How often should staffing be done? Development, approval procedure and deadlines. Staffing called for

staffing - normative document designed to plan production processes and regulate personnel changes. How often should it be drawn up so that the labor activity regulator does not lose its relevance?

Detailed explanations on the essence of the staffing table, its intended purpose, forms and methods of maintenance are prescribed in the Labor Code of the Russian Federation, in particular, Article 57.

Within the framework of this document, it is indicated that the position of an employee or his profession in terms of a specific professional indicator in a bilateral agreement on labor and staffing should be exactly the same.

Similar rules and requirements are reflected in the Letter of Rostrud recommended for use since 2014. It states that the schedule should be drawn up at intervals determined by the needs of a particular organization.

What threatens the absence

The document is usually checked by tax and labor inspectors. Its absence is regulated by the Labor Code of the Russian Federation as an administrative violation subject to penalties in the amount of up to 5000 rubles individual and up to 50000 rubles legal.

Without its presence, it will not be possible to provide an evidence base for the validity of dismissals, the legal justification of staff reductions, and other contentious issues resolved in a court of law.

Development, approval procedure and deadlines

Regarding the development of the project and the persons authorized to deal with it, the law of an unambiguous definition does not give. This can be done by the manager himself, who can also entrust the development to an accountant or other authorized employees competent in this matter.

As part of official duties may be involved in the process. HR and legal departments.

The compilation algorithm in accordance with the approved columns:

  1. Name- the name of the structural unit is written within the internal hierarchy.
  2. Department code assigned by the director.
  3. Worker profession within the framework of a single tariff classifier.
  4. Number of full-time employees. If there are vacancies, this information should also be reflected in the code.
  5. Wage- tariff rate or official salary, allowances, bonuses, additional payments and compensations, indicating the total monetary amount of payments in rubles.
  6. Notes filled in at the internal discretion, taking into account the specifics of the enterprise.

Signs the document executive officer, and approves by order of his chief executive. Printing is possible, but not required.

The validity of the document has no time limits until it is required by ongoing personnel changes. The vault is stored, which has lost legal effect, within 3 years in the company archive.

How often should you make

Date of staffing of the institution - main indicator characterizing the time period of its action in the original version.

Normally, each a new version issued at regular intervals one calendar year. If premature personnel shifts are expected, the nature and number of units are changing, additions can be made at any suitable time for this.

The timing of amendments is regulated any reporting period, a cycle of 12 months, or at the time falling on the first day of a new interval, for example, for 6 months or a quarter.

It follows from this that it is possible to change the profession of an employee, the amount of payments for work an unlimited number of times - such actions are prohibited by law.. But the need to leave a new staffing table against the backdrop of ongoing events - measure is mandatory and enforceable.

If nothing has changed in the personnel policy, the personnel summary can be left as it was. At the same time, making amendments after personnel changes is considered a serious violation and entails administrative liability.

What to do after project approval

After the approval of the document, the project, in fact, should become the main lever for regulating all personnel issues in production.

With proper filling, its presence will make the accounting process more optimized and mobile.

Once the mechanism of action is approved and launched, any changes must clearly displayed in the original version of the code by making changes, amendments and additions.

This applies to:

  • reorganization measures;
  • optimization staff structure divisions;
  • reduction or, on the contrary, expansion of staff;
  • legislative regulatory updates.

All the nuances are duplicated in other sources of personnel records:

  • personal work books of employees;
  • staffing cards.

In this case, an agreement of the collective is required without fail (in written confirmation of this decision).

Sometimes the necessary entries are also made in the employment contract - as an additional agreement to the main form, for example, information about a new position, salary.

If an employee should be notified of such innovations in advance, according to the law, this is 60 days, then this information is entered into the schedule and all related documents at the stage of its official approval by the head. The main requirement in this case – timeliness of entries.

How to make changes

All additions and amendments to the previously existing personnel code must be supported by internal directive or order.

Algorithm for making changes next:

  1. The entire staffing table is completely updated. The new document has a different registration number of the nomenclature, assigned by the order for the main activity of the enterprise.
  2. The amendments being made are too small. In this case, the content of the code remains the same, and all innovations are prescribed in internal order on the functioning of the institution. It is important that its title reflects the essence of its purpose, for example, "On making a list of additions to the staffing table."

Features for OOO

LLC is the most common type of activity. The principle of compiling the staffing table has practically no significant differences from its standard execution.

Preferably apply standard form of form T-3. At the same time, each director of such an organization is entitled to develop such appearance document with which it will be convenient to work.

The main rule is to draw up the heading of the personnel code as correctly as possible, to attribute in detail the name, the constituent package of papers on the basis of which the activity is carried out, as well as the OKPO code.

If the LLC has branches, they work according to a common schedule, there is no need to draw up a document for each of its departments personally. It will be enough just to provide them with copies and bring the content to the interested officials.

Administrative responsibility for such forms of activity extends to the same extent as other organizations.

All information about the staffing is presented in this manual.

What should the manager and accountant know when compiling the staffing table. What requirements must be met when filling out a unified T-3 form.

Document flow is necessary in order to track various performance indicators of the company in dynamics. Without it, the organization of processes is quite chaotic. Because in modern world personnel is the main asset of each company, documents related to human resource management must be kept as accurately and correctly as possible.

Staffing - allows you to set the staffing of the organization's divisions, analyze the organizational structure and remuneration system, and also facilitates the process of recruiting personnel for vacancies in the company.

What is this document for, is it mandatory?

The staffing table is necessary in order to be able to justify the situations of dismissal of employees due to staff reduction in the event that they apply to the court. It can also serve as a justification for refusing to hire (due to the lack of a particular position). That's why competent compilation This document is the basis for the legal defense of the interests of the company.

In addition, inspection companies (in particular, the labor inspectorate) often require its presence during inspections. The absence of a document falls under the violation of the law of the Russian Federation on labor protection. Accordingly, according to the Code of Administrative Offenses of the Russian Federation (Article 5.27), an organization that has not provided a schedule is threatened with a fine ranging from 30 to 50 thousand rubles. In addition, an official will be fined (the amount varies from 1 to 5 thousand rubles).

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

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

Requirements for it

Since the staffing table is the so-called local regulation, special requirements presented to him, not so much:

  • One of the main ones is the fact that the company is obliged to draw up this document in accordance with the unified form T-3 established by federal law. You can’t shorten it (all the necessary items must be present), but you can enter additional data
  • The schedule must be effective from the first day of the month.
  • It is very important that each page is numbered.
  • The document must be stapled, have the seal of the organization, the signature of the head and the person responsible for compiling

Who is compiling?

On the this moment legislation does not clearly define who should be involved in the development of the document.

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

  • personnel service
  • accounting
  • legal department (least common situation)

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

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

  • terms and basic rules for the development / introduction of changes
  • form of order on approval of the schedule and changes
  • responsible persons for the formation of the document and the signing of orders
  • employees with whom you need to coordinate the draft schedule or its changes
  • the composition of normative acts that regulate all issues related to it

How is it claimed?

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

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

Structure and order of filling

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

  • name and document number
  • the date of its compilation
  • Company name
  • confirmation of the fact of carrying out activities and expression of the value of natural or monetary measurement
  • name and signature of the person responsible for the correctness of the compilation

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

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

After filling in all the columns in the table, you must fill in the line "Total". It is necessary to sum up all the values ​​​​in columns (the amount of salaries, how many staff units will be, etc.). After that, the necessary signatures and seal are put.

How to make a change?

At the time of 2017, there are 2 main ways to make changes to the staffing table:

  1. So, you can directly change this document by creating a new one, which will have the following registration number. Wherein new version must be approved by the order for the main activity.
  2. However, most of the time the changes are quite minor. In this case, it is enough to issue the changes with the appropriate order. The order can be called as follows: "On changing the staffing table" or "On making changes to the staffing table."

However, this procedure must be justified. These may be the following reasons:

  • the need to optimize administrative activities
  • improvement of the organizational structure of the company
  • reorganization
  • elimination of duplication of functions and formation of responsibility centers
  • changes in the legislation of the Russian Federation
  • the need to organize measures to improve the activities of a department in the company
  • reduction of core business, its expansion or diversification

If the position of an employee is renamed, you must obtain his written consent before making changes.

Shelf life and compilation frequency

In the legislation of the Russian Federation there are no norms that would regulate the frequency of staffing. If the company high level staff turnover, it is advisable to compile it once a month. However, most often they make it every 6 or 12 months, if necessary, only making changes. This is due to the fact that such a schedule is a so-called planning document.

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

That's why this option cannot be considered as appropriate at the time of 2017 - crisis conditions force organizations to constantly change various aspects of their activities.

With regard to the retention period, at the moment the document must be stored in the company for 3 years. In this case, this period is calculated from the next year after the year in which the schedule has lost its force. Regular arrangements(which can serve as a lightweight alternative to the paper in question) should be stored for 75 years.

Are entrepreneurs required to have a staffing table?

The staffing table is a mandatory local act that is used to formalize the structure, staffing and staffing of the organization (Article 8 Labor Code RF). Does an individual entrepreneur need to have a staffing table, how to draw up, approve and fill it out.

To have or not to have

The staffing table is mentioned only in Article 57 of the Labor Code of the Russian Federation, according to which the employment contract indicates the position, specialty, profession (with qualifications) in accordance with the organization's staffing table or a specific labor function of the employee.

It follows that if an employment contract defines a position, specialty or profession (as is usually the case), then the employer who has concluded such an employment contract with an employee must have a staffing table.

Conversely, if all employment contracts concluded with employees describe the labor function (i.e., describe the specific work that the employee is obliged to perform), then there is no need for a staffing table.

In addition, Article 57 of the Labor Code of the Russian Federation unequivocally speaks of the “staffing of the organization”, and not of the staffing of the entrepreneur. However, officials of the federal labor inspectorate may consider the lack of a staffing table for an individual entrepreneur as a violation of labor laws and fine them under article 5.27 of the Code of Administrative Offenses of the Russian Federation.

  • the number of your employees exceeds 3-4 people
  • the duties of employees are correlated with the standard functions of a particular position, specialty or profession
  • You need to clearly structure your staff, dividing responsibilities between employees

Sometimes, employment contracts with employees indicate that they are accepted for certain positions, specialties or professions, and there is no staff list that would fix the presence of these positions, specialties and professions.

In this case, the absence of a staffing table cannot prevent the employee from fulfilling his labor rights. And an employment contract cannot be considered non-concluded only on the grounds that the employer does not have a staffing table.

Sometimes workers are hired for positions that are not provided for by the existing staffing table. The contradiction between the staffing table and the employment contract must be resolved in favor of the latter (Article 8 of the Labor Code of the Russian Federation). An employee is considered to be hired according to the position, specialty or profession specified in the employment contract.

Lack of staffing can lead to some problems. An employer that does not have a staffing table is deprived of the opportunity to reduce the number or staff of employees. More precisely, the employer can carry out a reduction in the number or staff of employees, but he will not be able to document the legality of his actions in the event of a dispute.

How to issue

The staffing form was approved by the Decree of the State Statistics Committee of Russia dated 05.01.2004 No. 1. (UF T-3). Employers usually use this form. But, in principle, they can also use another, independently developed form. Why?

A bit of history. In accordance with Article 9 of the Federal Law of November 21, 1996 No. 129-FZ "On Accounting", it was stated that primary accounting documents are accepted for accounting if they are drawn up in the form contained in the albums of unified forms of primary accounting documentation. And only documents, the form of which is not provided for in these albums, can be drawn up in free form, but must contain all the details specified in Art. 9 of the Law "On Accounting". And the development and approval of albums of unified forms of primary accounting documentation were entrusted by the Government to the State Statistics Committee of Russia. Hence, it was concluded that if the State Statistics Committee of Russia approved any unified form, then it is subject to mandatory application.

But the staff list was not then and is not now the primary accounting document. After all, it does not draw up any business transaction to be reflected in accounting. Based on the staffing table, accounting entries are not made (even the salary of time workers is accrued not on the basis of the staffing table, but on the basis of the time sheet).

And since 2013, non-governmental organizations have the opportunity to use independently developed forms even for primary accounting documents. But the application of these forms in accordance with Part 4 of Art. 9 of Law N 402-FZ must be approved either by order of the head of the organization, or by an annex to the accounting policy.

So, employers have the right not to apply a unified form of staffing, but to develop their own.

The names of positions, professions and specialties that appear in the staff list are set by the employer independently.

If, however, the provision of any benefits or restrictions is associated with the performance of work in certain positions, specialties or professions, then these positions, specialties and professions and qualification requirements for them must correspond to the names and requirements specified in the qualification reference books (Article 57 of the Labor Code of the Russian Federation ).

The following guides currently exist:

  • ETKS - Unified tariff- qualification guide jobs and occupations of workers
  • CEN - Unified qualification directory of positions of managers, specialists and employees
  • OKPDTR - All-Russian classifier professions of workers, positions of employees and wage categories

If in If there are no such professions and positions in the reference books, then in the staff list (and in employment contracts) the names of professions and positions should be indicated in accordance with the regulatory legal act that provides benefits or imposes restrictions. The labor legislation of the Russian Federation contains quite a large number of regulatory legal acts that provide benefits and restrictions for various categories of employees. Therefore, when compiling the staffing table, it is better for the employer to adhere to the relevant qualification directories.

Let's consider how to correctly fill in the SHR using the example of filling out the unified form T-3.

Column 4 (number of staff units)

In the event that the maintenance of an incomplete staff unit is provided, the number of incomplete staff positions is indicated in the appropriate shares, for example 0.25 (see Instructions for the use and filling out forms of primary accounting documentation, approved by Decree of the State Statistics Committee of Russia dated 05.01.2004 No. 1).

Columns 6-8 (surcharges)

If the employer is not able to fill in these columns in rubles, for example, due to the fact that allowances are set for the employee in percentages or coefficients, then it is allowed to indicate percentages or coefficients in the corresponding columns.

If the size of interest and coefficients changes, then, in our opinion, it will not be a mistake to put dashes in the corresponding columns, and in column 10 to make a link to the document that regulates the change in these percentages and coefficients. For example, the percentage bonus for workers in the Far North varies depending on the duration of the "northern" experience. Therefore, when filling out columns 6 - 8, you can put dashes (in the absence of other allowances), and in column 10 make a reference to the relevant regulatory legal act that regulates the establishment of percentage bonuses to wages for workers in the Far North.

Other incentive payments, except for allowances, are not shown. That is, there is no need to reflect bonuses and other incentive payments that are not allowances in a unified form of staffing. How exactly the allowances earned the right to be present in the unified form of the staff list is unclear. Moreover, there is no official definition of the allowance in labor legislation.

Column 9. (total)

The calculation of the total wages is possible only when the tariff rates and allowances are set in the same units for the same period of time. If, in addition to rubles, percentages and coefficients are used in the corresponding columns, and the organization uses not only a time-based, but also a piecework wage system, then it is not possible to derive a total for columns 5-9 of the unified staffing form.

How to approve

The employer independently approves the staffing table. Labor legislation does not provide for taking into account the opinion of the representative body of employees when approving the staffing table.

The staffing table is approved by order of the head of the organization or individual entrepreneur. In this order, in contrast to the standard form of the order for the main activity, there is no ascertaining part, and the order can begin immediately with the words "I ORDER", since no additional explanations are required to put the SHR into effect. Although you can specify the reasons (if any) for which the approval of the new staffing is taking place.

The issue of affixing a seal on the staff list has not been resolved by the legislator. The unified form of staffing does not provide for the mandatory setting of a seal.

The employer also independently decides on the issues of changing and supplementing the SR. Changes to the staffing table can be made by the employer as often as desired. In the event of a dispute about the dismissal of employees due to staff reduction, the advisability of changing the staffing table is not considered by the courts.

Sample Fill

How to compose?

The staffing table must include the following information:

  • Full name of the organization, in accordance with the constituent documents
  • OKPO organizations
  • Staffing number (you can use any numbering method)
  • Date of actual compilation
  • You need to specify the period of validity of the staffing table (usually this date is 1 year)
  • 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
  • Name of the employee's position in accordance with EKSD
  • Number of employees for each position
  • Sizes of tariff rates (salaries) of employees
  • Permanent allowances and surcharges
  • If the company changes the list of positions, the number of employees, salaries and bonuses, then these changes must be made to the staffing table.

If this is not done, then problems with the inspection authorities may arise.

Approval order

The staffing table must be approved by the heads of all structural divisions or individual employees of senior positions. After that, the staff list is sent for consideration to the chief accountant and the head of the personnel service. After the approval of the staffing table by the accountant and the head of the personnel service, an order is issued by the head to approve the new schedule. When the order is issued, the date and number are affixed to the staffing table.

Who is responsible?

Usually, the staffing table is compiled by a personnel officer or an accountant. But its compilation can be entrusted to any employee of the enterprise. Familiarization The staffing table is not a local normative act of the organization, therefore, the employer is not obliged to acquaint employees with it.

Change order

The change order is issued in free form and it must contain the following details:

  • Name of the organization
  • Document type
  • Date and registration number
  • Vulture with the inscription "Approved"
  • Executive Visas
  • The order is coordinated with the chief accountant and the head

Change due to elimination of posts

It is possible to exclude a position from the staff list only with a reduction in staff. To do this, an order is issued to make changes, the position is removed and a new staffing table is approved.

You can only exclude a certain position under certain conditions, such as:

  • A crisis
  • Changing working conditions and more

When reducing staff, the dismissed employee is warned two months before the reduction.

The procedure for reducing staff and changing the staffing table:

  • Drawing up an order (it indicates the reason for its issuance, the name of the position that is excluded is prescribed)
  • The document is certified
  • Changes are made to the current staffing table without deleting position codes and structural divisions
  • An order is drawn up on measures to reduce staff. The order is certified and the reduced employees get acquainted with it

In order to introduce a new position in the staff list, you must:

  • Issue an order to amend the schedule
  • Make changes to staffing
  • Compose job description for a new employee

Schedule retention period

The staffing table must be kept at the enterprise for three years, starting from the year when the provision became invalid.

Penalties for incorrectly drawn up staffing

According to Art. 5.27 of the Code of Administrative Offenses of the Russian Federation, an official may be fined from 2,000 to 5,000 rubles; on persons carrying out entrepreneurial activity without education legal entity, - from 2,000 to 5,000 rubles; for legal entities - from 50,000 to 80,000 rubles.

Based on materials: znaydelo.ru, slob-expert.ru

The legislator has not set a clear timeframe after which this document must be redrawn. AT classic version it is compiled once a year. There are cases when it is drawn up for a longer period. This applies to organizations in which there are rarely any personnel movements, reorganization of departments, departments, etc.

Within 12 months, there is no need to re-create the staffing table. If any modifications occur, they can be consolidated by making changes to the staffing table, and not by re-approving it. But, it concerns minor changes.

If management decides to carry out a major reorganization accompanied by large-scale personnel changes, then a new schedule is inevitable.

Does the document need to be updated annually?

How many times a year is the staffing table drawn up? The legislation does not provide an answer to this question. However, given that this document is a normative act of the enterprise, which keeps a clear record of the number of subordinates, practitioners recommend updating it annually. To do this, it must be agreed with the necessary officials at the enterprise and re-approved.

If this act was changed several times during the year, and these changes were of a large-scale nature, then its renewal for the next year is mandatory.

When is the next term approved?

The dates of drawing up, signing and putting the staffing table into effect, as a rule, do not coincide. To ensure uninterrupted and right action staffing, it must be approved approximately 2 months before the end of the financial year. BUT date of entry into force to designate from January 1 of the next year.

In this case, the personnel and accounting department employees will have enough time to carry out all the manipulations related to the changes that have occurred:

Positions in the employment contract, work book and staffing must be identical.

Do I need to re-apply each time if it has not changed for 12 months?

If no changes were made during the calendar year, then the staffing table does not need to be reapproved, except in cases where its validity period was set to 1 year.

Do I need to create a new document?

No, it doesn `t need. Staffing is a normative local act, which is valid for the time specified in it. If there was no need to change the structure of the organization, the number of employees, the amount of remuneration, then there is no need to draw up a new document.

Can I change during the period?

If within 12 months there have been any personnel changes, then you definitely need to record this in the staff. It is not something that can be changed, but it is necessary. Changes are made through the issuance of a new order, since the main document was approved by him.

The order is signed by the head of the enterprise. It must indicate the reason for the change.

A change in the staffing table entails a change labor relations. Therefore, it is necessary to be careful in terms of notifying employees about upcoming changes in time.

It is important to make changes in employment contracts and books:

  1. The new order includes new positions and new salaries.
  2. It is also necessary to indicate the total number of employees and the effective date of the order.
  3. Do not forget about the two-month period established by paragraph 2 of article 74 of the Labor Code of the Russian Federation. It must be endured without fail, as haste will lead to violation of labor rights and litigation.
  4. Subordinates need to be familiarized with the upcoming changes against signature.

There are many nuances in labor law regarding changes in contractual terms. So, for example, article 74 of the Labor Code of the Russian Federation establishes cases in which wages can be reduced:

  • it is a modification of working conditions (organizational or technological);
  • decrease in the level of productivity;
  • reorganization;
  • enterprise modernization.

Numbering methods

Numbering can be set in two ways:

  1. through. In this case, in the new year, the number following the number in the previous similar period is affixed.
  2. Annual. With this numbering, the document will be assigned the number "1" at the beginning of the year.

And yet, the numbering is approved every year or not? In deciding which method to choose, the employer has absolute freedom. It comes from convenience, the amount of change in the schedule, the size of the enterprise, and so on.

Despite the fact that the staff is a fairly standard document, it is often drawn up and approved with big errors. This at least entails the emergence of additional questions during the audit by the tax and labor services, and at the maximum the imposition of fines on the employer.

Staffing is important, as it affects a large circle of people - employees. It establishes their status in the enterprise, so be vigilant and do not violate the requirements of the law.

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

The staffing table in the T-3 form is a local regulatory act that fixes its organizational structure at the enterprise.

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

The salary in it is reflected for the calendar month, with a decoding of its constituent parts. Based on these indicators, the company's expenses for attracting hired labor are determined, various plans are drawn up, and the adoption of major decisions in the field of corporate management.

The staffing table is guided when entering data into employees - this agreement must contain the name of the employee's profession, corresponding to the strictly approved staffing table, as well as specific size salaries.

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

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

In addition, other local acts of the company may provide for the mandatory presence of it in the company. It applies to them first of all. And also the need for the existence of a staffing table at the enterprise can be established by a link in labor contract with an employee to him.

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

LLC and IP - who should make up the staff?

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

From this we can conclude that the staffing must be in a company or an entrepreneur if they have labor contracts.

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

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

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

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

Document Requirements

The legislation does not require any special rules regarding the staffing table, except that the position or profession indicated in it must correspond to the positions and professions that the employer writes down in labor agreements drawn up with each employee.

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

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

Sample staffing table

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

Entering information into the staffing table begins with the name of the company, and in special field on the right - according to her reference book.

Next, the number of the current staffing is affixed. It must be assigned based on the number of documents that were previously used this year. Next to it is the date when this schedule was drawn up.

The date on which the document becomes valid is written next. It can be similar to the date of compilation, or come later. However, it is unacceptable that the day of the beginning of the action be earlier than the day the document was issued.

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

The document itself looks like a big table.

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

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

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

It is recommended that when specifying the names of positions, be guided by the OKPDTR reference book. But for commercial companies, this rule is not mandatory. In the same time budget institutions are required to enter positions in the staffing table only from this directory, and additionally indicate the rank or class of the employee.

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Important! A commercial company is obliged to indicate the category and class of those positions that are harmful or dangerous. This fact is important in determining preferential service and early retirement.

AT column "Number of staff units" the number of employees to be hired for this position is entered. If it also provides for the reception of part-time workers, then their number is written in a fractional expression corresponding to the amount of the paid rate - for example, 0.5.

AT column "Salary" the salary that the employee will receive while working in this position is recorded. It must be remembered that exactly the same salary is recorded in labor agreement with an employee.

You should also consider:

  • If a piecework form of payment is adopted at the enterprise or in relation to this position, then this column records the amount of earnings obtained by multiplying the tariff rate by the volume of products created per month.
  • If an hourly wage is entered for this position, then in this column you can record the amount of wages for one hour. After that, in the same line, but in the "Note" column, you must specify - " Hourly payment labor", as well as to make a reference to the administrative document that established this feature.

This is followed by several columns, united by one subheading "Surcharges". Here you need to record information about various incentive payments, if any and established by the Regulations on Salary, Regulations on Bonuses or other internal acts. The amount of the premium can be written not only as a fixed amount, but also as a percentage, coefficient, etc.

In the column "Total" the total salary fund for this position is recorded. It is calculated as the multiplication of the salary by the number of staff positions.

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

Compilation of the document is completed by counting and indicating the total number of staff units and the total wage fund.

After that, the fully drawn up document must be signed by the chief accountant and the personnel officer responsible for its execution.

The procedure for approving the staffing table

Step 1. Design the document

First of all, it is necessary to identify all the needs of the organization in staff units to draw up a form of staffing proposed for consideration.

Step 2. Issue the order of the head

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

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

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

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

Step 3. Familiarize the company's employees with the adopted document

All employees admitted to the company must be familiar with the current local regulations that affect labor activity. This document does not directly affect labor activity and, according to Rostrud, it is not necessary to acquaint employees with it.

Attention! If in an employment contract or collective agreement the salary of employees is set on the basis of the staffing table approved by the company, then all employees must be familiarized with it. For this you can apply.

The procedure for making changes to the staffing table

This document must remain current at all times. Since staffing is periodically requested during inspections government bodies, it is necessary to make any changes that arise in it in a timely manner.

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

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

Typically, the following situations can be distinguished in which you need to make changes to the document:

  • Creation of new departments or subdivisions;
  • Organization of new positions;
  • Changing the title of existing positions;
  • Changes in the salary or rates of employees;
  • Closing of a department, subdivision, staff unit.

If a change in staffing entails a change in the working conditions of an employee (change in salary, position, etc.), then it is imperative to obtain a written consent from him in advance. And after the new document is put into effect, the employee is issued supplementary agreement to the contract, which takes into account all the changes made.

With the new order, you need to acquaint all those employees who will continue to deal with registration required documents. You can also add to the familiarization list those employees who will be directly affected by the changes being made.

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

Attention! If the number of units is being reduced, then in the document drawn up it is necessary to record the name, the number of staff units being withdrawn and the date the order was put into effect. At the same time, it must be remembered that the reduction process is a long process in which it is necessary to notify both the employees themselves and the competent authorities in a timely manner.

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

Periodicity of document preparation and retention periods

Usually, the staffing table is drawn up for a period of a year, and is valid for the entire period. However, if the organization is small, and the movement of staff in it is very rare, you can adopt this document for several years in advance.

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

Attention! There is a rule that invalid staffing must be archived for at least 3 more years from the date of completion of the action. The same rule applies to documents with the help of which changes in the staffing table were made.

Is it necessary to indicate in the staffing table for what period it is drawn up? And if we assume that we approved the staffing table for 1 year and during this year it did not change, is it necessary to approve a new staffing table for the next year if this year has already ended?

Answer

Answer to the question:

Staffing is a document that is not limited to a specific period of validity. The need to approve a new staffing table or make changes to the current staffing table is determined by the employer independently. Therefore, when approving the staffing table, the employer does not need to indicate the period of its validity.

Don't Miss: Top Article of the Month from an Expert Practitioner

How not to make a mistake in the five main columns of the staffing table.

If you issued an order to approve the staffing table for 1 year, after a year, you can issue an order to extend the staffing period. In the order, you can indicate that the staffing table approved by order dated (date) No. is valid until it is canceled.

In addition, you have the opportunity to approve a new staffing table, and at the same time, do not indicate the validity period of the document in the order.

Expert shares important information about staffing 2017 in the material at the link.

Details in the materials of the System Personnel:

1. Do I need to approve a new staffing table annually

Nina Kovyazina, Deputy Director of the Department of Medical Education and personnel policy in health care of the Ministry of Health of Russia

No, it doesn `t need.

The staffing table has no expiration date. Therefore, it is not necessary to approve the document anew every year or with another fixed frequency. and it is necessary to approve a new one only as necessary in case of organizational changes: expansion or reduction of staff or number (). If there are no changes in the structure of the number and staffing, then there is no need to update the document.

With respect and wishes for comfortable work, Tatyana Kozlova,

Expert Systems Personnel


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