How to properly develop a staffing schedule. Who should draw up the SR and make changes to it? Choose the method of changing the staffing schedule yourself

Staffing is a staffing plan. Some companies neglect drawing up a staffing table, since it is not a primary document, and Form No. T-3, which is used for its preparation, is advisory in nature. However, in practice, staffing is necessary and helps the employer both for internal control and management, and when communicating with inspection authorities. Today we understand all aspects of its preparation and conduct.

What are the consequences of lack of staffing?

The staffing table is usually asked to provide labor and tax inspectorates during checks. Its absence is interpreted as a violation of labor and labor protection legislation. For such a violation, the official is fined 1-5 thousand rubles, the organization - 30-50 thousand rubles (Article 5.27 of the Code of Administrative Offenses of the Russian Federation).

The staffing table helps justify the dismissal of employees due to staff reduction when considering a case in court. Without a staffing table, it is difficult for an employer to prove that dismissal is justified. It will also be impossible to prove that at the time of dismissal there were no vacancies in the organization that could be offered to laid-off employees (the employer is obliged to offer other jobs during layoffs under Article 179 of the Labor Code of the Russian Federation).

Who and how should draw up and maintain the staffing table?

Generally speaking, drawing up a staffing table is the sacred duty of a labor economist from the department of organization and remuneration (Qualification reference book for positions of managers, specialists and other employees, Resolution of the Ministry of Labor of Russia No. 37 of August 21, 1998). However, in fact, the staffing table is prepared by accountants, personnel officers and lawyers. The head of the company and chief accountant, because they sign it.

The staffing table can be drawn up for any period, but it is usually done for a year. In order for this procedure to go smoothly every time, it is worth describing it in the Office Work Instructions:

indicate the terms and rules for the development and introduction of changes;
form of an order for approval of the staffing table;
persons responsible for the formation and signing of the staffing table and orders;
the composition of legal and local regulations of the employer, on the basis of which the staffing table is created;
employees with whom it is necessary to coordinate the draft staffing table and changes to it.

What form should I use to draw up a staffing schedule?

The staffing table is a local regulatory act that describes organizational structure company and its staff. The schedule is drawn up in form No. T-3 (Resolution No. 1 of the State Statistics Committee of the Russian Federation “On approval unified forms primary accounting documentation for labor accounting and remuneration" dated January 5, 2004), which is advisory. It can be adapted to the needs of the company. However, in our opinion, it is better to use form No. T-3, since it contains all the necessary data.

How to fill out form No. T-3?

We fill out the form details as follows:

Organization name must fully comply with what is enshrined in the constituent documents, including the abbreviated name and name foreign language. If there is an abbreviated name, it is indicated in brackets, following the full one.

Organization code— eight characters of the code according to the All-Russian Classifier of Enterprises and Organizations (OKPO).

Date of compilation in HH.MM.YYYY format

Validity period. It is indicated how long the staffing table will be in effect and from what date it comes into force.

Fill in the fields, there are 10 in total.

Name of structural unit indicated without abbreviation in accordance with the classification of departments approved by the employer. If there is no classifier, then alphabetical order or in descending order of the number of department employees.

If the provision of benefits to employees depends on the name of the division, you must indicate the name of the division in accordance with industry classifiers of hazardous industries and other relevant documents.

Structural unit code. Also indicated according to the classifier in which they are arranged by functional importance. If there is no classifier, codes can be assigned to departments arranged in alphabetical order or according to another principle.

Position (specialty, profession), rank, class (category), qualification. Indicated without abbreviations as part of a structural unit, starting from the manager to the technical contractor. Attention: workers have professions, employees have positions (paragraph 7 of article 144 of the Labor Code of the Russian Federation).

Number of staff units indicated for each position or profession. If part-time work is envisaged, it is indicated in the appropriate shares (for example, 0.5; 2.75, etc.).

Tariff rate, salary indicated in the amount of the monthly salary depending on the remuneration system (tariff, salary, percentage of profit, labor participation coefficient, etc.) The salary amount must be indicated in rubles or as a percentage, coefficients, etc. It is better to abandon the practice of indicating salaries in dollars. Formally, this is not prohibited; the Labor Code of the Russian Federation only talks about the employer’s obligation to pay wages in rubles. That is, the salary is simply converted into rubles at the current exchange rate. However, judicial practice suggests that there is a violation here.

The Labor Code of the Russian Federation does not contain rules that directly prohibit the employer from setting the amount of wages in foreign currency (conventional units), since in Part 1 of Art. 131 of the Labor Code of the Russian Federation speaks only about the payment of wages in cash in the currency of the Russian Federation (in rubles). But according to Part 3 of Art. 129 of the Labor Code of the Russian Federation, the tariff rate and salary have a fixed amount, which must remain unchanged during the term of the contract. And since the salary is always calculated at the current exchange rate, a fall in the dollar exchange rate, according to the court, can lead to a deterioration in the employee’s payment conditions.

Allowances. Columns 6-8 indicate incentive and compensation payments established by law or at the initiative of the employer.

In the column Total indicate the total amount of columns 5-8 (salary and allowances), multiplied by the number of staff units.

Note filled in if the information in the form columns is ambiguous and requires clarification.

The draft staffing table is signed by the manager and chief accountant.

Don't forget to put the document number in the appropriate box on the form.

The draft staffing plan is ready, what next?

The staffing table is approved by the relevant order for the main activity. The text of the order indicates the fact of approval of the staffing table, total quantity staffing positions and the date of entry into force of the document. The order is signed by the head of the company or another authorized person, and then registered in the Register of Orders for Main Activities. Registration number is indicated on the order. Then the order and staffing table are sent for indefinite storage, as a rule, together with other orders for the main activity.

How to make changes?

Since the staffing table is approved by order, changes to it are also made by order. The date the change order is issued and the effective date of the change are usually not the same. If the changes are minor, amendments to the schedule are issued, and if they are large-scale, a new staffing schedule is drawn up with a new order for its approval.

Changes to staffing levels usually affect employees and are therefore followed by changes to employment contracts. In most cases, their use requires the consent of employees, compliance with staff notification periods, etc.

Attention: familiarization of the employee with the order to amend the staffing table does not confirm his consent to change the terms of the employment contract.

Let's see how to reflect changes in employee salaries. The employer is obliged to notify the staff about this two months in advance, and then issue an order to make changes to the staffing table. The order specifies positions, new salaries and the date the changes come into force. HR department employees who will make changes to employment contracts familiarize themselves with the order against signature.

Then additional agreements are concluded with employees. It is not enough to limit yourself to the fact of an increase or decrease in salary - you need to indicate the reasons (according to Articles 22 and 132 of the Labor Code of the Russian Federation, an employee’s salary depends on qualifications, the complexity of the work performed, the quantity and quality of labor expended). Otherwise, the employee, for example, will be able to demand additional payment for previous periods in which he did the same thing, but for less money.

Attention: reduce wages unilaterally under Art. 74 of the Labor Code of the Russian Federation is possible only when organizational or technological working conditions change. For example, when adopting a new personnel management policy, when modernizing production, reducing the volume of output, or reorganizing production.

However, for such a maneuver, the position and qualifications of the employee must not change; the employer must prove that the conditions specified in the employment contract could not be maintained, and failure to make a decision to reduce salaries would lead to massive staff reductions. Arguments in the form of a decrease in demand for services or products or a drop in profits are not enough.

"Personnel Department", 2008, N 1

We draw up a staffing schedule

The staffing table is an important personnel document for any organization. But here’s the question: are employers, regardless of their organizational and legal form, required to have a staffing table, and if so, how to draw it up correctly and how are changes made to it?

The staffing table is the primary document for personnel records. Its unified form N T-3 was approved by Resolution of the State Statistics Committee of Russia dated 01/05/2004 N 1 “On approval of unified forms of primary accounting documentation for recording labor and its payment.” According to this Resolution, unified forms for personnel records must be used by legal entities of all organizational and legal forms. The staffing table contains a list structural divisions, positions, specialties, professions, information on the number of staff units, official salaries, allowances and monthly payroll. It can be drawn up both as a single document for the organization as a whole and for its individual structural divisions. The staffing table is signed by the head of the personnel service and the chief accountant; if necessary, it can be signed by the heads of structural divisions. The staffing table is approved by order of the head of the organization or a person authorized by him and is the main document defining the organizational structure and fixing the official and numerical composition of the organization.

What do we mean by staffing?

There are many different definitions of the concept of “staffing table”, from which it follows that this is an organizational and administrative document that reflects the structure of the organization. It contains a list of positions, indicating their number and salaries. The staffing table also reflects the amount of allowances and additional payments that exist in a given organization in relation to specific positions.

Often, managers of various organizations do not know who exactly should draw up the staffing table and make changes to it. In large organizations where the number of employees exceeds 500 people, there is either a personnel service or a personnel department, which deals with issues of personnel records management. But in small businesses or individual entrepreneurs without education legal entity, whose number of employees does not exceed 50 people, both the accounting staff and the manager or entrepreneur himself can draw up the staffing table. In organizations with a staff of 100 or more people, the manager assigns the functions of personnel records management to either the office manager or the legal adviser. Currently, such organizations prefer to hire a lawyer with the functions of a personnel employee, thereby “killing two birds with one stone.” But in any case, the process of forming a staffing table is quite complex and consists of several stages, and therefore requires the involvement of not only personnel service workers, but also economists.

Stages of drawing up staffing schedules

Before starting to draw up a staffing table, it is necessary to determine the organizational structure of the organization, that is, to schematically display the structural divisions, as well as the order of their subordination and connections among themselves. Then we move on to the next stage - drawing up the staffing table and bringing it into proper form according to the unified form N T-3 “Staffing table”. It is not difficult to fill out, but there are some points to consider. For example, the name of the organization is indicated in exact accordance with the name that appears in the constituent documents. If an organization has both a full and an abbreviated name, it is allowed to use either of them. Filling out the date and document number columns is unlikely to cause any difficulties, but for large organizations where changes are often made to the staffing table, it is advisable to introduce separate numbering for the staffing table.

The date of the staffing table does not always coincide with the start time of its validity, therefore, the unified form contains the column “Staffing table for the period ______ from “___” ________ 20__”, that is, a certain date from which the staffing table comes into effect.

Also, in a unified form, the date and number of the manager’s order to approve the staffing table are entered in a separate column. Please note: the staffing table can be approved once and remain valid indefinitely. In this case, to work with the document, you should take into account all the changes and additions made by the instructions (orders) of the manager, which in practice is not always convenient. Due to the fact that there are no restrictions on the number of changes to the staffing table for commercial organizations, it is better to introduce a new staffing table with each change.

Now let's look at the "Structural division" column. Commercial organizations, as a rule, determine the names of structural units independently, guided by generally accepted concepts and definitions (it is undesirable to name structural units with obscure foreign words). But there are organizations in which a number of benefits provided to employees (for example, medical and educational institutions, enterprises that include production facilities with hazardous working conditions). In this case, correct reflection of the names of structural units in the staffing table is very important. To facilitate work in designating structural units, there are industry classifiers of hazardous industries or nomenclature of names of structural units, as well as tariff and qualification reference books, all-Russian classifiers, a List of industries, workshops, professions and positions, approved by Resolution of the State Committee of Labor of the USSR and the Presidium of the All-Russian Central Council of Trade Unions dated October 25, 1974 N 298 /P-22, employment in which gives the right to an old-age pension on preferential terms.

As a rule, the structural divisions of the administration are indicated first (directorate, accounting, personnel department, etc.), then production divisions, and finally service and auxiliary divisions (supply department, repair services, etc.).

Column No. 3 “Position (specialty, profession), rank, class (category) of qualifications” is filled out in strict accordance with tariff and qualification reference books and the All-Russian Classifier of Employee Positions and Worker Professions. When determining the names of positions included in the organization's staffing table, one should be guided by the All-Russian Classifier of worker professions, employee positions and tariff categories OK 016-94, approved by Resolution of the State Standard of Russia of December 26, 1994 N 367. In the said Classifier, in particular, the positions of employees are given in in accordance with 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 N 37).

The sequence of filling out this column for each structural unit is individual, taking into account the specifics of a particular organization. Usually, the positions of the head of a structural unit, his deputies, then leading and chief specialists, then performers are located first. If a structural unit includes both engineering and technical personnel and workers, it is necessary to allocate first engineers and then workers.

Questions may arise regarding the procedure for filling out column 4 “Number of staff units”. The number of staff units of organizations financed from the federal or regional budget is determined by higher-level organizations. The number of staff units of a commercial enterprise is determined by its needs for certain types of work, the degree of urgency of their implementation and economic feasibility. If the organization provides for the maintenance of an incomplete staff unit, when filling out column 4, the number of incomplete staff units is indicated in the appropriate proportions, for example 0.25 (Instructions for the use and completion of primary accounting documentation forms, approved by Resolution of the State Statistics Committee of Russia dated January 5, 2004 N 1).

How to set the salary (tariff rate)?

In accordance with Art. 129 of the Labor Code of the Russian Federation, salary (tariff rate) is understood as a fixed amount of remuneration for an employee for fulfilling a standard of work (job duties) of a certain complexity (qualification) per unit of time.

Tariff rates are a tool for tariffication of employee remuneration in budgetary organizations in accordance with the Unified Tariff Schedule. But it should be noted that the Government of the Russian Federation issued Resolution No. 605 dated September 22, 2007 “On approval of the Regulations on the establishment of remuneration systems for federal employees government agencies and civilian personnel", which defined the basis for the transition to new remuneration systems and empowered budgetary institutions the authority to independently set salaries, compensation and other payments. Commercial organizations set their own salaries based on their financial capabilities. It should be noted here that the amount of salary or tariff rate in accordance with Art. 133 of the Labor Code of the Russian Federation cannot be lower than the legally established minimum wage.

In the unified form N T-3 there are several columns (N N 6, 7, 8), combined common name"Additional allowance." The current Labor Code does not have a clear definition of the concept of “allowance”.

The main thing that needs to be taken into account when forming a staffing table is the two main forms of payment of bonuses: 1) percentage - set as a percentage of the official salary, and if the size of the salary (rate) changes, the size of the bonus automatically changes; 2) in the form of a fixed amount - can remain constant even if the salary (rate) changes.

If the employer is not able to fill out these columns in rubles, for example, due to the fact that bonuses are set for the employee in percentages or coefficients, it is allowed to indicate percentages (coefficients) in the corresponding columns. 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 dashes in the “Additional payments” columns (in the absence of other allowances), and in column 10 make a link to the corresponding regulatory legal act, which regulates the establishment of percentage wage increases for workers in the Far North. Other incentive payments other than allowances are not shown in the staffing table, that is, there is no need to reflect, for example, bonuses in the unified form N T-3.

One of the most frequently asked questions is how to ensure that employees occupying the same positions receive a salary that corresponds to their level of qualifications, while respecting the principles of equality defined in the Labor Code? There may be several answers, but basically the problem is solved by establishing a “standard” salary for all employees working in a given position or profession, and paying more qualified employees by establishing personal allowances for a certain period. When the employee confirms his qualifications by order of the manager, the bonus is established for the next period.

When are changes made to the staffing table?

Changes to the staffing table are made when the number or staff of employees is reduced. When reducing numbers, individual units are excluded, and when reducing staff, individual units are excluded. At the same time, employees filling reduced positions or working in reduced professions are subject to dismissal under the relevant articles of the Labor Code. If it is necessary to introduce new positions or structural units in connection with organizational events, the staffing table is also subject to change.

How to make changes to the staffing table?

Let's start with the fact that the formats of the forms indicated in the albums of unified forms of primary accounting documentation are recommended and can be changed (Resolution of the State Statistics Committee of Russia dated March 24, 1999 N 20 "On approval of the Procedure for using unified forms of primary accounting documentation"), but the code remains unchanged. form number, document name. Removal individual details from unified forms is not allowed.

The changes made must be formalized by the relevant organizational and administrative document of the company - an order (instruction) of the head of the organization or a person authorized by him.

The employer can change the staffing table as often as desired. In the event of a dispute regarding the dismissal of employees due to staff reduction, the advisability of changing the staffing table is not considered by the courts. But, if the employer does not have a staffing table, he is deprived of the opportunity to reduce the number or staff of employees. More precisely, he will not be able to document the legality of these actions in the event of a dispute.

Let us give examples of an order to approve the staffing table and an order to make changes to the staffing table.

│ Order N 01 │

│On approval of the staffing table │

│In order to determine the organizational structure, positions and numbers│

│composition and approval of the monthly payroll of Zvezdochka LLC│

│ I ORDER: │

│2. Entrust control over the execution of this order to the chief│

│accountant A.I. Ivanov. │

│ Petrov │

┌─────────────────────────────────────────────────────────────────────────┐

│ Limited Liability Company "Zvezdochka" │

│ Order No. 12 │

│About changes to the staffing table │

│In order to rationalize the staffing structure of positions at Zvezdochka LLC │

│ I ORDER: │

│Make the following changes to the staffing table: │

│office manager position (Administration division), in quantity│

│1 units, salary - 9000 rub. 00 kop. │

│(division "Transport department") in the amount of 3 units, salary -│

│8000 rub. 00 kop. │

The new staffing schedule is not in effect. │

│5. Entrust control over the execution of this order to the chief│

│accountant A.I. Ivanov. │

│Attachment: staffing table on 1 sheet. │

│ Petrov │

│General Director of Zvezdochka LLC ------ A.A. Petrov │

│The order has been reviewed by: Ivanova │

│chief accountant ------- A.I. Ivanova │

└─────────────────────────────────────────────────────────────────────────┘

In many organizations, it is common to draw up a staff list - arrangement. This document is very convenient for a HR specialist. The staff list allows you to quickly determine the number of vacant and occupied places in the organization, as well as the sizes and types of allowances. To create such a document you do not need to “invent a wheel”. You can take the staffing table form and add the “Employee’s full name” column to it. Thus, it will be clear in which department a particular employee works, what position he occupies, and what allowances he is entitled to.

Journal expert

"HR Department"

Signed for seal

The staffing table is a document that establishes the composition and number of personnel of a company, taking into account its organizational structure. How to develop, approve and change it, read our article

From this article you will learn:

What is staffing

The staffing table is a document that contains information about the structure of the enterprise. For each division, the composition and number of specialists for certain positions, professions, and specialties is established.

In addition, the standard document must contain information about salaries or tariff rates, as well as allowances and their amounts established for each position mentioned in the document.

Please note that the names of employees are not included - this is an impersonal document containing information about the qualitative and quantitative personnel composition of the enterprise, its monthly wage fund. At the same time, the actual number of employees of the company cannot be greater than that established by this management document.

Thus, the approval of the staffing table, as correctly noted by experts, allows:

visualize the organizational structure of the company;
control the system and wage fund;
set and monitor employee bonuses and determine their amounts;
keep records of vacant jobs and promptly select personnel to fill existing vacancies;
establish fixed values for the number of staff for each of the structural divisions of the organization and the number of units of employees for each of the positions mentioned in this document.

Labor legislation does not establish the mandatory presence of a “staff” in all organizations; the employer has the right to independently determine the extent to which its preparation is necessary.

The staffing table can be drawn up and approved by the company annually or at specified intervals. The need to compile it, how often to compile it and in what form - all these issues must be decided by the employer independently, taking into account the number, organizational and management structure of the company.

It is advisable to stipulate the procedure and frequency of compilation and registration rules in a separate local regulatory act. This act should also establish the procedure for issuing and requirements for the preparation of extracts from this document, which can be issued, including at the request of employees.

Organizations with branches do not need to develop a separate document for each of them, since branches are divisions of the main employer.

Step by step instructions

The procedure for developing this document involves sequentially filling out three main sections of the form:

header or header;
main part;
final part.

Regardless of whether the form No. T-3 will be used or the form that the employer develops independently, the following information must be indicated in the header:

full name of the company indicating the organizational and legal form;
OKPO and OKUD codes;
registration number assigned this document in accordance with the list of cases approved at the enterprise;
the date of preparation of the document and the date of its approval (they may vary), as well as the date of its entry into legal force and validity period;
name of the document.

In addition, the header contains such details as an approval stamp, which must be filled out in accordance with the requirements of current state standards for document preparation. The question often arises: how to approve the staffing table? This is done by the head of the organization.

The step-by-step algorithm for filling out the main part of the staffing table for 2018 using form No. T-3, containing ten columns, is as follows:

Step 1. In column 1, indicate the name of the department. The names of structural divisions are written with a capital letter.

Step 2. In column 2, enter the code of the structural unit; in the staffing table it is indicated in accordance with the structure approved by the head of the enterprise.

Step 3. In column 3, indicate the name or code of the position in the staffing table. In addition to the name of the profession, specialty or position, it is also necessary to indicate the corresponding rank and qualification. As a rule, job titles are arranged in a hierarchical order, starting with management and ending with line managers.

Step 4. In column 4 you need to enter the number of units provided by the company’s staff for each position. It is determined by the specifics production activities organization, its need for certain types of work, taking into account economic feasibility and optimality. In public sector enterprises, the need for specialists is determined centrally.

Step 5. In column 5, indicate the salary or tariff rate in rubles corresponding to this position. When filling out this column, you must be guided by the “Regulations on remuneration”, a collective agreement or other local regulations of the employer, which establish the remuneration system at the enterprise.

Step 6. Columns 6, 7 and 8 are intended to indicate bonuses or other payments that are of a compensatory or incentive nature due to specialists in their position. Fill out these columns based on the provisions of the collective agreement and internal regulations establishing the system of remuneration for employees of the enterprise.

Step 7. In column 9, enter the total amount of the salary established for this position and qualification. To do this, you need to sum up the indicators that are entered in columns 5-8 and multiply the resulting value by the number of units of this position; these data are contained in column 4.

Step 8. Column 10 is provided for entering notes. If there are any, please indicate them.

When filling out the final part, it is necessary to leave space for the signatures of responsible persons. Usually this is the head of the personnel department and the chief accountant of the enterprise.

The employer has the right to decide independently whether a stamp is needed on the staffing table. The unified form does not provide for the “Place for printing” attribute.

Filling out the staffing table: features

The registration rules are quite strict, especially when it comes to positions related to the performance of labor duties in harmful and dangerous conditions, as well as positions of civil servants. In these cases, job titles must fully comply with those listed in industry and all-Russian classifiers, reference books and other regulatory documents.

The name of the position indicated in the staffing table for 2019 and employment contract with the employee must be identical.

When filling out form No. T-3, you need to take into account part-time workers working for part of the salary - in column 3 you will need to enter the total number of staff units performing the data job responsibilities. If two employees work in this position part-time, and one works full-time, in column 3 you need to put the number “2”.

Column 9 must be completed in any case, even if the organization uses a non-tariff or mixed remuneration system. In this case, other measurement systems can be used - percentages, coefficients, etc.

Storing the staffing table

All personnel, administrative and organizational documents have their own storage periods. In this matter, one should be guided by the List of standard management archival documents generated in the course of the activities of state bodies, local governments and organizations, indicating storage periods, approved by Order of the Ministry of Culture of Russia dated August 25, 2010 No. 558 (as amended on February 16, 2016), hereinafter - Scroll.

In accordance with the List, the storage periods for these documents, as well as others created on their basis and used in planning and developing the composition and number of staff of the company, are presented in the table.

As the table shows, the question of how long this document is stored depends on where it was developed. If in the same organization, then it must be stored permanently. If it was developed at another enterprise, it is stored for only three years.

Hello! Have you ever heard of such a document as the “Staffing Schedule of an Organization”? But this is a document on the basis of which it is calculated wages, and also hire and fire employees. Now we will try to talk in detail about what functions the SR performs and how to compose it correctly.

What is “Staffing Schedule”

Each of you has been to the HR department of some enterprise at least once in your life. You've probably seen countless folders and personal files of employees. Surely many were interested in how the employees of this department collect and remember information about all positions, employees, etc.

And everything is quite simple. They have a document called a staffing table.

Staffing table (SH)- this is a regulatory document that indicates information about all positions of the enterprise, the number full-time employees, the size of their tariff rates and the amount of allowances.

In other words, this is a document that contains generalized information about the number of employees of the enterprise and available positions. In addition, the staffing table indicates the salary for each position, taking into account all applicable allowances.
Very often, this document helps enterprise managers during legal proceedings. For example, due to a forced reduction in staff, a worker was fired and he sued the former managers. In this case, the ShR is direct evidence of the legality of the defendant’s actions.

Due to the importance of this document, all pages are numbered, laced and sealed.

Download a sample order for approval of the staffing table

Download Staffing Form N T-3

Staffing functions

Like any document, the ShR performs a number of functions. The main ones are:

Possibility of organizing staff working hours;
Calculation of monthly salaries for employees;
Official registration of newly hired employees;
Remaining the rules of the internal daily routine;
Transfer of registered employees from one position to another, etc.

Staffing table is a mandatory document

Every enterprise has a large amount of documentation. There are documents that are maintained without fail, and there are those that are created out of necessity. To the question “Is the ShR a mandatory document?” it is impossible to give a definite answer.

This is due to the fact that the labor code does not require the presence of a labor force at an enterprise. But if we consider this issue based on the requirements of Roskomstat, it turns out that this document is necessary, because it is the primary documentation for accounting for wage payments.

Although the legislation does not stipulate clear rules anywhere, most organizations conduct this type documentation. After all, the main part state inspections begins precisely with the study of SR.

In fact, the presence of this document makes life easier not only for inspectors, but also for managers, human resources and accounting departments.

What is the validity period of the staffing table?

No official document indicates the exact validity period of the ShR. The manager himself has the right to indicate the period at which this document is drawn up. Most often, it is redone every year and put into effect on January 1. When drawing up the ShR, the date of its validity is indicated. But if you do not specify a date, then the document is considered unlimited and does not need to be redone.

How much and where is the staffing table stored?

Based on the decree of the Federal Archive, ShR, after expiration, must be stored at the enterprise for 3 years. And the shelf life of staff arrangements is 75 years.

Staffing arrangement– an optional document for each enterprise, which is created on the basis of the staffing table. He is mobile version ShR and includes more detailed information about the company’s employees (indicate the full name of the workers, disability group, etc.).

Who makes up

Before starting to create a document, the manager issues an order to change the staffing table, where he appoints an employee who will draw it up.

This can be absolutely any employee of the organization. But most often such work is entrusted to employees of the personnel department, accounting department or labor standards engineer.

How many copies of ShR should be in production?

When compiling a SR, one copy is made. Thus, the original and a copy must be kept in the HR and accounting department.

Change of staffing

Sometimes it is necessary to make changes to the existing SR. This is done in several cases:

If there is a reorganization of the company;
If it is necessary to optimize and improve the work activity of the management apparatus;
If changes made to legislation require mandatory amendments to the ShR;
In case of changes in staffing positions ;
Changes in position in the staffing table;
Changes in salary in the staffing table.

If the changes are minor and do not require the creation of a new HR, then the manager issues an order to amend the staffing table. After which the responsible employee makes amendments to the current document.

When making changes to the staffing table, management is not required to notify employees in writing.

The second way to make amendments is to create a new ShR.

For any changes to the SR, amendments must be made to work books and personal cards of employees. Before doing this, you must obtain written permission for this action from employees.

For example, if the wording of a job title changes slightly, the employee must be notified in writing. Only after this are changes made to his work book.

If changes concern the amount of salaries, in this case the employee is notified in writing 2 months in advance. These amendments are simultaneously made to the employment contract.

Is there a mandatory staffing form?

To compile the SR, the unified one is most often used. It is a form - a table into which you need to enter data.

Most organizations take the T-3 form as a basis and “customize” it to fit their enterprise. This is permitted, i.e. the unified form of this document is not mandatory.

In cases where the enterprise has a state form of management, then the staffing table is drawn up according to all the rules.

Structure of the organization's staffing table

The SR consists of a “header”, a table and data of the people who signed this document.

The first part of the documents contains the following information:

Name of the organization, according to the constituent documents;
The start date of the ShR, its number and validity period. Numbering can be assigned arbitrarily.
Date and number of the order approving the staffing table;
Total staff.

The second part is a collection of data for all positions. We'll look at it a little later.

The third part contains the names and positions of the people who signed this document. Most often this is the head of the personnel department and the chief accountant.

How to create a staffing schedule

We hope that no one had any questions when filling out the “header”, so let’s move on to filling out the table itself.

1 column . Name of the structural unit. They should be listed in order of subordination. For example, administration, secretariat, financial department, accounting, etc.;

2 counts. Department code. We number the divisions from top to bottom (01,02,03, etc.);

3 counts. Job title. Data must be entered in the nominative case without abbreviations, in singular, guided by qualification and tariff directories;

4 counts . Number of staff units. This column indicates how many people of one position the enterprise needs. This value can be either an integer or a fraction. For example, 2.5 could mean that 2 employees will work full time and one part time;

5th Earl . The amount of salary, tariff rate or bonuses. Indicated in rubles for each position. If, for example, there are 2 accountants working, but the manager pays them different salaries, then a single salary is indicated in the staffing table, and additional payments are indicated in the allowance column. That is, the salary of workers in the same position should be the same;

6, 7, 8 columns . Allowances for special conditions labor. They may not exist, then dashes are placed in the columns. But if the employee works at night, holidays, cleans the bathroom. knots, etc., then by law he must be paid certain compensation;

9th Earl. In just a month. The data in columns 5,6,7,8 is summed up, and then multiplied by the number of staff units for each position;

10th Earl . Note. A local regulatory act may be indicated on the basis of which wages are paid;

After entering the data, you need to summarize the 4 And 9 column. Thus, we find out the number of staff units in the staffing table and the monthly wage fund.

Approval of staffing

According to the rules for approving the staffing table, after compiling and checking all the data, the HR is signed by the manager, chief accountant and head of the personnel department. After which the head of the enterprise issues an order to put this document into effect.

Conclusion

SR is not mandatory, but a very important document for any organization. Based on it, you can either accept a new one. In addition, with its help, wages are calculated for the company's employees.

This document is not strictly regulated, so it can be “customized” for each organization and altered if necessary. This is a lifesaver for a manager during inspections by government agencies.

State regulations determine the main list of documents, the presence of which is mandatory for every employer, regardless of the organizational and legal form. The list of these documents also includes the staffing table. Although there is no direct indication of this in the legislation, the staffing table is mentioned in several articles Labor Code RF, which indirectly confirms the need for its presence.

What is staffing

The staffing table is one of the fundamental documents of all organizations. It contains information about the structure of the enterprise, positions and number of staff units.

In those organizations where the remuneration system is limited only to salaries, this is the main document for calculating wages.

On what basis is it filled in?

If the organization has just started its activities and the staffing table is being drawn up for the first time, then it would be advisable to first think through the list of required positions and draw up a document regulating wages.

Responsible for compilation

The staffing table is drawn up by any employee assigned to it. As a rule, this is a personnel department employee or an accountant.

Familiarization with this document

Since the staffing table is not a local regulatory act of the organization (paragraph 7 of the letter of Rostrud dated May 15, 2014 N PG/4653-6-1), the employer is not obliged to familiarize employees with the staffing table.

Basic Requirements

The staffing table is in the list of unified forms, where it goes under the letter T-3. Most organizations use this form because it contains all the necessary fields and columns.

But the use of this form is not mandatory; it is only advisory, although there has been a lot of controversy about this. This issue was finally put to rest by the Letter of Rostrud dated January 23, 2013 N PG/409-6-1. It directly states that organizations have the right to develop their own forms of this document and use them, the main thing is to take into account the requirements of the law.

In particular in Art. 15, 57 of the Labor Code of the Russian Federation states that the employee’s labor function is determined in accordance with the position and profession indicated in the staffing table. That is, the names of the positions must be included in this document.

How to correctly fill out the staffing table for LLCs and individual entrepreneurs

Details

the full name of the organization must be indicated in full accordance with the constituent documents;
OKPO is an 8-digit organization code. This data is contained in information letter statistics bodies, which should be at every enterprise;
staffing number. There are no clear requirements here. You can use continuous numbering, you can start each year with the number 1 and indicate the year through a fraction, you can use any other numbering method.
date of compilation. The actual date of compilation is indicated; it may differ from the date of entry into force of the staffing table (for example, a staffing table drawn up in December of the current year comes into force on January 1 of the next year);
the period of validity of the staffing table is indicated, most often 1 year, and from what date it comes into force;
in the upper right corner the stamp “Approved” is placed and the details of the approval order and the implementation of the staffing table are indicated. As a rule, the organization’s seal is placed on top of the “Approved” stamp, although this is not enshrined in law.

Staffing form 2019

The form can be downloaded from any legal system, such as Consultant or Guarantor. As a rule, the format offered for download is Word or Excel; there is no fundamental difference here, but it is more convenient to maintain in a tabular form, since formulas can be entered into the appropriate cells and the document itself will calculate the number of staff units and the wage fund.

Procedure for filling out form T-3

Column 1 “Name of structural unit”

Structural divisions include branches, representative offices, workshops, departments, etc.

They usually start with senior management units, then accounting and financial services, production, and business services.

For example: board, finance and investment department, economic department, sales department, etc.

Column 2 “Division code”

Here, coding is assigned according to the same principle that is used in the first column and indicates the subordination of structural units. For example, the finance and property department is code 02; the accounting and economic departments subordinate to it will have code 02.1 and 02.2, respectively. This column is rarely filled in, mainly at very large enterprises. And it can be excluded from the document altogether.

Column 3 “Position (specialty, profession), rank, class (category) of qualifications”

Positions are entered in the nominative case and singular, in full, without abbreviations.

The employer has the right to determine the names of positions, except for those associated with difficult and harmful working conditions and receiving government benefits (early retirement). These positions must be entered in accordance with the qualification and tariff reference book, or professional standards, which are currently only being developed.

Column 4 “Number of staff units”

The number of staff units for each position is indicated here; it can be either an integer or a fraction, for example 05 or 0.25 of the rate, this means that the amount of working time for such a position is reduced by two or four times.

Note: when indicating positions and staffing units, the employer has the right to indicate any number, regardless of the actual number of employees. That is, he can add 3 accountant units to the staffing table, but hire 2, and the 3rd unit can remain vacant for as long as desired.

The exception is the staffing position, which is allocated for a quota for people with disabilities. Its vacancy must be reported to the employment authorities.

Column 5 “Tariff rate (salary), etc., rub.”

It all depends on the remuneration systems adopted in the organization. This can include a salary, tariff rate, or various percentages and coefficients.

If it is not possible to enter specific numbers, then you can simply indicate the form of remuneration “piecework”, “chord”. But then in the following columns there should be a link to the Regulations on Remuneration or another document that describes the calculation of wages.

Columns 6,7,8 “Additional allowances, rub.”

Filled out in accordance with the Regulations on remuneration and other local regulatory documents. This is usually included:

bonus for night work;
cleaning of bathrooms;
northern allowances;
other additional payments and allowances.

In these lines, you can simply indicate the document in which all this is stated, especially if there are a lot of allowances. The only thing that is not indicated in these columns is the allowances that are accrued on the entire salary. For example, a bonus, which is paid in the amount of a certain percentage of all previously accrued amounts (salary or tariff rate plus allowances).

Column 9 “Total per month”

This column can be filled out only if in columns 5-10 the amounts are written in rubles and for the same period of time (rubles/day, rubles/hour), otherwise either a dash is entered or the amount of only the salary multiplied by the number of staff units.

Column 10 “Note”

A local regulatory act regulating wages may be indicated here, minimum size payment if it is established (for example, payment is piecework, and the note indicates: “not less than 10,000 rubles.”)

As mentioned above, the employer can exclude columns that are unnecessary to him.

Sample of filling out the staffing table form T-3

Things to remember

When filling out column 5 of the staffing table, you need to remember that the so-called “fork” of remuneration cannot be entered in the staffing table. Since it is legally established that for equal work there is equal pay (Article 22 of the Labor Code of the Russian Federation).

That is, if there are 2 accountant positions in one department, then the salary or tariff rate should be the same. But you can set individual surcharges and allowances.

Who signs

Form T-3 requires two signatures under the staffing table: the HR department employee and the chief accountant. If some category is missing, then you can get by with one signature, or by an appropriate order for the organization to appoint other persons.

Terms and place of storage

The original staffing table is stored in the personnel department or in the accounting department, this is determined by the document flow of a particular organization. In any case, if the original is in the personnel department, then there should be a copy in the accounting department and vice versa.

According to paragraphs. "a" Art. Section 71 1.2 “Organizational foundations of management” of the List of standard management archival documents generated in the process of activities of state bodies, local governments and organizations, indicating storage periods (approved by Order of the Ministry of Culture of the Russian Federation of August 25, 2010 N 558), the staffing table is stored in the organization permanently.

Making changes

The legislation does not establish the validity period of the staffing table, so it may be the only one throughout the entire life of the enterprise, and all changes and additions will be formalized in separate orders to change the staffing table.

The employer himself makes the decision to change the data in the staffing table; in this case, he is not limited in the time and number of changes. Exceptions are cases provided for by law, for example, holding events. In this case, the deadline for making the change is established by the Labor Code.

Results

The staffing table is one of the main documents of an enterprise of any form of ownership, containing important documents. Since there are no analogues to this document in the document flow, maintaining a staffing table is not only mandatory, but also necessary for the optimal organization of the enterprise’s work.

Video - how to create a staffing table for an enterprise in the 1C program: