Port staffing table. Staffing table - registration procedure

The staffing table, as a personnel document, causes many a large number of questions. For example, how often it needs to be drawn up, how to correctly fill out the unified form and whether this normative act is mandatory. To clarify the situation, it is worth going into more detail on some issues.

Why do you need staffing at all?

Staffing table is a document necessary for the formation staffing structure and the size of the organization in full accordance with the Charter of the enterprise. This document contains a list of structural divisions of the organization, a list of positions, names of specialties and professions indicating qualifications, as well as data on the required number of certain staff units. To compile it, the unified form T-3 is used, which is approved by the Resolution of the State Statistics Committee of Russia.

From the employer's point of view, staffing fulfills a number of important functions and allows you to optimize and streamline the work of the institution as much as possible. Usage staffing table allows you to clearly see the entire structure of the organization with its divisions, record the number of staff units, control the numerical and qualitative composition of employees, monitor the remuneration system and the amount of allowances. And when vacancies arise, it greatly simplifies the selection of personnel.

Is the staffing table a mandatory document?

Interestingly, there is no clear answer to this question. On the one hand, the Labor Code addresses the issue of staffing, since this document concerns the labor function of an employee of an organization and the remuneration of personnel. And the employment contract states that the employee performs duties in accordance with the staffing schedule. There is a unified form of the staffing table, and this document is also mentioned in the Instructions for maintaining work books (entries in the work book are made taking into account the name of the position in accordance with the staffing table). This means that the organization must have a staffing table. But, on the other hand, not a single regulatory act directly states the employer’s obligation to introduce a staffing table. And yet, it is better to draw up this personnel document, since most inspection bodies consider it mandatory for any organization.

For example, tax authorities and Foundation social insurance always ask for staffing when carrying out on-site inspections. Using it, they verify the correctness of calculation of insurance premiums, collect information about the insurance experience of employees, and monitor the correctness of taxation. The fact that the staffing table is not a tax accounting document does not relieve the employer of the need to provide it during inspections at the request of third-party organizations. And its absence can be regarded as a violation of labor legislation, for which a fine for the organization is imposed in the amount of 50,000 rubles. Of course, it can be challenged in court (especially since there is no direct indication in the law of the employer’s obligation to draw up a staffing table), but first you will have to pay it.

Frequency of drawing up staffing schedules

How often do you need to create a new staffing table? There is also no clear answer to this question. But in this situation, you should be guided by logic: since the staffing table is a planning document, then it is advisable to draw it up for one calendar year or six months. This will allow, if necessary, to regulate the number of personnel of the organization and its qualitative composition. But, at the same time, it is possible to approve the staffing table for several years (if the organization does not need to introduce new positions).

Who develops and approves the staffing schedule?

If the company does not have a staffing table, but management decided to develop one, a reasonable question arises: who should do it? The legislation again does not give an unambiguous answer to this. Therefore, the manager can do this himself, determining the circle of responsible persons who will help him. It would be logical if these were HR employees, chief accountant, employees of the legal or economic planning department. And if the enterprise has a labor organization department and wages, you can entrust this work to them. Responsibilities for developing and drawing up the staffing table for 2014 may be reflected in the employee’s employment contract or his functional responsibilities.

Approval of the staffing table relates to the powers of the head of the organization or the person to whom these powers are transferred by order of the head. To approve the staffing table, the manager must sign a special order or instruction. The details of this document must be indicated in the field of the unified form T-3 “Approved by order of the organization dated “__”_______20__No__”. In this case, the approval date and the effective date of the staffing table may not coincide (the effective date is usually later).

How long is the staffing table kept?

Rosarkhiv establishes certain storage periods for standard management documents, according to which the institution’s staffing table must be stored for three years, starting from the year following the one in which the document became invalid. As for staffing arrangements, which will be discussed in the next section, they are stored for seventy-five years after new ones are compiled.

Staffing is a help in the work of the HR department

In some organizations, the HR department maintains staffing - a mobile version of the staffing table, which reflects all vacant positions, as well as all information on filling positions (full names of working employees, status of positions, etc.). The staffing arrangement gives necessary information about changes in personnel, contains personnel numbers of employees, information about the length of service and categories (minors, disabled people, pensioners with children under three years old, etc.) of employees.

When drawing up the staffing structure, the current staffing table is taken as a basis, to which the necessary columns are added. This document is not mandatory and the organization does not have to maintain it. But the staffing arrangement is a fairly convenient document, especially for large organizations, which allows you to optimize the work of personnel officers and clearly control the filling of vacant positions. Therefore, it is often used as an internal document.

Staffing table: rules for drawing up

Let's consider drawing up a staffing table based on the unified T-3 form. To receive a finished document, you just need to fill out the form, following the Instructions for filling out forms of primary accounting documentation.

"A cap". When filling out the “header”, you need to indicate the name of the organization in the “Name” field (this is done in accordance with the registration certificate), OKPO code, document number and date of preparation. In the field “Staffing table for the period...” you need to indicate only the date of entry into force of this document.

Column 1 “Name”. We indicate the name of the structural unit, workshop, representative office, branch, arranging the structural units according to the existing hierarchy.
Column 2 “Code”. We indicate the code of the structural unit assigned to it by the head of the organization.
Column 3. We indicate the position (specialty, profession), rank, class (category) of the employee’s qualifications in accordance with the All-Russian Classifier of Professions and Qualification guide managers and specialists. Here it should be taken into account that the position for which the employee is hired must sound the same both in the staffing table and in the employment contract, as well as in the work book.
Column 4 “Number of staff units.” We indicate the number of staff positions for the relevant positions. If there are incomplete units, they should be indicated in fractions, for example, 2.75. And if there are vacant positions, they are also indicated.
Column 5 “Tariff rate”. We indicate the salary, tariff schedule, percentage of revenue, share of profit - it all depends on what kind of remuneration system operates in a particular organization. The main thing is to indicate the amount in ruble equivalent and remember that the salary (tariff rate) cannot be lower than the minimum wage.
Columns 6, 7, 8 “Allowances”. We indicate the provided incentive and compensation payments. These can be bonuses, additional payments, incentive payments, allowances, which can be established both by the legislation of the Russian Federation and by the employer. Such payments may be fixed amounts or percentage increases.
Column 9. Indicate the total amount in columns 5-8. That is, we sum up the salaries and all the required allowances and output general meaning in rubles. If the data is given as a percentage, we display the percentage.
Column 10 is for notes. If there are none, it is left blank.

After all the fields are filled in, you need to fill in the “Total” line. It summarizes all the indicators in vertical columns: it indicates how many staffing units are provided for in the schedule, the amount of salaries (tariff rates), allowances and the amount of the monthly wage fund.

The staffing table is signed by the head of the human resources department or an authorized person, as well as the chief accountant of the organization. You can put a stamp on the document, but it is not necessary.

Change of staffing

Even established staffing schedules have to be changed from time to time. The reason for such changes may be the need to introduce a new unit or division into the staff or, conversely, to reduce the existing staff. In addition, there may be a need to change salaries, tariff rates, as well as the need to rename positions or departments.

There are two options for making changes to the staffing table:

develop and approve a new staffing table;
make changes to the current staffing table.

In the first case, the staffing table is developed on the basis of the current one, but taking into account the necessary changes, and is put into effect from the beginning or middle calendar year. If there is an urgent need, then from the beginning of the new month.

As for making changes to the current document without canceling it, they are made in accordance with the order of the head “On changing the staffing table”. The order itself must indicate the basis for making changes to the staffing table (this could be reorganization, staff reduction, improving the structure of the organization, etc.), and also indicate exactly what changes should be made.

In a large organization with a branched structure, it is better to indicate not only the positions that are affected by the change, but also the structural units where these positions are located. At the same time, all changes in the staffing table must be brought to the attention of employees of the enterprise, and also included in work books with reference to the basis (order or instruction).

Staff reduction: when to make changes?

A reduction in staff or number of employees is one of the grounds for making changes to the staffing table, since a reduction in the size of an organization involves the exclusion of individual staff units from the schedule, and a reduction in staff - positions. In this case, laid-off employees are subject to dismissal (unless they are expected to be transferred to another job).

Since when dismissal due to a reduction in the number or staff of employees, it is necessary to notify about the changes no later than two months in advance, the new staffing table can be put into effect only after this period. Although it can be drawn up in advance, the very presence of a new or changed staffing table, which has already been approved, will confirm the eligibility of dismissing employees. If the circumstances that led to the decision to make a reduction are eliminated, the employer has the right to change the staffing table again in the direction of increasing the number of employees.

Change of the unified form T-3

Resolution of the State Statistics Committee No. 20 of March 24, 1999 allows organizations to make changes to the unified forms of primary accounting documentation (this permission does not apply to accounting cash transactions). Therefore, if there is an urgent need, the organization can make its own changes to the finished form, but deleting existing details is not allowed. Changes may concern the expansion or narrowing of columns, the addition of lines or loose leaves. Necessary corrections can be made when producing forms based on a unified form.

Russian employers maintain documentation related to the need to systematize and record the work activities of hired employees. An example of such a document is the staffing table (hereinafter also referred to as SH). Specified document is a local act of the employer. Approved by the ShR by order of the employer. Each employee must be familiarized with this document at the time of employment. There is a normatively established unified form for this document, but it is not mandatory. The staffing table for an LLC (2017 sample) can be downloaded from the link below.

The concept of staffing

The staffing table is a necessary document for every employer, because... it should collect information about the existing division of labor between workers.

The importance of the staffing table for the employer, in particular, is evidenced by the departmental position specified in the Letter of Rostrud dated January 21, 2014 N PG/13229-6-1.

From this letter, in particular, it follows:

ShR is a mandatory local regulatory act for the employer;
There are no legally established rules for drawing up the SR;
The position in the contract must be indicated in accordance with the ShR.

Previously, the mandatory primary documentation forms approved by the State Statistics Committee included the staffing table. Until 2013, the use of independent forms of such documentation was not allowed. However, at present, the mandatory use of the corresponding unified form for commercial organizations has lost its relevance.

To date specified organizations has the right to independently determine which form of this document to use:

unified (form No. T-3);
independently developed and approved.

As an example of the document in question, we suggest downloading the staffing table construction organization(sample link below).

Sample staffing schedule

The deadline, periods, and cases of approval of the staffing table are not established by law. Therefore, it is the employer's prerogative to resolve these issues.

The staffing table is recognized as local normative act employer, directly affecting his labor activity. Therefore, there is an obligation for employees to familiarize themselves with this document upon signature upon employment before signing employment contract.

Registration of the staffing table

The staffing table, in particular, should include:

structure of the organization indicating positions, professions and (or) specialties, specific types of work;
staffing levels;
wages.

Employment contracts with employees are concluded in accordance with the information contained in the SR.

In order to correctly reflect a specific type of work in the ShR, we recommend that you follow the Procedure, approved. Resolution of the State Statistics Committee of Russia dated March 24, 1999 N 20.

The schedule in question is approved by an administrative document, which is signed by the head of the organization or another person with appropriate authority.

The unified form contains details indicating the need for the staffing table to be signed by the head of the personnel department and the chief accountant.

If there are no corresponding positions in the organization, both of these functions are performed by its head.

To find out what professions exist and how much employees working in them earn, you need to look at the staffing table. This document is one of the main ones at the enterprise; it fixes not only the salary, but also the number of employees necessary for the activity. Due to the importance of the document, the staffing table for 2019 is drawn up in accordance with all the rules.

The staffing table in form T-3 is a local regulatory act that establishes the organizational structure of the enterprise.

As well as a list of professions existing in the company, indicating the number of people required for the activity. In fact, the document consists entirely of a table where the data is grouped by department.

The salary is reflected in it for a calendar month, broken down by its component parts. Based on these indicators, the company’s expenses for attracting hired labor are determined, various plans are drawn up, and decisions are made major decisions in the field of company management.

The staffing table is used to guide the entry of data into employees - this agreement must contain the name of the employee’s profession, corresponding to the strictly approved staffing table, as well as a certain salary amount.

Based on this document, a personnel specialist can also determine the availability of vacancies. To do this, they need to compare information from the staffing table with the actual number of hired workers. If there is a need at the enterprise, the personnel inspector submits an application to the employment service.

Attention! The legislation does not provide for this local act as part of the mandatory standards that every company must have. However, if the enterprise decides to carry out procedures established by the state (for example, dismissal due to staff reduction), then the staffing table must exist.

In addition, other local acts of the company may provide for its mandatory presence in the company. First of all, this applies to them. And also the need for the existence of a staffing table at the enterprise can be established by a reference to it in the employment contract with the employee.

At the same time, every manager should remember that his company can be held accountable not for the lack of a staffing table, but for its incorrect execution.

LLC and individual entrepreneur – who should make up the staff?

The Labor Code of the Russian Federation, in terms of regulating mandatory conditions, establishes the need for compliance of the profession specified in the contract and the corresponding salary with the data of the staffing table of the business entity.

From this we can conclude that a company or entrepreneur must have a staffing table if they have employment contracts.

Thus, if an individual entrepreneur works independently without hiring employees, he should not draw up a staffing table. Engaging performers under civil contracts will also not require the execution of this local act.

LLC and other forms of organization legal entity who have at least an agreement with the director of the company should already develop and use a staffing table.

The creation of a staffing table in companies is mainly entrusted to the specialists of the personnel firm, who carry out a number of activities to determine labor costs for each profession specified in this act. Based on the research obtained, the required number of employees is determined so that the enterprise can carry out its activities.

If the number of employees at the enterprise is insignificant, this responsibility can be assigned to an accountant, economist, lawyer or the manager himself.

Document requirements

The law does not require any special rules regarding the staffing schedule, except that the position or profession specified in it must correspond to the positions and professions that the employer writes in the employment agreements executed with each employee.

It is recommended to adhere to the staffing form established by Rosstat (form T-3).
The local act must be approved by order of the manager.
It is allowed to draw up a staffing table on several sheets, but it is not necessary to lace and seal them with a signature and seal. You can simply fasten the sheets with a paper clip.
In some situations, professions reflected in the staffing table must necessarily correspond to directories of professions and positions, and in addition to the name, their codes must also be reflected in the documents (For example, the presence of professions with dangerous and harmful factors).
The presence of a company seal on the staffing table is not mandatory.
When changing the staffing table, if they are minor, you can simply issue an order for these adjustments, and leave the staffing itself as is.

Download the form and example of filling out the T-3 form for 2019

Sample of filling out the staffing table

To design the staffing table, a special form T-3. However, it is not strict in its application - a company can change it based on its own needs, or develop its own, using the required details. We draw up the staffing table for 2019 in accordance with all the rules according to the instructions given below.

Entering information into the staffing table begins with indicating the name of the company, and in a special field on the right - according to its directory.

Next, enter the number of the current staffing table. It must be assigned based on the number of documents that were previously used this year. The date when this schedule was compiled is written next to it.

Next is the date from which the document comes into effect. It may be similar to the date of compilation, or may occur later. However, it is unacceptable for the start date of the action to be earlier than the day the document is issued.

To the right of this field there are columns in which information is recorded about the order that approved the document (its number and date), as well as the total number of staff units in it.

The document itself looks like a large table.

Count tables "Structural division" must contain the name of the department, according to the developed organizational structure. In the case where, along with the written designation of the department, a digital designation is also entered, it must be indicated in the next column.

As a rule, the code is formed from numbers or the first letters of the department name. However, if the company has several branches or separate divisions, then the department code can also include the city designation, region code, etc.

IN column "Position" It is necessary to write down the names of the positions that are present in the company. It is very important to arrange the structure of the document in such a way that after indicating the name of the department in the previous column, the positions included in it are listed in a column.

It is recommended to use the OKPDTR directory when specifying job titles. But for commercial companies this rule is not mandatory. In the same time budgetary institutions are required to enter positions in the staffing table only from this directory, and additionally indicate the rank or class of the employee.

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Important! A commercial company is obliged to indicate the rank and class of those positions that are classified as harmful or dangerous. This fact is important when establishing preferential length of service and the time of early retirement.

IN column “Number of staff units” the number of employees who must be hired for this position is entered. If it also provides for the admission of part-time workers, then their number is recorded fractional expression, corresponding to the size of the bet paid - for example, 0.5.

IN column "Salary amount" the salary that the employee will receive while working in this position is recorded. It must be remembered that exactly the same salary is written down in the employment agreement with the employee.

You should also consider:

If the enterprise or for this position has adopted a piece-rate form of payment, then this column records the amount of earnings obtained by multiplying the tariff rate by the volume of products created per month.
If hourly wages have been entered for this position, then in this column you can record the amount of wages per hour. After this, in the same line, but in the “Note” column, you must indicate “Hourly wages”, and also make a reference to the administrative document that established this feature.

What follows are several columns, united by one subheading “Additions”. Here you need to record information about various incentive payments, if any and established by the Salary Regulations, Bonus Regulations or others internal acts. The size of the premium can be written not only as a fixed amount, but also as a percentage, coefficient, etc.

The total salary fund for this position is recorded in the “Total” column. It is calculated as multiplying the salary by the number of staff positions.

IN column "Note" various explanatory notes must be entered. For example, if at the time of registration of a new staffing table there is a vacancy for any position, then this fact must be reflected in this column.

The document is completed by counting and indicating total number staffing units and the general wage fund.

After this, the fully completed document must be signed by the chief accountant and the personnel officer responsible for its execution.

The procedure for approving the staffing table

Step 1. Develop the document

First of all, it is necessary to identify all the organization’s staffing needs and draw up a staffing form proposed for consideration.

Step 2. Issue an order from the manager

The staffing table is put into effect by issuing an order, which is approved by the head of the company. There is no mandatory form for it - such an order can be drawn up on company letterhead in any form. The main thing is that the order approving the staffing table includes the date from which it begins to operate new document.

Moreover, such a date may either be the same as the date of adoption of the order, or it may occur noticeably later. However, the staffing table cannot be put into effect retroactively. It will not be possible to indicate in the order a date that has already passed at the time of its adoption.

If the company accepts that every year the numbering of all significant documents starts from the beginning, then you can number the staffing table according to the same principle. Moreover, this will be most appropriate if changes in the staffing table every year are massive - this will eliminate large document numbers in the future.

Attention! If a new staffing table is put into effect, then it is advisable to include in it a clause on the cancellation of the old one, which guided the personnel service until that time.

Step 3. Familiarize company employees with the accepted document

All employees hired by the company must be familiar with the local regulations in force that affect labor activities. This document does not directly affect labor activity and, according to Rostrud, it is not necessary to familiarize employees with it.

Attention! If in an employment contract or collective agreement the salary of employees is established on the basis of the staffing table approved by the company, then it is imperative that all employees are familiarized with it. For this you can use .

The procedure for making changes to the staffing table

This document must remain current at all times. Since the staff is periodically requested during inspections government bodies, it is necessary to make timely changes to it.

The procedure for making changes to the staffing table will directly depend on how many changes need to be reflected in the document:

If there are a large number of them, then it is easier to completely cancel the old staffing table and introduce a new document that takes into account all the necessary changes.
If the number of changes that need to be made to the staffing table is small, then it is best for the responsible employee to draw up an order to make changes to the staffing table.

Typically, you can identify the following situations in which you need to make changes to a document:

Creation of new departments or divisions;
Organization of new positions;
Changing the titles of existing positions;
Changes in salaries or rates of employees;
Closing a department, division, staff unit.

If a change in staffing entails a change in the employee’s working conditions (change in salary, position, etc.), then it is imperative to obtain his written consent in advance. And after the new document is put into effect, an additional agreement to the contract is drawn up with the employee, which takes into account all the changes made.

The new order must be familiarized to all those employees who will subsequently be involved in registration necessary documents. You can also add to the familiarization list those employees who will be directly affected by the changes being made.

If the order introduces new positions, then you need to indicate their name, as well as how many staff units are being organized. This document is adopted immediately if it does not affect the interests of any of the already hired employees.

Attention! If the number of units is being reduced, then in the document drawn up you need to write down the name, the number of staff units being withdrawn and the date the order came into effect. It must be remembered that the reduction process is a long process in which it is necessary to notify both the employees themselves and the competent authorities in a timely manner.

The notice period may be 2-3 months, depending on the number of people being laid off. Also, the law determines the types of employees who cannot be laid off.

Frequency of document preparation and storage periods

Typically, the staffing table is drawn up for a period of one year, and is valid throughout this entire period. However, if the organization is small, and staff movements in it occur very rarely, this document can be adopted for several years in advance.

After changes are made to the staffing table, the previous document ceases to be valid and is lost. legal force. However, it must be stored at the enterprise for some more period, therefore, as usual, checks affect several previous periods. And this is usually up to 2-3 years.

Attention! There is a rule according to which an invalid staffing table must be kept in the archive for at least another 3 years from the date of expiration. The same rule applies to documents used to make changes in the staffing table.

The staffing table of the unified form T-3 is used to indicate the structure and personnel of the organization. Let's look at this form in more detail, and also provide a staffing table with a sample filling.

Staffing: unified form T-3

From January 1, 2013 commercial organizations are not required to draw up personnel documents according to approved forms, that is, they can use independently developed document forms.

For more information about this, see the article “Primary document: requirements for the form and the consequences of its violation” .

However, the unified T-3 form is a fairly convenient and familiar way of preparing a staffing table. In addition, the staffing table of the sample T-3 form contains everything necessary information, therefore, most employers continue to use this form of document.

Let us remind you that the staffing table - a form of the unified form T-3 - and the procedure for filling it out were approved by Decree of the State Statistics Committee of the Russian Federation dated January 5, 2004 No. 1. In order for users of our site to know how to draw up a staffing table, a sample document is presented as in pure form(in this section) and in the completed state (in the last section).

What information does the unified staffing form contain?

The staffing table is one of the internal regulatory documents that every organization (or entrepreneur with employees) must have.

The staffing table contains:

list of structural divisions;
names of positions, specialties and professions indicating qualifications;
information on the number of staff units;
information on salaries: tariff rates and salaries, bonuses, wage fund (payroll), including for the organization as a whole.

Staffing schedule main goal has a definition of the structure, staffing levels and payroll size. The document does not contain the names of employees and their staffing positions. Staff arrangement (synonyms: staff replacement, staff list) regulatory documents not installed. Staff replacement, unlike the staffing table, is not a mandatory document for the organization, however, it is often used. This is due to the fact that full-time replacement allows you to track vacancies, as well as the filling of staff positions when hiring a part-time employee or if the position is divided between several employees. Staff replacement is usually developed on the basis of the staffing table of the T-3 form with the addition of a column in which the last names, first names, and patronymics of employees occupying certain positions are entered. If an organization uses staff replacement in its activities, then it must be taken into account that this document must be stored for 75 years.

Read about the retention periods for personnel documents.

How to properly draw up a staffing schedule

Drawing up the staffing table can be entrusted to any employee of the organization, and it must be approved by order (instruction) of the manager or other authorized person. The procedure for issuing documents on approval of the staffing table must be enshrined in the constituent documents.

Read about the nuances of drawing up such orders in the material “Orders for core activities - what are these orders?”.

When drawing up the staffing table for the first time, it is assigned the number 1, and subsequently continuous numbering is used. The staffing table indicates the date of preparation, as well as the date from which the staffing table comes into effect. These two dates may vary. Form T-3 provides an indication of the period of validity of the staffing table, details of the order for its approval and the number of staffing units.

Code of the structural unit in the staffing table and other information

The staffing table in the tabular section begins to be filled out by indicating the names and codes of structural divisions. As a rule, the department code in the staffing table is indicated in an order that allows one to determine the subordination and structure of the entire organization.

If an organization has branches and representative offices, then it must be taken into account that they are a structural unit of the organization, and accordingly, the staffing table should be drawn up for the organization as a whole. Even if the head of the branch has been given the right to independently approve the staffing table, it is still drawn up as part of a single staffing table.

Column 3 of the staffing table contains the name of the position, specialty, profession, which are indicated in nominative case no abbreviations. The name of the position or profession is assigned by the employer, if the work is not associated with difficult working conditions and the provision of benefits, otherwise, when indicating the position in the staffing table, you need to be guided by:

for the All-Russian Classifier of Worker Occupations, Employee Positions and Tariff Classes (OK 016-94) (approved by Resolution of the State Standard of Russia dated December 26, 1994 No. 367);
All-Russian Classification of Occupations (OKZ) OK 010-2014 (MSKZ-08) (approved by order of Rosstandart dated December 12, 2014 No. 2020-st);
Qualification reference book for positions of managers, specialists and other employees (approved by Resolution of the Ministry of Labor of Russia dated August 21, 1998 No. 7);
unified tariff and qualification directories of works and professions of workers by industry;
professional standards (paragraph 3, part 2, article 57, article 195.1 of the Labor Code of the Russian Federation).

Read how to bring job titles into line with professional standards.

If an organization hires employees to perform a certain type of work, and not for a position (profession, specialty), then this also needs to be reflected in the staffing table.

Next, in column 4 of the staffing table, the number of staff units is indicated. Staffing units can be indicated as full or incomplete. The content of an incomplete staff unit in the staffing table is indicated in shares, for example 0.25; 0.5; 2.75, etc.

When drawing up staffing Special attention should be given to column 5 “Tariff rate (salary), etc., rub.” In the simplest case, this column of the staffing table indicates a fixed monthly wage.

In practice, when drawing up a staffing table, the question often arises about correct design document in situations where there is no fixed amount of remuneration, for example, with piecework payment. In this case, it is recommended to put a dash in column 4 of the staffing table, and in column 10 indicate: “Piece-piece wages / Piece-piece-bonus wages” and provide a link to the local regulatory act that defines the procedure for establishing wages, as well as its amount for a certain standard production. It is recommended to follow a similar procedure when filling out the staffing table in a situation where the employee has an hourly wage rate.

If the staffing table provides for an incomplete staffing position, then in the column “Tariff rate (salary)” the amount of the full salary for the position is still indicated.

How to fill out a staffing table: sample and example

A sample of filling out the staffing table of Form T-3 in a situation where there is no fixed salary, and there is also an incomplete staffing position, can be found on our website.

NOTE! In Art. 22 of the Labor Code of the Russian Federation states that payment should be equal for equal work. It follows from this that the “fork” of salaries in the staffing table is a violation Labor Code. Rostrud, in letter dated April 27, 2011 No. 1111-6-1, recommends that the same salary amounts be indicated in the staffing table for positions of the same name, and the possibility of paying one of the employees a salary (not salary) in larger size regulate through allowances and additional payments depending on the complexity of the work, quantity and quality of work.

In columns 6, 7, 8 “Additional allowances, rub.” allowances are indicated as accepted in the organization (for long working hours, increased responsibility, knowledge foreign languages, work experience, etc.) and established at the legislative level (for example, for work in the Far North). The staffing table of the unified form assumes that these columns are filled in in rubles. If there are not enough columns to indicate all the allowances in force in the organization in the staffing table, then their number can be increased by issuing an order to supplement the staffing table form. It is recommended to do the same if the premiums are set as a percentage.

Column 9 “Total for the month” is filled out only if the salary and allowances are indicated in rubles. The instructions for drawing up the staffing table state that “if it is impossible for an organization to fill out columns 5-9 in ruble terms... the columns are filled in in the appropriate units of measurement (percentages, coefficients, etc.).” However, it is impossible to actually formalize the staffing schedule in this way. In such a situation, you can put dashes in this column, and in column 10 “Note” indicate a link to the regulations, both internal and regulatory, that establish premiums. The link in column 10 to the document allowing you to set an increase for length of service will allow you not to change the schedule when the amount of the increase changes. Also in column 10 any information related to the staffing table is indicated.

Nuances of registration and changes to the staffing table

The unified form T-3 requires the signatures of the head of the personnel service and the chief accountant, but it does not contain such requisites as a seal. The frequency and timing of approval of the staffing table are not established by law, and each employer decides this issue independently.

Familiarization with the staffing table of employees is carried out only if this obligation of the employer is fixed collective agreement, agreement, local regulatory act (letter of Rostrud dated May 15, 2014 No. PG/4653-6-1).

Changes may be made to the staffing table if it is necessary to supplement it with new positions and structural divisions or, conversely, exclude them, as well as when changing salaries, renaming departments and positions. Changes in the staffing table are formalized by order. There are 2 ways to make changes to the staffing table:

1) issuing an order on the corresponding change;

2) issuance of an order approving a new staffing table.

When reducing staff or numbers, or changing salaries, changes are also made to the staffing table, but it must be taken into account that the date of entry into force of the changes cannot occur earlier than 2 months after the issuance of the order. This is due to the fact that employees must be notified 2 months in advance about the upcoming layoff (Part 2 of Article 180 of the Labor Code of the Russian Federation) or about upcoming changes in the terms of employment contracts.

The staffing table is kept permanently in the organization. Organizations carrying out control and supervisory functions (for example, the labor inspectorate, regulatory bodies of the Federal Social Insurance Fund of the Russian Federation, the Pension Fund of the Russian Federation, tax authorities) have the right to request this document when conducting inspections. In case of failure to provide the documents or copies thereof requested by the controllers, including the staffing table, the employer may be subject to a fine of 200 rubles. for each document not submitted (clause 1 of Article 126 of the Tax Code of the Russian Federation).

Results

The staffing table is a mandatory document that any employer must have. An example of filling out a staffing table using Form T-3 can be found on the Internet on many accounting and legal websites, but a sample with the situations described above is rarely provided. When preparing the staffing table, Form T-3, a sample of which is given in this article, can be a good help for both experienced and novice personnel officers.

For information on how to properly organize personnel records, read the article

Document flow is necessary in order to track various performance indicators of the company over time. Without it, the organization of processes is quite chaotic. Since in modern world personnel is the main asset of each company, documents related to management by human resourses, must be carried out as carefully and correctly as possible.

One of such documents is the staffing table, the intricacies of working with which are discussed in this article. It allows you to establish the staffing level of an organization’s departments, analyze the organizational structure and remuneration system, and also facilitates the process of selecting personnel for vacancies in the company.

What is this document for? Is it mandatory?

The staffing table is necessary so that it is possible to justify situations of dismissal of employees due to staff reduction in the event of their appeal to the court. It can also serve as a justification (due to the absence of a particular position). Therefore, competent drafting of this document is the basis for legally defending the interests of the company.

In addition, inspection companies (in particular, labor inspectorates) often require its presence during inspections. The absence of a document falls under the violation of the Russian Federation law on labor protection. Accordingly, according to the Code of Administrative Offenses of the Russian Federation (Article 5.27), an organization that does not provide a schedule faces a fine within the limits from 30 to 50 thousand rubles In addition, you will be fined executive(amount varies from 1 to 5 thousand rubles).

Finally, without a staffing table, it is not possible to prove that at the time of the layoff the company did not have the opportunity to provide employees with alternative vacancies.

Thus, the presence of this paper is not mandatory from the point of view of the legislation of the Russian Federation, and in theory the decision of the tax or labor inspection the collection of a fine can be challenged in court. However, in practice, the document should be maintained by any company to prevent possible conflict situations. At the same time, it is important to understand that for budgetary organizations its presence is enshrined in law.

Requirements for it

Since the staffing table is a so-called local regulatory act, there are not many special requirements for it:

One of the main ones is the fact that the company is obliged to draw up this document according to the established federal law unified form T-3. It cannot be shortened (all necessary points must be present), but additional data can be entered.
The schedule must be put into effect from the first day of the month.
It is very important that each page is numbered.
The document must be bound, have the seal of the organization, the signature of the manager and the person responsible for its preparation.

Who does the compilation?

On this moment The legislation does not clearly define who should develop the document.

In companies with a branched organizational structure, the responsibility for compilation may lie with employees of the following departments:

personnel service;
accounting;
legal department (least common situation).

IN small companies this can be done by the manager or any other person authorized by him. In this case, an order is issued addressed to a specific employee who will work with this document. Another option for determining who is responsible is to indicate this fact in job description or an employment contract.

To simplify the compilation procedure, it is necessary to specify its nuances in the office work instructions:

deadlines and basic rules for development/changes;
form of order for approval of schedule and changes;
responsible persons for the formation of the document and signing of orders;
employees with whom you need to coordinate the draft schedule or its changes;
composition of regulations that regulate all issues related to it.

How is it claimed?

After drawing up the staffing table, it must be approved. Before the final form is ready for signing, it must be agreed upon with the employees specified in the instructions.

After this, the statement must be made by means of a special order or instruction, which must be signed either by the head of the company or an authorized person. The order must indicate the dates of preparation, approval and entry into force - they may coincide or differ from each other, but the date of entry into force cannot be earlier than the date of preparation or approval.

Structure and order of filling

First of all, the unified form must contain a number of details (they are required for each accounting document):

name and number of the document;
date of its preparation;
Company name;
confirmation of the fact of activity and expression of the value in kind or monetary measurement;
name and signature of the person responsible for the correct preparation.

The table must include the following information (from left to right):

structural subdivision;
department code;
position, rank, qualification class (for example, category 1 engineer);
number of staff units;
salary (indicated in rubles, units of measurement are only in the table header - for example, 20,000.00);
allowances (in rubles) - for example, for an academic degree. 3 columns are allocated for them;
total, rub. – this column indicates the total amount of wages;
note.

After filling out all the columns in the table, you must fill in the “Total” line. In it, you need to sum up all the values in the columns (salary amounts, how many staff units there will be, etc.). After this, the necessary signatures and seal are placed.

You can watch the process of forming and filling in the 1C program in the following video:

How to make a change?

For 2019, there are 2 main ways to make changes to the staffing table:

So, you can directly change this document by creating a new one, which will have the following registration number. In this case, the new option must be approved by order for the main activity.
However, most often the changes made are quite minor. In this case, it is enough to formalize the changes. The order can be called as follows: “On changing the staffing table” or “On making changes to the staffing table.”

However, this procedure must have a justification. These may be due to the following reasons:

the need to optimize administrative activities;
improvement organizational structure companies;
carrying out reorganization;
eliminating duplication of functions and creating responsibility centers;
changes in the legislation of the Russian Federation;
the need to organize measures to improve the activities of a particular department in the company;
reduction of core activities, its expansion or diversification.

If an employee's position is renamed, his or her written consent must be obtained before making changes.

Storage period and frequency of compilation

There are no rules in the legislation of the Russian Federation that would regulate the frequency of drawing up the staffing table. If in company high level staff turnover, it is advisable to draw it up once a month. However, most often it is compiled once every 6 or 12 months, only making changes if necessary. This is due to the fact that such a schedule is a so-called planning document.

It is also possible to draw up a T-3 form for several years - but this can only be done by those companies that do not plan to adjust the staff, introduce new positions or remove some of the existing ones.

Therefore, this option cannot be considered as appropriate at the time of 2019 - crisis conditions force organizations to constantly change various aspects of their activities.

Regarding the retention period, at the moment the document must be stored in the company within 3 years. Wherein given period is calculated from the next year after the year in which the schedule ceased to be valid. Staff arrangements (which can serve as a lightweight alternative to the paper in question) must be stored for 75 years.