The recruitment of employees to the company is carried out not out of necessity, but in accordance with local acts, which determine both the scope of work and the number of staff units.
Dear readers! The article talks about typical ways to solve legal issues, but each case is individual. If you want to know how solve exactly your problem- contact a consultant:
APPLICATIONS AND CALLS ARE ACCEPTED 24/7 and 7 days a week.
It's fast and IS FREE!
The number of employees is initially fixed in , which in the course of implementation economic activity may change due to production processes and optimization of personnel in the manner prescribed by law.
Normative base
staffing is one of the local acts, which is published in the company as a document defining organizational structure, subordination and availability of structural units, as well as the form for each position, taking into account tariffication and allowances.
Its presence must be confirmed when checking the economic activities of the institution by regulatory authorities.
Based on the agreed document, workers are accepted into the company, transferred and reduced, and also receive wages, the amount of which must correspond to the minimum wage and allowances for certain conditions labor. For example, irregular labor or expansion of service areas.
This document has a unified form No. T-3, approved by the Decree of the State Statistics Committee of the Russian Federation No. 1, which is recommended for use in all companies, regardless of the form of ownership, despite the fact that there is a direct indication of the mandatory creation of a staffing table in normative documents RF is not included.
However, in the same article 15 of the Labor Code of the Russian Federation it is said that labor Relations arise on the basis of local acts, in particular, the staffing table. Article 57 of the Labor Code of the Russian Federation states that the position of the employee must correspond to the name contained in the agreed document.
And in the Instructions for Keeping Books of Labor, it is required to make entries in accordance with the same state schedule.
That is, the document must be created in without fail considering its application in many aspects labor activity sides.
Another fact should also be noted.
With the introduction of Article 195.2 of the Labor Code of the Russian Federation, when forming staffing tables, as well as making changes to the document, the use of professional standards has become a prerequisite. The job title must comply with the ETKS in case the working conditions deviate from normal and the worker will apply for.
That is, the name of the position in the staff list must fully comply with professional standards and ETKS, and tariff rates and allowances cannot be less than the minimum wage determined by the law of the Russian Federation. Moreover, this condition must be observed as in the formation of the staffing table for initial stage as well as when making changes.
Reasons and grounds
The staffing table is initially formed taking into account the tasks set and the available volume of labor, which determines the number of staff, not to mention the availability of fixed assets, from which the salary system is formed, in an amount not lower than the legislative norm.
But after all, companies develop, reorganize, merge, or simply change due to the expansion of service areas or changes in activities. This predetermines an increase or decrease in the volume of work, and, consequently, a shortage or surplus of certain specialists.
Also, the reason for making changes to the staffing table may be modifications of tariff rates or allowances. The federal legislation is annually amended to the minimum wage, taking into account indexation, and the company's management, due to financial capabilities, can increase the amount of wages as a percentage of salary.
But the accounting documentation can serve as the basis for making changes to the state schedule.
The same reports of declining profitability or lack of deliveries could justify some job cuts. And the memorandum of the manager about the increased amount of work in connection with the development of a new project can become the basis for increasing the staff by hiring several specialists.
Change of positions
In the process of carrying out business activities, some employees have to fulfill not only their duties, but also absent employees, or the amount of work may increase due to the performance of some assignments that were not previously provided job description but they were needed.
For example, initially an employee may be accepted by a secretary, whose duties include receiving mail, shorthand letters and, accordingly, writing them, but later it may be necessary to organize conferences for the entire team, prepare some orders, as well as a number of other duties that go beyond regular secretary.
In this case, the above specified position can be renamed as an assistant manager or manager with an increase in salary.
Entering (adding) a new position
At the initial stage, any company has a rather narrow range of services due to the lack of developments and regular customers, but after several years of work, the institution may expand its zone of influence by implementing new projects, which will result in a shortage of personnel who could perform the increased amount of work.
It is in such a situation that changes are made to the staffing table by creating new positions and even departments, with the determination of salaries and allowances, as well as subordination.
In connection with the optimization
Changes may be made to the staff schedule and in connection with the redistribution of responsibilities or the optimization of managerial work.
For example, a company may initially have only one deputy director, but later there may be a need for a second deputy for financial or economic affairs and with the right to sign. But since the required volume for the full rate may not be enough, the head of one of the departments can be renamed into a deputy with the expansion of service areas and an increase in salary.
Also, an additional staff unit of the same cashier can be introduced into the staffing table, but only by 0.5 rates due to the increased volume of payments, which the accountant may no longer be able to cope with. And so in order and the work will be done, and the employee is rewarded with payment in the amount of one and a half rates.
When downsizing
Changes are being made to the staffing table and with the reduction of posts, both vacant and existing ones. A business may change equipment that requires fewer staff to maintain, or a business may change direction economic activity, as a result of which managers will be reduced, but the staff of accountants will be increased.
They can also reduce positions in connection with the reorganization or merger of two companies. It is unlikely that anyone will agree to keep four economists with the amount of work calculated for two rates.
Job rename
In connection with the introduction of new norms into the labor legislation of the Russian Federation, which provide for compliance with professional standards, as well as the correspondence of job titles to the Qualification Handbook, in many companies it became necessary to rename positions.
The law obliges to bring the names of positions in line with the ETKS if there are grounds for the appointment of early pensions. Workers can count on the agreed guarantee only if, in accordance with the staffing table, they have worked in a certain position for at least 10 years.
Professional standards are also mandatory for public institutions and for companies in which 51% of the shares belong to the Russian Federation.
Salary changes
As a rule, the salary is set in the staffing table initially, even when the company is created, but in the process of labor activity, profit, and hence the financial capabilities of the enterprise, can increase, as well as the volume of labor. In this regard, in salary system changes may be made.
Also, the basis for making changes in wages may be the norms of federal legislation providing for an increase minimum size payment, which is calculated annually, taking into account the consumer basket and inflation.
That is, on the basis of the law, namely Article 133 of the Labor Code of the Russian Federation, the employer cannot set a salary less than the minimum wage. Therefore, when changes are made to the minimum wage, the salary must also be increased, which implies changes to the staffing table.
Change in allowances
In accordance with the norms of the law, additional payments are made to the worker in connection with the performance of immediate duties in conditions that deviate from the norm automatically when summing up the hours worked. But allowances are already established at the request of the management in order to encourage for the same intensity of work or the conduct of certain work.
For example, the company may not have the position of an engineer for labor protection due to the small number of staff, but after all, work to ensure safe conditions need to lead. Therefore, one of the workers may be required to perform the agreed duties for additional remuneration as a percentage of the salary, reflected in the staffing table.
Features of making changes to the staffing table
The staff list is a local document, the adoption of which must comply with the procedure established by law, which implies the publication of a certain package of documents, and in some cases, coordination with the Trade Union Committee.
So, in accordance with Article 135 of the Labor Code of the Russian Federation, in the event of changes to the wage system, the staffing table is adopted only taking into account the opinion of the trade union. And when making changes to the name of the positions - accompanied by a lawyer who is obliged to monitor the compliance of the name of the ETKS.
Step-by-step instruction
In accordance with Article 57 of the Labor Code of the Russian Federation, the name of the position is one of mandatory conditions agreements on mutual cooperation, however, as well as the amount of wages. Therefore, when making changes to the agreed information, the same staffing table should take into account the norms of Article 72 of the Labor Code of the Russian Federation, according to which it is possible to make changes to the contract only by agreement of the parties.
Also, changes at the initiative of the enterprise management are also allowed in accordance with Article 74 of the Labor Code of the Russian Federation, but only subject to a certain procedure, namely, notifying employees about the renaming of the position at least two months in advance.
That is, changes to the state schedule are preceded by the publication of a certain package of documents, which is established by law.
What documents are issued?
At the initial stage, a memo is drawn up, which reflects the information that serves as the basis for making changes to the staffing table.
For example, in connection with the increase in the volume of work, it may be proposed to introduce additional vacancies. But with a decrease in the volume of deliveries, it may be proposed to reduce some positions.
By the way, if the vacancies are filled, then the procedure for registering changes in the staffing table will be initiated at least two months in advance, because employees, in accordance with Article 74 of the Labor Code of the Russian Federation, will need to be warned about the changes and given the opportunity to agree or refuse.
But if the positions are vacant, the two-month period is not respected and, accordingly, the stipulated staff positions can be reduced at any time.
A sample memo is available on our website:
Order (sample)
On the basis of a memo submitted for consideration by the management of the enterprise, an order will be issued, which will reflect the data that is planned to be changed.
And again, if there is to be a reduction in positions, the order stipulates several additional conditions - the delivery of notices to the released employees, as well as the proposal of other vacant positions.
An example order can be found below:
Changes in employee documents
Considering that the name of the position is present in almost all documents drawn up when applying for a job, changes are also made to the agreed acts, the basis for which is.
Additional agreement (example)
For example, how to amend the employment contract? Only by issuing to a specified document, a sample of which can be found below.
Personal card
Changes must also be made to the employee’s personal card, because upon admission, the agreed document indicates not only personal data, but also the position held. Accordingly, when renaming a vacancy, changes to the personal card must be made without fail.
Employment history
Changes are also made to the book on labor, but only if the name of the position is changed, and not the amount of wages.
After all, a record of admission to a certain position is made in the book on labor, respectively, when the name is changed, adjustments are made to the agreed document indicating the number of the order and the date of its publication in the manner determined by the Instructions for filling out labor books.
How many times a year and how often are innovations allowed?
The number of changes to the staff list at the legislative level has not been established. Therefore, the management of the enterprise may, at its discretion, amend the agreed document as many times as it wishes, but taking into account the procedure stipulated at the legislative level. When making changes to the name of the position or the salary of an existing employee, it implies a two-month notice period.
Important nuances
The staffing table is a local act, which is drawn up not only taking into account production processes but also federal law.
On the basis of Article 8 of the Labor Code of the Russian Federation, the stipulated act should not contradict the norms of the Labor Code of the Russian Federation, as well as worsen the situation of workers.
That is, if the directorate of the institution sets a salary below the minimum wage in the staffing table, the agreed document in accordance with Article 8 of the Labor Code of the Russian Federation will be invalidated.
Do employees need to be notified and briefed?
In accordance with Article 22 of the Labor Code of the Russian Federation, management is obliged to acquaint employees with all local acts adopted in the company and related to the performance of immediate duties, not only upon admission, but also in the course of work.
If changes are made to the staffing table, it is not necessary to familiarize all employees with the agreed document, but only on condition that the changes do not affect the employee's activities.
That is, if a decision is made to introduce several positions, no one needs to be familiarized, but if a reduction is coming, then the employees subject to must be familiarized with the release order.
And of course, if the amount of wages or allowances changes, only those employees whose salary is subject to change are notified, moreover, in compliance with the procedure stipulated in Article 74 of the Labor Code of the Russian Federation.
Responsibility for incorrectly drawn up documents
Considering that not all personnel officers know how to correctly make changes to the staffing table, errors occur that lead to violation of the rights of workers, which in turn is fraught with negative consequences.
Article 5.27 of the Code of Administrative Offenses of the Russian Federation provides for administrative liability for non-compliance with the rules labor law- for example, in case of violation of the deadlines for notification of a reduction or setting a salary below the minimum wage, penalties of up to 50 thousand rubles are provided.
In the event that errors were made in the preparation of orders or a memo, the level of responsibility will depend on the degree of harm.
Making changes to the staffing table can be considered a good tool for regulating both the organizational structure and economic activity. Indeed, by introducing new positions to the staff, it is possible to complete the necessary amount of work and increase profits, as well as acquire specialists whose performance will increase along with the salary reflected in the same staff schedule.
staffing as personnel document, which raises many questions. For example, how often should it be completed, how to correctly fill out a unified form, and whether this normative act compulsory. To clarify the situation, it is worth dwelling on some issues in more detail.
Why do you need staffing?
Staffing - a document required for the formation staff 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, the names of specialties and professions indicating qualifications, as well as data on the required number of certain staff units. For its compilation, the unified form T-3 is used, which is approved by the Decree of the State Statistics Committee of Russia.
From the point of view of the employer, the staffing performs a number of important functions and allows you to optimize and streamline the work of the institution. The use of the staffing table allows you to clearly see the entire structure of the organization with its divisions, fix the number of staff units, control the number and quality of employees, track the remuneration system and the size of allowances. And when vacancies appear, it greatly simplifies the selection of personnel.
Is the staff list a mandatory document?
Interestingly, there is no single answer to this question. On the one hand, the Labor Code addresses the issue of staffing, since this document concerns labor function employee of the organization and remuneration of personnel. Yes, and in the employment contract it is indicated that the employee performs duties in accordance with the staffing table. There is a unified form of staffing, 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). So, the staffing of the organization must be. But, on the other hand, not a single normative act directly indicates the obligation of the employer to introduce the staffing table. And yet, it is better to issue this personnel document, since most inspection bodies consider it mandatory for any organization.
For example, the tax authorities and the Fund social insurance always ask for staffing when conducting on-site inspections. According to it, they verify the correctness of the calculation of insurance premiums, collect information on the insurance experience of employees, and control the correctness of taxation. The fact that the staffing table is not a document tax accounting, does not remove the need for the employer to provide it during inspections at the request of third parties. And his absence can be regarded as a violation of labor legislation, for which a fine for the organization in the amount of 50,000 rubles is due. Of course, it can be challenged in court (especially since there is no direct indication of the obligation of the employer to draw up a staff list in the law), but first you have to pay it.
The frequency of staffing
How often do you need to create a new staffing table? There is no clear answer to this question either. But in this situation, one should be guided by logic: since the staffing table is a planning document, it is advisable to draw it up for one calendar year or half a year. 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 table?
If the company does not have a staffing table, but the management decided to develop it, a reasonable question arises: who should do it? Again, the legislation does not give a clear answer to it. Therefore, the leader can do this himself, having determined the circle of responsible persons who will help him. It is logical if they are personnel workers, Chief Accountant, employees of the legal or planning and economic department. And if the enterprise has a labor organization department and wages, you can entrust this work to them. Responsibilities for the development and compilation of the 2014 staffing table may be reflected in the employee's employment contract or his functional duties.
The approval of the staffing table refers 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 head must sign a special order or order. The details of this document must be indicated in the field of the unified form T-3 "Approved by the order of the organization dated" __ "_______20__ No. __". At the same time, the date of approval and the date of entry into force of the staffing table may not coincide (the date of entry into force is usually later).
How long is the schedule kept?
The Rosarchive establishes certain periods for the storage of standard management documents, in accordance with which the staffing table of the institution must be stored for three years, starting from the year following the one in which the document became invalid. As for the staffing arrangements, which will be discussed in the next section, they are stored for seventy-five years after the new ones are drawn up.
Staffing - a help in the work of the personnel department
In some organizations, the personnel department maintains a staffing - mobile version staffing table, which reflects all vacant positions, as well as all information on filling positions (full name of working employees, position status, etc.). The staffing gives necessary information on changes in the personnel, contains personnel numbers of employees, information on the length of service and categories (minors, disabled people, pensioners with children under three years old, etc.) of employees.
When drawing up a staffing arrangement, the current staffing table is taken as the basis, to which the necessary columns are added. This document is optional and does not need to be maintained by the organization. But the staffing 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.
Staff list of employees: rules for compiling
Consider the compilation of the staffing table based on the unified T-3 form. To receive the finished document, you just need to fill out the form, guided by the Instructions for filling out the forms of the primary accounting documentation.
"Hat". When making a “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 compilation. In the field "Staffing for the period ..." you need to specify only the date of entry this document by virtue of.
- Column 1 "Name". Specify the name structural unit, workshops, representative offices, branches, arranging 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 Occupations and the Qualification Directory of Managers and Specialists. Here it should be borne in mind that the position for which the employee is accepted should sound the same both in the staff list and in the employment contract, as well as in the work book.
- Column 4 "Number of staff units". Specify the number of staff units for the respective positions. If there are incomplete units, they should be indicated in fractions, for example, 2.75. And if there are vacancies, they are also indicated.
- Column 5 "Tariff rate". We indicate the salary, the tariff scale, the percentage of revenue, the 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 "Surcharges". We indicate the provided incentives 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 surcharges.
- Column 9. We indicate the total amount of columns 5-8. That is, we sum up salaries and all allowances and display the total value in rubles. If the data is given as a percentage, we display the percentage.
- Column 10 is for notes. If not, it is left blank.
After all the columns are filled, you need to fill in the line "Total". It summarizes all the indicators in vertical columns: it indicates how much is provided for by the schedule of staff units, the amount of salaries (tariff rates), allowances and the amount of the monthly payroll.
The staffing table is signed by the head of the personnel department or an authorized person, as well as the chief accountant of the organization. You can print on the document, but it is not necessary.
Change in staffing
Even the established staffing table has to be changed from time to time. The reason for such changes may be the need to introduce a new unit, division into the state, or, conversely, reduce the existing staff. In addition, there may be a need to change salaries, tariff rates, as well as the need to rename posts 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 subject to the necessary changes, and is put into effect from the beginning or middle of the calendar year. If there is an urgent need, then from the beginning of a new month.
As regards changes to current document without its cancellation, then they are made in accordance with the order of the head "On changing the staffing table". In the order itself, you need to indicate the basis for making changes to the staffing table (this can be a reorganization, downsizing, improving the structure of the organization, etc.), and also indicate 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 the employees of the enterprise, and also made to work books with reference to the basis (order or instruction).
Downsizing: when to make changes?
Reducing the staff or the number of employees is one of the reasons for making changes to the staffing table, since the reduction in the size of the organization involves the exclusion of individual staff units from the schedule, and the reduction in staff - positions. At the same time, laid-off employees are subject to dismissal (unless they are supposed to be transferred to another job).
Since, upon dismissal to reduce the number or staff of employees, it is necessary to notify about changes no later than two months in advance, the new staffing table can be put into effect only after this period has expired. Although it can be drawn up in advance, the very presence of a new or amended staffing table, which has already been approved, will confirm the eligibility of dismissal of employees. If the circumstances on which the decision to reduce was made are eliminated, the employer has the right to change the staffing table again in the direction of increasing the number of employees.
Change in the unified form T-3
Resolution of the State Statistics Committee No. 20 of 03/24/1999 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 contribute to finished form your edits, but it is not allowed to delete existing details. Changes may concern the expansion or narrowing of columns, the addition of lines or loose sheets. Necessary corrections can be made during the production of forms based on a unified form.
This document is not required by law. And, nevertheless, it is in many, especially large, companies. In this article, we analyze important questions: how to fill out the staffing table, who should approve it, and whether it is possible to work without it.
From the article you will learn:
What is staffing and why do you need it
"Cadres decide everything", - it is said in Soviet times, but has not lost its relevance in the modern business world. Indeed, if we compare an organization with a living organism, then the staffing will play the role of a skeleton in it - a structure on which personnel are “built up”: workers, managers, leaders of different levels.
How many employees does the company need in total? How many of them should be in leadership positions? How many divisions are required? What are the growth prospects? How much should all these people be paid? If you ask such questions randomly, running a business will not be easy. But when an organization has a staffing table, the picture becomes much clearer. So, the first reason for compiling a staff is practical, it helps:
- Form a clear structure of the enterprise.
- Recruit an effective team and always respond in time to vacancies.
- Manage payroll and control payroll.
It is not necessary to specify the specific names of employees. The staffing table is a structural document on the basis of which the employment service fills the staff with employees. When an employee is hired or after his dismissal, the main document does not change.
How to draw up a staffing table
Despite the fact that there are no mandatory norms and samples for compiling the SR, everyone who is responsible for this document would like to see a specific example of correct filling.
It is appropriate to take as a basis the unified form, which the State Statistics Committee of Russia approved on 01/05/2004. Since 2013, the decision on this form has been canceled, and all samples have turned from mandatory to recommended. That is, if necessary, any company can make changes to the template in accordance with the internal needs of the organization. However, it is safer, and even easier, to adhere to previously developed standards.
When developing an individual SHR form, it is necessary to monitor the compliance of the second part of Article 9 of the Law “On Accounting”.
Staffing can be divided into three main sections: header, main and final parts. Let's consider each section in detail.
Hat
Regardless of the format (in the T-3 form or without it), the heading part begins with the title of the document. In our case, this is the "Staffing". It is also necessary to indicate all the details of the company:
- Name, including legal form (LLC, JSC or other).
- Registration number, as well as OKUD and OKPO codes.
Dates should also be written here: compilation, approval, entry into force, expiration. It is also worth providing for the stamp of approval.
Please note: the unified form does not provide for a strict approval format, so you should be guided by the existing state standards for filling out the approval stamp. More about the approval of the SR - later in the article. In order to deal with all the nuances of drafting in practice, download a sample document.
An example of filling out the staffing table
Main part
According to the unified form, this section of the staffing table is formed on the basis of ten columns:
- Column 1: Department name (capitalized).
- Column 2: Department code (should be taken from the document on the structure of the organization).
- Column 3: Job title and code. If several specialists work in the unit, it is better to indicate them in the order of the drop-down hierarchy - from managers to ordinary workers. If there are requirements for qualification or category - indicate.
- Column 4: The number of vacancies for each position. Part-time workers and part-timers are summed up for this column. For example, if a department has 3 part-time employees and one full-time employee, the value for the column is 2.5.
- Column 5: Tariff scale or salary.
- Columns 6–8: Data on allowances and types of financial motivation, if any.
- Column 9: Final salary fund. To calculate, multiply the number from column 4 by the sum of the values \u200b\u200bfrom columns 6.7 and 8. This column must be filled out even if the wages are mixed or tariff-free.
- Column 10: Notes and notes, if any.
Final part
Here, as a rule, are the signatures of those who are responsible for the preparation and execution of the "shtatka". For example, the chief accountant and the head of the personnel department. There is no space for printing in the official form, so it is placed at the discretion of the head.
If the specifics of the company involve the use of temporary or seasonal workers, it is worth supplementing the SR with the column "Terms for the completion of work." If the state has employees who work in hazardous conditions, their job titles must match those listed in state classifiers and other regulations. If the staffing table is drawn up and approved, the names of the positions in the employment contracts must match those indicated in it.
Who makes the staffing table in the organization
The question of who should develop the SR is one of the most frequent on the HR forums. And this is not surprising, because there are no legislatively approved standards regarding the "staff". What is important is that it combines personnel issues with financial ones. Therefore, it is logical that the structure of the organization and the titles of the positions be prescribed by the specialists of the personnel department, and the economists or accountants would deal with the columns relating to the tariff rate, allowances and other financial issues. In small companies, all the tasks of compiling the HR are often taken over by the chief accountant.
When is the staffing table
The best option is to draw up and approve immediately after the company is founded. If for some reason this was not done, it is never too late to make such a schedule.
There is no statutory periodicity for compiling the SR. At the discretion of the management, this can be done once a year, or more or less often. Most often, companies choose this mode: the document is drawn up annually, at the planning stage next year. During this period, if the need arises, changes are made to it, confirming them with appropriate orders.
Experts recommend that the form of the SHR, as well as the procedure and frequency of its updating, be fixed by a separate local normative act.
How to approve
The staffing table is approved by the head of the company or an employee who has such authority (this should be indicated in founding documents). It is necessary to issue an appropriate order, and in the document, in the approval stamp, put down the data on the order: its number and date of entry into force.
Shelf life
Like other organizational and regulatory documents of the company, the ShR has a certain period of storage. To determine how long this document should be kept, we turn to the order of the Ministry of Culture No. 558 of 08/25/2010. It has several items:
- Stored permanently if developed in the same facility. If on the side, then the shelf life is only 3 years.
- Projects and working documents for the preparation of such documentation - 5 years.
- Internal correspondence related to changes in the SR must be kept for 3 years after these changes have been adopted.
- The adjacent document (staffing arrangements) should be kept for 75 years.
This document is compiled as necessary when the need arises - for example, management, due to a reduction in the amount of work, decided to reduce staff or headcount, or the question concerns a change official salaries, etc. How often do you need to change? The date on the code of personnel of the enterprise is the most important indicator, indicating the period of its validity in its original form. Each new version of the staffing table is approved by the head at certain period, usually 1 year. If urgent personnel changes, reductions, etc. are necessary, a new version dated on the day of its approval can be approved at any time. The period when it changes can be any regular period in a calendar year or for the time remaining until January 1 of the next year - for example, for 9 months or half a year.
Courses, seminars, trainings
Attention
Although Labor Code of the Russian Federation and does not oblige any company to draw up and approve the staffing table, by a resolution of Roskomstat, for all forms of ownership, the need to take into account primary documentation for payroll accounting. This schedule is drawn up in the unified form T-3. It is compiled on a specific calendar date, and its approval usually takes place on January 1 every year.
Info
The staffing table must be approved by order of the head. Such a schedule is a fairly “moving document” and each organization periodically faces the need to make changes and additions to it, which, in turn, are also made based on the order of the head.
How many times a year can staffing be changed?
How often and in what cases is it necessary to make changes to the staffing table? Changes must be made to such a schedule if the organization is undergoing structural restructuring - new departments are formed, the number and position of employees are changed, including new positions are introduced and / or old ones are excluded . You can make changes either by completely replacing this schedule, or by issuing an order to make changes.
In the case of changes to the staffing table, it is necessary to reflect the reasons for the changes.
Ipc-star.ru
The staffing table is a production document that is not created for a long period of time. Reshuffles in the state, a decrease or increase in salaries, as well as other circumstances need to be adjusted.
Changes to the staffing table are a normal procedure and must be carried out in accordance with the requirements of the law and the rights of workers. Important milestones of this process are presented in this article, they will help to avoid errors in the documentation of the enterprise.
Staffing in questions and answers
Important
Hello! Please tell me how many times a year the head of the enterprise can change, as well as make changes to the staffing table. Answer The staffing table is a local document of the organization and, in accordance with the Instructions for the Application and Completion of Forms of Primary Records (approved by
Decree of the State Statistics Committee of the Russian Federation dated January 5, 2004 No. 1) is used to formalize the structure, staffing and staffing of the organization in accordance with its Charter (Regulations). The staff list contains a list of structural units, the names of positions, specialties, professions, indicating qualifications, information on the number of staff units.
The legislation does not contain restrictions on the replacement and the number of changes made to the staffing table during the year.
Reasons for making changes to the staffing table
Due to the adjustments made to the Labor Code of the Russian Federation, which involve the implementation of professional standards, and the correspondence of the names of positions and departments to a certain directory, in some organizations there is a need for various renaming. According to the legislation, it is necessary that the names of positions and departments correspond to the unified tariff and qualification directory of works and professions.
For the renaming of positions, grounds are needed for the appointment of pensions ahead of schedule. Workers can hope for this when their period of work is less than ten years according to the staffing table.
In addition, it is necessary to take into account professional standards organizations whose shares are owned Russian Federation at fifty one percent.
- Increase or decrease in salary.
Staffing is a staffing plan. Some companies neglect staffing because it is not primary document, and Form No. T-3, which is used for its preparation, is advisory in nature. However, in practice, staffing is necessary, and helps the employer both for internal control and management, and when communicating with inspection bodies. Today we understand all aspects of its preparation and maintenance.
What threatens the lack of staffing?
The staffing table is usually asked to provide labor and tax inspections during checks. Its absence is interpreted as a violation of labor legislation and labor protection. For such a breach executive they are fined 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 to justify the dismissal of employees to reduce staff in a court case. Without a staffing table, it is difficult for an employer to prove that the 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 upon reduction under Article 179 of the Labor Code of the Russian Federation).
Who and how should draw up and maintain the staffing table?
Generally speaking, staffing is the sacred duty of a labor economist from the department of organization and remuneration ( Qualification guide 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 staff list 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 like clockwork every time, it is worth describing it in the Office Work Instructions:
- indicate the terms and rules for the development and introduction of changes;
- the form of the order on the approval of the staffing table;
- those responsible for the formation and signing of the staff list and orders of persons;
- the composition of the 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 is the format for staffing?
The staffing table is a local normative act describing 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 accounting for 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?
Form details are formatted as follows:
Name of company must fully comply with what is enshrined in the constituent documents, including the abbreviated name and the name on foreign language. If there is an abbreviated name, it is indicated in brackets, following the full name.
Organization code- eight digits of the code All-Russian classifier enterprises and organizations (OKPO).
Date of preparation format HH.MM.YYYY
Validity. It is indicated how long the staffing will be valid and from what date it comes into force.
We fill in the columns, there are 10 of them in total.
Name of the structural unit indicated without abbreviation in accordance with the classifier of units approved by the employer. If there is no classifier, then in alphabetical order or in descending order of the number of employees of the unit.
If the provision of benefits to employees depends on the name of the unit, the name of the unit must be indicated in accordance with the industry classifiers of hazardous industries and other relevant documents.
Structural subdivision code. It is also indicated in accordance with the classifier in which they are located by functional importance. If there is no classifier, codes can be assigned to subdivisions in alphabetical order or otherwise.
Position (specialty, profession), category, class (category), qualification. It is indicated without abbreviations in the composition of the structural unit, starting from the head, ending technical contractor. Attention: for workers - professions, for employees - 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.).
Pay rate, salary is indicated in the amount of monthly wages depending on the wage system (tariff, salary, percentage of profit, coefficient labor participation etc.) The amount of salary 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 speaks of the obligation of the employer to pay wages in rubles. That is, the salary is simply translated into rubles at the current rate. However arbitrage practice says that there is a violation.
The Labor Code of the Russian Federation does not contain norms directly prohibiting the employer from setting wages in foreign currency (conventional units), since in Part 1 of Art. 131 of the Labor Code of the Russian Federation refers only to the payment of wages in monetary form 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 tariff rate and the salary is fixed, which must remain unchanged for the duration of the contract. And since the size of the salary is always calculated at the current rate, the fall in the dollar, according to the court, can lead to a deterioration in the conditions of the employee's remuneration.
Allowances. Columns 6-8 indicate incentive and compensation payments established by law or at the initiative of the employer.
In the graph Total the total amount of columns 5-8 (salary and allowances) multiplied by the number of staff units is indicated.
Note is filled in if the information in the columns of the form is ambiguous and requires clarification.
Signatures under the draft staffing table are put by the head and chief accountant.
Do not forget to put down the document number in the appropriate column of the form.
The staffing plan is ready, what's 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, the total number of staff units and the date the document is put into effect. The order is signed by the head of the company or other authorized person, and then it is registered in the Register of orders for the main activity. The registration number is affixed to the order. Then the order and the staff list 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 are also made to it by order. The release date of the change order 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 table is drawn up with a new order for its approval.
Changes to the staffing table usually affect employees, so it is followed by a change in employment contracts. In most cases, their application requires the consent of employees, compliance with the deadlines for notifying personnel, etc.
Attention: familiarization of the employee with the order to amend the staffing table is not a confirmation of his consent to change the terms of the employment contract.
Let's see how to reflect the change in the salary of employees. The employer is obliged to notify the staff about this two months in advance, and then issue an order to amend the staffing table. The order indicates the positions, new salaries and the date the changes come into force. Employees of the personnel department, who will make changes to employment contracts, get acquainted with the order under the signature.
Then they conclude with employees additional agreements. In them, it is not enough to limit ourselves 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, the salary of an employee depends on the qualifications, complexity of the work performed, the quantity and quality of the labor expended). Otherwise, the employee, for example, will be able to demand additional payment for previous periods in which he did the same, but for less money.
Attention: to reduce the amount of wages unilaterally under Art. 74 of the Labor Code of the Russian Federation is possible only when organizational or technological working conditions change. For example, when adopting a new personnel management policy, when modernizing production, reducing the volume of output, reorganizing production.
However, for such a maneuver, the position and qualifications of the employee should not change, the employer must prove that certain employment contract conditions could not be maintained, and failure to take a decision to reduce salaries would result in massive layoffs personnel. Arguments in the form of a decrease in demand for services or products or a drop in profits are not enough.