By virtue of the law, each company maintains a number of mandatory and auxiliary documents at the local level, which allow not only the efficient use of labor resources, but also analyze their inflow or outflow.
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One of these documents is the staffing arrangement, which makes it possible to track many nuances of personnel processes in a single form.
Why do you need staffing?
The staffing arrangement can be useful in the work of a person who is engaged in personnel work. The form of such a document as “staffing arrangement” has not been approved. However, in practice, the staffing form is most often formed on the basis of form No. T-3. A column is simply added to this form in which the last names, first names, and patronymics of employees holding certain positions are entered. Having such a document in the HR department, you can quite easily see the availability of vacant positions, as well as the closure of staff positions when hiring a part-time worker or if one position is divided between several employees.
What it is?
The arrangement, or list, as it is also called, is a table based on the staffing table, but with additional information to simplify the analysis of personnel movements.
In particular, the following data is reflected in the arrangement:
- number of staff units with a simultaneous family list of employees;
- the size of salaries and allowances;
- additional information, for example, part-time work or the employee’s belonging to a preferential category;
- information about admission, transfer or dismissal.
That is, just one form contains all the information about the company’s human resources, starting from the actual number of workers and ending with the range of salaries, not to mention recording the disabled or minors, as well as mothers on maternity leave and other categories, the specifics of which have some differences.
Maintaining staffing
The law does not oblige employers to maintain staffing levels. They can do this solely at their own discretion. In this case, this document can be maintained both in electronic form (for example, in Excel or Word) and in paper form.
Maintaining staffing and keeping it up to date is quite simple (even if such work is not automated). It is enough for the personnel officer to enter all information about the employees (for example, the date of return from long-term vacations or the presence of disability, etc.) in the staffing form. The more detailed the staffing arrangement is, the more useful it will be. For example, based on staffing, you can generate reports for management on various issues. For example, the director can periodically clarify which employees are currently on vacation. Using the standard layout, preparing a report with this information will not be difficult.
Shelf life
As part of Order of the Ministry of Culture No. 558, the standard staffing table is stored at the enterprise in accordance with paragraph 71 for at least 3 years. But the shelf life of the arrangement, by virtue of clause 74, is 75 years, given that the specified document contains personal data of the company’s employees.
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- Due to frequent changes in legislation, information sometimes becomes outdated faster than we can update it on the website.
- All cases are very individual and depend on many factors. Basic information does not guarantee a solution to your specific problems.
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Personnel
Sample and form of staffing arrangement
Below we provide a sample staffing arrangement. In our opinion, such a sample is quite suitable for ordinary work. If you want to make a different option, you can simply add the columns you need to it (or exclude unnecessary ones). Based on our sample, you can reflect which units in the staffing table are occupied, indicating the full names of specific employees, their personnel numbers and payment conditions.
A completed sample staffing arrangement may look like this:
.
You can also do it for free (you can fill it out yourself).
How and by what is it approved?
The staffing table comes into force only after approval of the specified document by order of the enterprise. Accordingly, in order for the arrangement to gain legal force, a similar order must be issued for the personnel list.
Order (sample)
A sample order can be found below.
Order on approval of staffing
Who's leading?
As a rule, the human resources department, which may consist of several employees, works with a personnel arrangement. That is why, when issuing an order to approve the staff list, it is more expedient to immediately specify the person responsible for maintaining the specified document.
How is it different from a copy?
The main difference between a copy and an extract is very simple. A copy is a document that is absolutely identical to the original. He repeats it from beginning to end. The extract contains only some part of the original text.
If we talk about an extract in relation to the staffing table, then, as a rule, this document contains information about one person (employee).
It rarely includes information about the enterprise itself where the employee works and which is usually contained in the “header” of the main document. Also, the extract does not include the part that contains the main details of the enterprise and the signatures of the responsible persons.
How to fill it out correctly?
The procedure for filling out the document includes the following rules:
- The details of the original must be entered - the date of its preparation and registration number.
- The document is signed by the official who signed the original.
- If it was not the head of the enterprise, he does not sign the statements.
- The finished document must be certified by an authorized person. This employee makes a note that “the copy is correct”, puts his signature and the wet seal of the legal entity.
Usually, enterprises or organizations or institutions have a corresponding local document, which records all the basic rules for issuing statements. Often, a separate form is approved for statements, which should be used when filling out the document.
If the extract is required within the company, it does not need to be certified!
A document consisting of several pages is stitched with thread. Then a square of blank paper is glued onto the thread knot, after which the inscription “Copy is correct. So many sheets have been stitched and numbered.”
The main compensation for dismissal of pensioners is severance pay. This is discussed in our detailed article! Read more about the impact of work experience on sick leave payments here. For delayed wages, the employer is obliged to pay compensation. You will find out how the amount is calculated in our article.
Without salaries and extract from the factory
Often, in enterprises where managers have the goal of reducing employee salaries, they draw up a schedule without indicating this value. It is worth noting that such an action is considered unacceptable. This is indicated in the Resolution of the State Statistics Committee of 2004. The document states that the schedule must contain a column where tariff rates are indicated.
In the section under consideration, the salary indicated in the form of salary, the percentage depending on the amount of revenue, the tariff grid, the percentage of the profit received, etc. should be displayed. It is also indicated that the salary cannot be completely absent. This provision is enshrined by the legislator.
Employers must remember that wages today cannot be less than the minimum wage. Based on the above data, we can come to the conclusion that drawing up a schedule without indicating the salary is not allowed.
When an act is required by a plant worker, he has the right to make this request to an employee of the human resources department or another person authorized to draw up the documentation in question. The extract contains information regarding the employee who applied. Its certification is carried out on the basis of the rules that were specified above.
Despite the fact that the legislative norms do not indicate a specific form in which an extract should be drawn up, general provisions regarding acts in organizations apply to the preparation of this type of document. The authority to draw up and approve extracts belongs to persons whose powers are confirmed by the relevant order.
Who can make a request and why?
However, in addition to the employee himself, other persons (including the immediate manager of the company) and other authorized regulatory organizations may be interested in receiving an extract.
Reasons for requesting an extract from the staffing table:
- for employee:
- for the purpose of providing information to the courts for proceedings in the event of illegal reduction or dismissal, as well as resolving other labor disputes.
- For guidance:
- for the purpose of taking part in tenders;
- to obtain membership in a self-regulatory organization.
- Other organizations:
- Labor Inspectorate;
The Federal Tax Service;
- Social Insurance Fund;
- Pension Fund.
An extract from the staffing table is one of the components of a whole package of documents that must be provided to organizations to consider these issues.
These institutions have the right to request an extract when conducting both on-site and desk inspections.
Normative base
Modern legislation does not require the employer to maintain mandatory personnel placement. The document can be created on the initiative of the head of the enterprise and filled out in free form.
However, filling out the constellation will require the use of a number of sources:
- professional standards approved by the Ministry of Labor and Social Protection. These regulations are intended to regulate job titles, as well as to define framework job descriptions;
- Labor Code of the Russian Federation, establishing requirements for salary, bonuses, and so on;
- Instructions for office work and personnel work of individual government bodies may establish placement requirements. Examples can be found in the regulatory framework of Rostechnadzor and the Ministry of Culture of the Russian Federation.
In what form can it be?
Unlike a copy, for the production of which the original form is most often simply duplicated using copying equipment, the approach to an extract can be broader. It is acceptable to make an extract by hand, copying only that part of the section that directly concerns the employee in a specific position - this is convenient in cases where you need to copy several different parts of the extract that are not in order (in this case it is important not to distort the essence of the information) . In addition, an extract can be made using a camera (mobile phone, tablet, etc.) and the same copier.
Do I need to write a statement?
Whether or not to write an application for an extract is an internal matter for each individual organization, which depends on its own routine. This issue is not regulated at the legislative level.
If, nevertheless, the employer requires the employee to draw up an application, then he is obliged to consider it within three working days from the date of receipt. Should the application indicate for what purpose the extract is required?
Sometimes employers require you to indicate to which structure this document will be provided. It is illegal. Each employee has the right to receive any information that concerns him personally. Those. an extract must be provided under any circumstances.
Corresponding to the original
The compiled extract must fully comply with the original ShR. This is an important point, since the document can be submitted to the judicial system and used as evidence.
Example of an extract from ShR
To acquire legal force, certification is carried out in the appropriate way. An employee who has the necessary authority makes a note “Verna” below, indicating the position he occupies, his initials and signature.
A stamp is also affixed. When a document has several sheets, it is not possible to certify each page separately. In this case, it is enough to stitch the extract and seal the thread.
