Outsourcing of HR record management

HR record management in Russia and the CIS countries is tied in with the need to navigate numerous regulations. Employment legislation changes frequently, as does the interpretation of the law, and case law.

Any breach of employment legislation or errors in HR records trigger significant risks for employers.

By outsourcing HR record management, you receive a guarantee that all staff appointments and procedures, internal by-laws and documents are formalized in accordance with employment and tax legislation. In this way, the likelihood of fines or labor disputes is kept to a minimum.

What you get from doing business with Acsour

Efficiency

Acsour offers you optimal solutions in any HR situations:

  • large-scale recruitment or changes in the staffing table;
  • support for a start-up;
  • the winding up of a business or laying off of personnel; and
  • hiring foreign specialists.

We always strive to make HR processes and document management not only correct from a legal viewpoint, but also user-friendly for you and your employees.

The effective HR record management reduces the burden on your in-house personnel and you have more time for more important issues.

Confidentiality

Acsour guarantees the protection of confidential data, documents and information regarding your business.

In our work, we adhere to strict standards of information security:

  • we arrange regular training sessions for employees on the rules of information security so as to rule out any breach as a result of errors;
  • access to confidential information is strictly regulated;
  • our clients’ data is stored in secure data centers; and
  • information is transmitted by protected channels.
Mitigation of risks

At all stages of our dealings with you, we take the necessary steps to insure you against potential risks:

  • we assess the consequences of HR decisions in non-standard and complicated situations;
  • we keep track of changes in employment legislation and propose changes in HR accounting in advance;
  • we guarantee service continuity; and
  • we mitigate the human factor.

If there have been irregularities in HR record management, or the qualifications of the employee in charge were lacking, there is a risk that your HR records are not in line with the current rules under employment legislation. HR record management is an especially pressing matter when:

  • you are facing an inspection by the state labor inspectorate and you want to assure yourself that no controversial issues or breaches are in place which may give rise to claims from the inspector;
  • your company undergoes a merger, acquisition or another type structural transformation, and you need to find out which changes should be made in your HR systems and documents;
  • your company had its management or its HR staff replaced and you need to make sure that your HR record management complies with the legislation.

An audit of your HR records will identify breaches and weaknesses. It ensures that HR records are assessed objectively, after which Acsour will help you to rectify the faults identified.

What you get from doing business with Acsour

Efficiency

A timely HR audit helps you to avoid having sanctions imposed and to avoid losing labor disputes.

The audit will show you an objective picture of the HR record management system at your company, including any deficiencies there may be.

At the second stage, HR records are to be reconstructed, either by involving Acsour’s experts or by using your company’s internal resources.


Confidentiality We guarantee the protection of your personal data and other confidential data and of the documents relating to your employees and your business.
Expertise and knowledge

Acsour’s team of specialists includes:

  • HR record managers;
  • methodologists;
  • lawyers.

Thanks to our knowledge of best practices and the vast experience we have gained in HR record management our experts will help you in short order to identify errors, weaknesses and areas of concern in your HR record management. They will then issue recommendations on how to rectify them.

Acsour’s specialists help our clients to find the optimal solutions for complicated HR issues:

  • how to terminate an employment agreement with minimal risks for the company;
  • how to amend the HR records of the company;
  • how to start up HR record management from scratch;
  • how to adjust your HR records to the changing requirements of legislation;
  • how to mitigate risks in HR record management; and
  • how to hire foreign employees, including migration support services.

Use our services to obtain detailed recommendations on how you should act appropriately when employment legislation is changed and how to avoid sanctions or labor disputes.


What you get from doing business with Acsour

Expertise and knowledge

Acsour’s specialists:

  • have thorough knowledge of employment legislation and many years of experience in applying that knowledge;
  • undertake regular training and advanced training;
  • have dealings with the state labor inspectorate and other supervisory authorities; and
  • participate in projects aimed at improving employment legislation in Russia.
Confidentiality We guarantee the protection of your personal data, of other confidential data, and of the documents relating to your employees and your business.
Training Individual or group training by Acsour for your employees will enable them to independently fine-tune and maintain HR record management in your company.
Before we start working with you, we will agree on the full range of HR management services while we are setting up our services.

Please send a request to specify our rates for your company.

Our clients’ success stories

A. Espersen LLC

Core business:

Food industry

Espersen is a global leader in the processing of frozen fish and seafood products and the production of breaded fish fillets. In 2013, the Danish group opened its first production plant in Russia, in Velikiy Novgorod. The plant’s products are supplied to leading international fast food restaurant chains, including McDonald's.

The company has been a client of Acsour since 2013.

Services we provide
  • Bookkeeping and tax accounting
  • Payroll accounting
  • Preparing consolidated reports for the Headquarters
Tasks accomplished

As the project launched, we were instructed to build up all the processes taking into consideration the specific aspects of the operations of the production plant. Before they embarked on the work, Acsour’s specialists studied inside out the technologies and specific features of production at Espersen. This enabled us to factor all case scenarios into the accounting system and make allowance for the specific features associated with both the uniqueness of the industry and the expected growth of the plant. We have worked with Espersen for over 5 years, and during this period the company’s output has grown 10 times, all the changes occurring under normal conditions with no interruptions in accounting.

  • We have developed and automated a warehouse management system which allows accurate data to always be available regarding the inventory of goods and allows production processes to be streamlined.
  • Over the 5 years Espersen has operated in Russia, the company’s plant has successfully undergone numerous inspections and audits by governmental authorities of bookkeeping, accounting and HR document management.
Customer feedback

“We would like to thank Acsour for many years of cooperation. Acsour helped us to build up our accounting processes from scratch and was ready for the significant growth of our production. Acsour’s specialists are experts in their field and are always ready to come up with a solution for any issue. Among others, a very important indicator for us is that we have successfully passed all bookkeeping and tax audits without any serious remarks from the relevant authorities.”

Peter Bos, General Director of A. Espersen LLC

Azul Systems LLC

Core business:

Development of Java-based applications, R&D.

Azul Systems LLC Core business: development of Java-based applications, R&D. The company has been Acsour’s client since 2016.

Services we provide
  • Bookkeeping services
  • HR record management
  • Payroll accounting
  • Legal services
Tasks accomplished
  • Tax optimization: 
Our Client saved 15% in taxes as compared with the previous tax period as a result of a review of the contractual terms with its principal customer, that is, its parent company Azul Systems (USA). The contractual terms dealt with pricing and the application of the cost plus fee calculation method.
  • Risks for profit tax decreased by RUB 300,000: 
Acsour’s experts audited the expenses of the previous period and corrected errors in bookkeeping. Moreover, we developed a secondment policy which helped to sgnificantly reduce the profit tax risks and save the client’s money.
  • Development of rules for drawing up accounts and reporting to the Client’s headquarters in the USA: 
We have brought the data from the management accounts into line with the bookkeeping records of the Company. The document has been made consistent with Russian and foreign standards.
Customer feedback
“The result of Acsour’s work is a 15% saving as compared with the previous tax period, and no fines after tax audits. I would like to express my gratitude to Acsour’s employees for demostrating their high professional standards and client oriented approach”. Mikhail Davydiv, CEO of Azul Systems LLC

Arla Foods LLC

Core business:

Food industry, wholesale trade

Arla Foods LLC - Russian representation of the biggest European dairy concern Arla Foods amba with the headquarters in Saint Petersburg and substantial office in Moscow.

Services we provide
Migration services
Tasks accomplished
Extension of the resident permit for a highly-qualified specialist.
Customer feedback
During the time of our cooperation, Acsour proved to be highly professional, able to solve complex tasks and meet the deadlines.
Lyasko Mikhail, CEO of Arla Foods LLC 

Agedi

Core business:

Real Estate

With offices in the Principality of Monaco, France, Italy and Russia, Agedi offers a bespoke all inclusive real estate service to international clients, investors, companies and private individuals, in the most prestigious residential and commercial markets.

Services we provide
  • Bookkeeping services
  • HR record management
  • Payroll accounting
  • Legal services
  • Migration services
Tasks accomplished
Perfect servicing.
Customer feedback
“We highly appreciate the integral approach, high responsibility and professional competency of Acsour specialists and their readiness to assist and support us in all areas where we have needs or require advice“. 

Maurizio Cimatti, CEO of Agedi Russia.

HENSEL+MENNEKES Elektro LLC

Core business:

Wholesale trade, manufacturing

MENNEKES and The Gustav Hensel GmbH & Co. KG, two businesses aim to use synergy effects in order to serve customers on the Russian market. Both electrical engineering-focused companies have their headquarters in Germany.

Services we provide
  • Bookkeeping services
  • HR record management
  • Payroll accounting
  • Legal services
Tasks accomplished
Perfect providing of accounting functions. 
Customer feedback
With thу opening of Hensel + Mennekes Elektro in Russia Acsour was first and only choice for all our accounting needs. 
Anton Alexeev, Managing Director of Hensel + Mennekes Elektro