requires compliance with the legislation of Ukraine governing labor relations. In this article, we will consider the key aspects of organizing personnel records, as well as the legal stages, terms of service, typical issues faced by entrepreneurs, and factors affecting the cost of a lawyer's services.

Legal stages of maintaining personnel records for LLCs and sole proprietors

• Legal consultation on maintaining personnel records for LLCs and sole proprietors
• Evaluation of the legal status of the employer For LLCs, it is necessary to take into account the provisions of the charter, internal regulations and orders. Sole proprietors, in turn, are governed by more simplified regulations, but must also comply with labor legislation.
• Development of basic documents For LLCs, the following are mandatory: staff list; employment contracts or contracts with employees; job descriptions; internal labor regulations. For individual entrepreneurs, employment contracts are the main document, and other documents are created as needed.
• Maintaining mandatory accounting forms This applies to time sheets, orders for hiring, transferring or dismissing employees, entries in work books, etc.
• Compliance with labor legislation Particular attention should be paid to compliance with the norms regarding wages, working conditions, vacations, dismissal and other aspects of labor relations.

Under what conditions can the service be provided

Legal assistance on the topic of maintaining personnel documentation for LLCs and individual entrepreneurs can be provided if:

• Compliance with legislation The customer (LLC or individual entrepreneur) must act within the framework of the legislation, in particular, have officially registered employees and relevant registration documents.
• Availability of necessary data To start work, the lawyer must provide constituent documents, information about employees, a staff list (if available) and other necessary data.
• Openness to cooperation The enterprise must be ready to implement changes in case of violations or shortcomings in personnel documentation.
• Under what conditions can the service not be provided Inaccuracy or lack of documents If the customer cannot provide basic data or documents, the lawyer will not be able to conduct an analysis and prepare personnel documentation.
• Unwillingness to comply with the law If the customer deliberately avoids compliance with the law (for example, registration of employees), this makes it impossible to provide a quality service.
• Legal restrictions For example, if the company is under investigation or has a ban on activity.

How to figure it out on your own

To independently maintain personnel documentation, it is recommended to:

• Get acquainted with legislative acts, in particular the Labor Code of Ukraine.
• Use sample documents that can be found on the Internet, but be sure to adapt them to the needs of your business. Find out the current list of documents for maintaining personnel documentation for LLCs and sole proprietors.
• Maintain personnel documentation in accordance with current regulations, using specialized accounting automation programs or services.
• Regularly attend trainings or webinars to update your knowledge.

Frequently asked questions

• How much does legal advice on maintaining personnel documentation for LLCs and sole proprietors cost? Legal advice on maintaining personnel documentation depends on the region, complexity of the issues, and the lawyer's experience.
• How much does it cost to maintain personnel documentation for LLCs and sole proprietors? The cost of maintaining personnel documentation depends on the number of employees and the complexity of the organization.
• How to find a lawyer on the topic of maintaining personnel documentation for LLCs and sole proprietorships? You can search for a lawyer through specialized platforms or other services for finding lawyers. Reviews and recommendations from friends are also a reliable way to find a professional. It is worth paying attention to lawyers who have experience in personnel support, because this topic has its own nuances. Before concluding a deal, ask for a portfolio or examples of previous cases. You can also contact law firms specializing in corporate law.
• What documents are needed to maintain personnel records for LLCs and sole proprietors? For LLCs, it is necessary to prepare a staff list, employment agreements or contracts, orders on acceptance and dismissal, regulations on wages, work schedules and accounting forms. For sole proprietors, employment agreements, time sheets and salary settlement documents are often sufficient. It is also important to take into account the specifics of the activity, which may require additional documents, for example, for business trips. All documents must comply with the norms of current legislation, in particular the Labor Code of Ukraine. It is recommended to conduct an audit of current documentation before starting work.
• How long does it take to prepare documents for maintaining personnel records for LLCs and sole proprietors? The preparation of documents depends on the volume of work and the complexity of the company's structure. For a small LLC, this process can take from 1 to 2 weeks. In the case of large companies or if additional provisions need to be created, it may take up to a month. For an individual entrepreneur, the preparation of basic documents usually takes 2–5 business days. The time may increase if you need to agree on specific working conditions or undergo an audit of the documentation.

What does the cost of a lawyer's services depend on

Maintaining personnel documentation for LLCs and individual entrepreneurs Ukraine 2024 is an important aspect of the activity that ensures transparency of labor relations and protection of the rights of both employees and employers. Involving a qualified lawyer will help avoid mistakes and fines, but if desired, entrepreneurs can cope with the basic tasks themselves, provided they are properly trained. The cost of maintaining personnel documentation for LLCs and sole proprietorships depends on the following factors:

• Scope of work The more documents that need to be developed or checked, the higher the cost of the service.
• Complexity of the situation If the company has many employees or a complex structure, this affects the final cost.
• Qualifications of the lawyer An experienced specialist may price his services more expensively, but this guarantees the quality of the work.
• Urgency of execution Services that need to be provided in a short time usually cost more.
• Level of process automation If the company already uses automation systems, the lawyer will need less time to implement the documentation.