Correctly fill out the staffing table. Let's note some positive points
organizations (form T-3) is one of the mandatory personnel documents that must be present at every enterprise. You can use the T-3 form as a staffing form, or you can independently develop a form convenient for your organization that will take into account individual characteristics your activities. Download staffing table T-3 can be found below. How to fill out this form correctly?
Sample staffing schedule
Form T-3 contains information about the staffing of the organization. This includes information about the divisions of the enterprise, the name of job units, and their number. Also, for each position, the tariff rate, various bonuses and allowances are indicated. Next, the total monthly costs for all positions are calculated. Thus, the staffing table allows you to estimate the level of the monthly budget for wages.
This personnel document is approved; it can be drawn up, for example, at the beginning of the year, or from the beginning of the organization’s activities. The organization chooses the validity period independently. If the organization is developing dynamically, then it makes sense to draw up a new staffing table every year and indicate its validity period - 1 year. If the organization is not large, then perhaps your schedule will last several years. In any case, on the T-3 form you must indicate the start date of the document and the validity period.
If, in the course of its activities, some minor changes occur in the staff of the enterprise (the number of staffing units changes, the salary of some job unit changes, the name of the position changes), then it makes sense not to approve a new staffing table, but to change the current one. For this purpose, the manager draws up an appropriate order, and in current form T-3 are introduced necessary changes. If the changes are widespread due to, for example, , then it is better to draw up a new staffing table.
The preparation of this document is the responsibility of employees personnel service, and in the absence of such, to accounting employees.
The T-3 form itself is filled out quite simply: you need to fill out a header and a table with positions.
The staffing table in the T-3 form contains information about the structural divisions of the enterprise indicating their codes according to the internal classification of the organization; names of positions according to the OKPDTR classifier and their number. The remuneration system for this position (salary, allowances) is also reflected.
The total salary for each job unit is multiplied by the number of these units, the resulting value will reflect the monthly budget for employees of this position. Next, the monthly wages of all positions are added up, and a monthly budget is obtained for the entire staff of the organization.
After the T-3 form is completed, it is submitted for approval to the manager, who puts a mark of his approval at the top of the form.
To organize personnel records in a company, beginner HR officers and accountants are perfectly suited to the author’s course by Olga Likina (accountant M.Video management) ⇓
Staffing table of the organization (form T-3). Design example
The need to maintain a staffing table is not directly established, but is determined by the provisions of the Labor Code of the Russian Federation. For example, in Art. Art. 15, 57 of the Labor Code of the Russian Federation states that work for a certain position in an organization must be determined by the staffing table and, in accordance with the wording of the staffing table, reflected in the employment contract. In paragraph 2 of the Resolution of the State Statistics Committee of Russia No. 1 of 01/05/2004, which approved the form of staffing, it is said that the approved forms apply to organizations, regardless of their form of ownership, operating in the territory Russian Federation. Therefore, every organization must have a staffing table.
The staffing table is also necessary to systematize the structure, staffing and staffing level organizations. It provides a list of structural units, names of positions, specialties, professions indicating qualifications, information on the number of staff units, both active and vacant. Persons working in civil society organizations legal contracts are not included in the staffing table.
The only normative established requirement to the staffing table is its maintenance as indicated above according to the unified form No. T-3, approved by Resolution of the State Statistics Committee of Russia No. 1 of 01/05/2004. Consequently, the content of the staffing table is determined by its unified form.
An important point when drawing up a staffing table is the correct indication of the position of a particular employee.
In case the position specific employee provides for the provision of compensation and benefits or the presence of restrictions, then the names of these positions must correspond to the names specified in the qualification directories. Compliance of a position with qualification reference books also affects pension benefits, additional holidays. In other cases, the employer has the right to give the names that he considers necessary. In any case, the position of the employee being hired must correspond to that indicated in the staffing table (Article 57 of the Labor Code of the Russian Federation).
The obligation to familiarize an employee with the staffing table is not established in the legislation of the Russian Federation.
The procedure for maintaining the staffing table is not established in the legislation of the Russian Federation. Therefore, the employer independently determines for his organization the procedure for its approval, the procedure and method for its maintenance, the procedure for making changes to the staffing table, appoints persons responsible for maintaining the staffing table, and determines the method of its storage.
The staffing table can be approved by order of the head of the organization, or by a person who, on the basis of organizational and administrative documents, is responsible for organizing personnel records and maintaining the staffing table.
The form of the order for approval of the staffing table has not been established, therefore this order is drawn up in any form. The staffing table can be approved once and for several years. The employer does not have the obligation to approve the staffing table, for example, annually. Such a need may arise if changes are made to it.
Changes to the staffing table are also formalized by corresponding orders signed by the manager or an authorized person and are made by approving the new staffing table. The frequency of changes to the staffing table is determined by the current needs of the organization.
The staffing table is approved for the organization as a whole. Therefore, the approval of a separate staffing table for the organization’s branches (if any) is incorrect. This is due to the fact that the branch is a separate division legal entity and must be subordinate to its centralized organizational and legal structure.
According to the requirements of the unified form, the staffing table is signed by the head of the personnel service and Chief Accountant. If these positions are not available in the organization, then the staffing table is signed by the manager or an authorized person. Placing a stamp on the staffing table is not provided for in the unified form No. T-3.
Since the staffing table contains personal data of employees, its storage, processing, and destruction must be carried out in accordance with the requirements of the legislation of the Russian Federation on the protection of personal data.
So, if the staffing table is contained on on paper, then it is stored, as a rule, in metal safes and (or) locked cabinets. Storage premises must be equipped with locks and alarms. On employee desks this document may be present during the working day. At the end of the working day, it must be removed to its storage location.
If the staffing table is stored on electronic media in information systems, then its storage is carried out in accordance with the Regulations on ensuring the security of personal data during their processing in personal data information systems, approved. Decree of the Government of the Russian Federation No. 781 of November 17, 2007, as well as local regulations employer.
The destruction or depersonalization of the staffing table must be carried out in a way that excludes further processing of the personal data contained in it, while maintaining the possibility of processing other data recorded on a tangible medium (deletion, erasure).
The storage periods for the staffing table are determined in the List of standard management archival documents generated in the process of the activities of government agencies and bodies local government and organizations indicating storage periods, approved. By Order of the Ministry of Culture of Russia No. 558 dated August 25, 2010. According to paragraph 71 of this List The organization's staffing schedules and changes to them are stored permanently. Proposals, conclusions, certificates for the development and changes in staffing schedules must be stored in the organization for at least five years. Draft staffing tables must be kept for the same amount of time (clause 72 of the List). Correspondence regarding the development and modification of staffing schedules is stored for three years (clause 73 of the List).
The staffing table is a clear confirmation of the fact that sometimes regulations are drawn up not as required by law, but because it is in the interests of business. Yes, yes, the presence of this document is not required by law. And yet, it exists in many, especially large, companies. In this article we analyze important questions: why do you need a staffing table, how to draw it up correctly, who should approve how long it is valid and, most importantly, is it really possible to work without a “staff”.
From this article you will learn:
Why do you need staffing in an organization?
“Personnel decide everything,” it was said in Soviet times, but it has not lost its relevance in the modern business world. Indeed, if we compare an organization with a living organism, then the staffing table will serve as a skeleton in it - a structure onto which personnel are “built up”: workers, managers, leaders at various levels.
How many employees does the company need in total? How many of them should be in leadership positions? How many units are required? What are the growth prospects? How much should all these people be paid? If you ask such questions chaotically, running a business will be difficult. But when there is staffing, the picture becomes much clearer. So, the first reason for drawing up a “staff” is practical, it helps:
- Form a clear structure of the organization.
- Recruit an effective team and always respond to vacancies in a timely manner.
- Manage the payroll and control wages.
It is not necessary to indicate specific names of employees in the HR. This is a structural document on the basis of which the employment service fills the staff with employees. When an employee is hired or after he or she leaves, the basic schedule does not change.
Another one important reason associated with possible checks. At first glance, the Labor Code does not oblige employers to draw up a job description: you can write down the names of positions, job responsibilities and salaries in employment contracts. On the other hand, there are a number of legislative acts, the requirements of which are quite difficult to comply with without a staffing table.
For example, from Articles 15 and 57 of the Labor Code it is clear that if according to labor agreement the employee performs the duties associated with a specific position, this position must comply with the SR. In other words, if the contract states that a person has been hired as an office manager, the staff must contain this position. If so, it is worth paying due attention to this document.
The presence of HR imposes certain obligations on the personnel service. So, if a position is listed in the schedule, an employee must be assigned to it. If a position is vacant, the HR department should know about it and look for a person. Otherwise, there may be sanctions during the inspection, because this will violate the requirements of Law No. 1032-1 of April 19, 1991.
It is also worth noting that the staffing table refers to primary accounting documents. It may be asked for during a tax audit, since it is convenient to use it to check salaries and payroll.
Who develops and compiles
The question of who should develop the staffing schedule is one of the most frequently asked questions on HR forums. And this is not surprising, because there are no legally approved standards regarding SR. On this basis, a professional joke even appeared: “The staffing table is drawn up by the person who occupies the corresponding position according to the staffing table.”
But seriously, you should take into account the peculiarity of this document - it combines personnel issues with financial ones. Therefore, it is logical for the structure of the organization and job titles to be written down by HR specialists, and economists or accountants to deal with the graphs relating to tariff rate, allowances and other financial issues.
Topic of the issue
Also read about how to safely pay for work on holidays and days off, how to behave during a GIT inspection, and what conditions need to be urgently removed from your employees’ employment contracts.
Filling Features
If the specifics of the company involve the use of temporary or seasonal workers, it is worth adding the SR with the column “Duration of work”. If there are employees on staff who work in hazardous conditions, the names of their positions must match those listed in state classifiers and other regulations.
If the staffing table is drawn up and approved, the names of positions in employment contracts must coincide with those specified in the SR.
Divisions in the staffing table
It is advisable to provide for all divisions of the organization in the staffing table: from departments to branches. This means that if a company has branches, including in different cities, it is not necessary to develop separate documents for them; it is enough, basically, for the ShR to fill out columns 1 to 10 for each division.
How to approve
The staffing table is approved by the head of the company or an employee who has such authority (this must be indicated in the constituent documents).
It is necessary to issue an order approving the staffing table, and in the document, in the approval stamp, put down information about the order: its number and the date of entry into force.
Shelf life
Like other organizational and regulatory documents of the company, the staffing table has certain period storage To determine how long this document should be stored, we turn to the order of the Ministry of Culture No. 558 of 08/25/2010. It contains several positions related to ShR:
- Staffing schedules and changes to them are stored permanently if they are developed at the same enterprise. If on the side, then the shelf life is only 3 years.
- ShR projects and working documents for the preparation of such documentation - 5 years.
- Internal correspondence related to changes in the ShR must be retained for 3 years after these changes have been adopted.
- The related document (staffing arrangements) should be kept for 75 years.
Let's consider whether a staffing table is needed in an organization and how to develop it; what is the procedure for approving your own document form. We will study complex issues, for example, the procedure for approving the staffing table if the company has separate units or there is only one employee.
Staffing: to be or not to be
First, let's figure out whether the staffing table (SH) is a primary accounting document and whether its presence is mandatory in the organization.
On January 1, 2013, the Federal Law of December 6, 2011 N 402-FZ “On Accounting” (hereinafter referred to as Law N 402-FZ) came into force, according to which every fact of the economic life of an organization is subject to registration as a primary accounting document containing only mandatory requisites. At the same time, the right to choose forms primary documents(unified or independently developed) now belongs to the employer<1>.
For your information. Facts of economic life include a transaction, event, operation that has or is capable of influencing financial position economic entity, financial results its activities and (or) movement Money.
Expert opinions on the mandatory nature of staffing vary. In our opinion, it should be approved by the organization. This conclusion follows from the interpretation of Art. Art. 15, 57, 66, 81 Labor Code of the Russian Federation. So, in Art. Art. 15 and 57 indicate the need for the employee and employer to define and fix in the employment contract “the labor function (work according to the position in accordance with the staffing table ...)”. At the same time, there is no “if any” clause contained in many articles of the Labor Code of the Russian Federation<2>and giving the right to choose, if this presence (of an authority, document, circumstance) is not confirmed.
In addition, in Art. 57 establishes that the employee and the employer can provide additional condition to clarify the place of work (indicating structural unit and its location) and (or) about the workplace. Information about the structural unit is contained in the staffing table and will subsequently be reflected in work book employee (Article 66 of the Labor Code of the Russian Federation, clause 3.1 Instructions for filling out work books<3>).
At the same time, one should not forget about such grounds for dismissal as “reduction in the number or staff of employees” (clause 2, part 1, article 81 of the Labor Code of the Russian Federation). In the absence of a staffing table, it is almost impossible to prove the legality of dismissing employees due to this basis, as well as the validity of the amounts of money paid to such employees neither by the labor inspectorate, nor by the fiscal authorities, nor by the court.
The conclusion about the need for staffing is also supported by by-laws<4>and established judicial practice.
In any case, its presence minimizes the risks of claims from fiscal supervisory and judicial authorities. Therefore, the employer should approve the staffing table.
We approve the schedule
The staffing table is a local regulatory act of the organization, which records in a consolidated form the existing division of labor between employees and the conditions of payment for their labor (Letter of Rostrud dated January 23, 2013 N PG/409-6-1). That is, the staffing table reflects events labor relations that can influence the financial position of the organization and (or) cash flow. In fact, an organization (especially a newly created one) or other employer does not have the right to hire workers in the absence of a staffing table.
Previously, a unified form of staffing was mandatory, approved by Resolution of the State Statistics Committee of Russia dated January 5, 2004 N 1 “On approval of unified forms of primary accounting documentation on accounting of labor and its payment." However, since 2013, its use has become optional. And although many organizations still use unified forms, you should not miss the opportunity provided by the legislator and adapt it to the needs of a particular employer.
Choosing a method
Taking into account the provisions of Art. 9 of Law N 402-FZ, before drawing up the organization’s staffing table, it is necessary to approve its form, as well as the forms of other documents on labor accounting and payment.
You can do this in two ways:
— approve by a separate order of the organization with the relevant forms attached;
- reflected in the organization’s accounting policies for the purposes accounting, what forms of primary accounting documents (unified or independently developed) are used to document the facts of economic life (see example 2 below). In this case, the specified document forms should be made appendices to the accounting policies (see example 3 below).
It should be noted that due to mandatory accounting policies for most employers in accordance with Art. 8 of Law N 402-FZ, the second method of fixing the used forms of primary documents is more preferable.
Order of approval
So, the employer decided to approve the staffing table using an independently developed form. To begin with, an appropriate order must be issued.
Changes
Changes to the approved and current staffing table are also made by order - either reflecting specific changes or approving new edition SR.
As Rostrud noted in Letter No. 428-6-1 dated March 22, 2012, the staffing table changes if structural units or positions are renamed, salaries change, or the number or staff of employees is reduced. The frequency and frequency of changes in the staffing table is determined by the employer.
Requisites
Keep in mind: an independently developed staffing table must contain both information about the order that approved its form, and the details of the document by which it was put into effect (see example 7).
In addition, in the staffing table developed by the organization there is no need to indicate the period of its validity (unlike the unified form). It is enough to indicate the date of entry into force of the staffing table.
Newly created organizations
The staffing table is drawn up, even if only the manager works in the newly created organization. There are two possible options for presenting staff units:
— or only the manager is indicated;
— or the required staff and number of employees are immediately recorded.
Branches and representative offices
Separately, it should be said about the staffing table of an organization that has branches, representative offices or other separate divisions.
IN new form The staffing table can provide for the allocation of not only structural, but also separate units.
If The staffing table is drawn up by the department independently(and such a right should be provided for in the organization’s charter, the regulations on the unit and the power of attorney of the head of the unit), then it is advisable to provide for an approval procedure, and indicate the approval details in the staffing table itself.
Filling out individual columns
Special mention should be made about filling out the “Salary” columns, etc.: the salary amount must be one; indicating the so-called “fork” is not allowed, since according to Art. 22 of the Labor Code of the Russian Federation, payment must be equal for equal work.
Note. You can read about the rules for filling out such columns of the staffing table as “Position”, “Number of staffing units”, “Tariff rate (salary), etc.”, “Bonus” in the article “Staffing table in questions and answers” on p. 46 magazine N 7, 2009.
If necessary, reflection For the same positions with different salaries(and not salaries), we recommend either establishing categories or ranks for the position, or regulating this by establishing allowances (additional payments) depending on the qualifications of the employees. Rostrud also adheres to this position (Letter dated April 27, 2011 N 1111-6-1).
Therefore, the employer, when developing a staffing form for the purpose of establishing personal allowances and additional payments to employees, can present information in the column “Allowances, additional payments” as shown in the example:
Sample formatting of the column “Allowances, additional payments” in the staffing table.
If in an organization the wages of employees consist of salaries (or salaries and irregularly paid bonuses), then the column “Allowances, additional payments” can be excluded. And vice versa: if the employer uses regular bonuses to stimulate the work of employees, then you can add the column “Bonuses”, also for convenience, highlighting the sub-columns “Base” and “Amount, rub.” (see example 12).
Sample design of the “Bonus” and “In Hands” columns in the staffing table.
For a number of employers, due to the need to comply with Art. Art. 133 and 133.1 of the Labor Code of the Russian Federation, it would be useful to add the columns “For payment” or “In hand” (example 12).
Extract from the staffing table
It should be remembered that according to Art. 62 of the Labor Code of the Russian Federation, the employer is obliged to provide the employee, upon his application, with documents related to his work, including extracts from documents (Article 88 of the Labor Code of the Russian Federation). Therefore, we consider it appropriate to also approve the form Extracts from the staffing table (there is no unified form).
Staffing arrangement
The staffing table is a planned and impersonal document. Therefore, you should not “burden it down” with information. After all, this document can be submitted to fiscal or judicial authorities, which should not know “extra” information. To fix the actual position of personnel placement (by name) and remuneration (taking into account “floating” bonuses), it is advisable to use the staffing arrangement. The document may be in paper or in electronic format and contain any information about employees required by the employer (see example 14).
Staffing arrangement.
Society with limited liability"SportInvest"
(SportInvest LLC)
Staffing as of 03.11.2014
| Structural subdivision | Job title | Number of staff units | Last name I.O. | Salary, (rub.) | Allowances, surcharges | Awards | Total (gr. 6 + gr. 8 + gr. 10) | Additional Information | ||||
| Base | Amount (rub.) | Base | Amount (rub.) | |||||||||
| Name | Code | |||||||||||
| 1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10 | 11 | 12 | |
| Directorate | 01 | CEO | 1 | Avakumov A.V. | 60 000 | 55 000 | ||||||
| Secretary | 1 | Belkina N. A. | 30 000 | For knowledge of foreign languages | 2000 | 32 000 | Maternity leave until December 25, 2014 | |||||
| System Administrator | 0,75 | Volgin I. L. | 21 330 | 15 997,50 | Employee at main place of work | |||||||
| <…> | ||||||||||||
| Accounting | 02 | Accountant | 1 | Gromova K. T. | 25 000 | Increase in the volume of work (DS until 06/04/2010) | 5550 | 30 550 | ||||
| Accountant | 1 | Drevko O.K. | 25 000 | 24 850 | Parental leave for up to 3 years (December 11, 2014 – return to work) | |||||||
| Accountant | 1 | Eremina E. M. | 25 000 | Expansion of service area (DS until 08.12.2014) | 7850 | 32 850 | ||||||
| <…> | ||||||||||||
| Sales department | 03 | Manager | 1 | Acorn U. A. | 30 000 | For exceeding the sales plan | 5000 — 30 000 | 35 000 — 60 000 | ||||
| <…> | ||||||||||||
| Department head | 1 | Zorin I. A. | 35 000 | For exceeding the sales plan | 5000 — 30 000 | 40 000 — 70 000 | ||||||
| Delivery department | 04 | Specialist | 0,5 | Ilyin B.B. | 15 000 | 7500 | External part-time worker | |||||
| Department head | 1 | Klaus V.V. | 25 000 | 25 000 | ||||||||
| Marketing department | 05 | Specialist | 1 | Lomov Ya. R. | 24 400 | 24 400 | Child under 3 years old (born 02/06/2012) | |||||
| Specialist | 1 | Mishin T. A. | 24 400 | 24 400 | ||||||||
| Department head | 1 | JOB VACANCY | ||||||||||
| <…> |
Opinion. Maria Kolganova, Associate Professor, Department of Business and Labor Law State University management
In legal theory, one of the main features of labor relations has always been considered the inclusion of a new employee in the organization’s staff. The importance of this action is related to the legal status of the employee within the organization. The inclusion of an employee in the organization’s staff “fills” a previously existing vacancy and determines his place in the organization and management system labor processes within the company, determines the main component of his earnings ( official salary, salary, tariff rate), consolidates and makes legitimate the differentiation of wage adjustments through allowances, additional payments, KTU and other payments that allow, in accordance with the organization’s approved wage systems, to personalize staff earnings.
Note. See the article “How to organize work with personal data in HR departments” on p. 40 magazine N 3, 2012.
Companies that provide personnel to third parties face serious problems in these matters. Such organizations (private employment agencies) may formally meet the requirement to have a staffing table, but from a legal point of view it is created in a real organization and for real jobs, and not under a civil contract with an intermediary.
Note. See the article “10 mistakes that should not be made when preparing documents related to personal data” on p. 52 magazine N 3, 2012.
Companies that transfer labor hired under a personnel supply agreement do not create real jobs and do not invest in production and its modernization. In the event of bankruptcy of an intermediary organization, its property (often rented) cannot be a guarantor of compensation for lost earnings by employees. Consequently, there is no point in considering the staffing tables created in them as serious organizational and financial documents.
Note. Read about “borrowed” labor on p. 70.
Not less problems Such companies also arise in connection with the preparation of personnel documentation. If an intermediary registers an employee to be hired by him, then the actual performance of labor functions in harmful or dangerous working conditions for a real production worker will not be counted towards his preferential length of service, which gives the right to a pension, since in the office of the intermediary company that registers the employee in accordance with her staffing table to the real employer, such harmful conditions there is no labor. Not a single Pension Fund structure recognizes work on the staffing schedule of an intermediary company as work in harmful or dangerous conditions that give the right to pension benefits. This is explained by the fact that in the employee’s work book, which, in accordance with Art. 66 of the Labor Code of the Russian Federation is the main document on its labor activity And work experience, in accordance with the intermediary’s staffing schedule, an employment record was made.
In conclusion, I would like to note that the requirements for documents set out in Law N 402-FZ, in some cases, differ from the requirements of labor legislation (which, in fact, are stricter). Therefore, in order to avoid claims from inspectors, we recommend using the unified form N T-3 as a basis when developing a staffing form. It is advisable to use GOST R 6.30-2003 “Unified documentation systems. Unified system of organizational and administrative documentation. Documentation requirements." And finally, since the staffing table contains personal data of employees, its storage, processing, and destruction must be carried out in accordance with the requirements of the legislation of the Russian Federation on the protection of personal data.
Yu. Titova
Teacher,
Journal expert
"Personnel service
And enterprise personnel management"
Signed for seal
* job description options
* stages of development of regulations on structural units, coordination and signing
* HR department work plans, personnel movement and analysis
DEVELOPMENT OF STAFF SCHEDULE
It is used to formalize the structure, staffing and staffing levels of an organization in accordance with its charter (regulations).The staffing table contains list of structural units, positions, information on the number of staff units, official salaries, allowances and monthly fund wages.
There is no direct requirement in the Labor Code of the Russian Federation for the presence of staffing in each organization, however, in the resolution of Roskomstat of Russia dated January 15, 2004. No. 1 provides that unified forms of primary accounting documentation for recording labor and its payment, including form T-3 (staffing), apply to organizations of all forms of ownership.
Hire an employee by employment contract, whether this is his main place of work or part-time work, is possible only for the position provided for in the staffing table and in the structural unit of the organization indicated therein.
Who should do it drawing up a staffing table? Department of Human Resources? According to the Qualification Directory of Positions of Managers, Specialists and Other Employees (approved by Resolution of the Ministry of Labor of Russia dated August 21, 1998 No. 37), drawing up a staffing table is the responsibility of a labor economist.
Since not every organization has such a position, the company’s management independently decides who is assigned this work.
If the head of the organization assigns this responsibility to an employee who has it in the employment contract and (or) job description not registered, then this person appointed by order by main activity.
An approximate wording of an order assigning responsibilities to an employee to create a draft staffing table could be as follows:
The staffing schedule is drawn up on specific date, usually approved on January 1 annually and put into effect by order of the head of the organization; as necessary, changes may be made to it (also by order).
But re-approval of the staffing table for the coming year is not necessary if minor changes have been made to it (in this case, a list of changes is drawn up) or they have not been made at all.
IN this order Unlike the standard form of an order for the main activity, there is no stating part, and the order can begin immediately with the words “I ORDER”, since no additional explanations are required to put the staffing table into effect. Although you can indicate the reasons (if any) why the new staffing table is approved.
Example of the text of an order approving the staffing table:
It is necessary to pay attention to the fact that in the employee’s employment contract the job title must correspond to that specified in the staffing table.
If in accordance with federal laws Since the performance of work in certain positions, specialties or professions is associated with the provision of benefits or the presence of restrictions, then the name of these positions, specialties or professions and qualification requirements they must comply with the names and requirements specified in the qualification reference books approved in the manner established by the Government of the Russian Federation (Article 57 of the Labor Code of the Russian Federation).
On this moment There are the following reference books that you can use when establishing a profession (position) in the staffing table:
ETKS - Unified Tariff qualification directory jobs and professions of workers;
Unified qualification directory for positions of managers, specialists and employees;
OKPDTR - All-Russian classifier workers' professions,
employee positions and pay grades.
Used to create staffing schedules form No. T-3 Album of unified forms of primary accounting documentation for labor accounting and payment, approved by the Resolution of the State Statistics Committee of Russia dated January 5, 2004. No. 1.
It should be remembered that the unified forms cannot be shortened(all form details must remain unchanged), but additions can be made to them. If you do not need some section of the unified form (for example, in your organization there is no such thing as an “allowance”), the corresponding column of the form can be narrowed and simply not filled out.
The order of arrangement of structural units and positions in them is determined by the head of the organization.
Each structural unit must include full-time positions for all categories of personnel, indicating their specialty, from senior to junior level.
The total number of staffing units according to the staffing table must correspond estimated number of payroll provided in the estimate.
The names of structural divisions and positions in them are written a nominative case in accordance with the lists of employee positions and blue-collar professions approved in qualification reference books.
Special attention it is necessary to pay attention to the correspondence of these names for workers employed on hard work, work with harmful, dangerous and other special conditions labor, i.e. preferential category when applying for a pension.
The staffing table contains the total number of staff units.
In column 4 “Number of staff units”: for positions that require the maintenance of an incomplete staff unit, taking into account the characteristics of part-time work, it is indicated in the corresponding shares - 0.25; 0.5; 0.75.
As the results of inspections by the Rostrudinspektsiya show, greatest number shortcomings is revealed when filling out the “salary” column of the staffing table.
When filling out this column, entrepreneurs often make mistakes by indicating a range of values, for example, 5,000 - 7,000 rubles. It is clear that two people occupying the same positions in the same organization can work differently and receive different salaries. To reflect such features in the staffing table, there is special column "surcharges" or they introduce staff positions of essentially the same type: lead manager and manager or assistant manager, senior economist and economist, but whose official salaries are different.
must be approved at least once a year, and it does not have to be brought to the attention of employees.
The main purpose of the staffing table is to be able to prove in court that in the event of the dismissal of any employee under paragraph 2 of Article 81 of the Labor Code of the Russian Federation (reduction in the number or staff of employees) that the organization did not have the opportunity to employ this employee and that his dismissal was legal, that is the rule was not violated priority right to remain at work (Article 179 of the Labor Code of the Russian Federation).
In the event of a labor dispute, the first step will be to request the staffing table. If it was not drawn up in advance and competently, but in a hurry and specifically for the court, then it will be very difficult for the defendant - the employer - to win such a dispute.
The staffing table should be stitched, numbered, sealed with the seal of the organization and the signature of the head. It is signed by the chief accountant and heads of structural divisions. If the staff is large and the staffing table takes up several sheets, then the chief accountant, at his discretion, can sign each sheet or put his signature once (at the end of the document). After this, the staffing table is approved by order of the manager or his authorized person and comes into force.
Option for filling out form T-3
(click on the picture to enlarge the image)
ORDER OPTION
Parus LLC
On approval of the staffing table.
I ORDER:
1. Approve and put into effect from January 1, 2010 the staffing table in the amount of 150 (one hundred fifty) units with a monthly wage fund of 2,915,469.14 (two million nine hundred fifteen thousand four hundred sixty nine) rubles 14 kopecks.
2. Staffing dated October 29, 2008. No. 4 to be considered invalid
from January 1, 2010.
3. Head of the HR Department M.Yu. Bubnova, heads of structural divisions in accordance with Article 57 Labor Code of the Russian Federation to be guided by the approved staffing schedule when hiring and transferring employees of Parus LLC to another job.
I have read the order:
Making changes to the staffing table
There are two ways to make changes to the staffing table.Firstly, you can change the staffing table itself. New staffing table next registration number approved by order for the main activity.
Secondly As a rule, when changes made to the staffing table are not significant, they can be formalized by means of an order for the main activity.
If changes are made to the staffing table by means of an order, then the order header could be as follows:
"On amendments to the staffing table";
"On changes in staffing";
"On a partial change in the staffing table."
IN as a basis the order may indicate following reasons:
- improvement organizational structure companies;
- carrying out activities aimed at improving the activities of individual structural units;
- reorganization of the company;
- expansion or reduction of the company's production base;
- changes in legislation;
- optimization of management work;
- planning and economic calculations of the personnel department,
elimination of duplication of functions, etc. Option for filling out form T-3
ORDER OPTION
Limited Liability Company "Parus"
Parus LLC
On changes to the staffing table.
In connection with the implementation of measures aimed at optimizing management work, -
I ORDER:
Make the following changes to the staffing table No. 462-l dated October 29, 2008, effective January 1, 2009:
1. Exclude:
1.1 Organizational department:
- the position of clerk in the amount of 1 full-time unit with a salary of 6,527.57 rubles;
1.2 Administrative and management unit
- position of economist in the amount of 1 full-time unit with a salary of 10,979.10 rubles;
2. Enter:
2.1 Administrative and management unit
- position of senior economist in the amount of 1 full-time unit with a salary of 13,226.73 rubles;
- the position of legal adviser in the amount of 1 full-time unit with a salary of 8,654 rubles;
- the position of chief of staff of civil defense and emergency situations in the amount of 1 staff unit with a salary of 7,981 rubles;
- the position of labor protection engineer in the amount of 1 full-time unit with a salary of 10,729.58 rubles;
- the position of clerk in the amount of 1 full-time unit with a salary of 6,527.57 rubles.
Reason: plan to improve the organizational structure of Parus LLC.
Director signature N.K. Trubnikov
I have read the order:
Making changes to employee documents when changing the staffing table
When a change in staffing occurs, it is necessary to correctly assess the changes occurring in connection with this.When new positions are added to the current staffing table, old ones are eliminated, the name of a position is changed, new departments are created, these processes often affect existing personnel, and then it is necessary to make changes and adjustments to the personnel documents of employees depending on what changes are introduced.
It can be:
1) renaming the position;
2) translation;
3) renaming the department;
4) assignment of additional responsibilities;
5) changes in salaries.
In all these cases, the HR employee needs to carry out different procedures for preparing personnel documents.
Let's consider all these options separately.
1. Renaming a position occurs when an employee working at a given time and performing certain duties does not change anything that would entail a change in his work function or normal workday routine. However, it must be remembered that according to Art. 57 of the Labor Code of the Russian Federation, the name of the position, specialty, profession is an essential condition of the employment contract. Article 73 of the Labor Code of the Russian Federation provides that for reasons related to changes in organizational or technological conditions labor, at the initiative of the employer, it is allowed to change the essential terms of the employment contract determined by the parties. Required condition- as a result of such changes, the employee’s labor function must remain unchanged. In addition, part 2 of Art. 73 of the Labor Code of the Russian Federation also establishes a special procedure for such changes - the employee must be warned in writing no later than 2 months before their introduction.
Thus, in the case of renaming a position, in addition to making changes to the staffing table (by issuing an order on the main activity), it is necessary to obtain the written consent of the employee. If the employee does not agree, he should act in the manner prescribed by Art. 73 Labor Code of the Russian Federation. After this, appropriate adjustments are made to the personal T-2 card and work book.
An example of making an entry:
If the name of a structural unit is indicated in the employee’s employment contract, then renaming it (changing the name, for example, instead of “marketing department” - “department marketing research") in the absence of a change in the employee’s labor function or other significant working conditions, is carried out in the same way as a change in the name of the employee’s position (i.e., when the requirements of Article 73 of the Labor Code of the Russian Federation are met).
Note! Essential the labor function of the employee is a condition of the employment contract, and not the job title, so changing the job title without changing labor responsibilities does not require employee consent
2. Salary changes
Since the condition of remuneration is an essential condition of the employment contract, the employee must be informed about changing this condition by the employer written notice 2 months in advance before the introduction of the specified change
When salaries change in the staffing table, changes must be made to the following employee documents:
1. Employment contract.
Since according to Art. 57 Labor Code of the Russian Federation essential conditions of the employment contract are the terms of remuneration (including the size of the tariff rate or official salary of the employee, additional payments, allowances and incentive payments), then if the salary rate changes, it is necessary to formalize changes to the employment contract.
An example of making changes (additions) to an employment contract.
Once again, please note that the approximate content of the text is given, and the design must be consistent with all regulatory requirements with details of the parties.
OPTION
ADDITIONAL AGREEMENT
to the employment contract dated March 10, 2001 No. 123.
Open Joint-Stock Company"North" in the face general director Konstantin Sergeevich Kolobov, acting on the basis of the charter, hereinafter referred to as the “employer”, on the one hand, and reception secretary Marina Yuryevna Smirnova, hereinafter referred to as the “employee”, on the other hand, agreed on the following:
1. Replace the word reception in clause 1.2 of the contract with the words electronics department.
2. In clause 3.2 of the agreement, replace the phrase salary in the amount of 7,000 rubles with a salary in the amount of 12,000 rubles.
3. Add clause 5.6 to the contract as follows: The employee has the right to additional paid leave of 6 calendar days.
4. These changes are drawn up in two copies and are a mandatory annex to the employment contract concluded between the parties.
2. Personal card T-2 (section 3)
OPTION
AGREEMENT
to employment contract No. 16 dated October 10, 2005, concluded
between Parus LLC and Oleg Arkadevich Petrov
on amendments to the employment contract
in connection with the transfer of an employee to another job
Samara
Limited Liability Company "Parus", referred to as the “employer”, represented by the General Director Antonov Pavel Alekseevich, acting on the basis of the Charter, on the one hand,
And Petrov Oleg Arkadevich, referred to as “employee” (passport 18 04 333615, issued on 02/10/2003 by the Central District Department of Internal Affairs of Samara), on the other hand,
in connection with the employee’s application for transfer to the position of legal adviser,
have entered into this agreement to amend the employment contract.
1. Exclude from the employment contract No. 16 dated October 10, 2005, concluded between Parus LLC and Oleg Arkadyevich Petrov (hereinafter referred to as the Employment Contract) the following points: clause 1.7, clause 1.9.
2. Amend paragraphs 1.1, 4.1 and 5.1 in a new, following edition Employment contract:
"1.1. An employee is hired as a legal consultant in the legal department of the employer.
Under this employment contract, the employer undertakes to provide the employee with work according to the specified labor function, to ensure the working conditions provided for labor legislation and other regulatory legal acts containing labor law norms, collective agreement(if concluded), agreements, local regulations and this agreement, pay the employee wages in a timely manner and in full, and the employee undertakes to personally fulfill the duties specified in this agreement and job description employee, comply with internal rules labor regulations, valid for the employer.
The employee is familiar with the job description of the legal adviser.
Start date of work, that is, the date from which the employee is obliged to begin work as a legal adviser - May 20, 2009.»
“4.1 The employee is given a 40-hour work week, normal working hours.
The start and end times of work and breaks in work are determined as follows:
Monday Friday
Start of work 9.00
Lunch break 13.00-14.00
End of work 18.00
Pre-holiday days
Start of work 9.00
Lunch break 13.00-14.00
End of work 17.00
The employee is given days off: Saturday, Sunday.”
“5.1. The employer undertakes to pay the employee a monthly salary in the amount of 15,000 (fifteen thousand) rubles.”
3. The terms of the employment contract not affected by this agreement remain unchanged.
4. This agreement, and accordingly all the amendments to the employment contract specified by it, come into force on May 20, 2009.
5. This agreement is an integral part of the employment contract.
6. This agreement is drawn up and signed in two copies: one for each of the parties, and both copies have equal legal force.
Details and signatures
Employer: Employee:
PROCEDURE FOR CHANGING STAFF SCHEDULE