Number of positions in the staffing table. We draw up a staffing schedule

"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 of structural units, positions, specialties, professions, information on the number of staff units, official salaries, allowances and monthly fund wages. 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 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, by drawing up staffing table This can be done by both accounting staff and the manager or entrepreneur himself. 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, the names of structural units are determined independently, guided by generally accepted concepts and definitions (it is undesirable to call structural units obscure in 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, first the structural divisions of the administration are indicated (directorate, accounting, personnel department, etc.), then production units and at the end service and support units (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 According to Qualification guide 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 staffing 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 shares, 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 the staffing table is the two main forms of payment of bonuses: 1) percentage - set as a percentage of official salary, and if 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 regulates this change. For example, the percentage bonus for workers in the Far North varies depending on the length of their “northern” work 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 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. Removing 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 fund 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 │

│For the purpose of rationalization staffing structure positions of LLC "Zvezdochka" │

│ 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 - placement. 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 size and types of allowances. To create such a document, you don’t 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

"Human Resources Department"

Signed for seal

The legislation does not establish a direct need to maintain this documentation, but Article 15 and Article 57 of the Labor Code of the Russian Federation state that official work at the enterprise is determined by the staffing table, on which the employment contract is based.

First of all, the text indicates the details (Name of organization, OKPO, document number and date). Further, all information is presented in a table.:

What are the standards?

The only regulatory requirement is to maintain the document in accordance with the unified form No. T-3.

Reference. The staffing table can be drawn up by any employee in the organization if he is assigned this function. But for this, a corresponding order from the management must be issued.

Where can I find the instructions and what does it contain?

The legislation does not set limits regarding the validity period of the document. But, as a rule, it is scheduled for one calendar year. In order to simplify this process, paperwork instructions are being created. The instructions contain the following information:

Useful video

What is staffing and how to draw it up correctly - detailed video:

Conclusion

Staffing table - important document in any company. Its presence is mandatory, but the legislation does not provide for strict requirements for design and content. During inspections, labor and tax inspectorates They can request it and, in case of absence, fine the company.

In addition, the papers can become evidence of the legality of the employer’s behavior during dismissals and reductions if the case goes to court. Therefore, a competent approach to documentation will only benefit the company.

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 wages are calculated, as well as employees are hired and fired. 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 provides information about all positions of the enterprise, the number of 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 filed for former leaders to court. 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;
Leaving the rules internal regulations day;
Transfer of registered employees from one position to another, etc.

Staffing table is a mandatory document

Every enterprise has a large number 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 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 of government inspections begins 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?

None official document The exact validity period of the ShR is not specified. 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 you need to optimize and improve labor activity control 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 state uniform 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 into 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 working conditions. 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 results 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. government agencies.

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, as well as 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 be presented to labor and tax inspectorates during inspections. Its absence is interpreted as a violation of labor and labor protection legislation. For such a violation executive fined in the amount of 1-5 thousand rubles, the organization - in the amount of 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 the chief accountant are officially responsible for the staffing table, since 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 the organizational structure of the company and its personnel. The schedule is drawn up according to form No. T-3 (Resolution No. 1 of the State Statistics Committee of the Russian Federation “On approval of unified forms of primary accounting documentation for recording labor and its payment” 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:

Name of company 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 preparation in HH.MM.YYYY format

Validity. It is indicated how long the staffing table will be valid 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 in accordance with 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 arbitrage practice indicates 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 table 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 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. The registration number is stamped 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 accepting new policy personnel management, when modernizing production, reducing the volume of output, 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.

The staffing table is an important personnel document. Its presence, at first glance, is voluntary, but for the absence of a staffing table, the labor inspectorate may impose a fine on the organization. Let's consider issues related to the preparation and use of staffing tables.

The staffing table is an organizational and administrative document that provides the structure, staffing and strength of the organization, a list of job titles, professions indicating qualifications and salaries, as well as possible allowances for each position.

Why do you need staffing?

The staffing table performs a number of important functions:

allows you to clearly trace the organizational structure of the institution;
fixes the staffing levels of structural units and the number of staff units for each position (profession);
allows you to monitor the system of remuneration of workers;
establishes and fixes the amounts of bonuses and other payments;
makes it easier to track vacancies;
allows you to optimize the organization’s work, use labor and material resources more efficiently;
is the justification for spending Money, intended for salaries.

There is no direct requirement for an organization to have a staffing table in the Labor Code of the Russian Federation, but the document is necessary.

There is no direct requirement for each organization to have a staffing table in the Labor Code of the Russian Federation, but, as follows from paragraph. 3 hours 2 tbsp. 57 of the Labor Code of the Russian Federation, this document is required. And the Resolution of the State Statistics Committee of the Russian Federation dated January 5, 2004 No. 1 “On approval of unified forms of primary accounting documentation for labor accounting and its payment” states that unified forms of primary accounting documentation for labor accounting and its payment, including the staffing table form, apply to organizations of all forms of ownership. But this rule is only advisory in nature. Despite this, we recommend using this form in your work, since it contains all the necessary details.

In addition, from the norms of Art. 15 of the Labor Code of the Russian Federation it follows that an employee can be hired under an employment contract (both at the main place of work and part-time) only for the position provided for in the staffing table and in the structural unit of the organization indicated therein. There is no staffing table - the employment contract may be regarded as invalid. As an example, we can cite the Appeal Ruling of the Tyumen Regional Court dated October 17, 2012 in case No. 33-4476/2012.

What should be included in the staffing schedule?

Federal Law No. 402-FZ dated December 6, 2011 “On Accounting” (hereinafter referred to as the Law on Accounting) establishes list of required details primary accounting document that must be used when drawing up the staffing form (clause 2). These include:

The staffing table can be drawn up in any form if it contains all the necessary details.

Based on the required details, the employer has the right to create his own form of staffing table. But you can take as a basis the unified form, which is approved by Resolution of the State Statistics Committee of the Russian Federation No. 1. Although there are some industry-specific legislative acts, containing staffing forms that are recommended for use within a particular area of financial and economic activity. For example, Order of the Ministry of Emergency Situations of the Russian Federation dated September 24, 2008 No. 563 “On the procedure for approving staffing schedules for employees of budgetary and state-owned institutions of the Ministry of Emergency Situations of Russia and civilian personnel of rescue military units of the Ministry of Emergency Situations of Russia” provides a standard form of staffing that should be used by institutions of the Ministry of Emergency Situations and rescue military units of the Ministry of Emergency Situations of Russia. Appendix 2 to the Order of the Federal Penitentiary Service of the Russian Federation dated January 23, 2012 No. 24 “On approval of standard structures and staffing of the penal inspection” approved the standard staffing of the penal inspection. Approximate forms of staffing schedules for various healthcare institutions are discussed in Appendix 1 to the Procedure for drawing up staffing schedules by healthcare institutions, approved by Order of the Ministry of Health and Medical Industry of the Russian Federation dated January 18, 1996 No. 16.

How to fill out the staffing form?

The staffing table can be drawn up by any employee who is entrusted with such a function (manager, personnel officer, accountant). Resolution of the State Statistics Committee of the Russian Federation No. 1 approved a unified staffing formT-3. Information in form T-3 are entered according to certain rules.

The staffing table must be approved by the manager or an authorized person.

First, fill out the header of the document, which indicates the name of the organization in exact accordance with constituent documents . If there is an abbreviated name, it is given in parentheses below or after the full name.

You must fill in the “Document number” field. When initially compiled, the staffing table is assigned number 1, and then continuous numbering is applied.

The line “For period” indicates the period of validity of the staffing table and the date of its entry into force.

The document approval stamp contains the details of the order for the main activity by which this document was approved, and below - the total number of staff units of the organization or enterprise.

Column 1 “Name of structural unit”. According to paragraph 16 of the Resolution of the Plenum of the Armed Forces of the Russian Federation dated March 17, 2004 No. 2 “On the application by the courts of the Russian Federation of the Labor Code of the Russian Federation” to structural divisions include branches, representative offices, departments, workshops, etc. Filling out this column usually begins with the indication of management units, and then in order of subordination;

Column 2 “Code”, which indicates the numbers of departments in an order that allows you to determine the subordination and structure of the entire organization;

Column 3 “Position (specialty, profession), rank, class (category) of qualifications.” If the law establishes benefits and (or) restrictions regarding work in a certain position, then the names of the organization’s positions must correspond to the names and requirements specified in the qualification reference books (Article 57 of the Labor Code of the Russian Federation). For some categories of employees (municipal employees, members of the election commission, civil servants), positions are indicated in accordance with the register of positions;

Column 4 “Number of staff units.” This column indicates the number of staff positions provided for in the organization, including incomplete ones;

Column 5 “Tariff rate (salary), etc., rub.” This indicates the fixed amount of remuneration for the position for fulfilling the labor standard per unit of time or performing labor duties for the month. In this case, the column can include both a fixed amount of remuneration for workers in ruble terms (for example, 25,000), as well as percentages (of revenue, profit) or the labor participation coefficient (KTU), distribution coefficient, etc. in accordance with the law RF, collective and employment contracts, agreements and other regulatory acts of the organization (Section 1 of the Instructions for the use and completion of forms of primary accounting documentation for recording labor and its payment, approved by Resolution of the State Statistics Committee of the Russian Federation No. 1; hereinafter referred to as the Instructions);

Columns 6, 7 and 8 “Additional allowances, rubles.” These are additional payments and allowances of a compensatory nature and incentive payments (bonuses, allowances, additional payments, incentive payments) established by the current legislation of the Russian Federation (for example, northern allowances, allowances for an academic degree, etc.), as well as introduced at the discretion of the organization (for example, related to the regime or working conditions). If the amount of the bonus changes periodically, for example, depending on length of service, then it is better not to indicate it in the staffing table, and in column 10 make a link to the document establishing such a premium;

Column 9 “Total per month.” It indicates the amount of the official salary and allowances. The amount is given either in rubles or in appropriate measurements (percentages, coefficients, etc.). If the salary is set in rubles, and allowances are set in percentages or coefficients, which creates difficulties when calculating, a dash is made in the column, and in column 10 a link is given to the documents defining these allowances;

Column 10 “Note”. Any information related to the staffing table is entered into it: piecework or time-based wages, local regulations of the organization establishing the amount of wages, types and sizes of allowances, etc.

Staffing according to T-3 form signed by the head of the HR department and the chief accountant. The document is approved by order (instruction) of the head of the organization or a person authorized by him. The details of the order (number and date) are entered in the staffing table. There is no need to certify the schedule with the organization's seal.

Do I need to coordinate the staffing schedule with the trade union organization?

According to Art. 372 of the Labor Code of the Russian Federation, the employer must send a draft local regulatory act (hereinafter - LNA) and the rationale for it to the elected body of the primary trade union organization. There is no definition of LNA in the Labor Code of the Russian Federation, so the staffing table cannot be unambiguously classified in this category of documents.

As a rule, LNA contain rules of conduct designed for repeated application to an indefinite number of persons - these are rules, regulations and instructions. The staffing table is sometimes also classified as LNA, since it is drawn up and approved by the employer (Article 8 of the Labor Code of the Russian Federation). Rostrud classifies the staffing table as a LNA (see, for example, paragraph 1 of Letter No. 428-6-1 dated March 22, 2012).

However, LNA establishes rules of behavior in the organization- it is his main feature, but the staffing table does not have this feature. According to the Directions, it is used to formalize the structure, staffing and number of the organization.

The judiciary believes that the staffing table does not need to be coordinated with the trade union organization, but a reduction in the staffing table requires approval. However, if trade union bodies do not respond to the request for approval within the period established by law, then the employer can make a decision independently. Consider the Definition Supreme Court Republic of Karelia dated 09/04/2012 in case No. 33-2652/2012.

By order of the director of the reserve (which is a budgetary organization), the staffing table and job descriptions were approved and reduced vacant positions. The reserve's trade union organization considered these actions unlawful.

Position of the trade union organization

The introduction of new positions and new job descriptions into the staffing table revises labor standards and changes the terms of payment for employees. Taking into account the motivated opinion of the elected body before making a decision to change the remuneration system is provided for by the collective agreement and the regulations on remuneration. Since staffing schedules introduced by orders of the administration of the institution reduce staff and change wages, a motivated opinion of the trade union organization must be obtained on these regulations.

The employer is not given the right to invent new positions that are not provided for by regulatory documents at the federal, departmental and local levels and federal laws, regulations of the Ministry of Natural Resources, regulations on the reserve.

Court position

In accordance with Part 1 of Art. 370 of the Labor Code of the Russian Federation, trade unions have the right to monitor employers’ compliance with labor legislation and their compliance with conditions collective agreements, agreements.

The courts noted that the reserve operates in accordance with the regulations and charter approved by the Ministry of Natural Resources.

According to this provision The structure and staffing of departments are determined by the director of the reserve; the form, system and amounts of wages and material incentives for workers are determined by the employer independently.

Based on the charter, the director of the institution, in agreement with the Ministry of Natural Resources, approves the staffing table.

Organizations and institutions that receive budgetary funding can independently determine their structure and staffing without taking into account the ratio of the number of employees various categories.

Organizations and institutions receiving budgetary funding are given the right to independently establish forms and systems of remuneration, determine the amount of allowances, additional payments, bonuses and other incentive payments, as well as the structure and staffing without taking into account the ratio of the number of employees of various categories (clause 2 of the Presidential Decree RF dated November 15, 1991 No. 211 “On increasing wages of employees budgetary organizations and institutions").

According to the Directions, the staffing table is used to formalize the structure, staffing and staffing levels of the organization. Consequently, the staffing table is an organizational and administrative document that does not contain information about wages and other personal data of specific employees of the enterprise; the employer does not receive information from employees included in the staffing table. Accordingly, it is a document of the employer himself, that is, accepted by the employer alone.

The court indicated that the approval of the staffing table, taking into account the opinion of the representative body of workers, is not provided for by labor legislation.

Labor legislation does not provide for approval of the staffing table taking into account the opinion of the trade union.

Must an employer coordinate changes in staffing levels with trade unions?

The court noted that the question of the advisability of changing the structure and staffing levels of an organization is the prerogative of the employer.

The trade union organization’s argument about the unlawful introduction into the staffing table of job titles that are not provided for in the Qualification Directory of Positions for Managers, Specialists and Other Employees (is advisory in nature), approved by Resolution of the Ministry of Labor of the Russian Federation dated August 21, 1998 No. 37, judiciary was considered untenable. According to clause 4 General provisions reference book qualification characteristics can be used as regulatory documents direct action or serve as the basis for the development of job descriptions.

However, the employer has the right, guided by the specifics of the organization’s activities and its needs, install in job description additional requirements for employee education and qualifications, taking into account the fact that this position is not associated with the presence of compensation, benefits and restrictions provided for by law.

In accordance with Part 1 of Art. 11 of the Law on Trade Unions, trade unions represent and protect the rights and interests of trade union members on issues of individual labor and labor-related relations, and in the field of collective rights and interests - the specified rights and interests of workers, regardless of membership in trade unions, if they are vested with the appropriate powers.

The collective agreement of the reserve stipulates that LNAs introducing, replacing and revising labor standards, changing terms of remuneration, accepts leader taking into account the opinion of the trade union committee. Labor standards are established production standards, time standards, headcount standards, etc. (Article 160 of the Labor Code of the Russian Federation). Labor standards may be revised as production develops.

The court found that the administration of the reserve with the contested orders did not provide for the introduction, replacement and revision of labor standards, changes in wage conditions. Before the disputed order on reduction was issued, its draft was transferred to the trade union committee of the reserve. By virtue of Art. 372 of the Labor Code of the Russian Federation, elected body of the primary trade union organization obliged no later than 5 working days from the date of receipt of the draft local regulatory act send a reasoned opinion to the employer on the project in writing, even if the employer does not request a response (as in the case under consideration). This duty was not fulfilled by the trade union body. The employer made the decision independently.

The question of the feasibility of changing the structure and staffing levels of an organization is the prerogative of the employer.

The court, guided by Art. 30, 370, 372 of the Labor Code of the Russian Federation, the provisions of the charter of the reserve, came to the conclusion that the contested orders were adopted by the employer in accordance with his powers.

How long should a staffing table be kept?

The storage periods for documents generated in the course of the activities of organizations are established by Order of the Ministry of Culture of the Russian Federation dated August 25, 2010 No. 558. This order approved the List of standard management archival documents generated in the process of activities of state bodies, local governments and organizations, indicating storage periods (hereinafter - Scroll). In accordance with paragraphs. “a” clause 71 of the List of staffing tables of organizations at the place of development and approval have a permanent shelf life.

Due to the fact that some institutions, due to their large numbers, draw up draft staffing tables for structural divisions, all proposals, conclusions, certificates for the development and change of staffing schedules must be kept by the organization for at least 5 years. For the same period of time, draft staffing tables must be kept (clause 72 of the List). But correspondence on the development and change of staffing schedules is stored for 3 years (clause 73 of the List).

What is the responsibility for lack of staffing?

The lack of staffing is often regarded by inspection bodies as a violation of labor and labor protection legislation, therefore, according to Art. 5.27 Code of Administrative Offenses of the Russian Federation an official may be fined in the amount of 500 to 5,000 rubles, and an organization - in the amount of 30,000 to 50,000 rubles.

As examples, let us cite the decisions of the state labor inspectorate in the Komi Republic. Based on the results of the planned on-site inspection for 05.08.2011 LLC "AZ-Sever" was issued an order, the official was brought to administrative responsibility for Part 1 Art. 5.27 Code of Administrative Offenses of the Russian Federation. Also, based on the results of the inspection of Sfera LLC (Usinsk), carried out on October 13, 2011, an act, an order, a protocol were drawn up, and a fine was issued in the amount of 2,000 rubles. One of the reasons for the sanctions is the lack of staffing.

But due to the fact that the employer’s obligations to maintain staffing tables are not provided for in the law, these sanctions can be challenged in court.

Let's sum it up

The staffing table is considered one of the main documents for personnel work in an organization, therefore, when conducting inspections (especially if the basis for calculating wages is checked), regulatory authorities want to familiarize themselves with it.

In individual labor disputes, the staffing table can act as evidence, so the courts may request this document, especially when challenging the legality of dismissals, transfers, or collection of arrears of wages.

Staffing allows you to manage more efficiently personnel policy, track vacancies, make optimal use of labor resources.