>

When is the staffing schedule drawn up? Staffing has been called up. Grounds and reasons for making changes

When is the staffing schedule for the next year drawn up and approved?

The staffing table is a document that indicates the number of employees of the organization, listing:

  • number of employees;
  • their positions;
  • salary and accrual features wages.

Legislation on general rule does not contain an obligation for organizations to approve the staffing table annually. According to Resolution No. 1, changes to the staffing table are made on the basis of an order (instruction) from the head of the organization or a person duly authorized to do so. The deadline for issuing such orders (instructions) has not been established. Resolution No. 1 also does not indicate the need to issue orders to change the staffing table before the onset of the next calendar year.

There are exceptions for individual species organizations:

  • Thus, in accordance with clause 2 of the Procedure for approving staffing schedules of employees, approved. By order of the Ministry of Emergency Situations of the Russian Federation dated September 24, 2008 No. 563, staffing schedules are subject to annual re-approval.
  • Also, the need for the annual publication of staffing tables is established for the housing and maintenance services of regiments in accordance with the Charter of the Internal Service of the Armed Forces of the Russian Federation, approved. Decree of the President of the Russian Federation “On approval...” dated November 10, 2007 No. 1495.

Approval of the staffing table for the year: how to draw it up correctly

According to Resolution No. 1, the staffing table is approved by order (instruction).

Questions about the need to affix a seal, as well as who must sign the schedule, are covered in our article Is a seal affixed and who signs the staffing schedule?

It is important not just to approve the schedule for the year, but to constantly make changes to it if the actual situation with personnel changes.

Thus, if a cease and desist order has been issued labor relations with an employee in connection with a reduction in staff or numbers, it is necessary that the order to change the staffing table comply with it, since the absence of such changes indicates that a real reduction did not take place, the position continues to exist and the employee can be reinstated at work (cassation determination Sun Udmurt Republic dated September 27, 2010 in case No. 33-3088).

The lack of staffing can be a problem not only when regulating labor relations, but also when interacting with government agencies. Yes, for tax authorities the absence of a schedule is one of the signs that the organization does not carry out business activities (resolution of the Arbitration Court of the Northern Territory of October 4, 2016 No. F07-8043/2016 in case No. A42-8673/2015).

Approved schedules of organizations created with the participation of the Russian Federation are subject to verification by auditors ( guidelines on organizing inspection activities audit commissions JSC with the participation of the Russian Federation, approved. by order of the Federal Property Management Agency dated August 26, 2013 No. 254).

So, when answering the question of when the staffing table is approved, it can be noted that, as a general rule, the staffing table is not subject to mandatory annual re-approval. An exception is made for certain organizations (Ministry of Emergency Situations, armed forces). Correct approval of the staffing table is carried out through the issuance of orders (instructions) from the head of the organization. The actual change in the personnel situation must be properly documented by making changes to the staffing table, which is carried out in compliance with the same procedure that is provided for approving the schedule - by issuing an order (instruction).

The staffing table is a production document that is not created for a long period of time. Changes in staff, decreases or increases in salaries, as well as other circumstances need to be adjusted.

Making changes to the staffing table is a normal procedure and must be carried out in accordance with the law and workers' rights. Important Steps of this process are presented in this article, they will help to prevent errors in the enterprise documentation.

Dear readers! Our articles talk about typical solutions legal issues, but each case is unique.

If you want to know how to solve exactly your problem - contact the online consultant on the right or call free consultation:

Grounds and reasons for making changes

Taking into account the reference book on the qualifications of positions of workers, supervisors and their subordinates, it is the responsibility of labor economist. But not all facilities have this economist, and the boss independently decides who will do this work.

The staffing schedule is usually based on production tasks, as well as the amount of work. Based on these data, staff are recruited and fixed assets are calculated, according to which the salary is determined within the legal norm.

But organizations tend to change, develop, and transform. Changes may involve increasing service areas or adjusting the types of activities. Due to these circumstances, the form of labor changes, which means that workers can be either in surplus or in shortage.

In addition, they can make adjustments to important paper due to changes in tariff rates. The Federal Law is regularly amended minimum size wages, and the management of the organization, if funds allow, can raise the salary by percentage to salary.

The basis for changes in the staffing table can be accounting documentation.

In addition, results that indicate a decrease in profitability or a disruption in supplies may be a reason to lay off some employees. And, if the administrator draws up a document that says about the increasing volume of work due to introduced innovations, then this will be a reason to recruit new people to the staff.

What adjustments can there be?

Adjustments to the state schedule and their order depend on how widespread the changes will be. Basically the changes are as follows:


How to notify employees?

The head of the organization must inform his subordinates about all changes that occur at the site, provided that they are related to the fulfillment of production tasks of employees. Familiarization should occur both during and during the activity.

If the staff schedule changes, but it does not affect the activities of workers, then the boss not obliged to report about this to your employees. This means that if management decides to add additional positions to the staff, then subordinates do not need to know about it.

If a reduction is planned, then those workers need to know about it. whom they decided to fire. The reduction is reported by notification in the form of an order, which the manager must provide to the employees against signature.

Naturally, subordinates should also know about changes in salaries. Those citizens whose salaries will be affected by the changes are brought up to date. Familiarization must be carried out in accordance with Article 74 of the Labor Code.

How often can the staffing table be changed?

The legislation does not stipulate restrictions on the number of possible changes in the staffing table. This means that the head of the organization has the right to make adjustments to the document as much as he wants. But, at the same time, he must act in accordance with the process permitted by law.

If changes are expected in the amount of salary or in the title of the position, then this must be reported within two months.

In the middle of the year, the staff schedule must be changed in two cases:

  • Formation of a new staff schedule.

    • The old schedule is taken as a basis and form another, making some adjustments. They begin work on this document from the middle of the year, or from the beginning.

  • The state's schedule is subject to change.

    • Adjustments are made when considered it is necessary for the manager to do so. The document will indicate the reasons why the document had to be adjusted. In addition, the changes made are recorded.

Can I be fired due to a change in staffing?

When adjustments are made to the staffing table, the manager has the right to fire several employees, and this option is provided for by law (clause 2, article 81 of the Labor Code). The instructions formulate the order of this process.

Hello! Have you ever heard of such a document as the “Staffing Schedule of an Organization”? But this is a document on the basis of which wages are calculated, as well as employees are hired and fired. Now we will try to talk in detail about what functions the SR performs and how to compose it correctly.

What is “Staffing Schedule”

Each of you has been to the HR department of some enterprise at least once in your life. You've probably seen countless folders and personal files of employees. Surely many were interested in how the employees of this department collect and remember information about all positions, employees, etc.

And everything is quite simple. They have a document called a staffing table.

Staffing table (SH)- This normative document, which indicates information about all positions of the enterprise, the number of full-time employees, the size of their tariff rates and the amount of allowances.

In other words, this is a document that contains generalized information about the number of employees of the enterprise and available positions. In addition, the staffing table indicates the salary for each position, taking into account all applicable allowances.
Very often, this document helps enterprise managers during legal proceedings. For example, due to a forced reduction in staff, a worker was fired and he filed for former leaders to court. In this case, the ShR is direct evidence of the legality of the defendant’s actions.

Due to the importance of this document, all pages are numbered, laced and sealed.

  • Download a sample order for approval of the staffing table
  • Download Staffing Form N T-3

Staffing functions

Like any document, the ShR performs a number of functions. The main ones are:

  • Possibility of organizing staff working hours;
  • Calculation of monthly salaries for employees;
  • Official registration of newly hired employees;
  • Remaining the rules of the daily routine;
  • Transfer of registered employees from one position to another, etc.

Staffing table is a mandatory document

Every enterprise has a large number of documentation. There are documents that are maintained without fail, and there are those that are created out of necessity. To the question “Is the ShR a mandatory document?” it is impossible to give a definite answer.

This is due to the fact that the labor code does not require the presence of a labor force at an enterprise. But if we consider this issue based on the requirements of Roskomstat, it turns out that this document is necessary, because it is the primary documentation for accounting for wage payments.

Although the legislation does not stipulate clear rules anywhere, most organizations conduct this type documentation. After all, the main part of government inspections begins with the study of SR.

In fact, the presence of this document makes life easier not only for inspectors, but also for managers, human resources and accounting departments.

What is the validity period of the staffing table?

No official document indicates the exact validity period of the ShR. The manager himself has the right to indicate the period at which this document is drawn up. Most often, it is redone every year and put into effect on January 1. When drawing up the ShR, the date of its validity is indicated. But if you do not specify a date, then the document is considered unlimited and does not need to be redone.

How much and where is the staffing table stored?

Based on the decree of the Federal Archive, ShR, after expiration, must be stored at the enterprise for 3 years. And the shelf life of staff arrangements is 75 years.

Staffing arrangement– an optional document for each enterprise, which is created on the basis of the staffing table. He is mobile version ShR and includes more detailed information about the company’s employees (indicate the full name of the workers, disability group, etc.).

Who makes up

Before starting to create a document, the manager issues an order to change the staffing table, where he appoints an employee who will draw it up.

This can be absolutely any employee of the organization. But most often such work is entrusted to employees of the personnel department, accounting department or labor standards engineer.

How many copies of ShR should be in production?

When compiling a SR, one copy is made. Thus, the original and a copy must be kept in the HR and accounting department.

Change of staffing

Sometimes it is necessary to make changes to the existing SR. This is done in several cases:

  1. If there is a reorganization of the company;
  2. If you need to optimize and improve labor activity control apparatus;
  3. If changes made to legislation require mandatory amendments to the ShR;
  4. In case of changes in staffing positions ;
  5. Changes in position in the staffing table;
  6. Changes in salary in the staffing table.

If the changes are minor and do not require the creation of a new HR, then the manager issues an order to amend the staffing table. After which the responsible employee makes amendments to the current document.

When making changes to the staffing table, management is not required to notify employees in writing.

The second way to make amendments is to create a new ShR.

For any changes to the SR, amendments must be made to work books and personal cards of employees. Before doing this, you must obtain written permission for this action from employees.

For example, if the wording of a job title changes slightly, the employee must be notified in writing. Only after this are changes made to his work book.

If changes concern the amount of salaries, in this case the employee is notified in writing 2 months in advance. These amendments are simultaneously made to the employment contract.

Is there a mandatory staffing form?

To compile the SR, the unified one is most often used. It is a form - a table into which you need to enter data.

Most organizations take the T-3 form as a basis and “customize” it to fit their enterprise. This is permitted, i.e. the unified form of this document is not mandatory.

In cases where the enterprise has state uniform management, then the staffing table is drawn up according to all the rules.

Structure of the organization's staffing table

The SR consists of a “header”, a table and data of the people who signed this document.

The first part of the documents contains the following information:

  • Name of the organization, according to the constituent documents;
  • The start date of the ShR, its number and validity period. Numbering can be assigned arbitrarily.
  • Date and number of the order approving the staffing table;
  • Total staff.

The second part is a collection of data for all positions. We'll look at it a little later.

The third part contains the names and positions of the people who signed this document. Most often this is the head of the personnel department and the chief accountant.

How to create a staffing schedule

We hope that no one had any questions when filling out the “header”, so let’s move on to filling out the table itself.

1 column . Name of the structural unit. They should be listed in order of subordination. For example, administration, secretariat, financial department, accounting, etc.;

2 counts. Department code. We number the divisions from top to bottom (01,02,03, etc.);

3 counts. Job title. Data must be entered into nominative case without abbreviations, in the singular, guided by qualification and tariff directories;

4 counts . Number of staff units. This column indicates how many people of one position the enterprise needs. This value can be either an integer or a fraction. For example, 2.5 could mean that 2 employees will work for full time, and one part-time;

5th Earl . The amount of salary, tariff rate or bonuses. Indicated in rubles for each position. If, for example, there are 2 accountants working, but the manager pays them different salaries, then a single salary is indicated in the staffing table, and additional payments are indicated in the allowance column. That is, the salary of workers in the same position should be the same;

6, 7, 8 columns . Allowances for special working conditions. They may not exist, then dashes are placed in the columns. But if the employee works at night, holidays, cleans the bathroom. knots, etc., then by law he must be paid certain compensation;

9th Earl. In just a month. The data in columns 5,6,7,8 is summed up, and then multiplied by the number of staff units for each position;

10th Earl . Note. A local regulatory act may be indicated on the basis of which wages are paid;

After entering the data, you need to summarize the results 4 And 9 column. Thus, we find out the number of staff units in the staffing table and the monthly wage fund.

Approval of staffing

According to the rules for approving the staffing table, after compiling and checking all the data, the HR is signed by the manager, chief accountant and head of the personnel department. After which the head of the enterprise issues an order to put this document into effect.

Conclusion

SR is not mandatory, but very important document any organization. Based on it, you can either accept a new one. In addition, with its help, wages are calculated for the company's employees.

This document is not strictly regulated, so it can be “customized” for each organization and altered if necessary. This is a lifesaver for a manager during inspections by government agencies.

The staffing table is an important personnel document. This article discusses issues related to the preparation, approval and use of staffing tables.

Are employers required or not required to have a staffing table?

The staffing table is mentioned only in Art. 57 Labor Code of the Russian Federation. According to this article, the employment contract indicates the position, specialty, profession (with qualifications) in accordance with the organization’s staffing table or the specific labor function of the employee.

It follows that if the employment contract defines a position, specialty or profession (as is usually the case), then the employer who entered into such an employment contract with the employee is required to have a staffing table. And vice versa, if in all employment contracts, concluded by a given employer with employees, describes the labor function (i.e., describes the specific work that the employee is required to perform), then there is no need for a staffing table.

In addition, Art. 57 of the Labor Code of the Russian Federation in no case obliges employers to - individuals have a staffing schedule, even if they are e.g. individual entrepreneurs. After all, it directly and unambiguously talks about the “staffing table of the organization.”

If they ask...

Let us note that officials of the Federal Labor Inspectorate may regard the absence of a staffing table (even in cases where it is not required within the meaning of Article 57 of the Labor Code of the Russian Federation) as a violation of labor legislation and fine the employer under Art. 5.27 of the Code of the Russian Federation on Administrative Offences.

Sometimes employment contracts with employees include specific positions, specialties or professions, but there is no staffing table that would confirm the presence of these positions, specialties and professions in the relevant organization.

Is it possible to say that one of the essential conditions of the employment contract - the condition on the labor function - was not agreed upon by the parties? In our opinion, it is impossible.

The staffing table is approved by the local regulatory act of the organization. Consequently, its presence or absence and content depend only on the will of the employer. The responsibility to draw up and approve the staffing schedule lies solely with the employer.

However, the presence or absence of a staffing table, as well as its inconsistency with the employment contract, which is concluded by mutual agreement between the employer and the employee, cannot prevent the employee from exercising his labor rights. Failure by the employer to fulfill its obligation to draw up and approve the staffing table does not affect the terms of the employment contract concluded between the employer and employee.

Thus, an employment contract that specifies a specific position, specialty or profession cannot be considered not concluded solely on the grounds that the employer does not have a staffing table. The employee will perform labor function provided for in such an employment contract (i.e., work in the position, specialty or profession established in the contract).

Sometimes employees are hired for positions not covered by the organization’s existing staffing table. The contradiction between the staffing table and the employment contract must be resolved in favor of the latter (Article 8 of the Labor Code of the Russian Federation), at least in relation to this employee. The employee is considered hired for the position, specialty or profession established in the employment contract.

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

The staffing table is a local regulatory act of the employer (Article 8 of the Labor Code of the Russian Federation). Labor legislation does not provide that the staffing table is approved taking into account the opinion of the representative body of workers.

The employer independently approves the staffing table (for example, by order or directive of the head of the organization), and independently decides on its changes and additions.

Changes to the staffing table can be made by the employer as often as desired. In the event of a dispute regarding the dismissal of employees due to staff reduction, the advisability of changing the staffing table is not considered by the courts.

The form of the staffing table - unified form No. T-3 “Staffing table” - was approved by Resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1 “On approval of unified forms of primary accounting documentation for recording labor and its payment.” Employers typically use this form.

Some experts in the field of labor legislation believe that the use of this particular form is strictly mandatory for employers, and “any self-will” this issue can threaten the organization with innumerable troubles.

The thesis about the mandatory nature of the unified form No. T-3 “Staffing table” was born on the basis of Art. 9 Federal Law dated November 21, 1996 No. 129-FZ “On Accounting”.

According to this article, primary accounting documents are accepted for accounting if they are compiled in accordance with the form contained in the albums of unified forms of primary accounting documentation. And only documents whose form is not provided for in these albums can be compiled in free form, but must contain all the details specified in Art. 9 of the Law “On Accounting”.

By Decree of the Government of the Russian Federation dated July 8, 1997 No. 835 “On primary accounting documents,” the development and approval of albums of unified forms of primary accounting documentation was entrusted to the State Statistics Committee of Russia (currently - federal Service state statistics).

Hence the conclusion is drawn that if the State Statistics Committee of Russia has approved any unified form, then it is subject to mandatory application.

However, the most important thing is overlooked here - the State Statistics Committee of Russia was authorized by the Government of the Russian Federation to approve unified forms primary documents. What is a primary document?

A primary document can only be recognized as a document that formalizes any business transaction of an organization that is subject to reflection in accounting.

But no staffing schedules are drawn up business transactions organizations. No accounting entries are made on the basis of the staffing table (even the wages of temporary workers are calculated not on the basis of the staffing table, but on the basis of the working time sheet).

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

Unified Form No. T-3 “Staffing Schedule” can only be considered advisory.

Failure to use a unified form of staffing does not constitute a violation of labor laws or accounting laws.

For those employers who use a unified staffing form, we provide an example of how to fill it out (see below).

When filling out a unified staffing form, questions may arise regarding the procedure for filling out column 4, which indicates the number of staff units. If the organization provides for the maintenance of an incomplete staff unit, when filling out column 4, the number of incomplete staff units is indicated in the appropriate proportions, for example 0.25 (see Instructions for the use and completion of primary accounting documentation forms, approved by the Resolution of the State Statistics Committee of Russia dated 01/05/2004 No. 1).

Very often, employers encounter difficulties when filling out columns 5-9, which reflect the employee’s salary. Let's try to figure them out.

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

If the amount of percentages and coefficients changes, then, in our opinion, it would not be a mistake to put dashes in the corresponding columns, and in column 10 to make a link to the document that regulates the change in these percentages and coefficients.

For example, the percentage bonus for workers in the Far North varies depending on the length of their “northern” experience. Therefore, when filling out the unified staffing table form, you can put dashes in columns 6 - 8 (if there are no other allowances), and in column 10 you can make a reference to the relevant regulatory legal act that regulates the establishment of percentage wage increases for employees of the Far North.

Other incentive payments, except for bonuses, are not shown in the unified staffing table form. That is, there is no need to reflect bonuses and other incentive payments that are not allowances in the unified staffing table.

It is unclear what exactly the bonuses did to earn the right to be included in the unified form of staffing. Moreover, official definition There is no allowance in Russian labor legislation.

Calculating the total in columns 5-9 is possible only when tariff rates and allowances are set in the same units for the same period of time.

If in the corresponding columns, in addition to rubles, percentages and coefficients are used, and the organization uses not only a time-based, but also a piece-rate wage system, then it is not possible to derive the total from columns 5 - 9 of the unified staffing table form.

The names of positions, professions and specialties that appear in the organization’s staffing table are established by the employer independently.

If the performance of work in certain positions, specialties or professions is associated with the provision of any benefits or the presence of restrictions, then these positions, specialties and professions and qualification requirements they must comply with the names and requirements specified in the qualification reference books (Article 57 of the Labor Code of the Russian Federation). Qualification reference books are approved in the manner established by the Government of the Russian Federation.

If such professions and positions are not listed in the reference books, then in the organization’s staffing table (and in employment contracts), the names of professions and positions, in our opinion, should be indicated in accordance with the regulatory legal act providing benefits or imposing restrictions. Labor legislation Russia contains a fairly large number of regulatory legal acts that provide benefits and restrictions for various categories workers. Therefore, when drawing up the staffing table, it is better for the employer to adhere to the relevant qualification directories.


The staffing table is a clear confirmation of the fact that sometimes regulations are drawn up not as required by law, but because it is in the interests of business. Yes, yes, the presence of this document is not required by law. And yet, it exists in many, especially large, companies. In this article, we examine important questions: why do we need a staffing table, how to draw it up correctly, who should approve how long it is valid and, most importantly, is it really possible to work without a “staffing table”.

From this article you will learn:

Why do you need staffing in an organization?

“Personnel decide everything,” it says Soviet times, but has not lost its relevance in the modern business world. Indeed, if we compare an organization with a living organism, then the staffing table will serve as a skeleton in it - a structure onto which personnel are “built up”: workers, managers, leaders at various levels.

How many employees does the company need in total? How many of them should be in leadership positions? How many units are required? What are the growth prospects? How much should all these people be paid? If you ask such questions chaotically, running a business will be difficult. But when there is staffing, the picture becomes much clearer. So, the first reason for drawing up a “staff” is practical, it helps:

  • Form a clear structure of the organization.
  • Recruit an effective team and always respond to vacancies in a timely manner.
  • Manage the payroll and control wages.

indicate specific names employees in ShR are not required. This is a structural document on the basis of which the employment service fills the staff with employees. When an employee is hired or after he or she leaves, the basic schedule does not change.

Another important reason is related to possible inspections. At first sight, Labor Code does not oblige employers to draw up a SR: you can write down job titles, job responsibilities and salaries in employment contracts. On the other hand, there are a number of legislative acts, the requirements of which are quite difficult to comply with without a staffing table.

For example, from Articles 15 and 57 of the Labor Code it is clear that if according to labor agreement the employee performs the duties associated with a specific position, this position must comply with the SR. In other words, if the contract states that a person has been hired for the position of office manager, the staff must contain this position. If so, it is worth paying due attention to this document.

The presence of HR imposes certain obligations on the personnel service. So, if a position is listed in the schedule, an employee must be assigned to it. If a position is vacant, the HR department should know about it and look for a person. Otherwise, there may be sanctions during the inspection, because this will violate the requirements of Law No. 1032-1 of April 19, 1991.

It is also worth noting that the staffing table refers to primary accounting documents. It may be asked for during a tax audit, since it is convenient to use it to check salaries and payroll.

Who develops and compiles

The question of who should develop the staffing schedule is one of the most frequently asked questions on HR forums. And this is not surprising, because there are no legally approved standards regarding SR. On this basis, a professional joke even appeared: “The staffing table is drawn up by the person who occupies the corresponding position according to the staffing table.”

But seriously, you should take into account the peculiarity of this document - it combines personnel issues with financial ones. Therefore, it is logical for the structure of the organization and job titles to be written down by HR specialists, and economists or accountants to deal with the columns relating to the tariff rate, allowances and other financial issues.

Topic of the issue

Also read about how to safely pay for work on holidays and days off, how to behave during a GIT inspection, and what conditions need to be urgently removed from your employees’ employment contracts.

Filling Features

If the specifics of the company involve the use of temporary or seasonal workers, it is worth adding the SR with the column “Duration of work”. If there are employees who work in hazardous conditions, their job titles must match those listed in government classifications and other regulations.

If the staffing table is drawn up and approved, the names of positions in employment contracts must coincide with those specified in the SR.

Divisions in the staffing table

It is advisable to provide for all divisions of the organization in the staffing table: from departments to branches. This means that if a company has branches, including in different cities, it is not necessary to develop separate documents for them; it is enough, basically, for the ShR to fill out columns 1 to 10 for each division.

How to approve

The staffing table is approved by the head of the company or an employee who has such authority (this must be indicated in the constituent documents).

It is necessary to issue an order approving the staffing table, and in the document, in the approval stamp, put down information about the order: its number and the date of entry into force.

Shelf life

Like other organizational and regulatory documents of the company, the staffing table has a certain shelf life. To determine how long this document should be stored, we turn to the order of the Ministry of Culture No. 558 of 08/25/2010. It contains several positions related to ShR:

  • Staffing schedules and changes to them are stored permanently if they are developed at the same enterprise. If on the side, then the shelf life is only 3 years.
  • ShR projects and working documents for the preparation of such documentation - 5 years.
  • Internal correspondence related to changes in the SR must be retained for 3 years after these changes have been adopted.
  • The related document (staffing arrangements) should be kept for 75 years.