The staffing is approved by senior management. Order, stages and rules of filling. Is it mandatory to use a sample staffing table
The staffing table, or abbreviated SHR, is a local regulatory act that determines the structure of the enterprise, its staffing and headcount. It is developed, as a rule, on the basis of the unified form T-3 (we provide a sample filling in this article). In the staff list, in addition to the names of professions and positions, the size is indicated wages for each of them.
You can download the staffing table for 2019 below, and now let's talk about what it is.
As already mentioned, the form staffing(2019) can be approved according to the standard unified form, but this does not mean that the employer is constrained by this form. The head of the enterprise can develop his own form and sample, understandable and convenient for him. If he does not want to do the development himself, he can entrust this to a responsible person, such as an accountant.
Sample staffing table for 2019, download
Please note that the document in question must contain:
- name of the department;
- job titles;
- quantity staff units;
- salary amount;
- allowances, if they are provided for by the regulation on wages.
You cannot hide any information in the SR. If there is a unit, it must be indicated in the form. You can see a sample of filling out the staffing table for 2019 below.
Why do you need a staffing table in an organization
This local regulation is necessary due to the fact that it:
- makes it possible to visually compare departments in terms of the number of employees, their qualifications, and the level of remuneration for their work;
- used in assessing the effectiveness of the existing structure of the enterprise;
- useful for analyzing the workload of employees, assessing the amount of work they perform, clarifying and changing job descriptions;
- necessary when interacting with regulatory authorities. It is usually required to provide labor and tax inspections during inspections: absence can be considered as a violation of labor and labor protection legislation, which entails the imposition of a fine, which, according to, is 1000-5000 rubles - from an official and from 30,000 to 50,000 rubles - from an organization;
- required to justify the dismissal of redundant employees in the event of a court case. Without it, it is difficult for the employer to prove the justification for the dismissal and the lack of available vacancies for the reduced employees (obliges the employer to provide the reduced employee with a vacant position suitable for him at the enterprise, if any).
Sample staffing table for 2019: we draw up in accordance with all the rules
Step 1. Filling in the header
Everything is standard: we indicate the full name of the organization in accordance with the statutory documents. At the same stage, we indicate the period for which this document is being compiled. The period indicates either a year, or they simply write that it applies from such and such a date, without indicating a terminal period.
Step 2. Specify staff units
Here all the names of professions and positions that are in the company are entered. Here they are subject to a kind of accounting and arrangement by departments, if they exist, of course. Please note that if the profession implies the use of a professional standard or the position is indicated in the list that gives the right to early retirement, then in this document the name of the position or profession must be strictly identical to the professional standard or list.
Step 3. We prescribe official salaries and allowances
Specify numbers. Please note that if you only use salaries, as, for example, in this sample, then the allowance and compensation sections are not filled out. Let empty cells not confuse you, the law allows it. This is your wage system.
Step 4. We sign
Summary information, as a rule, is signed by two people: a personnel officer and an accountant. But in small companies for two, one, for example, the same accountant, will be able to sign.
Step 5. We approve
Approves CEO by his order, which is drawn up in a free form. In the future, all changes to the SR are made exclusively by orders.
When is it compiled and how to make changes
The schedule is drawn up and approved, as a rule, at the opening of the enterprise. In the future, adjustments and changes, if necessary, to establish new salaries or add new units are made to it by new orders.
Changes are usually made when:
- renaming of structural units or positions,
- salary changes,
- during the reorganization of the enterprise,
- in the event of a reduction in the number or staff of employees.
The difference between the last two points is that when the number is reduced, individual staff units are excluded (that is, there is a reorganization), and when the staff is reduced, individual units are excluded. At the same time, employees replacing reduced positions are subject to dismissal in accordance with the relevant articles.
Changes are made exclusively in the same way as they were approved, that is, by orders. The reason may be one of the following reasons:
- improvement organizational structure companies;
- improvement of work of separate structural divisions;
- company reorganization;
- expansion or reduction of the company;
- changing legislation;
- optimization organizational processes;
- planning and economic calculations of the personnel department;
- elimination of duplication of functions.
All employees affected by the changes are required to familiarize themselves with the order under the signature. But before that, the employer is obliged to make an official announcement about the upcoming changes and notify their employees of the upcoming changes at least two months in advance. This is especially true for situations with layoffs of employees, where each action is subject to documentary evidence.
Is it mandatory to use a sample staffing table
Currently, the presence of this document is mandatory, according to where it is mentioned twice: in article 15 containing the definition labor relations, and in article 57, according to which important condition of an employment contract is a labor function, namely work according to the position in accordance with the staff list, profession, specialty - indicating the qualifications, the specific type of work assigned to the employee. Therefore, a sample of how to correctly draw up a staffing table for 2019 will come in handy in your work.
Document flow is necessary in order to track various performance indicators of the company in dynamics. Without it, the organization of processes is quite chaotic. Because in modern world personnel is the main asset of each company, documents related to management by human resourses must be carried out as accurately and correctly as possible.
One of these documents is the staffing table, the details of which are discussed in this article. It allows you to set the staffing of the organization's divisions, analyze the organizational structure and remuneration system, and also facilitates the process of recruiting personnel for vacancies in the company.
What is this document for, is it mandatory?
The staffing table is necessary in order to be able to justify the situations of dismissal of employees due to staff reduction in the event that they apply to the court. It can also serve as a justification (due to the absence of a particular position). Therefore, the competent preparation of this document is the basis for the legal defense of the interests of the company.
In addition, inspection companies (in particular, the labor inspectorate) often require its presence during inspections. The absence of a document falls under the violation of the law of the Russian Federation on labor protection. Accordingly, according to the Code of Administrative Offenses of the Russian Federation (Article 5.27), an organization that does not provide a schedule faces a fine within from 30 to 50 thousand rubles. In addition, the official will be fined (the amount varies from 1 to 5 thousand rubles).
Finally, without a staffing table, it is not possible to prove that at the time of the reduction, the company did not have the opportunity to provide employees with alternative vacancies.
Thus, the presence of this paper is not mandatory from the point of view of the legislation of the Russian Federation, and in theory the decision of the tax or labor inspectorate fines can be challenged in court. However, in practice, the document should be maintained by any company to prevent possible conflict situations. At the same time, it is important to understand that for budgetary organizations its presence is enshrined in law.
Requirements for it
Since the staffing table is a so-called local regulation, there are not so many special requirements for it:
- One of the main ones is the fact that the company is obliged to draw up this document in accordance with the established federal law unified form T-3. You cannot shorten it (all the necessary items must be present), but you can enter additional data.
- Schedule must be put in place from the first day of the month.
- It is very important that each page is numbered.
- The document must be stapled, have the seal of the organization, the signature of the head and the person responsible for compiling.
Who is compiling?
At the moment, the legislation does not clearly define who should be involved in the development of the document.
In companies with a branched organizational structure, the responsibility for compiling may lie with employees of the following departments:
- personnel service;
- accounting;
- legal department (the least common situation).
In small firms, this can be done by the head or any other person authorized by him. In this case, an order is made in the name of a specific employee who will work with this document. Another option for determining who is responsible is to indicate this fact in job description or employment contract.
To simplify the compilation procedure, it is necessary to prescribe its nuances in the instructions for office work:
- terms and basic rules for the development / introduction of changes;
- form of order to approve the schedule and changes;
- responsible persons for the formation of the document and the signing of orders;
- employees with whom it is necessary to coordinate the draft schedule or its changes;
- the composition of normative acts that regulate all issues related to it.
How is it claimed?
After drawing up the staffing table, it must be approved. Before the final form for signing is ready, it is necessary to coordinate it with the employees specified in the instructions.
After this, the assertion must be made by special order or order, which must be signed either by the head of the company or an authorized person. The order must indicate the dates of compilation, approval and entry into force - they may coincide or differ from each other, but the date of entry into force cannot be earlier than the date of preparation or approval.
Structure and order of filling
First of all, the unified form must contain a number of details (they are required for each accounting document):
- name and number of the document;
- the date of its compilation;
- Company name;
- confirmation of the fact of carrying out activities and expression of the value of natural or monetary measurement;
- name and signature of the person responsible for the correctness of the compilation.
The table must include the following information (from left to right):
- structural subdivision;
- department code;
- position, rank, qualification class (for example, engineer of the 1st category);
- the number of staff units;
- salary (indicated in rubles, units of measurement are only in the header of the table - for example, 20,000.00);
- allowances (in rubles) - for example, for degree. 3 columns are allocated for them;
- total, rub. - this column indicates total amount wages;
- note.
After filling in all the columns in the table, you must fill in the line "Total". It is necessary to sum up all the values in columns (the amount of salaries, how many staff units will be, etc.). After that, the necessary signatures and seal are put.
You can watch the process of formation and filling in the 1C program in the following video:
How to make a change?
For 2019, there are 2 main ways to make changes to the staffing table:
- So, you can directly change this document by creating a new one, which will have the following registration number. Wherein new version must be approved by the order for the main activity.
- However, most of the time the changes are quite minor. IN this case enough to make changes. The order can be called as follows: "On changing the staffing table" or "On making changes to the staffing table."
However, this procedure must be justified. These may be the following reasons:
- the need to optimize administrative activities;
- improvement of the organizational structure of the company;
- reorganization;
- elimination of duplication of functions and formation of responsibility centers;
- changes in the legislation of the Russian Federation;
- the need to organize measures to improve the activities of a particular department in the company;
- reduction of the main activity, its expansion or diversification.
If the position of an employee is renamed, you must obtain his written consent before making changes.
Shelf life and compilation frequency
In the legislation of the Russian Federation there are no norms that would regulate the frequency of staffing. If the company high level staff turnover, it is advisable to compile it once a month. However, most often they make it every 6 or 12 months, if necessary, only making changes. This is due to the fact that such a schedule is a so-called planning document.
It is also possible to draw up a T-3 form for several years - but this can only be done by those firms that do not plan to adjust the staff, introduce new positions or remove some of the existing ones.
Therefore, this option cannot be considered as expedient at the time of 2019 - crisis conditions force organizations to constantly change various aspects of their activities.
With regard to the retention period, for the time being, the document must be kept by the company within 3 years. Wherein given term calculated from the next year after the year in which the timetable ceased to be valid. Staffing arrangements (which can serve as a lightweight alternative to the paper in question) must be kept for 75 years.
State regulations determine the main list of documents that every employer must have, regardless of the legal form. The list of these documents includes the staffing table. Although there is no direct indication of this in the legislation, the staffing table is mentioned in several articles of the Labor Code of the Russian Federation, which indirectly confirms the need for it.
What is staffing
The staffing table is one of the fundamental documents of all organizations. It contains information about the structure of the enterprise, positions and the number of staff units.
In those organizations where the remuneration system is limited only to salaries, this is the main document for payroll.
Based on what is filled
If the organization has just begun its activities and the staffing table is compiled for the first time, then it would be advisable to first consider a list of necessary positions and draw up a document regulating remuneration.
Responsible for compiling
The staffing table is made by any employee who is entrusted with this. As a rule, this is an employee of the personnel department or an accountant.
Introduction to this document
Since the staffing table is not a local normative act of the organization (paragraph 7 of the letter of Rostrud dated May 15, 2014 N PG / 4653-6-1), the employer is not obliged to acquaint employees with the staffing table.
Primary requirements
The staffing table is in the list of unified forms, where it goes under the letter T-3. Most organizations use this form because it contains all the required columns and columns.
But the use of this form is not mandatory, it is only advisory in nature, although there have been many disputes about this. The final point on this issue was put by the Letter of Rostrud dated January 23, 2013 N PG / 409-6-1. It directly states that organizations have the right to develop their own forms of this document and use them, the main thing is to take into account the requirements of the law.
In particular, Art. 15, 57 of the Labor Code of the Russian Federation states that the labor function of an employee is determined in accordance with the position, profession indicated in the staffing table. That is, the names of the positions must be included in this document.
How to fill out the staffing table for LLC and IP
Requisites
- the full name of the organization must be indicated in full accordance with the constituent documents;
- OKPO, this is the 8-digit organization code. These data are contained in the information letter of the statistical authorities, which should be in every enterprise;
- schedule number. There is no clear requirements. You can use continuous numbering, you can start each year with the number 1 and indicate the year through a fraction, you can use any other numbering method.
- Date of preparation. The actual date of compilation is affixed, it may differ from the date the staffing table is put into effect (for example, the staffing table drawn up in December of the current year comes into effect on January 1 of the next year);
- the period of validity of the staffing table is indicated, most often 1 year, and from what date it comes into force;
- in the upper right corner, the stamp “Approved” is placed and the details of the approval order and the introduction of the staffing table are indicated. On top of the stamp "Approved", as a rule, the seal of the organization is placed, although this is not fixed by law.
2019 staffing sheet
The form can be downloaded at any legal system such as Consultant or Guarantor. As a rule, it is proposed to download the Word or Excel format, fundamental difference not here, but in tabular form it is more convenient to conduct, since formulas can be entered in the corresponding cells and the document will calculate the number of staff units and the wage fund itself.
The procedure for filling out the T-3 form
Column 1 "Name of the structural unit"
Structural divisions include branches, representative offices, workshops, departments, etc.
They usually start with top management units, then accounting and financial services, production, and economic services.
For example: board, finance and investment department, economic department, sales department, etc.
Column 2 "Subdivision code"
Here, the coding is assigned according to the same principle that is used in the first column and indicates the subordination of structural units. For example, the finance and property department - code 02, the accounting and economic departments subordinate to it will have codes 02.1 and 02.2, respectively. This column is rarely filled in, mostly on very large enterprises. And it can be excluded from the document altogether.
Column 3 "Position (specialty, profession), category, class (category) of qualification"
Positions fit into nominative case And singular, in full, without abbreviations.
The employer has the right to determine the title of positions, except for those associated with difficult and harmful conditions labor and receiving state benefits (early pension). These positions must be entered in accordance with the qualification and tariff directory, or professional standards which are currently under development.
Column 4 "Number of staff units"
The number of staff units for each position is indicated here, it can be either integer or fractional, for example, 05 or 0.25 rates, which means that the amount of working time for such a position is reduced by two or four times.
Note: when indicating positions and staff units, the employer has the right to indicate any number, regardless of the actual employees. That is, he can add 3 units of an accountant to the staff list, but hire 2, and 3 units can remain vacant for as long as he likes.
An exception is the staff unit, which is reserved for the quota for the disabled. Its vacancy must be reported to the employment authorities.
Column 5 "Tariff rate (salary), etc., rub."
It all depends on the wage systems adopted in the organization. Salary, tariff rate, or various percentages and coefficients can be affixed here.
If it is not possible to put down specific numbers, then you can simply indicate the form of remuneration "piecework", "chord". But then in the following columns there should be a link to the Regulation on remuneration or another document where payroll is scheduled.
Columns 6,7,8 "Surcharges, rub."
Filled in according to the Regulations on wages and other local regulatory documents. This is usually listed here:
- allowance for night work;
- cleaning of bathrooms;
- northern allowances;
- other surcharges and allowances.
In these lines, you can simply indicate the document in which all this is written, especially if there are a lot of allowances. The only thing that is not indicated in these columns is the allowances that are charged on the entire wage. For example, a bonus that is paid in the amount of a certain percentage of all previously accrued amounts (salary or tariff rate plus allowances).
Column 9 "Total per month"
This column can only be filled in if in columns 5-10 the amounts are written in rubles and for the same period of time (rubles / day, rubles / hour), otherwise either a dash or the amount of only the salary multiplied by the number of staff units is put.
Column 10 "Note"
Here, a locally-normative act regulating wages may be indicated, minimum size payment if it is established (for example, piecework payment, and the note indicates: “at least 10,000 rubles.”)
As mentioned above, the employer can exclude columns that are unnecessary to him.
Sample filling in the staffing form T-3
Things to Remember
When filling out column 5 of the staffing table, you need to remember that the so-called "fork" of remuneration cannot be put down in the staffing table. Since it is legally established that for equal work - equal pay (Article 22 of the Labor Code of the Russian Federation).
That is, if in one unit there are 2 staff positions of an accountant, then the salary or tariff rate should be the same. But you can set individual surcharges and allowances.
Who signs
Form T-3 provides for two signatures under the staffing table: an employee of the personnel department and the chief accountant. If some category is missing, then you can get by with one signature, or appoint other persons by the appropriate order for the organization.
Terms and place of storage
The original staffing table is stored in the personnel department or in the accounting department, this is determined by the document flow of a particular organization. In any case, if the original is in the personnel department, then there should be a copy in the accounting department and vice versa.
According to paragraphs. "a" Art. Section 71 1.2 "Organizational foundations of management" of the List of typical managerial archival documents generated in the course of activities government agencies, local governments and organizations, indicating the periods of storage (approved by Order of the Ministry of Culture of the Russian Federation of August 25, 2010 N 558), the staffing table is stored in the organization constantly.
Alteration
The legislation does not establish the duration of the staffing table, therefore it may be the only one throughout the entire life of the enterprise, and all changes and additions will be made out by separate orders to change the staffing table.
The employer himself decides to change the data in the staffing table, in this case he is not limited in time and number of changes. Exceptions are cases provided for by law, for example, holding events. In this case, the deadline for making changes is established by the Labor Code.
Results
The staff list is one of the main documents of an enterprise of any form of ownership, containing important documents. Since there are no analogues to this document in the workflow, maintaining a staffing table is not only mandatory, but also necessary for the optimal organization of the enterprise.
Video - how to draw up a staffing table for an enterprise in the 1C program:
The staffing table documents the composition, number of employees of the organization and its structure. An example of drawing up a staffing table, the procedure for its approval and registration of changes. Is it necessary to draw up a staffing table?
The staffing table is an internal document of the enterprise, in which the staffing, the number of employees of the organization and its structure are documented.
In this article, we will look at an example of compiling a staffing table, the procedure for its approval, and tell you how to issue a change in staffing.
In Russian labor legislation there is no direct indication of the obligation to draw up a staffing table. For this reason, some employers do not want to draw up an extra personnel document.
Practice shows that it is necessary to have a staffing table, moreover, its absence can lead to very backfire for the employer in the form of fines.
It should be noted that Article 57 Labor Code RF defines one of mandatory conditions employment contract - labor function employee, as "work according to the position in accordance with the staffing table." Without an approved staffing table, it is impossible to reduce the staff and dismiss them, in accordance with paragraph 2 of Article 81 of the Labor Code of the Russian Federation.
In addition, the staffing table, or extracts from it, may be requested when checking tax authorities, territorial bodies of the Pension Fund, the Social Insurance Fund and the labor inspectorate.
We draw up a staffing table
The staff list does not reflect information about employees with whom civil law contracts have been concluded. These are the so-called "freelance" employees who are not subject to labor legislation (Article 11 of the Labor Code of the Russian Federation).
When compiling the staffing table, both organizations and individual entrepreneurs, you can use the unified form No. T-3 (approved by the Decree of the State Statistics Committee of Russia dated 05.01.2004 No. 1). This form is not mandatory for use and is advisory in nature, but contains all the details necessary for personnel documents.
Applying the form No. T-3, you should follow certain rules for filling it out. Let us consider them in more detail using the example of the staffing of an LLC.
Required details
"Name of organization" is indicated as it appears in founding documents: if, in addition to the full name, there is an abbreviated version, then it is indicated after the full one (in brackets), or the line below.
"OKPO code" is the identification code of the enterprise according to the All-Russian classifier of enterprises and organizations, which is indicated in the information letter of the state statistics body.
"Document number": if the staffing table is compiled for the first time, then it is assigned the number 1, and in the future the numbers go in order.
Compilation Date - The current date on which the document was created.
"Approved" - this indicates the number and date of the order by which this staffing was approved.
"For the period" - this line reflects the period of validity of the document and the date from which it comes into effect.
“State in the amount of ____ units” - indicates the total number of staff units of the enterprise, reflected in the staffing table.
Main part
After filling in the required details, we will enter information about departments, positions and wages.
Column 1 "Name of the structural unit". The structural divisions of the enterprise include departments, branches, representative offices, etc.
As a rule, this column is filled in, starting with the units that carry out general management (“Administration”), then accounting, the personnel department, the economic department, etc. divisions, etc.).
Sometimes the name of the unit may affect the provision of certain benefits to the employee (for example, in the presence of hazardous production) - in this case, it should be taken from the relevant industry classifiers.
Column 2 "Code of the structural unit" is designed to number the units in the order by which you can determine their place and subordination in the overall structure of the enterprise. In a small enterprise with a centralized structure, the code may not be indicated.
Column 3 "Position (specialty, profession), category, class (category) of the employee's qualifications." The employer can assign the name to the positions on their own, or you can use the " All-Russian classifier professions of workers, positions of employees and wage categories (OK 016-94) ”(approved by the resolution of the State Standard of Russia of December 26, 1994 No. 367), “The All-Russian Classifier of Occupations (OK 010-93)” (approved by the Resolution of the State Standard of the Russian Federation of 30.12 .1993 No. 298) and " Qualification guide positions of managers, specialists and other employees ”(approved by resolution of the Ministry of Labor of the Russian Federation of August 21, 1998 No. 37).
If there are any restrictions or benefits and compensations for a certain type of work, positions, specialties, then their name must strictly correspond to the above classifiers. The title of the position must be written in full, without abbreviations (for example: deputy chief accountant, head of the personnel department).
Please note: if the name of the position specified in the employment contract does not correspond to the name of this position in the staff list, or is completely absent in it, the contradictions are resolved in favor of the employment contract (Article 8 of the Labor Code of the Russian Federation).
Column 4 "Number of staff units". Here we indicate the number of staff units provided for in the organization for the corresponding position (specialty).
If part-time work is provided, then you need to indicate the number of incomplete units in the appropriate shares (for example: 0.5; 0.75). It makes sense to also include vacant positions that were not occupied at the time of the approval of the staffing table, so as not to make changes to it when hiring each new employee.
Column 5 "Tariff rate (salary), etc." Filling in this column depends on the remuneration system adopted in the organization. A fixed salary or tariff rate is indicated, which does not include compensation, social and incentive payments.
Please note: sometimes an employer, in order to establish several employees holding the same positions, different size wages, indicates in the staffing table the minimum and maximum limits of the salary or tariff rate - the so-called "fork" (for example: 15,000-18,000 rubles).
This is contrary to Art. 22 of the Labor Code of the Russian Federation, which provides for equal pay for equal work and Art. 129 of the Labor Code of the Russian Federation, according to which the salary and tariff rate are fixed. It is understood that if employees occupy the same positions, then the volume and complexity of their work are also the same, which means that their salaries should be equal. Set wages to larger size in this case, it is possible for any of the employees at the expense of allowances or other additional payments.
Columns 6-8 "Surcharges". Allowances, additional payments and other incentive payments are established by the current legislation (for example: for work in conditions Far North and equivalent areas), or by the employer himself (for length of service, for knowledge foreign language and so on.). The amount of the allowance can be set as a fixed amount, or as a percentage of salary.
Column 9 "Total" is filled in by adding columns 5 to 8, but only if all the data in them is entered in the ruble equivalent. If the salary is set in rubles, and the allowances are percentages, then a dash is put in column 9, and the documents on the basis of which these allowances and surcharges are applied should be indicated in the note.
Column 10 "Note" is provided for making additional information clarifying and explaining the staffing data.
Form No. T-3 provides for the signature of the head personnel service and the chief accountant, but in the absence of one of the positions in the organization, you can leave the corresponding line empty, or supplement the form with the signatures of other employees. Stamping on the approved staffing table is not provided.
The procedure for approving the staffing table
The staffing table is approved by order signed by the head or other authorized person. Details of the order must be entered in the "Approved" line.
Since wages are calculated monthly, it is more convenient to put into effect a new staffing table from the first day. It should be noted that the dates of compilation, approval and entry into force of the staffing table may not coincide.
The terms for approving the staffing table are determined by the employer independently. It can be approved annually, although adopted once, it may well be valid for several years. If any additions were made to the staffing table, it is advisable to approve a new schedule at the beginning of the calendar year, taking into account all the changes made.
Staffing tables should be stored at the place of development and approval, the storage period is permanent.
Making changes to the staffing table
Naturally, information once entered into the staffing table may change over time. The reasons for changing the staffing table may be:
- introduction of new staff units;
- change in salaries;
- exclusion of vacancies;
- downsizing or downsizing;
- renaming of positions, divisions, etc.
The employer, regardless of the reasons for changing the staffing table, will have to decide for himself how to make these changes:
- draw up and approve a new staffing table, or
- issue an order to change the already existing schedule.
In the first case, a completely new document is developed and approved (we considered an example of the organization's staffing table and the procedure for its preparation earlier).
In the second case, the procedure for changing the staffing table includes the following steps:
- Drawing up and signing an order to change the staffing table (a sample of it is given above), in which you need to indicate the reasons for making the changes and the date from which they come into force (from the date of issue of the order or later), the name of the new units introduced (or excluded vacant ones) positions, number of new staff positions, new salary, allowances or other additional payments, etc.;
- Adjustment of the current staffing table in accordance with the issued order;
- Bringing the changes made to the attention of specific employees who are affected by them, and making appropriate additions and changes to them employment contracts and work books.
Pay attention to a slightly different procedure for changing the staffing table when reducing the number or staff. According to Art. 180 of the Labor Code of the Russian Federation, employees must be warned of the upcoming dismissal at least two months before it.
The new staffing table in this case may come into force no earlier than two months after its compilation.
Staff scheduling >>>
Signing and approval of staffing >>>
Staffing periods >>>
Making changes to the staffing >>>
Submission of staffing to inspection bodies >>>
Extract from the staff list >>>
STAFF SCHEDULE. CONCEPT
The staffing table is an organizational and administrative document that draws up the structure, staffing and size of the organization, a list of job titles, professions indicating qualifications and salaries, as well as possible allowances for each of the positions.
1. Staffing form
For the convenience of drawing up a staffing table by a legal entity or individual, being an individual entrepreneur, a unified form N T-3 is provided (approved by the Decree of the State Statistics Committee of the Russian Federation "On approval of unified forms of primary accounting documentation for accounting for labor and its payment" of 01/05/2004 N 1). This form is not mandatory for use, but is only a recommendation. Despite this, it is recommended to use this form in your work, since it contains all the necessary details.
It must be borne in mind that many organizations that carry out supervisory and control functions (for example, the labor inspectorate or the judiciary), during inspections or requests, require the submission of a staffing table (clause 91 of the Guidelines on the appointment procedure, conducting documentary on-site inspections of policyholders on compulsory social insurance and taking measures based on their results, approved by the Decree of the FSS of the Russian Federation of 07.04.2008 N 81).
When conducting documentary checks by the territorial bodies of the Pension Fund of the Russian Federation, it is also possible to request the provision of a staffing table ( Guidelines on organizing and conducting documentary verification of the reliability of individual information submitted by policyholders about seniority and earnings (remuneration), income of insured persons in the state pension insurance(approved by the Resolution of the Board of the Pension Fund of the Russian Federation of 30.01.2002 N 11p)).
In addition to the listed bodies, tax inspectorates often include in the list of documents required for a comprehensive audit, the staff list as a document confirming the application of tax benefits.
Also, the staffing table serves as a document that summarizes data on payroll costs, as well as the number of employees in the organization.
Unified forms, including form N T-3, apply to all organizations, regardless of their organizational and legal form. The exception is forms for recording working hours and settlements with personnel for wages, which are not used in the work of budgetary institutions.
1.1. Indication in the staff list of positions of freelancers >>>
2. The procedure for entering information into the staff list >>>
3. Staffing of branches >>>
The staffing table can be drawn up by any employee who is entrusted with such a function (head of the organization, personnel officer, accountant). Before compiling it, it is necessary to determine the general structure of the organization for the further distribution of human and material resources, depending on the direction of activity and the goals for which the organization was created.
In some organizations, it is customary to first describe the structure of the organization without specifying salaries and a specific number of staff positions, in the form of a table that indicates all the proposed divisions and their subordination, and on the basis of which the staffing itself is compiled.
However, the structure of the enterprise is not a mandatory document and can only be considered as an auxiliary one.
In accordance with the Instructions for the Application and Completion of Primary Documentation Forms in column 5, the monthly salary of an employee at the tariff rate (salary) is stated in rubles. Since the wages of employees who are paid at an hourly rate depend on the amount of time worked, they do not have a fixed salary as such. Therefore, it is not possible to correctly fill out the staffing table for such employees.
In this situation, we recommend column 5 "Tariff rate (salary), etc., rub." and column 9 "Total per month, rub." do not fill in, but in column 10 "Notes" indicate: "Payment at the hourly tariff rate" and give a link to the internal document that regulates the amount of remuneration (for example, the regulation on remuneration of employees of the organization).
2. Approval of staffing >>>
2.1. Stamping on the staff list >>>
3. Familiarization of employees with the staffing >>>
4. Deadlines for approval of the staffing >>>
1. Persons signing the staffing table
For correspondence on the development and change of staffing tables - 3 years (Article 73).
REGULAR ARRANGEMENT
The staffing arrangement (staff replacement, staff list) is used in the work of a person conducting personnel work in an organization. The form of this document is not legally established and is developed, as a rule, on the basis of form N T-3 with the addition of a column in which the last names, first names, patronymics of employees holding certain positions are entered. For convenience, this document can be drawn up both in electronic form and on paper. The use of such an arrangement helps, first of all, to track the availability of vacancies, as well as the filling of staff units when hiring a part-time job or if one position is divided among several employees. If the personnel accounting program is not used, then all information about employees (for example, the date of exit from long holidays or the presence of disability, etc.) is entered into such a form (compiled in the form of a table), which allows you to create a report on various requests of management.
2. Exclusion from the staff list of vacant positions and structural units >>>
3. Exclusion from the staff list of staff units or structural divisions in case of reduction in the number or staff >>>
3.1. The procedure for making changes to the staffing table when reducing staff or headcount >>>
4. Change in salaries in the staff list >>>
5. Renaming positions and departments >>>
Changes to the staffing table are made on the basis of a decision made by the employer, fixed by order. Changes can be of the following nature:
Exclusion of vacancies or entire units due to organizational changes in the work of an organization or enterprise;
The introduction of new staff units, if necessary, to expand production or increase the services provided;
Reduction of staff units associated with a reduction in the number or staff of an organization, an individual entrepreneur;
salary changes;
Renaming departments and positions, etc.
Schedule changes can be made in two ways:
Issuance of an order on the corresponding change;
Approval of the new staffing table.
The employer independently decides on the method of making changes to the staffing table. When carrying out measures to reduce staff or headcount, the law also does not oblige the employer to introduce a new staffing table, i.e. he has the right to make changes to the existing one by order. Thus, the employer can have one staffing table throughout the entire activity of the organization and only orders to regulate the number of positions or structural units.
Important! Information on the availability of vacancies (positions) the employer is obliged to submit monthly to the employment service authorities (clause 3 of article 25 of the Law of the Russian Federation of 19.04.1991 N 1032-1 "On employment in the Russian Federation"). Part 1 Art. 8 of the Law of the City of Moscow dated 01.10.2008 N 46 "On Employment in the City of Moscow" contains a similar provision. The employer provides information on the need for employees (availability of vacancies, positions) in accordance with the procedure approved by Decree of the Government of Moscow dated 06/23/2009 N 579-PP.
1. Supplementing the staffing table with new positions and structural divisions
If it is necessary to add a position to a structural unit or an entire unit to the organization, an order should be issued to make appropriate changes to the staffing table, i.e. on the introduction of new units. unified form there is no such order, so the employer has the right to develop it independently. This order is signed by the head of the organization or an authorized person. The date of the introduction of a new position may not coincide with the date of issue of the order, i.e. changes can be introduced later (for example, the date of issue of the order is 11/28/2009, and the position is introduced from 12/15/2009). When supplementing the staffing table, the employer is not obliged to acquaint employees with the changes being made.
Since the order to exclude units from the staff list is drawn up in a form developed by the employer independently, it is not necessary to indicate the salary or salary in it, in contrast to the order to enter a staff unit.
After the employer decides to change the size of salaries, it is necessary to issue an order to amend the staffing table, drawn up in any form, which is signed by the head or authorized person.
For more information, see "Human Resources Guide. Changing the terms of the employment contract ".
If the employer decides to rename a structural unit or a specific position, it is necessary to issue an order to amend the staffing table signed by the head or other authorized person.
EXTRACT FROM THE STATE SCHEDULE
An extract from the staff list can be issued, for example, to inspection bodies, upon a duly executed request, or to an employee after his written request to the employer in accordance with Art. 62 of the Labor Code of the Russian Federation.
In the event that an employee applies, the extract from the staff list should reflect information only about his position and the corresponding payments. The salaries of other employees are not allowed to be indicated in the extract in accordance with the norm of Art. 88 of the Labor Code of the Russian Federation on the protection of personal data in terms of their transfer.
See a sample of filling out an extract.
Signed for print
