Does Your Company Invest in the Personnel Department?

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The Personnel Department sector is primarily responsible for delivering a company’s ancillary obligations, in addition to the financial relationship between the employer and its employees.

The DP is one of the main sectors responsible for the operation of a company, it takes care of the legal duties of the employer, in addition to being part of the relationship with employees, it is responsible for bureaucratic processes and the employer’s labor relations.

Therefore, this is the sector that must keep the organization’s fiscal and legislative responsibilities in order, whether they refer to its employees or bodies such as the Ministry of Labor, INSS, and others. With this, the professionals of the Personnel Department must be aware of the main rules imposed by the CLT, possible collective agreements and contracts entered into with the workforce, ensuring that the labor laws are being duly followed by the company.

The Structure of the Personnel Department

In 1943, the CLT was approved, which remains in force to this day. Since then, the Personnel Department has gained great importance in companies.

To facilitate management, the sector was divided into three subsystems, each responsible for different activities. We will explain a little about each of them below.

Admission of new employees

This role of the DP ends up having a relationship with the Human Resources sector. After all, the recruitment and selection process is the responsibility of HR.

Among the activities of the Personnel Department in hiring employees, there is the collection of the necessary documents, registration with the labor agencies, the preparation and validation of the employment contract and the signing of a work permit.

Staff compensation

The personnel compensation sector is responsible for taking care of the entire process of frequency control, payment of salaries and benefits, as well as payments of fees, taxes and contributions. From the integration of employees into the company, it starts with controlling the flow of work, preparing the payroll, controlling benefits and ending with tax calculations.

As well as the admission process, termination of employees is also one of the functions of the personnel department. The sector is responsible for drafting all documents, filing information and calculating the labor agreement.

It is essential that the DP follow all the instructions indicated by the CLT for each type of dismissal. In this way, the employer does not have to worry about possible labor lawsuits, which may be the result of errors at this stage.

What are the main functions of the Personnel Department?

1. Compliance with labor laws

The DP is an extremely important sector for ensuring compliance with labor laws. In other words, he is responsible for determining whether the legislation is being followed properly and organized by employers. This is beneficial to the entire company, as it prevents unnecessary expenses with fines and labor lawsuits arising from non-compliance with the rules.

In addition, because they are carried out by specialized personnel, the sector’s processes end up being more agile and correct.

2. Professional Documentation

Once a candidate is approved to join a new company, they sign a contract, right? Well, the DP is responsible for preparing all employment contracts. See some examples:

Self-employed: natural person who performs professional activities without an employment relationship;

Employee: CLT type contract, characterized by a natural person contracted to provide services to a legal entity, upon payment of salary and non-intermittently;

Temporary: hiring an employee of a third-party company, for a predetermined period and without an employment relationship;

Intern: hiring with the objective of complementing academic training through supervised work activity.

Each type of contract has its specificities and particularities, which is why the DP has the function of simplifying all processes, making them fluid and fast.

3. Archiving of Documents

As responsible for the bureaucratic side, the DP sector must maintain an updated file of all documents important to the company.

It is essential that medical certificates, tax documents and other files are always safe, ensuring that the employer is always up to date with labor legislation.

4. Time and working hours control

Another important task of the personnel department is to manage the work hours of its employees. From the implementation of time off scales to absenteeism control, it is essential that managers in this sector are attentive to the staff hours recording.

The DP sector is also responsible for managing the adopted point system, verifying the need to register new employees, evaluate records and generate time reports.

5. Payroll

This is perhaps the best known function of the Personnel Department. Using all the information collected during the month, it is the responsibility of the sector to complete the employees’ payroll and payslips.

Therefore, the DP must be aware of the control of hours and possible earnings and discounts, in addition to following the correct calendar adopted by the company, in order to schedule the payment of employees.

6. Benefits Management

Immediately after hiring employees, the Personnel Department must pay attention to making available and administering the benefits granted to them.

Among these benefits may be:

• transportation vouchers;
• meal/food vouchers;
• culture valley;
• medical/dental insurance;
• childcare assistance;
• scholarship;
• GymPass etc.

The sector must be responsible for collecting the necessary documentation and managing them correctly so that employees can use them without problems.

7. Control of Leaves and Vacations

Vacations and leaves end up reducing the workforce available in the company and, therefore, it is important that they are managed in the best way.

Therefore, it is important that DP employees clearly understand how they can create a vacation schedule for the workforce, in addition to assessing the need for new hires, even temporary ones, in case of extended leave.

As you can imagine, the sector is also responsible for creating and validating all the necessary documentation to ensure that the labor rules involving these leave are complied with.

8. Taxes, fees and contributions

To stay within the labor rules, an employer must keep all taxes and contributions up to date.

Whether those of a fiscal nature, or those that concern employees, it is essential that all guides and payments are made without delay.

DP’s taxes and liability fees include:

• INSS;
• FGTS;
• CAGED;
• RAIS;
• DIRF.

In addition, it is important that the industry also understand which of these fees are deducted from the employees’ payroll and which are the employer’s responsibility..

What are the Personal Sector Indicators?

As we have seen, the DP has access to documents and data from everyone in the company, including important information for managers to monitor the teams. Companies that understand the data and monitor their numbers are able to identify areas for improvement and grow in a healthy way.

That’s why, like other sectors, the DP also has its own metrics.

Below are some of the most important indicators.

1. Absenteeism

Excessive absences are usually a sign of dissatisfaction, demotivation or even serious health problems. That’s why these signs need to be closely monitored by HR and investigated by the DP. Looking at the numbers, it is possible to determine how many medical certificates were delivered, as well as unjustified absences.

These indicators also serve as data for assessing performance.

2. Turnover

Turnover is the calculation of the percentage of employee turnover in the company. It is calculated based on the number of terminations signed in a given period of time.

Understanding and monitoring turnover helps the company to offer more favorable working conditions, in order to increasingly retain talent.

In addition, it improves the selection process, as it identifies the most suitable profile to fill a given position.

3. Work Accidents

Through the Accident Communication (CAT), the DP is able to verify the occurrences and act in a manner focused on prevention. Generating this document is also important to detect if there is any type of failure or negligence of the company that is facilitating the occurrence of accidents or, if there was a lack of adequate training for professionals.

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Fonte: Blog Tangerino