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 indicate that official work at the enterprise is determined by the staffing table on which it relies labor contract.
First of all, the details are indicated in the text (Name of organization, OKPO, document number and date). Further, all information is included in the table.:
What are the established 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 compiled by any employee in the organization if this function is assigned to him. But for this in without fail issued a directive from the management.
Where can I find the manual and what does it contain?
The legislation does not set a framework for the duration of the document. But, as a rule, it is painted for one calendar year. In order to simplify this process, an instruction for office work is being created. The instructions contain the following information:
Useful video
What is a staffing table and how to draw it up correctly - a detailed video:
Conclusion
The staffing table is an important document in any company.. Its presence is mandatory, but there are no strict requirements for the design and content of the legislation. During inspections, labor and tax inspections may request it and, in case of absence, fine the enterprise.
In addition, papers can become evidence of the legitimacy of the employer's behavior during layoffs and reductions, if the case goes to court. Therefore, a competent approach to record keeping will only benefit the company.
The staffing table is a mandatory personnel document that every organization should have. The T-3 form is usually used, but you can also develop your own form, taking into account the characteristics of the organization.
Staffing for IP. The Labor Code of the Russian Federation makes it clear that an employer (it doesn’t matter: an individual entrepreneur or LLC), who has concluded an employment contract with an employee, is required to have a staffing table. However, there is no unambiguous indication of IP, unlike the organization.
Therefore, some accountants recommend in any case to have a staffing table, and the other part - to draw it up with the number of employees over 3-4 people. Although in practice there are many individual entrepreneurs ignore this document.
Form T-3 includes information about the divisions of the organization, the name and number of staff units in accordance with the classifier of professions and positions (OKPDTR), wage rates (salary, allowances). Also, for all positions, the total monthly salary costs are considered.
The staffing table is drawn up from the beginning of the year or from the beginning of the organization's activities and is approved by order of the head. The validity of the document can be anything - for example, one year or several years, depending on the decision of the manager.
If in the course of the activities of the organization there are any serious staff changes(number of staff units, job titles, tariff rates), then it would be rational to order the head to change the current staffing table, and not approve a new one.
However, when mass reduction workers, of course, it is better to draw up a new schedule. Form T-3 is filled out by personnel officers or accounting staff.
The staffing table is an important personnel document that contains the most complete information about everything related to the organization's personnel. The data is presented in the context structural divisions and individual staff units, indicating their number and basic data for each position, such as position held, size wages And so on.
The main value of this document is that it is a convenient tool not only for accounting, but also for managing the structure of the enterprise's personnel, since, based on the information contained in it, it is very convenient to analyze indicators characterizing labor efficiency, as well as develop ways to optimize the use of labor resources .
The staffing table is a unified document on the accounting of the organization's personnel, containing data on its:
- Personnel structure.
- The official composition.
- The number of employees.
- approved salaries and allowances.
- Other necessary information.
Its form was approved in 2004 and is contained in the Album unified forms documents, however, it can be drawn up arbitrarily, provided that it is kept as part of the mandatory details.
Along with obligatory requisites contained in all unified forms of personnel documents, the following indicators should be included in the staffing table:
- Name and code of the structural unit.
- Job title.
- The number of staff units.
- Salary and allowances due.
- The total amount of wages.
- Note.
The staffing table can be compiled in two versions: current (based on existing data) and planned.
Staffing functions
The staffing table contains a set essential information about personnel, both throughout the organization and by its structural and staff units. Thus, along with the tasks personnel records, it provides an informative base for effective work in the field of personnel management. The completeness and detail of the data presented in this document serves as the basis for the development and adoption management decisions at all levels.
As main features staffing several can be identified. Staffing schedule:
- Demonstrates the organizational structure of the enterprise.
- It is one of the most important sources of information for the analysis of the existing personnel structure.
- Contains data on the number of personnel in general for the enterprise and in the context of departments and positions.
- Provides a snapshot of payroll information.
- Reflects current job posting needs.
The staffing table at the enterprise can be compiled by any employee to whom the management has entrusted this function. The appointment of an employee responsible for the performance of this function is established by order of the organization. The form of the staffing table itself is fixed in a similar way, while in the order (instruction) of the head of the enterprise on its approval, all the details included in it must be indicated.
The staff list is compiled without specifying the names and other individual characteristics of employees working at the enterprise, and contains information about organizational structure indicating their positions, as well as the names of structural units.
Any requirements regarding the period during which the staffing table can be valid, in legislative acts Russian Federation not installed. This means that each organization has the right to independently determine the frequency of its approval based on the specifics of its activities.
As for the terms of storage of staffing tables, they are defined in the List of typical managerial archival documents as follows:
- For institutions whose documents enter the state archives - constantly.
- For other organizations - within three years.
The staffing table is a document that fixes the number of staff members of an organization with the distribution of units by positions and structural divisions. The standard content of this document also includes information about official salaries, allowances and monthly wage fund at the enterprise.
The schedule streamlines the personnel structure of the company, helps to plan labor costs, organize the work of the personnel service. If necessary, it serves as evidence of the legitimacy of the refusal of employment (the reason is the lack of free rates). But more often it is used to justify the legitimacy of layoffs in connection with a reduction in the number or staff units. In the event of claims from the side of the reduced organization, the organization can protect its interests by presenting in court, labor inspectorate staffing of employees. Based on this document, the employer confirms the impossibility of providing the dismissed employee with another position.
The procedure for the formation of staffing
The Federal State Statistics Service of the Russian Federation instructs enterprises of all forms of ownership to develop and accept staffing for personnel records management (Decree No. 1 of January 15, 2004) Develops and updates staff structure employee who has this duty in job description. If necessary, the director may assign such a duty to a personnel officer or accountant, and also take this work upon himself (by order).
Usually, the staffing table is drawn up a year in advance, and from the moment it is approved by the director's order, it becomes a local normative act, on the basis of which it is built personnel records management at the enterprise. Registration of new employees, internal transfers should be carried out in accordance with the units available in the staff. So, the names of positions and structural divisions in the employment contract, the order for hiring should be entered as they are recorded in the staffing table.
Adjustments are allowed in the stock as needed. If they are significant, management may decide to form a new schedule. With minor changes, as well as in their absence, there is no need to re-approve the document from the beginning of the next calendar year.
How to draw up a staffing table
For the design of the personnel structure, a unified form T-3 is provided, approved by Roskomstat (you can download the staffing form). The company has the right to develop its own form, but it must contain the required fields:
- name of structural divisions;
- list of positions in each department;
- the number of units opened in the state for each specialty;
- official salaries;
- salary supplements;
- the total number of staff units;
- payroll amount per month.
The document is dated twice: the date of compilation and approval (they may be the same). The period of validity of the staffing table is also indicated, for example, from January 1, 2015 to December 31, 2015, although it is not necessary to set an end date.
Consider the procedure for compiling the staffing table:
- The name of the company in accordance with the registration documents.
- Title of the document, dates of creation and signing.
- Column No. 1 - the name of the units. Private firms can enter the list and names of structural departments at their own discretion. State companies and enterprises from special conditions labor should be guided by sectoral and all-Russian normative documents- classifiers and reference books. This requirement is due to the availability of benefits and guarantees for certain categories of workers. Names in the form T-3 are written in the nominative case.
- Column No. 2 is a subdivision code that is assigned to each of the departments for the convenience of building a hierarchy and using digital designations in documents.
- Column No. 3 - position (profession, rank) - based on state classification OKPDTR. Positions are listed in descending order (from highest to lowest).
- Column No. 4 - the number of staff units provided for each position is determined based on the needs of the organization. Partial rates may be indicated (0.5; 0.75).
- Column No. 5 - salary or tariff rate established for a specific position, in rubles. It is permissible to indicate not a specific value, but a salary range for differentiating the remuneration of workers holding the same position, but having different qualifications.
- Columns 6 - 8 are used to indicate salary increments, in rubles.
- Column No. 9 - the total amount of the monthly payment for the position.
- In column No. 10, information on the availability of vacant positions is entered as a note.
If the company does not use payroll schemes based on salary, then the units used to calculate payments, for example, interest, fit into the “monetary” columns.
Additions (additional fields) can be made to the staffing form, but it is impossible to reduce the required columns in the unified form: unclaimed columns are simply not filled out.
"Staff" may consist of several sheets. In this case, the document is stapled, the sheets are numbered, and on reverse side A confirmation inscription with the signature of the director and a seal is drawn up. On the form itself, the seal of the organization is not needed, and the signatures of the head, chief accountant, heads of departments are affixed on the last sheet in the field provided for this. If necessary, responsible persons can sign on each page, then each of them must be supplemented with the appropriate line.
You can draw up a staffing table based on the sample presented on our website.
Making changes to the staffing table
As necessary, various changes can be made to the structure of the company: divisions are opened and abolished, new positions are introduced, salaries are increased, etc. All these changes must be recorded in the organization's staffing table. You can do this in two ways:
- The formation and approval of a new "staff".
- Creating an order to amend the document.
In the second case, the order must contain the reason for the adjustment:
- company reorganization;
- optimization of the personnel structure;
- expansion or reduction of production;
- changes in legislation, etc.
The change in staffing is followed by the introduction of new entries in personnel documentation: work books employees, personal cards (with the written consent of the staff).
In some cases, it is required to sign an additional agreement to the employment contract, for example, when changing the salary part of the salary. Employees are notified of such events 2 months in advance, and other changes in the staff list are communicated to the staff upon their approval.
Regular arrangement
For operational management personnel in many, especially large, enterprises have a document in circulation called "staffing". This is the same staffing table, but drawn up in free form and containing the data necessary for the employer for convenience. personnel work, for example:
- names of employees holding specific positions;
- salaries and allowances for each employee (a “plug” of salaries can be written in the staffing table, and this is specified in the arrangement);
- personnel numbers;
- work experience;
- important information about employees;
- availability of free rates and any other information required by the personnel service.
The staff list differs from the schedule in the dynamism of its content: changes are made to it in the current mode, without an order and approval by the head.
State regulations determine the main list of documents that every employer must have, regardless of the legal form. The list of these documents includes the staffing table. Although there is no direct indication of this in the legislation, the staffing is mentioned in several articles Labor Code RF, which indirectly confirms the need for its presence.
What is staffing
The staffing table is one of the fundamental documents of all organizations. It contains information about the structure of the enterprise, positions and the number of staff units.
In those organizations where the remuneration system is limited only to salaries, this is the main document for payroll.
Based on what is filled
If the organization has just begun its activities and the staffing table is compiled for the first time, then it would be advisable to first consider a list of necessary positions and draw up a document regulating remuneration.
Responsible for compiling
The staffing table is made by any employee who is entrusted with this. As a rule, this is an employee of the personnel department or an accountant.
Introduction to this document
Since the staffing table is not a local normative act of the organization (paragraph 7 of the letter of Rostrud dated 05/15/2014 N PG / 4653-6-1), the employer is not obliged to acquaint employees with the staffing table.
Primary requirements
The staffing table is in the list of unified forms, where it goes under the letter T-3. Most organizations use this form because it contains all the required columns and columns.
But the use of this form is not mandatory, it is only advisory in nature, although there have been many disputes about this. The final point on this issue was put by the Letter of Rostrud dated January 23, 2013 N PG / 409-6-1. It directly states that organizations have the right to develop their own forms of this document and use them, the main thing is to take into account the requirements of the law.
In particular, Art. 15, 57 of the Labor Code of the Russian Federation states that labor function the employee is determined in accordance with the position, profession specified in the staffing table. That is, the names of the positions must be included in this document.
How to fill out the staffing table for LLC and IP
Requisites
- the full name of the organization must be indicated in full accordance with the constituent documents;
- OKPO, this is the 8-digit organization code. This data is contained in information letter statistical bodies, which should be in every enterprise;
- schedule number. There are no clear requirements here. You can use continuous numbering, you can start each year with the number 1 and indicate the year through a fraction, you can use any other numbering method.
- Date of preparation. The actual date of compilation is affixed, it may differ from the date the staffing table is put into effect (for example, the staffing table drawn up in December of the current year comes into effect on January 1 of the next year);
- the period of validity of the staffing table is indicated, most often 1 year, and from what date it comes into force;
- in the upper right corner, the stamp “Approved” is placed and the details of the approval order and the introduction of the staffing table are indicated. On top of the stamp "Approved", as a rule, the seal of the organization is placed, although this is not fixed by law.
2019 staffing sheet
The form can be downloaded at any legal system such as Consultant or Guarantor. As a rule, the Word or Excel format is offered for download, there is no fundamental difference here, but it is more convenient to conduct it in a tabular form, since formulas can be entered in the appropriate cells and the document will calculate the number of staff units and the payroll.
The procedure for filling out the T-3 form
Column 1 "Name of the structural unit"
Structural divisions include branches, representative offices, workshops, departments, etc.
They usually start with top management units, then accounting and financial services, production, and economic services.
For example: board, finance and investment department, economic department, sales department, etc.
Column 2 "Subdivision code"
Here, the coding is assigned according to the same principle that is used in the first column and indicates the subordination of structural units. For example, the finance and property department - code 02, the accounting and economic departments subordinate to it will have codes 02.1 and 02.2, respectively. This column is rarely filled in, mostly on very large enterprises. And it can be excluded from the document altogether.
Column 3 "Position (specialty, profession), category, class (category) of qualification"
Positions are entered in the nominative case and singular, in full, without abbreviations.
The employer has the right to determine the title of positions, except for those associated with difficult and harmful conditions labor and receiving state benefits (early pension). These positions must be entered in accordance with the qualification and tariff directory, or professional standards which are currently under development.
Column 4 "Number of staff units"
The number of staff units for each position is indicated here, it can be either integer or fractional, for example, 05 or 0.25 rates, which means that the amount of working time for such a position is reduced by two or four times.
Note: when indicating positions and staff units, the employer has the right to indicate any number, regardless of the actual employees. That is, he can add 3 units of an accountant to the staff list, but hire 2, and 3 units can remain vacant for as long as he likes.
An exception is the staff unit, which is reserved for the quota for the disabled. Its vacancy must be reported to the employment authorities.
Column 5 "Tariff rate (salary), etc., rub."
It all depends on the wage systems adopted in the organization. Salary, tariff rate, or various percentages and coefficients can be affixed here.
If it is not possible to put down specific numbers, then you can simply indicate the form of remuneration "piecework", "chord". But then in the following columns there should be a link to the Regulation on remuneration or another document where payroll is scheduled.
Columns 6,7,8 "Surcharges, rub."
Filled in according to the Regulations on wages and other local regulatory documents. This is usually listed here:
- allowance for night work;
- cleaning of bathrooms;
- northern allowances;
- other surcharges and allowances.
In these lines, you can simply indicate the document in which all this is written, especially if there are a lot of allowances. The only thing that is not indicated in these columns is the allowances that are charged on the entire wage. For example, a premium that is paid in the amount of a certain percentage from all previously accrued amounts (salary or tariff rate plus allowances).
Column 9 "Total per month"
This column can only be filled in if in columns 5-10 the amounts are written in rubles and for the same period of time (rubles / day, rubles / hour), otherwise either a dash or the amount of only the salary multiplied by the number of staff units is put.
Column 10 "Note"
Here, a locally-normative act regulating wages may be indicated, minimum size payment if it is established (for example, piecework payment, and the note indicates: “at least 10,000 rubles.”)
As mentioned above, the employer can exclude columns that are unnecessary to him.
Sample filling in the staffing form T-3
Things to Remember
When filling out column 5 of the staffing table, you need to remember that the so-called "fork" of remuneration cannot be put down in the staffing table. Since it is legally established that equal labor- equal pay (Article 22 of the Labor Code of the Russian Federation).
That is, if in one unit there are 2 staff positions of an accountant, then the salary or tariff rate should be the same. But you can set individual surcharges and allowances.
Who signs
Form T-3 provides for two signatures under the staff list: an employee of the personnel department and the chief accountant. If some category is missing, then you can get by with one signature, or appoint other persons by the appropriate order for the organization.
Terms and place of storage
The original staffing table is stored in the personnel department or in the accounting department, this is determined by the document flow of a particular organization. In any case, if the original is in the personnel department, then there should be a copy in the accounting department and vice versa.
According to paragraphs. "a" Art. Section 71 1.2 "Organizational foundations of management" of the List of typical managerial archival documents generated in the course of activities government agencies, local governments and organizations, indicating the periods of storage (approved by Order of the Ministry of Culture of the Russian Federation of August 25, 2010 N 558), the staffing table is stored in the organization constantly.
Alteration
The legislation does not establish the duration of the staffing table, therefore it may be the only one throughout the entire life of the enterprise, and all changes and additions will be made out by separate orders to change the staffing table.
The employer himself decides to change the data in the staffing table, in this case it is not limited in time and number of changes. Exceptions are cases statutory such as hosting events. In this case, the deadline for making changes is established by the Labor Code.
Results
The staffing table is one of the main documents of an enterprise of any form of ownership, containing important documents. Since there are no analogues in the document flow this document, then maintaining the staffing table is not only mandatory, but also necessary for the optimal organization of the enterprise.
Video - how to draw up a staffing table for an enterprise in the 1C program: