The staffing table documents the composition, number of employees of the organization and its structure. An example of drawing up a staffing table, the procedure for its approval and registration of changes. Is it necessary to make staffing.
The staffing table is an internal document of the enterprise, in which the staffing, the number of employees of the organization and its structure are documented.
In this article, we will look at an example of compiling a staffing table, the procedure for its approval, and tell you how to issue a change in staffing.
In Russian labor legislation there is no direct indication of the obligation to draw up a staffing table. For this reason, some employers do not want to draw up an extra personnel document.
Practice shows that it is necessary to have a staffing table, moreover, its absence can lead to very unpleasant consequences for the employer himself in the form of fines.
It should be noted that Article 57 of the Labor Code of the Russian Federation defines one of mandatory conditions of an employment contract - the labor function of an employee, as "work according to the position in accordance with the staffing table." Without an approved staffing table, it is impossible to reduce the staff and dismiss them, in accordance with paragraph 2 of Article 81 of the Labor Code of the Russian Federation.
In addition, the staffing table, or extracts from it, may be requested during the audit by the tax authorities, territorial authorities pension fund, the Social Insurance Fund and the Labor Inspectorate.
We draw up a staffing table
The staff list does not reflect information about employees with whom civil law contracts have been concluded. These are the so-called "freelance" employees who are not subject to labor legislation (Article 11 of the Labor Code of the Russian Federation).
When compiling the staffing table, both organizations and individual entrepreneurs, you can use the unified form No. T-3 (approved by the Decree of the State Statistics Committee of Russia dated 05.01.2004 No. 1). This form is not mandatory for use and is advisory in nature, but contains all the necessary information for personnel documents requisites.
Applying the form No. T-3, you should follow certain rules for filling it out. Let us consider them in more detail using the example of the staffing of an LLC.
Required details
The “name of the organization” is indicated as it is indicated in the constituent documents: if, in addition to full name there is an abbreviated version, then it is indicated after the full one (in brackets), or the line below.
"OKPO code" is identification code enterprises according to the All-Russian classifier of enterprises and organizations, which is indicated in information letter body of state statistics.
"Document number": if the staffing table is compiled for the first time, then it is assigned the number 1, and in the future the numbers go in order.
Compilation Date - The current date on which the document was created.
"Approved" - this indicates the number and date of the order by which this staffing was approved.
"For the period" - this line reflects the period of validity of the document and the date from which it comes into effect.
“State in the amount of ____ units” - indicates the total number of staff units of the enterprise, reflected in the staffing table.
Main part
After filling in the required details, we will enter information about departments, positions and wages.
Column 1 "Name of the structural unit". TO structural divisions enterprises include departments, branches, representative offices, etc.
As a rule, this column is filled in, starting with the units that carry out general management (“Administration”), then the accounting department, personnel department, economic department etc., then production units (workshops, sections) and service units (warehouse, business units and so on.).
Sometimes the name of the unit may affect the provision of certain benefits to the employee (for example, in the presence of hazardous production) - in this case, it should be taken from the relevant industry classifiers.
Column 2 "Code of the structural unit" is intended for numbering the units in the order by which you can determine their place and subordination in the overall structure of the enterprise. In a small enterprise with a centralized structure, the code may not be indicated.
Column 3 "Position (specialty, profession), category, class (category) of the employee's qualifications." The employer can assign the name to the positions on their own, or you can use the " All-Russian classifier professions of workers, positions of employees and tariff categories(OK 016-94) "(approved by the Resolution of the State Standard of Russia of December 26, 1994 No. 367)," All-Russian classifier of occupations (OK 010-93) "(approved by the Resolution of the State Standard of the Russian Federation of December 30, 1993 No. 298) and "Qualification directory of positions of managers, specialists and other employees" (approved by the Decree of the Ministry of Labor of the Russian Federation of August 21, 1998 No. 37).
If with regard to a certain kind jobs, positions, specialties, there are any restrictions or benefits and compensations are provided, then their name must strictly correspond to the above classifiers. The title of the position must be written in full, without abbreviations (for example: deputy chief accountant, head of the personnel department).
Please note: if the name of the position specified in the employment contract does not correspond to the name of this position in the staff list, or is completely absent in it, the contradictions are resolved in favor of the employment contract (Article 8 of the Labor Code of the Russian Federation).
Column 4 "Number of staff units". Here we indicate the number of staff units provided for in the organization for the corresponding position (specialty).
If part-time work is provided, then you need to indicate the number of incomplete units in the appropriate shares (for example: 0.5; 0.75). It also makes sense to include vacant positions, not occupied at the time of approval of the staffing table, so as not to make changes to it when hiring each new employee.
Column 5 "Tariff rate (salary), etc." Filling in this column depends on the remuneration system adopted in the organization. A fixed salary or tariff rate is indicated, which does not include compensation, social and incentive payments.
Please note: sometimes an employer, in order to establish several employees holding the same positions, different size wages, indicates in the staffing table the minimum and maximum limits of the salary or tariff rate - the so-called "fork" (for example: 15,000-18,000 rubles).
This is contrary to Art. 22 of the Labor Code of the Russian Federation, which provides for equal pay for equal labor and Art. 129 of the Labor Code of the Russian Federation, according to which the salary and tariff rate are fixed. It is understood that if employees occupy the same positions, then the volume and complexity of their work are also the same, which means that their salaries should be equal. In this case, it is possible to set wages in a larger amount for any of the employees at the expense of allowances or other additional payments.
Columns 6-8 "Surcharges". Allowances, additional payments and other incentive payments are established by the current legislation (for example: for work in the Far North and equivalent areas), or by the employer itself (for length of service, for knowledge foreign language and so on.). The amount of the allowance can be set as a fixed amount, or as a percentage of salary.
Column 9 "Total" is filled in by adding columns 5 to 8, but only if all the data in them is entered in the ruble equivalent. If the salary is set in rubles, and the allowances are percentages, then a dash is put in column 9, and the documents on the basis of which these allowances and surcharges are applied should be indicated in the note.
Column 10 "Note" is provided for making additional information clarifying and explaining the staffing data.
Form No. T-3 provides for the signature of the head personnel service and the chief accountant, but in the absence of one of the positions in the organization, you can leave the corresponding line empty, or supplement the form with the signatures of other employees. Stamping on the approved staffing table is not provided.
The procedure for approving the staffing table
The staffing table is approved by order signed by the head or other authorized person. Details of the order must be entered in the "Approved" line.
Since wages are calculated monthly, it is more convenient to put into effect a new staffing table from the first day. It should be noted that the dates of compilation, approval and entry into force of the staffing table may not coincide.
The terms for approving the staffing table are determined by the employer independently. It can be approved annually, although adopted once, it may well be valid for several years. If any additions were made to the staffing table, it is advisable to approve a new schedule at the beginning of the calendar year, taking into account all the changes made.
Staffing tables should be stored at the place of development and approval, the storage period is permanent.
Making changes to the staffing table
Naturally, information once entered into the staffing table may change over time. The reasons for changing the staffing table may be:
- introduction of new staff units;
- change in salaries;
- exclusion of vacancies;
- downsizing or downsizing;
- renaming of positions, divisions, etc.
The employer, regardless of the reasons for changing the staffing table, will have to decide for himself how to make these changes:
- draw up and approve a new staffing table, or
- issue an order to change the already existing schedule.
In the first case, a completely new document is developed and approved (we considered an example of the organization's staffing table and the procedure for its preparation earlier).
In the second case, the procedure for changing the staffing table includes the following steps:
- Drawing up and signing an order to change the staffing table (a sample of it is given above), in which you need to indicate the reasons for making the changes and the date from which they come into force (from the date of issue of the order or later), the name of the new units introduced (or excluded vacant ones) positions, number of new staff positions, new salary, allowances or other additional payments, etc.;
- Adjustment of the current staffing table in accordance with the issued order;
- Bringing the changes made to the attention of specific employees affected by them, and making appropriate additions and changes to their employment contracts and work books.
Pay attention to a slightly different procedure for changing the staffing table when reducing the number or staff. According to Art. 180 of the Labor Code of the Russian Federation, employees must be warned of the upcoming dismissal at least two months before it.
The new staffing table in this case may come into force no earlier than two months after its compilation.
In addition to the legislative acts of our country, which are designed to regulate the labor sphere, each company has internal regulations.
Some of them are mandatory, others are developed based on the needs of the organization.
It can be:
- instruction on labor protection;
- job description;
- rules work schedule;
- and etc.
These documents are distinguished from other acts by several specific rules:
- they are approved by the head of the company;
- their effect applies only to employees of the enterprise;
- their content should not be contrary to the law, worsening the position of employees;
- their action lasts certain time.
The staffing table is one of such internal company documents.
Legislation
The concept of "staffing" can only be found in the second part of Article 57 of the Criminal Code of the Russian Federation.
There it is about mandatory clauses. It also deciphers a number of concepts in parallel, such as position, specialty and qualification.
According to this article, the staffing table is “an organizational and administrative document that fixes the official and numerical strength of the organization, and also indicates the payroll.
It is compiled according to the form established by the State Statistics Committee of Russia and includes a list of positions, information on the number of staff positions, official salaries, allowances, monthly fund.
According to the law, if the contract concluded by the employee with the employer only mentions the position or specialty, then the staff list is a mandatory document that must be drawn up in accordance with all the rules.
If the contract provides for a full description of the work responsibilities of the hired person, then the schedule is not necessary.
According to the article of the law, this document is not necessary for individual entrepreneurs, it is provided only for organizations.
But in fact, during the inspection, the federal inspection will fine such an employer for violating the Labor Code (50 thousand rubles).
concept
The staffing table is an internal document of an enterprise that reflects its structure, with a mandatory list of professions, positions, specialties, as well as the total number of employees, the amount of their wages and its components.
There is no consensus on whether or not a staffing table is needed at an enterprise.
An indisputable fact is that a well-written document can help a company win a dispute in court, for example, with a reduced staff former employee or avoid fines from inspection bodies.
Data contained in the document:
- a list of all structural divisions of the company, according to the hierarchy;
- information on the number of all staff units of the enterprise;
- the amount of wages accrued for each position;
- list of all positions;
- enumeration with the order of their accrual.
To draw up a staffing table, the organization must have an already formed and established structure.
It is in accordance with it that all positions and staff units are indicated in the document.
What is needed?
A well-organized staffing table helps to quickly and efficiently solve a number of tasks, namely:
- helps the manager and employees to have a clear idea of the structure of the enterprise with all its divisions;
- fix the number of the entire staff of the company;
- analyze and control the quantitative and qualitative characteristics of employees;
- control and monitor the remuneration system in the organization, as well as the size of allowances;
- correctly draw up an employment contract;
- when vacancies appear, it simplifies the selection of employees.
In addition to current tasks, the staffing will help the employer:
- win a lawsuit with a former employee due to layoffs;
- explain .
When checking a company tax authorities or the Social Insurance Fund, this document is also required.
Although its presence is not considered mandatory, auditors will require it in any case to check the correctness of various monetary charges.
Who makes up?
The law does not mention who should draw up the staff list.
It could be:
- enterprise management;
- a specially created group of responsible persons;
- personnel department staff;
- members of the legal department;
- employees of the economic department;
- employees of the payroll and labor organization department.
It should be noted that at least one economist must without fail participate in the completion of the document.
How to fill out and draw up a staffing table in 2016?
How to develop and draw up a staffing table?
To do this, you need to know a few rules for filling it out using the official form.
Form and Sections
For the staffing table, the Unified Form No. T-3 is used.
It was approved by the Decree of the State Statistics Committee of the Russian Federation in 2004 on primary documents for labor accounting. This form is optional, but recommended.
Document sections:
- The official name of the organization.
- Department code.
- Position according to the All-Russian classifier of professions and the Qualification directory of managers and specialists.
- The number of staff units of the organization.
- Tariff rate.
- Allowances
- Total salary, including bonuses.
- Notes.
Step by step filling algorithm
The algorithm for filling the staffing table is as follows:
- The name of the company is filled in according to the constituent documents. If the company has a full and abbreviated name, then you can choose any option. But to avoid controversial situations, it is desirable to fix the selected option in any instructions for filling in the details of the company.
- Fill in the number and date of the document. It should be borne in mind that the staffing table may not immediately take effect, so the date is set accordingly. For example, if the document enters into force on January 1, 2018, then this number is indicated.
- The name of the structural unit of the company is filled in. In commercial organizations, it can be anything, but not of foreign origin. For state-owned enterprises, compliance with the regulations is mandatory. Because some units are used as an indicator for calculating retirement benefits ( medical workers, employees in the field of education, workers in hazardous industries).
- The subdivision code is filled in according to the company hierarchy. For example, department - 01, management - 01.01, department - 01.01.01, group - 01.01.01.01.
- The column "Position" is filled in. This is done in strict accordance with the employment contract and work book. At the same time, for the name of the category, specialty, category of workers, the All-Russian Classifier of Occupations and the Qualification Directory of Managers and Specialists are used. First, the positions of heads of departments are filled, then their deputies, then specialists and ordinary employees.
- The number of staff units is filled in. It should be remembered that this does not mean the actual number of employees of the enterprise, but the necessary one. Therefore, the data in this column can be fractional (0.25 is taken as a step). For commercial organizations each value is chosen based on their needs. For budget enterprises the number of staff is calculated in a certain way.
- The column "tariff rate" is filled. Its value cannot be lower than the minimum wage. You cannot fill in this column, for example, 10-15,000 rubles. You must specify a specific salary in rubles. If it changes depending on certain conditions, then the following columns of the form are used to reflect this.
- The following 3 columns "surcharges" are filled in depending on the norms prescribed by law, bonus schemes for specific enterprise, mode of work or the presence of harmful working conditions, it is allowed to indicate amounts in rubles or percentages.
- Completing the total salary, obtained by summing the values of columns 5,6,7,8.
- Notes are being filled, if they are.
- Fill in the columns "total". This is done by summing the form values vertically (staff, salaries, allowances, and payroll).
Sample filling (example) of form T-3 in 2016:
In the given example, it is filled out for NEXT LLC.
Based on the document number (No. 5) - this is the 5th approved staffing table in the organization. The date of completion and approval are the same - it is December 23, 2015. And the moment the staffing table came into force only on January 1, 2016, which is indicated separately.
According to the document, NEXT LLC has only 3 structural divisions:
- Administration (01). The division includes the following positions: General Director, Commercial Director, Deputy CEO on ACHCH, secretary-referent.
- Accounting (02). The division includes the following positions: Chief Accountant, leading accountant, accountant-cashier.
- Logistics department (03). The division consists of the head of the department and the logistician.
In column number 5 salaries for all positions. In columns 6 and 7, bonuses "for the intensity of work" and "bonuses for young professionals."
In column number 9 the values of columns 5,6,7 are summarized (column No. 8 is not filled).
In the column "total" the number of staff units is 10, the total salary is 376,000 rubles, and the total wage fund at the enterprise is 477,650 rubles.
Statement
The staffing table is approved by a special order, which must be indicated (in the final column of the document).
You can download a sample here:
The text of the order may be as follows: “Approve the staffing table of July 15, 2016 No. 15 with a strength of 10 staff units with a monthly payroll of 250,000 rubles.”
Signatures and seals
The staff list must be signed by the head of the company and the chief accountant.
If the document consists of several sheets, it is allowed to sign each sheet in the fields specially provided for this. This may be necessary, for example, in an organization where the document is first approved at the branches, and then at the head office.
It is possible to stamp the approved schedule, but it is not required.
The document is usually valid for 1 year.
Changes are made to it as follows:
- draw up a new staffing table;
- amend the already approved document, making a note in it according to the new order.
Shelf life
According to the Order of the Ministry of Culture of the Russian Federation of August 25, 2010 N 558 On the approval of the List of typical managerial archival documents, the terms of storage of the staffing table are determined as follows:
- at the place of approval and development - constantly;
- in another organization - 3 years;
- staffing list of employees - 75 years.
Can contractors work on a regular schedule?
The staffing table applies only to those employees who work under an employment contract.
Workers under a work contract are not included in the staff list, because their relationship with the employer is regulated by the Civil Code of the Russian Federation, in which there is no mention of this document.
Summing up, we can say that the staffing is not mandatory, but required document for the systematization of personnel information in the company and for its effective operation, not to mention the fact that its presence is a guarantee of the successful completion of any audits.
- a document, although not mandatory, but its presence helps to manage personnel. It is often required by regulatory authorities during inspections. This document may also be needed in a conflict situation, when the company's management needs to justify decisions to reduce part of the hired personnel or liquidate (reorganize) structural divisions.
Staffing: when compiled and approved
When creating any firm or enterprise, the owner or manager initially develops the proposed staff structure. After the approximate volumes of work performed by each unit of hired personnel become known, you can begin to draw up a staffing table.
This document is developed in tabular form and includes information about:
- structural divisions;
- the number of similar positions;
- wages, including various bonuses.
The staff list includes not only those positions that are already occupied by employees, but also estimated vacancies.
For example, when creating a company, it is already known who will perform the duties of the chief accountant, director and marketer. But for the normal functioning of the company it is necessary to short time hire several managers, a secretary and an administrator. It is necessary to include all these positions in the staffing table being drawn up, and in the note indicate which of them are vacant and the approximate date of hiring a specialist.
There is no single sample document, but you can take as a basis T-Z form developed by the statistical office. It can include additional columns and sections necessary for a full description of the staff of the company and the nuances of the formation of the wage fund.
The development and filling of the schedule can be performed by any employee who is entrusted with personnel work in company.
You can create a document:
- personnel service;
- accounting;
- HR specialist;
- lawyer;
- head of the firm.
Before approving the staffing table, it is checked and signed by the heads of the personnel and accounting departments. If they do not have any comments and the document is true, then it is necessary to prepare an order for the approval of the staffing table.
How to properly approve the staffing table
The procedure for approving the staffing table is quite simple. Together with the signed document, an order or order is prepared for its approval and entry into force. When a document is created for the first time, then in the text of the order they approve the schedule and give instructions to the relevant services about its use in work. The schedule itself is attached to the order.
It is impossible to approve the staffing table without issuing an appropriate order from the management.
After signing the approval order and registering it, information is filled in the title part of the schedule about when and with what document it was put into effect.
When it becomes necessary for the enterprise to develop a new staffing table, additional information must be added to the approval order that the previous document is no longer valid. The order of approval is stored in the personnel department of the company together with the schedule for the state.
Who approves the staffing
Such an order (instruction) is signed by the head of the company or his deputy, whose functions include personnel management of the organization.
Designate specific executive who can approve this document by its own order in:
- regulation on remuneration or personnel management;
- employment contracts with the management of the company;
- job descriptions of the director or his deputies.
The document can be approved not only by the head of the organization, but also by the employee who performs the duties of the director during his absence.
Such a situation is possible when it is necessary to put into effect a new document in a short time and there is no time to wait for the return of the director or owner. For example, if the inspection of regulatory authorities revealed significant deviations in the actual structure of hired personnel and the approved document, and the inspectors gave several days to bring the documents regulating the number of employees in order.
How often and when staffing is approved
The staffing table is not a static document, put into effect once. As necessary, changes are made to it or a new schedule is developed. IN large companies where changes in the structure of personnel occur periodically, the schedule is developed and approved annually.
The validity period is usually indicated in the title part, for example, one year or five years.
If necessary, you can replace the staffing table even before its expiration date.
Such a situation is possible with a major change in the structure of personnel when expanding the scope of activities or reducing some of the units, due to financial problems.
For example, in wholesale trading company the staffing table was approved for a period of two years, but a year later it became possible to expand and occupy a niche in the retail services market in its region. Such a step involves the creation of a separate division dealing with retail and hiring staff at the point of sale.
At the same time, the personnel structure will change significantly, a significant number of new employees will be added. The staffing table must be changed to a new one.
At the same time, if during the validity of the schedule there is a need for minor changes, for example, to increase the number of employees of one of the departments by a couple of people or to change the base (official) salary of one of the specialists, then it is not necessary to issue and approve a new document.
In such a situation, an order from the head to amend the current staffing table is sufficient.
When they approve the staffing for the next year
In principle, approve the new staffing table for the calendar or academic year can be a couple of days before it starts. Sometimes this document is drawn up and accepted in advance, for example, in November or early December. In this case, a number of nuances should be taken into account.
First, the size of basic (official) salaries. If for some categories of workers this part of earnings is tied to the minimum wage, then it is necessary to wait for an official document regulating minimum wage in the region. The situation is similar with the indexation of salaries according to the level of inflation.
Secondly, the proposed changes in legislation regulating working conditions, job titles and other changes in the labor sphere. In order not to redo the staffing table at the last moment, you must also compile it for a new one. calendar year taking into account innovations from legislators.
Thirdly, the document is drawn up only after the plans for financial and production indicators for the next year are approved. For example, in educational institution it makes no sense to draw up a staffing table for the academic year in May if documents for training are accepted before the end of July. After all, the exact load on the teaching staff and the number of teachers in each subject can be calculated only after the end of accepting applications from future students or students.
The staff list is compiled and approved for the first time when the company is created. The frequency of its change can be set in the internal documents governing personnel management. As necessary, changes are made or a new schedule is created. In the procedure for approving this document, it is imperative to issue an appropriate order or order from the head (one of his deputies).
Usually, the following columns are present in the staffing structure of any organization:
Data on rates, salaries, allowances at the bottom of the schedule are summed up, making up the total payroll (wage fund) approved by the organization.
Important! In some cases, additional information is required for specific positions. To do this, the schedule may include a column "Notes", which records additional information.
What is it regulated by?
At the same time, in currently organizational structure The staffing table has not been officially approved anywhere. Until 2013, it was mandatory, approved by the Resolution of the State Statistics Committee No. 1 of 01/05/2004.
However, with the entry into force of the Federal Law “On Accounting”, enterprises have been given the right to independently develop forms primary documentation unless specifically approved authorized body. With regard to the staffing table, there was no such approval - and therefore in organizations the form for it can be approved separately.
However, the T-3 uniform is still widely used. It is convenient for keeping records, contains all the necessary information, and personnel officers with experience have long been able to fill it out correctly. Therefore, in the future it makes sense in the first place to consider the use of this particular form.
Can changes be made?
There are two ways to register such employees in the staffing table:
- During the season when there is a need for additional labor force, the corresponding units are entered into the staffing table. After the end of the season, when their contracts expired, bets are removed from the schedule.
- In the column "Note" an indication is made that the work is seasonal. This method is convenient where the T-3 form is used.
In the event that vacancies are constantly indicated in the schedule, they will have to be reported to the employment service every month, even if they open only next year (clause 3 of article 25 of the Law of the Russian Federation of April 19, 1991 No. 1032-1). If this rule is not observed, the employer may be liable under Art. 19.7 of the Code of Administrative Offenses of the Russian Federation.
Discharges
If the ranks are indicated in the schedule, then they must match those that appear in the orders for employment. If in the future the employee passes the exam for a higher qualifying category, then both the employment contract and the staffing table can be adjusted.
Number
Among the additional information reflected in the staffing table is numbering. It may concern:
- the number of structural divisions;
- the number of bets;
- document number.
In any case, the numbering will be indicated by the one approved by the office work rules in force at the enterprise.
Group
Some enterprises use a "matrix" organizational structure when, when working on a project, temporary working groups from among the employees of the department are brought together. At the same time, a leader is appointed in the group, who, after completing work on the project, can become an ordinary specialist - and in another group fall under the supervision of another leader. How to reflect the specifics of this form of work in the staffing table?
The following approaches are possible here:
- Making changes to the schedule for the duration of the project. In this case, the leader and his team will first be allocated, and then, after disbandment, they will be transferred back to their previous positions.
- Draw up a fixed-term part-time employment contract for the head of the group (?). In this case, this position will usually be vacant, and the person will occupy it only for a while.
- Conclusion civil law contracts provision of services or a contract (Chapter 37, 39 of the Civil Code of the Russian Federation). However, in this case, there may be difficulties with the calculation of taxes in accordance with the Tax Code of the Russian Federation. In addition, with this approach, employees can try to recognize such contracts as labor contracts through the courts.
AUP
What is AUP? AUP is administrative and managerial personnel. Its number and norms regarding payment are not regulated by law, therefore, in the staffing table, employees of this category are displayed by the management of the enterprise independently, based solely on the needs and economic capabilities of the company. In practice, the number of AUP over 10-15% of the total staff of the enterprise is considered inefficient.
The amount of payment to employees of the AUP can be carried out using a single tariff intersectoral grid, but it can be set by the enterprise and independently, based on the needs and capabilities of the company.
Typically, the AUP consists of the following positions:
- Head of the organization.
- Chief Accountant. In accordance with the Federal Law “On Accounting” and the Civil Code of the Russian Federation, a director can also perform his duties. In this case, regardless of the presence or absence of other accountants or economists at the enterprise, personal responsibility for compliance with accounting rules will be borne directly by the head of the organization.
- Heads of divisions, departments, sections, brigades or other structural divisions of the company.
- Employees of departments related to enterprise management - financial, personnel, economic planning, etc.
Important! The structure of the AUP is not regulated anywhere. The list of positions depends solely on the will of the organization's management.
Requisites
Finally, The details of the following documents must be reflected in the staff list:
- The order by which it was approved.
- The order that put the form into effect (if not T-3 is used, but a self-developed form).
Additionally, the schedule itself can have details - a number according to the rules of office work, the date of introduction and the period of validity.
Conclusion
The staffing table should be considered a mandatory document for the enterprise. Schedule structure should reflect staffing the enterprise itself - internal divisions, rates, job titles, etc. In addition, this document must contain accounting details.
Employees of the personnel department draw up a lot of documents - all kinds of orders, agreements with employees, schedules, local regulations, etc. One of the documents that strongly affect the activities of the institution is the staffing table. It is in accordance with it that the wage fund is planned (the schedule refers to the documents establishing the wage system), it can also become evidence of a reduction in the number or staff of the institution's employees and it will be required when carrying out control and supervisory activities and in the event of a labor dispute. Let's talk about staffing today.
Mandatory scheduling
In accordance with the Instructions for the application and filling out the forms of primary accounting documentation for accounting for labor and its payment (hereinafter referred to as the Instructions), approved by Resolution N 1, the staffing table is used to formalize the structure, staffing and staffing of the organization in accordance with its charter (regulation on her). It contains a list of structural units, job titles, specialties, professions with qualifications, information on the number of staff units.
Let's say right away that the norm obliging the employer to develop and approve the staffing table is absent in the Labor Code, but there is still a mention. In particular, according to Art. 57 of the Labor Code of the Russian Federation, a condition that is mandatory for inclusion in an employment contract is, among other things, labor function- work according to the position in accordance with the staff list, profession, specialty, indicating qualifications; specific type of work assigned to the employee ... If, in accordance with the Labor Code of the Russian Federation, other federal laws with the performance of work in certain positions, professions, specialties, the provision of compensations and benefits or the presence of restrictions is associated, then the name of these positions, professions or specialties and qualification requirements to them must comply with the names and requirements specified in qualification guides approved in the manner established by the Government of the Russian Federation.
In addition to the Labor Code, the staffing is mentioned in other regulations. In particular, paragraph 91 Guidelines on the procedure for appointing, conducting documentary field inspections of policyholders for compulsory social insurance and taking measures based on their results, approved by Decree of the FSS of the Russian Federation of 04/07/2008 N 81, it is provided that the FSS, in order to confirm the correctness of the calculation of insurance premiums social insurance will require the employer to provide constituent and organizational and administrative documents, including the staff list. Also, the FSS will require it when checking the correctness of the calculation of insurance premiums for compulsory social insurance against industrial accidents and occupational diseases.
The presence of a staffing table is also necessary for the Pension Fund, which, when collecting information about the length of service of insured workers, refers to this document to establish the names of the structural divisions of the institution and the correspondence of the names of positions.
The staffing table is also mentioned in the Instructions for filling out work books, approved by Decree of the Ministry of Labor of the Russian Federation of 10.10.2003 N 69. In particular, paragraph 3.1 of the instructions notes that entries about the name of the position (job), specialty, profession, indicating qualifications are made, as a rule, in accordance with the organization's staffing table.
Based on the above regulations, the presence of a staffing table in an institution is simply necessary. Note that for some institutions the mandatory staffing is directly established by regulations:
- Order of the Ministry of Emergency Situations of the Russian Federation of September 24, 2008 N 563 approved the rules and deadlines for compiling, coordinating, approving and registering staffing tables for employees of budgetary and state institutions of the Ministry of Emergency Situations and civilian rescue personnel military formations Ministry of Emergency Situations;
- Order of Spetsstroy of the Russian Federation dated 03.12.2010 N 540 defines the procedure and terms for compiling, reviewing, approving and registering the staffing tables of civilian personnel of military formations and organizations under Spetsstroy, which is financed from budgetary appropriations.
Staffing form and compilation rules
The T-3 staffing form was approved by Decree N 1. This form provides for 10 columns, and by virtue of the Decree of the State Statistics Committee of the Russian Federation dated March 24, 1999 N 20 “On Approval of the Procedure for the Application of Unified Forms of Primary Records” new ones can be added, but existing ones cannot be deleted.
Note: although the forms approved by this resolution apply to organizations regardless of the form of ownership, some budgetary and state institutions compile them in the form approved by the departmental normative act. For example, budgetary and state-owned institutions of the Ministry of Emergency Situations must draw up a staffing table in the form of Appendix 2 to the Order of the Ministry of Emergency Situations of the Russian Federation of September 24, 2008 N 563.
In any case, it is unlikely that there will be any difficulties when filling out the document header, so let's go straight to the tabular part of the form.
Columns 1 "Name" and 2 "Code" define the structural unit of the organization. Most organizations funded by different levels budgets, as a rule, the names of structural units are chosen independently, guided by generally accepted concepts. As a rule, the structural divisions of the administration are indicated first (management, accounting, personnel department, organizational and legal department, etc.), then the production divisions, and at the end the service and support divisions (administrative and economic department, repair services, etc.). Each division is assigned a code that will help determine the place of this department or group in the overall structure of the organization (put down in column 2).
In column 3 "Position (specialty, profession), category, class (category) of qualification" it is necessary to enter the name of the position (specialty, profession). We note that on the basis of Art. 57 of the Labor Code of the Russian Federation, if the provision of compensations and benefits or the presence of restrictions is associated with the performance of work in certain positions, professions, specialties, then the names of these positions, professions or specialties and qualification requirements for them must correspond to the names and requirements specified in the qualification reference books. In particular, at present they still use the All-Russian classifier of workers, positions of employees and wage categories OK 016-94 and the List of industries, workshops, professions and positions, approved by the Decree of the USSR State Committee for Labor and the Presidium of the All-Union Central Council of Trade Unions of October 25, 1974 N 298 / P-22, employment in which gives the right to an old-age pension on preferential terms.
For your information. If, for example, the staff list provides for the position of “driver”, and the employee performs the functions of a traffic controller, then he loses the right to an old-age pension on preferential terms.
In addition, other normative acts containing the rules for establishing the names of positions, specialties and professions should be taken into account. For example, on the basis of the Order of the Ministry of Health and Social Development of the Russian Federation of March 28, 2012 N 278n, the title of the head (manager) of the plasma center can be supplemented by the title of the medical position "doctor-transfusiologist", taking into account the profile of the structural unit and the specialty provided for by the nomenclature of specialties of specialists with higher and postgraduate medical and pharmaceutical health education.
When compiling and approving the staffing table of a local self-government body, the apparatus of an election commission municipality you should use the names of municipal service positions provided for by the register of municipal service positions in a constituent entity of the Russian Federation (clause 3, article 6 of the Federal Law of March 2, 2007 N 25-FZ “On municipal service In Russian federation").
Note! If the institution has a need to accept an employee for a certain time, his position is also fixed in the staffing table. To do this, you need to make changes to the current staffing table, indicating information about the period for which the position is introduced, in column 10 "Note" of the T-3 form.
The sequence of filling in column 3 for each structural unit is individual, taking into account the specifics of a particular organization. However, we believe that it is more convenient to fill it out in a hierarchical order: the head of the structural unit, deputies, chief specialists, leading specialists, etc.
The number of staff units by position, profession or specialty is indicated in column 4. This column can contain both integers - 1 (for full-time employees) and incomplete numbers - 0.25, 0.5, etc. (for partners). We recommend that this column reflect not only existing, but also vacant positions, because new employees can only be hired for open positions indicated in the staffing table.
Note that the number of staff units of organizations financed from different levels of budgets is determined by higher organizations. So, the staffing standards:
- personnel of institutions executing criminal penalties in the form of deprivation of liberty (except prisons), and institutions executing criminal penalties in the form of deprivation of liberty, with special conditions economic activity as a percentage of the average annual number of convicts kept in them - approved by Decree of the Government of the Russian Federation of 12.08.1994 N 922;
— government employees and municipal institutions cultural and leisure type and libraries - approved by the Order of the Ministry of Culture of the Russian Federation of 01.09.2011 N 906;
– medical and other personnel of the anesthesiology and resuscitation team, anesthesiology and resuscitation department medical organization- are given in appendices 2 and 5 to the Procedure for the provision of anesthesiology and resuscitation care to the adult population, approved by Order of the Ministry of Health and Social Development of the Russian Federation dated April 13, 2011 N 315n;
- a neuropsychiatric dispensary (dispensary department of a psychiatric hospital), an office of a local psychiatrist, an office for active dispensary observation and outpatient compulsory treatment - approved by Order of the Ministry of Health and Social Development of the Russian Federation dated May 17, 2012 N 566n.
Some departments approve methods for calculating staffing levels. For example, this is what the Federal Archival Service did, which approved by Order No. 9 of January 14, 2004, the appropriate methodology for state archival institutions.
Some institutions, when determining both the names of posts and their number, should be guided by standard staffing tables approved by departmental regulations. In particular, Appendix 2 to the Order of the Federal Penitentiary Service of the Russian Federation of January 23, 2012 N 24 approved the standard staffing table of the penitentiary inspection (contained at the expense of the estimate of the penitentiary system), in accordance with which the territorial bodies of the Federal Penitentiary Service must bring the staffing tables of subordinate penitentiary inspections .
In column 5 "Tariff rate (salary), etc." the monthly salary is indicated in ruble terms at the tariff rate (salary), tariff scale, percentage of revenue, share or percentage of profit, labor participation rate (KTU), distribution coefficient, etc., depending on the remuneration system adopted in the organization in in accordance with the current legislation of the Russian Federation, collective agreements, employment contracts, agreements and local regulations of the organization (section 1 of the Instructions).
The most common mistake when filling out this column is the establishment of a salary range, that is, different salaries for employees of the same qualification. This is not true: each position should correspond to only one salary. The only exception is the situation when the posts are located in different structural units. The establishment of wages in a larger amount for one of the employees can be implemented by establishing allowances or other additional payments for him (Letter of Rostrud dated 04.27.2011 N 1111-6-1).
Note that when setting the amount of remuneration, one should take into account regulatory and departmental acts. For example, the size of salaries by profession of workers and official salaries by position of employees territorial bodies and subordinate organizations of the state courier service are established by Order of the State Fiscal Service of the Russian Federation of August 29, 2008 N 262.
Columns 6-8 reflect bonuses that stimulate and compensation payments: additional payments and allowances of a compensatory nature, bonuses and other incentive payments. That is, if employees perform their work in harmful conditions labor, one of these columns must be called "Supplement for work in hazardous working conditions", and below indicate the specific amount of this allowance.
For your information. On the basis of Decree of the Government of the Russian Federation of November 20, 2008 N 870 “On the establishment of reduced working hours, annual additional paid leave, increased wages for workers engaged in heavy work, work with harmful and (or) dangerous and other special working conditions” to persons, those performing work in such conditions, based on the results of attestation of workplaces, are guaranteed an increase in wages by at least 4% of the tariff rate (salary) established for various kinds work under normal working conditions.
Allowances in the staffing table can be set in rubles, percentages or coefficients. In case of changing the size of the latter, you can put dashes in the corresponding columns, and in column 10 "Note" make a link to the document that regulates this change. For example, the percentage bonus for workers in the Far North varies depending on the length of the "northern" experience. Therefore, when filling out the staffing table in the column "Surcharges" you can put a dash (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 employees of the Far North. This will allow you not to change the staffing every time it changes.
Column 9 indicates the amount of the official salary and allowances for each position. And column 10 "Note" in most cases will remain empty, but there are cases when it will have to be filled out. This applies to workers who do not have a fixed wage as such - pieceworkers, time workers, etc.
How to set the correct size hourly pay labor of the employee in the staffing table? The condition for its size is indicated in column 5 “With a tariff rate (salary), etc.”, which reflects the hourly rate (___ rubles / hour). At the same time, the column with a note indicates: “Time-based wage system”, and in the column “Total per month, rub.” you should indicate the number that is obtained by multiplying the rate set by the employer (___ rubles / h) by the average monthly number of working hours.
If the employee has piecework wages, we believe that in column 5 “Tariff rate (salary), etc., rub.” you need to put a dash, and in column 10 “Notes” indicate “Piecework / Piecework-bonus wages” (depending on which remuneration scheme the employee works) and give a link to the internal document regulating the amount of remuneration (for example , regulation on remuneration or regulation on remuneration and material incentives).
At the bottom of the table there is a line "Total". It is filled in in column 4 "Number of staff units" and column 9 "Total per month, rubles." The total number of staff units must be indicated at the top of the staffing table in the "State in Quantity" line. The result in column 9 is the wage fund in the organization and can change up (in the case of work on weekends or overtime) or down (when employees are on sick leave, on vacation at their own expense, etc.).
The staffing table can consist of several sheets. The persons signing it, sign only on the last sheet in the corresponding line. If it is necessary to sign each sheet, the form is supplemented with lines for affixing a signature. This procedure can also be applied in case of signing the staffing table of the branch before its approval separately from the parent organization.
The procedure for approving and amending the staffing table
By general rule the staff list is approved by an order (instruction) signed by the head of the organization or a person authorized by him. This is stated in the Instructions. The details of the order - the date and number - are entered in the header of the document in the lines specially provided for this. Note that the normative legal acts a special procedure for approving the staffing table may be established. So, on the basis of clause 10 of the Procedure for approving staffing tables for employees of budgetary and state institutions and civilian personnel of rescue military units of the Ministry of Emergency Situations of the Russian Federation, the developed staffing tables are submitted for approval and registration:
- state institutions (with the exception of state institutions of central subordination, territorial divisions of the State Fire Service of the Ministry of Emergencies and State Inspectorate for small boats of the Ministry of Emergency Situations) - to the heads of regional centers for civil defense, emergencies and disaster relief;
- government institutions of central subordination - to the relevant Deputy Minister of the Russian Federation for Civil Defense, Emergency Situations and Elimination of Consequences of Natural Disasters by subordination through the Organizational and Mobilization Department of the Ministry of Emergency Situations;
- territorial subdivisions of the State Fire Service of the Ministry of Emergencies and the State Inspectorate for Small Boats of the Ministry of Emergencies - the heads of the main departments of the Ministry of Emergencies in the constituent entities of the Russian Federation.
At the same time, if it is established that in the staffing tables submitted for approval and registration, those not provided for by the staff list or standard positions and professions, official salaries (tariff rates) are incorrectly set or other shortcomings are identified, registration of staffing is carried out only after the elimination of these violations (clause 22 of the Procedure for approving staffing tables for employees of budgetary and state institutions and civilian personnel of rescue military units of the Ministry of Emergency Situations of the Russian Federation).
Note that the registration of staffing tables is carried out by applying to them in the upper right corner information about the number under which this schedule is registered in the register of registration of staffing tables, about the staffing of registered positions and the fund of official salaries. After registration and entry into the register of registration of staffing schedules, the registered schedules (first copies) are returned according to their ownership.
As for changes in the staffing table, they are also made by order (instruction) of the head of the organization or a person authorized by him. When making changes, the question may arise: is it necessary to coordinate them with the trade union body? Let's figure it out. Based on Art. 8 of the Labor Code of the Russian Federation, employers can adopt local regulations containing norms labor law, within its competence in accordance with labor law. However, in certain cases, established Labor Code, other federal laws and other regulatory legal acts of the Russian Federation, a collective agreement, agreements, the employer, when adopting local regulations, must take into account the opinion of the representative body of employees (if any).
The staffing table is a local normative act that reflects not only structural units, job titles, specialties, professions with qualifications, information on the number of staff units, but also salaries ( tariff rates), surcharges and allowances. And by virtue of Art. 135 of the Labor Code of the Russian Federation, wage systems, including the size of tariff rates, salaries (official salaries), additional payments and allowances are established, among other things, by local regulations. Since the staffing table reflects the main provisions of a duly concluded collective agreement or a wage regulation adopted taking into account the opinion of the representative body of workers, there is no need to take into account the opinion of the trade union when approving the staffing table.
However, if the collective agreement or agreements provide for the adoption of local regulations in agreement with the representative body of workers, then the coordination of the staffing table with the trade union is mandatory (part 3 of article 8 of the Labor Code of the Russian Federation).
After the approval of staffing tables for some institutions, the need for their registration was established. Registration is done by drawing in the upper right corner title page an inscription about the number under which this staffing table is registered in the register of registration of staffing tables, the staffing of registered positions and the fund of official salaries (tariff rates).
Do I need to put the stamp of the institution on the T-3 form? No, unified form does not provide for affixing a seal on the approved staffing table.
Staffing in branches
Let's start with the fact that the branch is not legal entity, which means it will not be an employer for workers. Since branches, as well as departments, sectors or other divisions, are structural parts of an institution, compiling a staffing table in parts (separately for the positions of the parent organization and branches) is incorrect, because the staffing table draws up the structure of the entire organization.
However, nevertheless, the heads of branches can be given the right to approve the staffing of the branch, and then they will have their own schedule. If such a right is granted, in the column "Name of the organization" it is necessary to indicate the name of the parent organization, not the branch, in accordance with statutory documents. The name of the branch will be indicated in the column "Structural unit", which, in fact, it is. And in local regulations it is recommended to prescribe the procedure for transferring information (for example, by transferring a certified copy of the staffing table of a branch or an extract from it to the parent organization).
Shelf life
Terms of storage of documents generated in the course of activities government agencies, local governments and other organizations, are established by the List of typical managerial archival documents approved by Order of the Ministry of Culture of the Russian Federation of August 25, 2010 N 558. Subparagraph "a" of clause 71 of the named list establishes that the organization's staffing tables and changes to them are stored at the place of development and statements all the time.
Sometimes institutions draw up draft staffing tables for structural units, which are then reduced to one staffing table of the institution. Such projects also need to be stored, but only for five years (clause 72 of the List of Typical Management Archival Documents).
In addition to the development of projects, it is possible to conduct correspondence on the inclusion of a particular position in the structure of the unit, etc. The shelf life of such correspondence is even shorter and is three years - clause 73 of the List of typical administrative archival documents.
