Sample staffing schedule 2021 for 2021

What is staffing and why is it needed?

The staffing table in form T-3 is a local regulatory act that establishes the organizational structure of the enterprise.
As well as a list of professions existing in the company, indicating the number of people required for the activity. In fact, the document consists entirely of a table where the data is grouped by department.

The salary is reflected in it for a calendar month, broken down by its component parts. Based on these indicators, the company’s expenses for attracting hired labor are determined, various plans are drawn up, and the most important decisions are made in the field of company management.

The staffing table is used to guide the entry of data into employee employment contracts - this agreement must contain the name of the employee’s profession, corresponding to the strictly approved staffing table, as well as a certain salary amount.

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 hired workers. If there is a need at the enterprise, the personnel inspector submits an application to the employment service.

Attention! The legislation does not enshrine this local act as part of the mandatory standards that every company must have. However, if the enterprise decides to carry out 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 its mandatory presence in the company. These primarily include a collective agreement. And also the need for the existence of a staffing table at the enterprise can be established by a reference to it in the employment contract with the employee.

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

How to compose?

A paper is being prepared in advance of the meeting at which the cost estimate for maintaining the HOA apparatus will be considered and approved.

If there is no such unit as a personnel inspector, then the drafting of this document is carried out by the person charged with personnel affairs, but only in close cooperation with the chairman.

You need to dance based on the amount that the partnership can afford to spend per year. Only collegially with the chairman and chief engineer or operation specialist can you most rationally and intelligently approach staffing : how many cleaners, janitors and other workers.

It is important to first visually draw up a diagram of the structure of the office: who reports to whom, who works with whom. Dividing the annual salary of the entire staff by 12, we get the monthly fund limit .

Now it is important to distribute salaries so that the whole picture looks not only logical, when the level of earnings corresponds to labor costs, but also so that none of the employees has a monthly salary lower than the amount established by law.

If the salary does not fit into the monthly limit, and if rates or salaries are reduced, the amount of one or more employees is below the permissible minimum, then the salary can be adjusted by reducing working hours.

When the document is approved within the board, and then by the meeting of owners, then you can start recruiting people for a specific staff.

You can find out whether there is a need to enter into employment contracts with the chairman and manager of the partnership from our articles. You can find samples of job descriptions for these employees.

LLC and individual entrepreneur – who should make up the staff?

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

From this we can conclude that a company or entrepreneur must have a staffing table if they have employment contracts.

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

LLCs 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 a staffing table.

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

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

Is it possible not to compose?

The Labor and Housing Codes do not provide direct instructions for the mandatory preparation of such a document for a partnership. This is a small society , in principle, you can work without such a document.

However, the presence of a summary of positions and salaries eliminates almost all questions from tax and labor inspectorates, members of the partnership, and also facilitates the work of the accountant.

Inspectors also have more confidence in the community of real estate owners whose accounting and personnel records are in order: in this case, tracking the movement of finances and, in particular, wages is not difficult.

Employees performing personnel and accounting functions, if their work is properly organized, can avoid errors and delays , so everything speaks in favor of drawing up a personnel list.

Read about issues of reorganization, liquidation or bankruptcy of HOAs on our website. Find out also how and where you can complain about the HOA and whether you can leave it.

Document requirements

The law does not require any special rules regarding the staffing schedule, except that the position or profession specified in it must correspond to the positions and professions that the employer writes in the employment agreements executed with each employee.

However, practice has developed a number of recommendations that it is advisable to follow:

It is recommended to adhere to the staffing form established by Rosstat (form T-3).
The local act must be approved by order of the manager.
It is allowed to draw up a staffing table on several sheets, but 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, professions reflected in the staffing table must necessarily correspond to 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 staffing table is not mandatory.
When changing the staffing table, if they are minor, you can simply issue an order for these adjustments, and leave the staffing itself as is.

Sample of filling out the staffing table

To prepare the staffing table, a special form T-3 was developed. However, it is not strict in its application - a company can change it based on its own needs, or develop its own, using the required details. We draw up the staffing schedule for 2021 in accordance with all the rules according to the instructions given below.

Entering information into the staffing table begins with indicating the name of the company, and in a special field on the right - according to the directory, its OKPO code.

Next, enter the number of the current staffing table. It must be assigned based on the number of documents that were previously used this year. The date when this schedule was compiled is written next to it.

Next is the date from which the document comes into effect. It may be similar to the date of compilation, or it may be later. However, it is unacceptable for the start date of the action to be earlier than the day the document is executed.

To the right of this field there are columns in which information is recorded 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 large table.

The column of the “Structural division” table must contain the name of the department, according to the developed organizational structure. In the case where, along with the written designation of the department, a digital designation is also entered, 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 the company has several branches or separate divisions, then the department code can also include the city designation, region code, etc.

In the “Position” column, you must write down the names 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 department in the previous column, the positions included in it are listed in a column.

It is recommended to use the OKPDTR directory when specifying job titles. But for commercial companies this rule is not mandatory. At the same time, budgetary institutions are required to include positions in the staffing table only from this directory, and additionally indicate the rank or class of the employee.

Important! A commercial company is obliged to indicate the rank and class of those positions that are classified as harmful or dangerous. This fact is important when establishing preferential length of service and the time of early retirement.

In the column “Number of staff units” the number of employees who must be hired for this position is entered. If it also provides for the admission of part-time workers, then their number is written in a fractional expression corresponding to the size of the paid rate - for example, 0.5.

The “Salary Amount” column records the salary that the employee will receive while working in this position. It must be remembered that exactly the same salary is written down in the employment agreement with the employee.

You should also consider:

If the enterprise or a given position has adopted a piece-rate form of payment, then this column records the amount of earnings obtained by multiplying the tariff rate by the volume of products created per month.
If hourly wages have been entered for this position, then in this column you can record the amount of wages per hour. After this, in the same line, but in the “Note” column, you must indicate “Hourly wages”, and also make a reference to the administrative document that established this feature.

What follows are several columns, united by one subheading “Additions”. Here you need to record information about various incentive payments, if any and established by the Regulations on Salaries, Regulations on Bonuses or other internal acts. The size of the premium can be written not only as a fixed amount, but also as a percentage, coefficient, etc.

The total salary fund for this position is recorded in the “Total” column. It is calculated as multiplying the salary by the number of staff positions.

Various explanatory notes must be entered in the “Note” column. 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.

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

After this, the fully completed document must be signed by the chief accountant and the personnel officer responsible for its execution.

Form T-3: instructions for filling out

T-3 is the most common unified form of staff. It is recommended, but not required. This means you can make changes and adapt it to your company's needs. Next, let's look at filling it out using an example template.

Document header

We enter the name of the organization, its OKPO code (Public Classifier of Enterprises and Organizations), document number and date of its preparation.
We indicate the period of validity of the staffing table (usually 1 year), the number and details of the order.
The lower right corner is the number of positions in the document (“staffing units”).

Staffing header

Main part

All positions in the organization are recorded here, starting with the manager, in a strict hierarchical order. Positions belonging to the same structural unit must be listed one after another.

The name of the structural unit - for example, “administration”, “accounting”, “development department”, “sales department”, “technical department”.
Department code: 01, 02, 03 and so on. All positions under the jurisdiction of one department must be numbered with the same code.
Employee's position. The wording of the position is fundamentally important here - it must strictly comply with the All-Russian Classifier of Professions and Positions. If you ignore this requirement, the employee will have problems with applying for a pension in the future - the experience in the profession, which was not properly documented, will “burn out.”
Number of staff units. For example, there may be one director, and two deputies.
Employee salary.
Supplement for academic degree.
Increased work allowance.
Allowance for increased responsibility.
Total income.
Note - if there are allowances, you must justify them and refer to the normative act that provides for them.

Example of filling out the staffing table

Bottom line

Here, indicate how many staff members there are and what the monthly salary fund is at the enterprise.

Signatures of the manager and chief accountant (with transcript).

The procedure for approving the staffing table

Step 1. Develop the document

First of all, it is necessary to identify all the organization’s staffing needs and draw up a staffing form proposed for consideration.

Step 2. Issue an order from the manager

The staffing table is put into effect 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 company letterhead in any form. The main thing is that the order approving the staffing table includes the date from which the new document comes into force.

Moreover, such a date may either be the same as the date of adoption of the order, or it may occur noticeably 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 the company accepts that every year the numbering of all significant documents begins again, then the numbering of the staffing table can be done according to the same principle. Moreover, this will be most appropriate if changes in the staffing table every year are massive - this will eliminate large document numbers in the future.

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

Step 3. Familiarize company employees with the accepted document

All employees hired by the company must be familiar with the local regulations in force that affect labor activities. This document does not directly affect labor activity and, according to Rostrud, it is not necessary to familiarize employees with it.

Attention! If in an employment contract or collective agreement the salary of employees is established on the basis of the staffing table approved by the company, then it is imperative that all employees are familiarized with it. To do this, you can use a familiarization sheet.

Frequency of approval of staff structure

The staffing table should be approved at the very beginning of the business activity of any employer hiring employees (organizations, individual entrepreneurs, and private practitioners). It is from this document that information should be taken about the conditions included in the employment contract under which a new employee will be hired (Article 15, Labor Code of the Russian Federation).

The staffing table is approved by order reflecting the start date of applying the staffing structure. The same order may indicate the validity period of the approved structure if it is known in advance.

Meanwhile, it is not necessary to change the staffing table upon expiration or every year. You can make changes and additions to it, as well as extend the period of use.

However, if there are a large number of changes, working with this document will be inconvenient. The best way out of this situation would be to approve a new schedule. And, of course, a new document on staff structure will need to be approved if there are global changes in the organizational structure of the employer itself, for example, if:

reorganization;
significant staff reduction;
changes in the number of structural units, implying a redistribution of functions between departments and employees;
updating the approach to material incentives for employees;
massive changes in the names of positions, specialties, and professions used by the employer.

The last of these reasons, in connection with the transition from 2020 to maintaining work books in electronic form (and, accordingly, to standardizing the information reflected in them), may be significant for those employers who do not adhere to the name provided for by the current classifiers in designating the employee’s labor function :

professions of workers, positions of employees and tariff categories (OK 016-94) - it was approved by Decree of the State Standard of Russia dated December 26, 1994 No. 367;
classes (OKZ) OK 010-2014 (MSKZ-08), approved by Order of Rosstandart dated December 12, 2014 No. 2020-st;
positions of managers, specialists and other employees (approved by Resolution of the Ministry of Labor of Russia dated August 21, 1998 No. 7);
unified tariff and qualification standards used to determine the jobs and professions of workers by industry;
professional standards, reference to which in relation to the performed labor function is given by Art. 57 and art. 195.1 Labor Code of the Russian Federation.

A staffing table is formed for the employer as a whole, including data for all its structural units, including separate divisions.

The procedure for making changes to the staffing table

This document must remain current at all times. Since the staff is periodically requested by government agencies during inspections, it is necessary to make timely changes to it.

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 introduce a new document that takes into account all the necessary changes.
If the number of changes that need to be made to the staffing table is small, then it is best for the responsible employee to draw up an order to make changes to the staffing table.

Typically, you can identify the following situations in which you need to make changes to a document:

Creation of new departments or divisions;
Organization of new positions;
Changing the titles of existing positions;
Changes in salaries or rates of employees;
Closing a department, division, staff unit.

If a change in staffing entails a change in the employee’s working conditions (change in salary, position, etc.), then it is imperative to obtain his written consent in advance. And after the new document is put into effect, an additional agreement to the contract is drawn up with the employee, which takes into account all the changes made.

The new order must be introduced to all those employees who will then be involved in the preparation of the necessary 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 adopted 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 you need to write down the name, the number of staff units being withdrawn and the date the order came into effect. 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 may be 2-3 months, depending on the number of people being laid off. Also, the law determines the types of employees who cannot be laid off.

Frequency of document preparation and storage periods

Typically, the staffing table is drawn up for a period of one year, and is valid throughout this period. However, if the organization is small, and staff movements in it occur very rarely, this document can be adopted for several years in advance.

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

Attention! There is a rule according to which an invalid staffing table must be kept in the archive for at least another 3 years from the date of expiration. The same rule applies to documents used to make changes in the staffing table.

Where is the work schedule written down?

The schedule according to which the resident should work. office in the company of owners, approved by the general meeting, and recorded in the minutes of the meeting.

This is important, since all the activities of the partnership make sense if it is convenient and comfortable for those who elected the board.

The housing office's work schedule should be available to all residents around the clock .

For this reason, a schedule of work and reception of residents must be posted on the outside of the office doors.

The presence of HOA registration on the website is very helpful in resolving all questions on this topic. On the partnership portal, you can constantly inform residents about all the innovations, important messages, as well as about the operating hours and their changes.

Read our article about how to conduct an absentee vote for owners. Also find out whether the association is required to have its own official website.