Instructions: draw up an order to introduce or change the staffing table for 2021

An order approving the staffing table is a necessary part of the procedure for introducing a new document regulating the structure and personnel of the enterprise. Without it, the staffing table will not enter into legal force. This order relates to the administrative documentation of the company and must be drawn up according to certain rules.

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Why is this document needed?

The staffing table (or “shtatka”) is drawn up from the moment the organization is created and changes based on the needs or financial capabilities of the employer. It is used to formalize the structure, personnel composition and number, contains a list of structural divisions, names of positions, specialties, professions indicating qualifications and information on the number of employees. In order for a document to have legal force, you need to know how to correctly draw up an order for approval of the staffing table and what documents to follow. All rules and instructions for the use and completion of forms of primary accounting documentation for recording labor and its payment are approved by Resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1.

“Statka”, being one of the main documents of the employer, includes information about the structure, number of employees, and salary fund. The need to change any of these elements is associated with the development and publication of an updated format, which is approved by a new administrative document.

Code of the structural unit in the staffing table and other information

The staffing table in the tabular section begins to be filled out by indicating the names and codes of structural divisions. As a rule, the department code in the staffing table is indicated in an order that allows one to determine the subordination and structure of the entire organization.

If an organization has branches and representative offices, then it must be taken into account that they are a structural unit of the organization, and accordingly, the staffing table should be drawn up for the organization as a whole. Even if the head of the branch has been given the right to independently approve the staffing table, it is still drawn up as part of a single staffing table. ConsultantPlus experts explained how the T-3 form is filled out in this case. You can get a free trial access to the system and study authoritative opinion.

Column 3 of the staffing table contains the name of the position, specialty, profession, which are indicated in the nominative case without abbreviations. The name of the position or profession is assigned by the employer, if the work is not associated with difficult working conditions and the provision of benefits, otherwise, when indicating the position in the staffing table, you need to be guided by:

• for the All-Russian Classifier of Worker Occupations, Employee Positions and Tariff Classes (OK 016-94) (approved by Resolution of the State Standard of Russia dated December 26, 1994 No. 367);
• All-Russian Classification of Occupations (OKZ) OK 010-2014 (MSKZ-08) (approved by order of Rosstandart dated December 12, 2014 No. 2020-st);
• Qualification reference book for 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 directories of works and professions of workers by industry;
• professional standards (paragraph 3, part 2, article 57, article 195.1 of the Labor Code of the Russian Federation).

How to bring job titles into line with professional standards, read here.

If an organization hires employees to perform a certain type of work, and not for a position (profession, specialty), then this also needs to be reflected in the staffing table.

Next, in column 4 of the staffing table, the number of staff units is indicated. Staffing units can be indicated as full or incomplete. The content of an incomplete staff unit in the staffing table is indicated in shares, for example 0.25; 0.5; 2.75, etc.

When drawing up the staffing table, special attention should be paid to column 5 “Tariff rate (salary), etc., rub.” In the simplest case, this column of the staffing table indicates a fixed monthly wage.

In practice, when drawing up a staffing table, the question often arises about the correct execution of the document in situations where there is no fixed amount of remuneration, for example, with piecework payment. In this case, it is recommended to put a dash in column 4 of the staffing table, and in column 10 indicate: “Piece-piece wages / Piece-piece bonus wages” and provide a link to the local regulatory act that defines the procedure for establishing wages, as well as its amount for a certain standard production. It is recommended to follow a similar procedure when filling out the staffing table in a situation where the employee has an hourly wage rate.

If the staffing table provides for an incomplete staffing position, then in the column “Tariff rate (salary)” the amount of the full salary for the position is still indicated.

When an order is drawn up for approval by the ShR

This is the starting point to enable the document to be used within the institution. The paper must be developed in those organizations where hired labor is used. The Labor Code of the Russian Federation (Article 57) establishes that the employment contract reflects both the labor function in accordance with the staffing table and the amount of income determined in the “staffing schedule”.

In the process of planning, a local administrative act is drawn up on the implementation of the staffing table, since the information from it is used when forming the salary budget. The same document explains the costs of payment for work for tax purposes.

ConsultantPlus experts discussed how to formalize a reduction of 0.5 pay rates in the staffing table. Use these instructions for free.

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How to compose

There is no single unified form of order for approval of the staffing table, so employers form it in a free format.

The document is drawn up by the responsible employee who is entrusted with this function (manager, head of the personnel department, accountant). It is first necessary to determine the general structure of the organization in order to correctly distribute human and material resources. The document does not include the names of employees or other data (address, phone number, etc.), since the main goal is to determine the structure, number and size of wages. The administrative act is signed by the head or another person authorized by him.

The document is drawn up on standard enterprise letterhead, approved by the employer and includes the following information:

• amount of workers;
• wage fund;
• the date from which the new is put into effect and the old is cancelled.

The charter allows you to determine another procedure, for example, at the board of the organization or a meeting of the board of directors. In this case, the details of the relevant document (protocol) are additionally entered. But, as a rule, it is not posted on the organization’s website and is not sent out through postal resources (mail, etc.).

Use free instructions from ConsultantPlus experts to create a staffing schedule for the next year.

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The State Statistics Committee approved the unified form No. T-3, which is installed in all personnel accounting software products. The form is not mandatory for use. The Federal Service for Labor and Employment (Rostrud) has repeatedly indicated in its letters that non-governmental organizations have the right to use forms of primary accounting documents developed independently.

Results

The staffing table is a mandatory document that any employer must have. An example of filling out a staffing table using Form T-3 can be found on the Internet on many accounting and legal websites, but a sample with the situations described above is rarely provided. When preparing the staffing table, form T-3, a sample of which is given in this article, can be a good help for both experienced and novice personnel officers.

To learn how to properly organize personnel records, read the article “Personnel records management from scratch - step-by-step instructions.”
You can find more complete information on the topic in ConsultantPlus. Free trial access to the system for 2 days.

When make up for change

Such an order is issued when it is necessary to consolidate innovations:

• exclude vacancies or structural units due to organizational changes in the activities of the institution;
• introduce new vacant units in case of expansion of production or increase in the number of services;
• reduce units;
• change salaries;
• change the names of positions or entire departments.

You can make such changes:

• having developed an order approving the new staffing table and canceling the old one, indicating the date of implementation;
• approving the new one.

The head of the enterprise himself decides which method to choose.

IMPORTANT!

When carrying out the procedure for reducing staff or numbers, the employer is not obliged to introduce new staffing. He has the right to make changes to the existing one. This means that the organization in the process of activity has one “staff” and regulates its changes with orders.

If necessary, exclude a position

If necessary, positions or staff units are excluded from the schedule. For example, if they turn out to be vacant, that is, there is no employee who would perform the corresponding duties.

The preamble usually states that such changes are related to the optimization of the enterprise’s activities. Tariff rate or salary are factors that do not always have to be present in the documents. The main thing is to accurately indicate the division. Especially if there are several of them, with similar names.

Approximately the same rules are followed if a position needs to be introduced rather than removed. This is usually done if the volume of work at the enterprise increases. Or if it is necessary to increase the efficiency of a specific department or an entire company.

How to write a change order

A unified document format has not been approved. The employer has the right to use an independently developed form. The project should include:

• date of introduction of changes;
• names of new departments or positions;
• new number of staff units;
• the amount of salary, additional payments and allowances.

Changes are introduced:

• from the date of issue of the order;
• from the date indicated in the order for the entry into force of the changes.

This means that changes are introduced later: for example, the date of issue of the order is 06/10/2019, and the changes are from 07/01/2019.

The order is signed by the manager.

Who signs?

Any orders regarding the organization must be signed by the head or the person performing his duties. Moreover, this function must also be secured by order. The right to sign any documents is transferred by a normative document, which is registered in the appropriate journal with the assignment of a number and date of approval.

Supervisory authorities have the right to check not only the staffing table itself, the procedure for its approval, but also the signature authority of the official who signed the order.

How often do you need to approve a new schedule?

The law does not require an approval order to be issued annually. But if changes were made to the document in the form of additions during the year, then at the beginning of the calendar year a new version of the “staff” is introduced - it’s more convenient to work with. For budgetary and non-profit organizations, the period for which it is approved is determined by the owner of the property and depends on the allocated budget.

When a new option is introduced, the old one is phased out. Does it need to be stored? Necessarily! In accordance with the List of standard management archival documents generated in the process of activities of state bodies, local governments and organizations, indicating storage periods (approved by order of the Ministry of Culture of Russia dated August 25, 2010 No. 558) at the place of development and approval, they have a permanent shelf life .

Rules for placing an order

The order can also be drawn up in a convenient way: both handwritten and printed forms are acceptable, written both on company letterhead and on a blank A4 sheet.

In this case, the form must be signed by the head of the company.

There is no need to put a stamp on the document, because it refers to the internal documentation of the enterprise; in addition, since 2016, legal entities have every right not to use seals and stamps in their activities.

The order is usually issued in a single copy , which during the period of validity is kept in the same place with other regulations and administrative documents. After losing its relevance, it is transferred for storage to the organization’s archive, where it remains for the period established by law, then the order can be disposed of.