Staffing when creating an organization. Sample of filling out the staffing table

The staffing table is a production document that is not created for a long period of time. Changes in staff, decreases or increases in salaries, as well as other circumstances need to be adjusted.

Making changes to staffing table is a normal procedure and must be carried out in accordance with the law and workers' rights. Important Steps this process presented in this article, they will help prevent errors in enterprise documentation.

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Grounds and reasons for making changes

Taking into account the reference book on the job qualifications of workers, supervisors and their subordinates, it is the responsibility of labor economist. But not all facilities have this economist, and the boss independently decides who will do this work.

The staffing schedule is usually based production tasks , as well as the amount of work. Based on these data, staff are recruited and fixed assets are calculated, according to which the salary is determined within the legal norm.

But organizations tend to change, develop, and transform. Changes may involve increasing service areas or adjusting the types of activities. Due to these circumstances, the form of labor changes, which means that workers can be either in surplus or in shortage.

In addition, they can make adjustments to important paper due to change tariff rates . Adjustments to the minimum wage are regularly made to the Federal Law, and the management of the organization, if funds allow, can raise the salary by percentage to salary.

The basis for changes in the staffing table can be accounting documentation.

In addition, results that indicate a decrease in profitability or a disruption in supplies may be a reason to lay off some employees. And, if the administrator draws up a document that says about the increasing volume of work due to introduced innovations, then this will be a reason to recruit new people to the staff.

What adjustments can there be?

Adjustments to the state schedule and their order depend on how widespread the changes will be. Basically the changes are as follows:

How to notify employees?

The head of the organization must inform his subordinates about all changes that occur at the site, provided that they are related to the fulfillment of production tasks of employees. Familiarization should occur both during and during the activity.

If the staff schedule changes, but it does not affect the activities of workers, then the boss not obliged to report about this to your employees. This means that if management decides to add additional positions to the staff, then subordinates do not need to know about it.

If a reduction is planned, then those workers need to know about it. whom they decided to fire. The reduction is reported by notification in the form of an order, which the manager must provide to the employees against signature.

Naturally, subordinates should also know about changes in salaries. Those citizens whose salaries will be affected by the changes are brought up to date. Familiarization must be carried out in accordance with Article 74 of the Labor Code.

How often can the staffing table be changed?

The legislation does not stipulate restrictions on the number of possible changes in the staffing table. This means that the head of the organization has the right to make adjustments to the document as much as he wants. But, at the same time, he must act in accordance with the process permitted by law.

If changes are expected in the amount of salary or in the title of the position, then this must be reported within two months.

In the middle of the year, the staff schedule must be changed in two cases:

• Formation of a new staff schedule.

The old schedule is taken as a basis and form another, making some adjustments. They begin work on this document from the middle of the year, or from the beginning.

• The state's schedule is subject to change.

Adjustments are made when considered it is necessary for the manager to do so. The document will indicate the reasons why the document had to be adjusted. In addition, the changes made are recorded.

Can I be fired due to a change in staffing?

When adjustments are made to the staffing table, the manager has the right to fire several employees, and this option is provided for by law (clause 2, article 81 of the Labor Code). The instructions formulate the order of this process.

An enterprise is a living organism, and therefore needs adjustments to its schedule and work schedule. A document such as a staffing table is no exception. The need to amend it (rename a position, add or reduce) is due to a number of reasons: reorganization of the structure, change in the wage fund, modernization or decline in production. There is a procedure for this and standard samples orders.

Staffing is the basis of the enterprise's activities

It is the introduction of changes to the staffing table that is the starting point for implementing specific changes in the enterprise. We are talking not only about changes in the work schedule, because with any changes in the system it is very important to take into account the productivity and performance of employees - these indicators should not be lower than previous ones for the same period.

The company's management can avoid unpleasant situations, in particular labor disputes, claims from regulatory authorities, if they take responsibility for the process of registering changes in the staff.

When the staffing table changes, a corresponding order is issued.

On what grounds are staffing changes changed?

Changes to the staffing table are made in the following cases:

1. Transformation (modification) of the company, which requires the elimination of certain positions or the introduction of new ones.
2. Reducing the scale of activity when there is a need to reduce the number of full-time employees.
3. Business development, which entails the recruitment of new employees.
4. Upgrade or downgrade fund wages.
5. Reorganization processes at the enterprise.
6. Correction of job titles.

This list is not limited to the cases presented, but these are the ones that occur most often in practice.

The standard form of staffing is used in both private and public enterprises

Are there exceptions and limitations by law?

Presented Labor Code regulatory requirements address the reasons why the quality and quantity of staff may change.

As for restrictions, if they do not contradict the basic requirements of the enterprise’s statutory documents (type of activity, scope of production of goods or provision of services, manufacturing technology, etc.), each enterprise has the right to make any adjustments and changes in terms of the current situation.

Who should draw up the staffing schedule and make changes?

The legislation does not clearly indicate who should be responsible for staffing. One way or another, everyone can participate in staffing. Even ordinary employees have the right to file petitions regarding the need to abolish and introduce rates, or transfer to another position. Technically, the staffing table is drawn up by the person to whom management has assigned this responsibility. Usually this is a personnel officer, economist or accountant. In small enterprises, the founder himself is responsible for staffing.

How to make changes to the staffing schedule correctly

The procedure and execution of the order will differ slightly depending on the reason for the changes being made.

Salary increase and decrease

The primary basis for bringing an increase in the salaries of company employees into the legal field is the issuance of an appropriate order, which must indicate:

1. List of positions for which salary increases will be made.
2. New salary amounts (specifically for each position).
3. The exact date of the changes.

Both sides labor relations sign an agreement to the employment contract regarding a salary increase, on the basis of which an order is issued. Many managers use a unified form, but labor legislation allows this document to be drawn up in free form, acceptable for a given enterprise, taking into account its specifics.

All issues related to payment are one of the foundations of labor relations. The employer must attach this important, especially in terms of fulfilling legal requirements. Based on this, after documenting the increase in employee salaries, appropriate adjustments should be made to the employment contract. Those affected by the changes must be familiar with the order, confirming this with their signature.

Changes in wages are made to the staffing table by order

In the case of a salary reduction, of course, the relationship between the subjects becomes much more complicated. It may be legal to reduce pay without the employee’s consent in cases caused by specific technological or economic reasons. Although this is not a consoling factor for the employee subject to redundancy.

There are often cases when the manager behaves incorrectly, proposing in a coercive tone to conclude an additional employment contract to reduce the salary. Moreover, he does this by exceeding his authority and taking advantage of his official position. If the employee does not agree, the manager allows himself to threaten worsening working conditions or even dismissal. Such cases are clearly regarded as a violation of labor laws and, naturally, are grounds for filing a lawsuit. Such moments aggravate labor disputes and reach a level where it is impossible to cope with them in any other way.

Company reorganization and staff optimization: entry, exit and replacement of positions

During the reorganization period, new positions are introduced into the staffing table and those that are not of interest to the enterprise are excluded. With new positions, the question is clear, because there are currently enough people willing to take them. But with workers who have been laid off or laid off, everything is much more complicated.

Reduction of staff and liquidation of departments

The administration of the enterprise is obliged to prepare a memo about the upcoming reduction two months before the event. The dismissed employee is paid severance pay- average monthly earnings for two months from the date of termination of employment.

In an order to reduce the number of employees, the following data must be indicated:

1. List of positions being eliminated.
2. Exact date of reduction.

Both individual positions and entire departments may be laid off.

Very important point, which employers must take into account, are the categories of employees that are not subject to reduction.

When renaming positions, the manager must also notify the employee in writing 2 months before the changes are made (Article 74 of the Labor Code of the Russian Federation).

The presence of vacancies is the most painless way out of layoffs, because the employer will not have to experience unnecessary negative emotions when he is forced to deprive a person of work. If unfilled positions are subject to reduction, an act is drawn up on the basis of which changes are made.

Video: legal advice on dismissal due to redundancy; categories of persons who cannot be laid off

Introduction of new staffing units and departments

The order on the introduction of new positions contains the following information:

1. Job title. If an entire department is entered, its name and a list of positions are indicated.
2. The exact date of entry into force of the changes.

IN in this case the moment of issuance of the order coincides with the moment of regular innovations. This is possible because these changes do not affect the fate of the company’s employees. First of all, HR officers who will be involved in developing job descriptions are introduced to innovations.

If control over the execution of an order is assigned to specific employees, they sign that they are familiar with it

Procedure for renaming a position

A new job title often occurs in the field of labor relations, production and administrative processes. For example, we can recall that in the recent past, the position of merchandising specialist was very common in trade. Nowadays this interpretation is unlikely to remain; it has been replaced by the concept of “manager”.

So, when renaming a position, the change occurs, as they say, without unnecessary movements. An order is issued on the same principle as when introducing a new staffing position, with the only difference being that the document must indicate the previous job title and then the new one.

In a situation where an employee works in a position, the name change is carried out with his knowledge and consent. An experienced leader will always find mutual language with subordinates and will be able to clearly explain the reason for the changes and give a thorough argument. If transformations are caused by serious technological and organizational factors, the employer has the right to make changes even without the consent of the employee (Article 74 of the Labor Code of the Russian Federation). Next, both parties sign an agreement regarding modification of the job title. After this, an appropriate order is issued. The personnel officer enters information into the employee’s personal card and work book.

Sometimes renaming a position is part of a whole group of staffing changes; all of them can be entered with one order

Methodology for making changes to the staffing table

Before making changes, the head of a department or other structural unit prepares a memorandum with detailed justification and economic calculations addressed to the head of the company.

Rules for drawing up an order

The order is issued on the basis of Art. 74 of the Labor Code of the Russian Federation, as a rule, it is called “On amendments to the staffing table” or “On partial ...”. The ascertaining part is filled with argumentation at the level of a given enterprise, and the nuances of the changes are clarified.

The manager issues an order on letterhead. The text of this document consists of two parts: statements and orders. First part - legal basis and the reason, the second - specific changes indicating the deadlines and those responsible for implementation.

If the company is a complex structure with a large staff, job titles may be repeated. Therefore, the order must indicate not only the position, but also the specific structural unit.

Employee Notification

The contents of the document order must be communicated to all staff members affected by the innovations. They must read it carefully, take note and sign on the back.

If an employee needs an extract from the schedule, it is issued on the basis of Art. 62 Labor Code of the Russian Federation. The statement contains information about payments for a specific position. Guided by Art. 88 of the Labor Code of the Russian Federation, information about the salaries of other employees is not indicated in the extract.

In what cases is it necessary to approve a new schedule?

In case of partial, minor corrections, changes are made to individual columns of the current document. With significant modifications, it becomes necessary to develop a new staff schedule.

Typically, the staffing table is drawn up for a period of one year. If you need to rename a position or introduce a new one in the middle of the year, changes are made to the staffing table by order. The number of repeated changes is not limited by law. And it will be possible to draw up a new staffing table for next year.

If changes in the staffing table are global, it is easier to abolish the old one and draw up a new document

Justification for changes: memo

The management of the enterprise is preparing an official letter addressed to employees. It contains respectful language and a detailed explanation of the need for changes, especially when it comes to downsizing. The note offers options for dealing with the situation. This could be an offer to take another position.

The form for drawing up and filling out a memo is arbitrary

If the upcoming reduction is caused by serious technological circumstances, the employer has the right to reduce the position without the employee’s consent. However, this fact does not exclude the requirement for the manager to write a memo. In this case, he must show respect and tact, especially towards employees who conscientiously performed their duties. This is the case here human factor when an employee suffers moral injury due to loss of work. It is the manifestation of delicacy that will not allow aggravation of a person’s already difficult situation, which means it will not cause protest in him and will not force him to take the extreme step of filing a lawsuit.

Changes to the staffing table must first of all be justified. Information must be brought to the knowledge of employees, and the person entrusted with the responsibility for performing control must report on the results of the work done. The employer must have the basics of legal literacy and avoid unnecessary labor disputes, because there are more vulnerable categories of workers who are insured against being included in the redundancy list.

Employees personnel service they draw up a lot of documents - all kinds of orders, agreements with employees, schedules, local regulations, etc. One of the documents that greatly affects the activities of the institution is the staffing table. It is in accordance with it that the wage fund is planned (the schedule refers to the documents establishing the wage system), it can also become evidence of a reduction in the number or staff of employees of the institution and it will definitely be requested during control and supervisory activities and in the event of a labor dispute. We'll talk about staffing today.

Mandatory staffing

In accordance with the Instructions for the application and completion of forms of primary accounting documentation for the accounting of labor and its payment (hereinafter referred to as the Instructions), approved by Resolution No. 1, the staffing table is used to formalize the structure, staffing and staffing levels of the organization in accordance with its charter (regulations on her). It contains a list of structural units, names of positions, specialties, professions indicating qualifications, information on the number of staff units.
Let us say right away that there is no rule obliging the employer to develop and approve a staffing table in the Labor Code, but there is still a mention. In particular, according to Art. 57 of the Labor Code of the Russian Federation, a mandatory condition for inclusion in an employment contract is, among other things: labor function- work according to the position in accordance with the staffing table, profession, specialty, indicating qualifications; specific type of work entrusted to the employee... If, in accordance with the Labor Code of the Russian Federation, other federal laws Since the performance of work in certain positions, professions, specialties is associated with the provision of compensation and benefits or the presence of restrictions, then the name of these positions, professions or specialties and qualification requirements they must comply with the names and requirements specified in qualification reference books, approved in the manner established by the Government Russian Federation.
In addition to the Labor Code, the staffing table is mentioned in other regulations. In particular, paragraph 91 Guidelines on the procedure for appointing, conducting documentary on-site inspections of policyholders for compulsory social insurance and taking measures based on their results, approved by Resolution of the Federal Insurance Service of the Russian Federation dated 04/07/2008 N 81, it is stipulated that the Social Insurance Fund, in order to confirm the correctness of the calculation of insurance premiums for compulsory social insurance will request from the employer constituent and organizational and administrative documents, including the staffing table. The FSS will also require it when checking the correctness of the calculation of insurance premiums for compulsory social insurance against industrial accidents and occupational diseases.
The presence of a staffing table is also necessary for the Pension Fund, which, when collecting information about work experience insured employees refer to this document to establish the names of the structural divisions of the institution and the correspondence of job titles.
The staffing table is also mentioned in the Instructions for filling work records, approved by Resolution of the Ministry of Labor of the Russian Federation dated October 10, 2003 N 69. In particular, paragraph 3.1 of the instructions notes that entries on the name of a position (job), specialty, profession indicating qualifications are made, as a rule, in accordance with the organization’s staffing table.
Based on the above regulations, having a staffing table in an institution is simply necessary. Note that for some institutions the mandatory staffing table is directly established by regulations:
— Order of the Ministry of Emergency Situations of the Russian Federation dated September 24, 2008 N 563 approved the rules and terms for the preparation, coordination, approval and registration of staffing schedules for employees of budgetary and state institutions of the Ministry of Emergency Situations and civilian rescue personnel military formations Ministry of Emergency Situations;
— Order of Spetsstroy of the Russian Federation dated December 3, 2010 N 540 defines the procedure and terms for drawing up, reviewing, approving and registering staffing schedules for civilian personnel of military formations and organizations under Spetsstroy, maintained at the expense of budgetary allocations.

Staffing form and rules for drawing up

The staffing table form T-3 is approved by Resolution No. 1. This form contains 10 columns, and by virtue of Resolution of the State Statistics Committee of the Russian Federation dated March 24, 1999 No. 20 “On approval of the Procedure for using unified forms of primary accounting documentation,” new ones can be added, but existing ones cannot be deleted.
Note: although the forms approved by this resolution apply to organizations regardless of their form of ownership, some budgetary and government institutions draw them up in the form approved by departmental regulations. For example, budgetary and state institutions of the Ministry of Emergency Situations must draw up a staffing table in accordance with the form of Appendix 2 to Order of the Ministry of Emergency Situations of the Russian Federation dated September 24, 2008 N 563.
In any case, difficulties when filling out the header of the document are unlikely to arise, so let’s move straight to the tabular part of the form.
Columns 1 “Name” and 2 “Code” determine the structural division of the organization. Most organizations financed from various levels of budgets, as a rule, choose the names of structural divisions independently, guided by generally accepted concepts. As a rule, the structural divisions of the administration are indicated first (directorate, accounting, personnel department, organizational and legal department, etc.), then production divisions, and finally service and auxiliary divisions (administrative department, repair services, etc.). Each department is assigned a code that will help determine the place of this department or group in general structure organizations (entered in column 2).
In column 3 “Position (specialty, profession), rank, class (category) of qualifications” you must enter the name of the position (specialty, profession). We note that on the basis of Art. 57 of the Labor Code of the Russian Federation, if the performance of work in certain positions, professions, specialties is associated with the provision of compensation and benefits or the presence of restrictions, then the names of these positions, professions or specialties and the qualification requirements for them must correspond to the names and requirements specified in the qualification reference books. In particular, currently they still use All-Russian classifier workers, employee positions and tariff categories OK 016-94 and the List of industries, workshops, professions and positions, approved by the Resolution of the State Committee for Labor of the USSR and the Presidium of the All-Union Central Council of Trade Unions of October 25, 1974 N 298/P-22, employment in which gives the right to an old-age pension (according to old age) on preferential terms.

For your information. If, for example, the staffing table provides for the position of “driver”, and the employee performs the functions of a traffic controller, then he loses the right to an old-age pension on preferential terms.

In addition, other regulations containing rules for establishing the names of positions, specialties and professions should be taken into account. For example, on the basis of Order of the Ministry of Health and Social Development of the Russian Federation dated March 28, 2012 N 278n, the title of the position of the head (manager) of the plasma center can be supplemented with the title of the medical position “transfusiologist”, taking into account the profile of the structural unit and the specialty provided for by the nomenclature of specialties of specialists with higher and postgraduate medical and pharmaceutical education in the health sector.
When drawing up and approving the staffing table of a local government body, the apparatus of the election commission of a municipal formation, you should use the names of municipal service positions provided for by the register of municipal service positions in a constituent entity of the Russian Federation (clause 3 of article 6 of the Federal Law of March 2, 2007 N 25-FZ “On Municipal service in the Russian Federation").

Note! If there is a need for an institution to hire an employee for a certain period of time, his position is also fixed in the staffing table. To do this, you need to make changes to the current staffing table, indicating information about the period for which the position is being introduced in column 10 “Note” of the T-3 form.

The sequence of filling out column 3 for each structural unit is individual, taking into account the specifics of a particular organization. However, we believe that it is more convenient to fill it out in a hierarchical order: head of a structural unit, deputies, chief specialists, leading specialists, etc.
The number of staff units by position, profession or specialty is indicated in column 4. This column can contain both whole numbers - 1 (for full-time employees), and part-time numbers - 0.25, 0.5, etc. (for part-time workers). We recommend that this column reflect not only existing positions, but also vacant positions, since new employees can only be hired for open positions specified in the staffing table.
Let us note that the number of staff positions in organizations financed from different levels of budgets is determined by higher-level organizations. Thus, staffing standards:
- personnel of institutions executing criminal penalties in the form of imprisonment (except for prisons), and institutions executing criminal penalties in the form of imprisonment, with special conditions economic activity as a percentage of the average annual number of convicts held there - approved by Decree of the Government of the Russian Federation of August 12, 1994 N 922;
- government employees and municipal institutions cultural and leisure type and libraries - approved by Order of the Ministry of Culture of the Russian Federation dated September 1, 2011 N 906;
— medical and other personnel of the anesthesiology and resuscitation team, the anesthesiology-reanimation department medical organization- are given in Appendices 2 and 5 to the Procedure for providing anesthesiological and resuscitation care to the adult population, approved by Order of the Ministry of Health and Social Development of the Russian Federation dated April 13, 2011 N 315n;
- psychoneurological dispensary (dispensary department psychiatric hospital), the office of a local psychiatrist, the office of active dispensary observation and outpatient compulsory treatment - approved by Order of the Ministry of Health and Social Development of the Russian Federation dated May 17, 2012 N 566n.
Some departments approve methods for calculating staffing levels. For example, this is what the Federal Archive Service did, which, by Order of January 14, 2004 No. 9, approved the corresponding methodology for state archival institutions.
Some institutions, when determining both the names of positions and their number, must be guided by standard staffing schedules approved by departmental regulations. In particular, Appendix 2 to the Order of the Federal Penitentiary Service of the Russian Federation dated January 23, 2012 N 24, approved the standard staffing schedule of the criminal correctional inspection (maintained at the expense of the estimate of the penal system), in accordance with which the territorial bodies of the Federal Penitentiary Service must bring the staffing schedules of subordinate criminal correctional inspections .
In column 5 “Tariff rate (salary), etc.” the monthly salary is indicated in ruble terms according to the tariff rate (salary), tariff schedule, percentage of revenue, share or percentage of profit, labor participation coefficient (KTU), distribution coefficient, etc., depending on the remuneration system adopted in the organization in in accordance with the current legislation of the Russian Federation, collective agreements, employment contracts, agreements and local regulations of the organization (Section 1 of the Guidelines).
The most common mistake when filling out this column is establishing a salary range, that is, different salaries for employees of the same qualifications. This is incorrect: each position should have only one salary. The only exception is the situation when positions are in different structural divisions. Setting wages in larger size one of the employees can be realized by establishing allowances or other additional payments (Letter of Rostrud dated 04/27/2011 N 1111-6-1).
Let us note that when setting the amount of remuneration, one should take into account regulatory and departmental acts. For example, salaries by profession of workers and official salaries for positions of employees of territorial bodies and subordinate organizations of the state courier service are established by Order of the State Fiscal Service of the Russian Federation dated August 29, 2008 N 262.
Columns 6-8 reflect allowances, incentives and compensation payments: additional payments and allowances of a compensatory nature, bonuses and other incentive payments. That is, if employees perform their work in harmful conditions labor, one of these columns must be called “Allowance for work in hazardous working conditions”, and below indicate the specific amount of this allowance.

For your information. Based on the Decree of the Government of the Russian Federation of November 20, 2008 N 870 “On the establishment of reduced working hours, annual additional paid leave, increased wages for workers engaged in heavy work, work with harmful and (or) dangerous and other special working conditions” to persons those performing work in such conditions based on the results of workplace certification are guaranteed an increase in wages of at least 4% of the tariff rate (salary) established for various types work with normal conditions labor.

Allowances in the staffing table can be set in rubles, percentages or coefficients. If the size of the latter changes, you can put dashes in the corresponding columns, and in column 10 “Note” make a link to the document that governs this change. For example, a percentage bonus for employees Far North varies depending on the duration of the “northern” experience. Therefore, when filling out the staffing table, you can put a dash in the “Additional payments” column (if there are no other allowances), and in column 10 you can make a reference to the relevant regulatory legal act that regulates the establishment of percentage increases in wages for employees of the Far North. This will allow you not to change the staffing schedule every time it changes.
Column 9 indicates the amount of the official salary and allowances for each position. And column 10 “Note” will remain empty in most cases, but there are cases when it will have to be filled out. This applies to workers who do not have a fixed wage as such - piece workers, time workers, etc.
How to indicate the correct size hourly pay employee labor in the staffing table? The condition on its size is indicated in column 5 “With tariff rate (salary), etc.”, which reflects the hourly rate (___ rub./hour). At the same time, in the column with a note it is indicated: “Time-based wage system,” and in the column “Total per month, rub.” you should indicate the number that is obtained by multiplying the rate established by the employer (___ rub./hour) by the average monthly number of working hours.
If the employee has piecework wages, we assume that in column 5 “Tariff rate (salary), etc., rub.” you need to put a dash, and in column 10 “Notes” indicate “Piece-piece wages/Piece-piece-bonus wages” (depending on what wage scheme the employee works under) and give a link to the internal document regulating the amount of wages (for example , regulations on remuneration or regulations on remuneration and material incentives).
At the bottom of the table there is a line “Total”. It is filled out according to column 4 “Number of staff units” and column 9 “Total per month, rub.” The total number of staffing units must be indicated at the top of the staffing table in the “Staff in quantity” line. The total in column 9 is the wage fund in the organization and can change upward (in the case of working on weekends or overtime) or downward (when employees are on sick leave, on vacation at their own expense, etc.).
The staffing table may consist of several sheets. Persons signing it sign only on the last sheet in the corresponding line. If it is necessary to sign each sheet, the form is supplemented with lines for signature. This procedure may also be applied in the case of signing the staffing table of a branch before its approval separately from the parent organization.

The procedure for approving and making changes to the staffing table

By general rule The staffing table is approved by order (instruction) signed by the head of the organization or a person authorized by him to do so. This is stated in the Directions. The details of the order - date and number - are entered in the header of the document in the lines specially provided for this. Please note that regulations may establish a special procedure for approving the staffing table. Thus, on the basis of clause 10 of the Procedure for approving staffing schedules for employees of budgetary and government institutions and civilian personnel of rescue military units of the Ministry of Emergency Situations of the Russian Federation, the developed staffing schedules are submitted for approval and registration:
- state institutions (with the exception of state institutions of central subordination, territorial divisions of the State Fire Service of the Ministry of Emergency Situations and the State Inspectorate for Small Vessels of the Ministry of Emergency Situations) - heads of regional centers for civil defense affairs, emergency situations and liquidation of consequences natural Disasters;
- government institutions of central subordination - to the corresponding Deputy Minister of the Russian Federation for Civil Defense, Emergency Situations and Disaster Relief, according to subordination through the Organizational and Mobilization Department of the Ministry of Emergency Situations;
- territorial divisions of the State Fire Service of the Ministry of Emergency Situations and the State Inspectorate for Small Vessels of the Ministry of Emergency Situations - heads of the main departments of the Ministry of Emergency Situations in the constituent entities of the Russian Federation.
Moreover, if it is established that in the staffing tables submitted for approval and registration, positions and professions not provided for in the staffing list or staffing standards are introduced, official salaries (tariff rates) are incorrectly established or other shortcomings are identified, the registration of staffing tables is carried out only after the elimination of these violations (p. 22 Procedure for approving staffing schedules for employees of budgetary and government institutions and civilian personnel of rescue military units of the Ministry of Emergency Situations of the Russian Federation).
Please note that the registration of staffing tables is carried out by putting on them in the upper right corner information about the number under which this schedule is registered in the staffing register, the number of registered positions and the salary fund. After registration and entry into the staffing register, the registered schedules (first copies) are returned according to their ownership.
As for changes in the staffing table, they are also made by order (instruction) of the head of the organization or a person authorized by him to do so. When making changes, the question may arise: do they need to be coordinated with the trade union body? Let's figure it out. Based on Art. 8 of the Labor Code of the Russian Federation, employers can adopt local regulations containing standards labor law, within its competence in accordance with labor legislation. However, in certain cases established by the Labor Code, other federal laws and other regulatory legal acts of the Russian Federation, collective agreement, agreements, the employer, when adopting local regulations, must take into account the opinion of the representative body of employees (if there is one).
The staffing table is a local regulatory act, which reflects not only structural units, names of positions, specialties, professions indicating qualifications, information on the number of staff units, but also the amounts of salaries (tariff rates), additional payments and allowances. And by virtue of Art. 135 of the Labor Code of the Russian Federation, remuneration systems, including the size of tariff rates, salaries (official salaries), additional payments and allowances are established, among other things, by local regulations. Since the staffing table reflects the main provisions of a collective agreement concluded in accordance with the established procedure or regulations on wages, adopted taking into account the opinion of the representative body of workers, when approving the staffing table there is no need to take into account the opinion of the trade union.
However, if the collective agreement or agreements provide for the adoption of local regulations in agreement with the representative body of workers, then coordination of the staffing table with the trade union is mandatory (Part 3 of Article 8 of the Labor Code of the Russian Federation).
After the approval of staffing tables for some institutions, the need for their registration was established. Registration is completed by marking it in the upper right corner title page inscriptions about the number under which this staffing table is registered in the staffing register, the staffing level of registered positions and the salary fund (tariff rates).
Is it necessary to put the institution’s stamp on the T-3 form? No, the unified form does not provide for affixing a stamp to the approved staffing table.

Staffing in branches

Let's start with the fact that the branch is not legal entity, and therefore will not be an employer for workers. Since branches, just like departments, sectors or other divisions, are structural parts of an institution, compiling a staffing table in parts (separately for the positions of the parent organization and branches) is incorrect, because the staffing table formalizes the structure of the entire organization.
However, branch managers may still be given the right to approve the branch staffing table and then they will have their own schedule. If such a right is granted, in the “Name of organization” column it is necessary to indicate the name not of the branch, but of the parent organization in accordance with the statutory documents. The name of the branch will be indicated in the “Structural division” column, which is what it essentially is. And in local regulations it is recommended to prescribe a procedure for transferring information (for example, by transferring a certified copy of the branch’s staffing table or an extract from it to the parent organization).

Shelf life

The storage periods for documents generated in the course of the activities of state bodies, local governments and other organizations are established by the List of standard management archival documents approved by Order of the Ministry of Culture of the Russian Federation dated August 25, 2010 N 558. Subparagraph “a” of paragraph 71 of the said list establishes that staffing tables organizations and changes to them are stored at the place of development and approval permanently.
Sometimes institutions draw up draft staffing tables for structural units, which are then compiled into one institutional staffing table. Such projects also need to be stored, but only for five years (clause 72 of the List of standard management archival documents).
In addition to developing projects, it is possible to conduct correspondence on the inclusion of a particular position in the structure of a department, etc. The storage period for such correspondence is even shorter and is three years - clause 73 of the List of standard management archival documents.

One type of local regulatory documents is the staffing table. This type of document is used to ensure control of the quantity and composition of any property.

For this there are certain rules drawing up staffing schedules.

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Necessity of the document

Staffing represents the staffing of an organization. It is not included in the list of primary documents, so some enterprises do not practice its preparation and maintenance. Despite this, its presence provides significant assistance to management in ensuring control over the company's work. In addition, the document helps when communicating with inspection authorities.

When checking the work of an enterprise by representatives of the tax or labor inspection Having a staffing table is not necessary, but is desirable. If there is no such document, this may be interpreted as one of the types of violation of Labor Legislation or Labor Safety. This may be punishable by the imposition of penalties in the amount of 1 - 2 thousand rubles for the responsible person or up to 30 thousand rubles for.

The main function of the staffing table is to justify the reasons for the dismissal or reduction of employees of the enterprise. Its absence makes it much more difficult for management to prove the legality of these processes.

Drawing up and maintaining the HR is the responsibility of the IT or HR department employee. In most cases, this task falls on the shoulders of accountants. Since the document is signed by the director and chief accountant of the company, they are responsible for its authenticity. When drawing up a staffing schedule, the deadline does not matter. To do this, the instructions for maintaining documentation should contain the following points:

• The document must clearly indicate the conditions for its preparation and amendments.
• The head of the enterprise is obliged to draw up and sign an order to initiate the operation of the ShR. It must include a clause that includes a list of persons responsible for drawing up and maintaining the staffing table.
• In addition, the employees who must be notified of any changes to the schedule must be identified.

You need to have a list of legislative and regulatory acts on the basis of which the document is drawn up, amendments are made to it and other nuances for working with this document.

Features of compilation

It is necessary to enter the following data:

• Name of the enterprise. Must correspond to what is specified in the constituent documentation (down to abbreviations and names in a foreign language).
• OKPO code. Consists of 8 digits.
• Exact date of writing. It is formatted as day, month, year.
• Validity. The period of time during which the staffing table is in force is precisely indicated.
• The name of the structural unit of the organization. This data is entered in accordance with the classifier. If it is missing, the information is entered in alphabetical order.
• Department code. Data entered into the classifier or compiled by the company management is used. In the second case, any principle can be used.
• Position, rank, category. Data is entered starting from the management level and in descending order. It should be noted that if an employee is an employee, he occupies a specific position, but if he is a worker, his profession is indicated.
• Number of SHE. Information is carried separately for all positions and professions. If a person works part-time, you need to indicate the share, for example, 2.75; 0, 5, etc.
• Tariff rate or salary. When entering data, the monthly average is taken into account, which depends on the OT system. It should be taken into account that the rate must be indicated in the currency of our country - rubles. In some cases it is used interest rate or coefficient. It is not recommended to use dollars or other currencies. This is not prohibited by law, but, according to the country’s Labor Code, the rate in foreign currency is automatically converted into rubles according to the existing this moment course. In addition, when the case is heard in court, such practice will be classified as a violation. This is due to the fact that the exchange rate tends to change in the direction of decline. A judge may consider this situation to be the creation of unacceptable wage conditions for employees of the enterprise.
• Amount of allowances. These columns indicate compensation or incentive payments. Their size is established by law and encouraged by the head of the enterprise.
• The last column summarizes the data indicated in columns 5, 6, 7, 8. This figure is multiplied by the number of employees, according to the staffing table.
• It is possible that some of the information used to complete the form requires a little clarification. This information is recorded in the Notes column.
• The document must be signed by the head of the organization and the chief accountant. In addition, the document has its own number.

After the staffing table has been drawn up by the head of the enterprise, an order is drawn up, in which information is communicated that the work schedule has been drawn up, information about the total number of employees of the company is indicated, as well as the period for which the document is valid. The order, certified by the manager and other responsible people, is registered. Registration data is entered into a special journal. The staffing table and the order about it are stored along with other company documents.

Making changes to the SR

It is possible that the staffing table, like any other document, will need to be amended. What document is used to make changes to the staffing table? Since the document gains force only after the order is signed, changes can also be made to it in accordance with the order for the enterprise.

As a rule, the date of signing the order and the date when the changes take effect are not the same. In cases where the changes are not large-scale, changes are made to the staffing table. Otherwise, there is a need to draw up a new staffing table. A new order is being drawn up regarding this.

Making changes to the schedule primarily affects the interests of the company's employees. This, in turn, requires compliance with changes to employment contracts. According to the law, to carry out this procedure the following conditions must be met:

• Obtain the consent of each employee whose employment contract requires changes.
• A representative of management or the personnel department is obliged to notify each worker that there is a need to draw up a new staffing table. By law, there are certain time frames within which notice must be given to employees.
• There are many cases where company managers believe that the presence of an order to amend an employment contract and the employee’s consent to these amendments are one and the same thing. This is wrong. As an example, consider making changes to the size of a company's employees. It is the responsibility of the head of the company to notify employees at least 60 days in advance that their salary will be changed. Immediately after this, a corresponding order is drawn up and signed, which also indicates the need to change the staffing table. The order must include information about exactly which positions changes will be made, as well as the date of entry into force of future amendments. In addition to the signature of the manager and chief accountant, the order is also signed by an employee of the personnel department, who will be directly involved in changing employment contracts.
• After this, it is necessary to draw up an additional agreement with each of the above employees, which stipulates in detail not only the fact, but also the reason why the salary is changing. If this does not satisfy the person or is not indicated at all, he has the right to demand payment of material compensation for the period during which he received a lower salary while performing the same work. In practice, there is mainly an increase in wages. But the possibility of its reduction cannot be ruled out. The reason for such a move may be changes in the organization of working conditions or technological conditions for organizing the labor process, the adoption by the company's management of a new management policy, modernization of the process, a drop in the level of profitability of the company or its reorganization. However, the position and responsibilities of employees do not change. If this cannot be avoided, management must provide compelling evidence supported by legislative framework, about the impossibility of maintaining positions.
• When staffing is reduced, changes are also made to the staffing table. This is due to the removal of some state units from the document. Taking into account the fact that employees are notified of the upcoming reduction 60 days in advance, the changes made to the SR also come into force on given time. If there is a staffing table at the enterprise, its manager will have legal documentary evidence that these positions have been removed from the list of staffing units of the company. Otherwise, the manager’s actions may be perceived as illegal.

Any step taken by the head of the enterprise must be confirmed by the Labor Committee.

This may be important

When developing a staffing table for an enterprise, there may be some important questions that you need to know.

Among the most significant and frequently encountered are the following:

• If a company has one or more branches, it is not necessary to draw up a separate staffing table for each of them. According to the legislation of the country, branches are not employers.
• If it is necessary to indicate in the company's staffing table employees hired for seasonal work, you can enter the Work Period column into the document, where you can indicate this type of employee. It is also worth paying attention to the fact that it is necessary to indicate the period during which people will work.
• The positions of employees specified in the SR must correspond to those listed in employment contracts data people.
• If a person is hired for a position that is not on the schedule, the manager needs to adjust the company’s local documents.
• In the case where one position is occupied by several people, whose employment contracts indicate that they work part-time, when calculating the total number of units in the state, the exact figure must be indicated. For example, if one position is occupied by 3 people, two of whom work at 0.5 rates, and the third at 1 rate, a total of 2.0 staff units must be indicated.
• If the enterprise practices a tariff-free or mixed payment system, a coefficient or percentage can be used to accurately indicate units of measurement.
• If there are no current salaries in the staffing table, it has no legal force. This goes against the law.
• The staffing table has no connection with the company's employees. In this regard, when drawing up an extract, the worker’s data is not indicated in it.
• If it is necessary to draw up an extract from the ShR by a branch of the company or its representative office, this issue must be specified in the company's charter. In addition, they can act by proxy. If there is none, an extract is requested from the accounting department of the main enterprise.
• If there is any error or the slightest correction in the extract, the document is not valid.
• If an official draws up a forged document, a fine will be imposed on him.
• The same punishment faces an official who refuses to issue an extract from the staffing table to an employee. A person does not have the right to demand any copies of documentation or a certain fee for the issuance of a document. The extract is issued free of charge.

Often individual entrepreneurs The question arises about the advisability of drawing up and maintaining a staffing table. On the one hand, the legislation states that the staffing table is drawn up for the enterprise, and not for the employee, but on the other hand, in the event of an inspection by the federal labor inspectorate, a private entrepreneur may have problems big problems, which consist of imposing a fine or closing the enterprise.

When drawing up a staffing table, you need to take into account the fact that the salaries of employees who occupy one position should not vary. There may be a difference in the amount of additional payments (allowances, bonuses, etc.). The difference is influenced by the qualifications of the employee, his work experience this enterprise, complexity of the work performed. In no case should we forget that after drawing up a new staffing table, the old one must be stored. The draft of the old ShR is stored for 5 years, the entire list of correspondence related to the preparation of the document is stored for 3 years, the staffing arrangement (addition to the staffing table) is stored for up to 75 years.

In order to avoid difficulties with independently developing a company’s staffing form, experts recommend using a ready-made T-3 form or downloading other types of forms from which you can choose the most suitable one for a particular enterprise.

You should not ignore the need to draw up and maintain a company staffing table. You need to be extremely careful about this process. This will provide significant assistance in the event that someone is assisted in applying for a specific position, when staffing is reduced or the rate is reduced.

Staffing table from “A” to “Z” - on video:

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