Keep your single staff register in full compliance (+model)

What is the single personnel register and what is it used for?

The register is one of the documents required for human resources management, and more specifically for personnel administration. It contains a number of compulsory entries and rules that must be complied with.

How should it be kept, and what are the company's obligations? Answers at ⤵️

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What is the single personnel register?

Single staff register: definition and content

The single personnel register is a document summarising the following compulsory information for each employee as soon as the first employee is hired, or a trainee joins a company.

🎫 Identification of the person employed

• surname, first name
• date of birth
• social security number
• gender
• nationality

💼 Information about your career with the company

• job (job title)
• classification (employee/executive)
• date of joining the company
• date of leaving the company

📄. Type of contract

Depending on the type of contract, certain information and annexes are mandatory:

• the words " fixed-term contract " or " open-ended contract " (in this case, you are no longer obliged to complete the BIAF),
• the words " temporary employee " and the name and address of the temporary employment agency,
• made available ", together with the name and address of the employers' group,
• the words " part-time employee " where applicable,
• the words " apprentice " or " professionalisation contract ",
• authorisation for recruitment or dismissal if required.

🤓For foreign workers, a column is dedicated to filling in the document equivalent to a work permit, for example the secondment declaration (mentioned in articles R. 1263-3, R. 1263-4 and R. 1263-6 of the French Labour Code).

It is necessary to :

• indicate the type and serial number of the document,
• attach a copy of the document.

☝️ For successive contracts, a line is added each time, with a new start and end date.

Information relating to trainees

This is entered in a specific section, with :

• trainee's surname and first name
• start date of the placement (or on-the-job training),
• end date of the placement,
• identification of the tutor,
• location of the placement.

All these details are essential for the DPAE!

Purpose of the register and staff concerned

All employees appear in the register, including :

• civic service volunteers, in the section dedicated to trainees,
• teleworking employees.

According to the French Ministry of Labour, Employment and Integration, the purpose ofthe register is to ensure transparency of employment in each of the company's establishments.

Who can consult the single staff register?

The register is available to:

• the CSE, which represents the staff and is consulted on the transfer of the register from paper to computer format. The employer must be able to present the opinion resulting from this consultation at the request of the authorities;
  
  
• inspectors responsible for ensuring compliance with :
• the Labour Code (in particular the Labour Inspectorate),
• the Social Security Code.

Company obligations and penalties

In the French Labour Code, the single staff register is governed by Subsection 2: Single staff register. (Articles L1221-13 to L1221-15-1).

📌 It is one of the mandatory documents that an employer must keep, along with :

• registers relating to working conditions,
• the social and economic committee (CSE) register,
• the single occupational risk assessment document.

This applies to all companies except :

• associations using the "chèque emploi associatif" scheme,
• individual employers.

🕵️‍♂️ In the event of an inspection by the Labour Inspectorate, if any of the following are found to be true:

• failure to keep the register,
• failure to update it,
• incorrect information,
• omission of compulsory information,

the company risks a fine of up to €3,750 (legal entity) or €750 (natural person) per employee concerned.

📍 The company must also:

• keep the data for 5 years after the departure of the employee or trainee ;
• keep a register for each establishment,
• list staff in chronological order of recruitment.

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How should a single staff register be kept?

Employers are not required to keep a single staff register inany particular format . The register may be kept on paper or in digital format (Excel, Word, etc.).

However, entries must be indelible, and digital formats offer the same control guarantees as paper.

For example, in the event of a correction, it is compulsory to indicate the corrections alongside the original entries, without deleting them.

Single staff register: example of paper format

☝️ The dematerialisation of the single personnel register is exempt from declaration to the CNIL if it meets the conditions set by the organisation (information limited to mandatory details and compliance with the maximum retention period).

Download a sample personnel register

To help illustrate this article, here is a template for a single staff register in xls format, which is free and can be exported in PDF format.

Our advice: if you want to save precious time and avoid errors or oversights, opt for HR software offering a single digital staff register. Our directory is packed with solutions for every business 😉