The staffing table is prepared in a unified form. Organization staffing planning

Staffing: form and content

A special local act is the staffing table. This is a very important and mandatory document.

Attention, do not confuse!

Employers sometimes draw up documents “similar” to the staffing table: “Structure and staffing” or “Positions and staffing”. These documents are not identical to the staffing table, and their presence does not exclude the obligation of the employer to maintain a staffing table. Document "Structure and staffing" contains a list of structural units according to the degree of importance for the enterprise (first administration, followed by accounting, after production units, etc.). Within the structural divisions, a list of positions is given in a hierarchical order, indicating in the corresponding column the number of staff units for each position.

Document "Substitution of positions and staffing" - This is a working version of the staffing table. It is compiled on the basis of the staffing table, and the surnames and initials (or surnames, first names and patronymics) of employees are entered in it opposite each position provided for by the staffing table.

The form and content of the staffing table

The State Statistics Committee of the Russian Federation, by resolution of 01/05/2004 N 1, approved a unified form of staffing - form No. T-3.

According to part 4 of Art. 9 of the Federal Law of December 6, 2011 N 402-FZ “On Accounting” (hereinafter referred to as the Accounting Law), which entered into force on January 1, 2013: “Forms of Primary Accounting Documents approves the head of the economic entity on the proposal of the official responsible for accounting. Forms of primary accounting documents for public sector organizations are established in accordance with the budgetary legislation of the Russian Federation.

Guided by this provision, now employers independently approve the form of the staffing table.

However, today they, as a rule, take for themselves the same form that was approved by the State Statistics Committee, while sometimes supplementing it with the columns and columns they need.

Let's take a look at the "original source".

It is this form that employers usually take as a basis when developing their version.

Instructions for filling out primary personnel documentation (to the Decree of the State Statistics Committee of the Russian Federation dated 01/05/2004 N 1) contain recommendations on the design of the staffing table, which are quite applicable to those cases when employers improve the form of the staffing table:

“When filling in column 4, the number of staff units for the relevant positions (professions), for which the content of an incomplete staff unit is provided for, taking into account the peculiarities of part-time work in accordance with the current legislation of the Russian Federation, is indicated in the appropriate shares, for example, 0.25; 0.5; 2.75 etc.

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, labor contracts, agreements and local regulations of the organization.

Columns 6-8 "Additional allowances" show incentive and compensatory payments (bonuses, allowances, additional payments, incentive payments) established by the current legislation of the Russian Federation (for example, northern allowances, allowances for an academic degree, etc.), as well as those introduced at the discretion of the organization (for example, related to the regime or working conditions).

If it is impossible for the organization to fill in columns 5–9 in ruble terms due to the use of other wage systems (tariff-free, mixed, etc.) in accordance with the current legislation of the Russian Federation, these columns are filled in the appropriate units of measurement (for example, in percentages, coefficients, etc.). ).

Approved by an order (instruction) signed by the head of the organization or a person authorized by him».

When developing and approving its form of staffing, the employer can supplement the form with new columns and columns he needs (for example, to include information about bonuses, piecework payment system).

When filling out the staffing form, it is important to control that the information (salaries, number of staff units, job titles) correspond to the real state of affairs and other documents, and do not contradict the law.

Structural divisions in the staffing table

The names of structural units are written in full, without abbreviations.

In what order are the departments listed? The law does not answer this question, leaving it to the discretion of employers. In practice, various approaches are used:

In order of importance (first administration, followed by accounting, then production units, etc.),

In order of decreasing the number of structural units,

In alphabet order.

Some companies adopt instructions for personnel records management, in which, among other nuances of filling out personnel documentation, the sequence of indicating structural units in the staffing table is also determined.

If the employer has a small number of employees and there are simply no structural divisions, then column 1 can be omitted. Also in practice, in such cases, dashes can be placed.

Some employers do not include in the staff list such structural units as branches and representative offices, mistakenly believing that they should have their own separate staffing tables. This is not true.

The staff list must be maintained by the employer.

We believe that branches and representative offices should not approve their staffing tables, since they are not independent legal entities, independent employers (Article 20 of the Labor Code of the Russian Federation).

The organization's staffing table should reflect the entire structure of the organization, all its divisions, including branches and representative offices.

For the convenience of work for branches and representative offices, copies of the staff list or extracts from it are made.

AT column "code" indicate the codes of structural divisions that are assigned by the employer. Codes allow you to easily determine the place of each department or group in the overall structure of the organization.

Name of positions, professions, specialties in the staff list

The name of each position (specialty, profession) is indicated in full, without abbreviations.

According to part 2 of Art. 57 of the Labor Code of the Russian Federation, if in accordance with the Labor Code of the Russian Federation, other federal laws, 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 the requirements specified in the qualification reference books approved in the manner established by the Government of the Russian Federation, or the relevant provisions of professional standards.

Positions (specialties, professions) are usually indicated by seniority, that is, in a hierarchical order: manager, deputies, specialists, technical performers, etc.

If there are positions (specialties, professions) that do not belong to any structural unit, then they can be registered as “other personnel”.

Salary of employees in the staffing table

You can not set wages below the legal minimum.

According to part 3 of Art. 133 of the Labor Code of the Russian Federation, the monthly salary of an employee who has fully worked out the norm of working hours for this period and fulfilled labor standards (labor duties) cannot be lower than the minimum wage.

According to Part 11 of Art. 133.1 of the Labor Code of the Russian Federation, the monthly salary of an employee working in the territory of the corresponding constituent entity of the Russian Federation and having an employment relationship with an employer in respect of which a regional agreement on the minimum wage is in force cannot be lower than the minimum wage in this constituent entity of the Russian Federation, provided that that the specified employee has fully worked out the norm of working hours for this period and fulfilled labor norms (labor duties).

On the staffing table it is impossible to set different salaries for the same positions and “forks” of salaries.

According to Art. 22 of the Labor Code of the Russian Federation, the employer is obliged to provide employees with equal pay for work of equal value, so if you set different salaries for two accountants working under the same job description (i.e. with the same job responsibilities), then, in our opinion, this will not comply law.

Some employers set salary "forks" in the staffing table, i.e. in the column where the salary should be indicated, they write, for example, “from 20,000 to 30,000”.

The labor legislation does not provide for the possibility of establishing "forks" of salaries.

According to Art. 129 of the Labor Code of the Russian Federation salary (official salary) - a fixed amount of remuneration of an employee for the performance of labor (official) duties of a certain complexity for a calendar month, excluding compensation, incentives and social payments.

According to Art. 57 of the Labor Code of the Russian Federation, the conditions for remuneration of labor (including the size of the tariff rate or salary (official salary) of the employee, additional payments, allowances and incentive payments) are mandatory for inclusion in an employment contract.

If you set a "fork" salary in the staff list and then also in the employee's employment contract, then, in our opinion, this will not comply with the law. You can get out of this situation legally by setting a fixed salary and appropriate allowances and bonuses.

The book is intended for the most part for beginners in personnel office work, but it will also be very useful for experienced professionals with experience who conduct personnel work in organizations and entrepreneurs. The first volume describes in detail the execution of various personnel documents, the hiring of employees, transfers to another job and other changes in the terms of the employment contract (by agreement of the parties and at the initiative of the employer), the movement of employees to another workplace, suspension from work, instructions additional work for an employee in the order of combining positions (professions), expanding service areas, increasing the volume of work, fulfilling the duties of a temporarily absent employee, concerns the protection of the employer’s trade secrets and personal data of employees.

The company is a living organism, therefore, it needs to adjust the schedule and work schedule. A document such as a staffing table is no exception. The need to amend it (rename the position, add or reduce) is due to a number of reasons: reorganization of the structure, changes in the wage fund, modernization or decline in production. This has its own procedure and standard patterns of orders.

Staffing - the basis of the enterprise

It is the introduction of changes in the staffing table that is the starting point for the implementation of specific transformations in the enterprise. We are talking not only about changes in the work schedule, because with any changes in the system it is very important to take into account the productivity and effectiveness of employees - these indicators should not be lower than the previous ones for the same period.

The management of the company can avoid unpleasant situations, in particular labor disputes, claims from regulatory authorities, if they take responsibility for the process of registration of changes in the state.

When the staffing table changes, an appropriate order is issued.

On what grounds are staffing changes

Changes to the staffing table are made in the following cases:

1. Transformation (modification) of the company, which requires the exclusion of certain positions or the introduction of new ones.
2. Downsizing when there is a need to reduce the number of full-time employees.
3. Business development that involves the recruitment of new employees.
4. Raising or lowering the payroll.
5. Reorganization processes in the enterprise.
6. Correction of job titles.

This list is not limited to the cases presented, but these are the most common in practice.

The standard form of staffing is used in both private and public enterprises

Are there exceptions and limitations under the law

The regulatory requirements of the Labor Code relate to the reasons why the quality and size of the staff may be changed.

As for the restrictions, if they do not contradict the basic requirements of the statutory documents of the enterprise (type of activity, sphere of production of goods or provision of services, manufacturing technology, etc.), each enterprise has the right to make any adjustments and changes in terms of the situation.

Who should draw up the staffing table and make changes

The legislation does not clearly indicate who should be in charge of staffing. One way or another, everyone can participate in the recruitment of personnel. Even ordinary employees have the right to file petitions for the need to abolish and introduce rates, transfer to another position. Technically, the staffing table is the one on whom the management has entrusted such a duty. Usually this is a personnel officer, economist or accountant. In small enterprises, the founder himself is in charge of staffing.

How to make changes to the staffing table

The procedure and execution of the order will differ slightly depending on the reason for which the changes are made.

Salary increase and decrease

The primary basis for bringing the increase in the salaries of company employees into the legal field is the issuance of an appropriate order, which should indicate:

1. The list of positions for which the salary increase will be made.
2. The size of the new salaries (specifically for each position).
3. The exact date the changes were made.

Both parties to the employment relationship sign an agreement to the employment contract regarding the increase in salary, on the basis of which an order is issued. Many managers use a unified form, but labor legislation allows this document to be drawn up in a free form acceptable to a given enterprise, taking into account its specifics.

All issues related to payment are one of the foundations of the employment relationship. The employer must attach great importance to this, especially in terms of fulfilling legal requirements. Based on this, after documenting the salary increase for employees, appropriate adjustments should be made to the labor contract. Those affected by the changes must be familiarized with the order, confirming this with their signature.

Changes in wages are made to the staffing table by order

In the case of a salary reduction, of course, the relations of the subjects become much more complicated. It may be legal to reduce pay without the consent of the employee in cases caused by specific technological or economic reasons. Although this is not a comforting factor for an employee to be laid off.

It is not uncommon for a manager to behave incorrectly, offering in a forced tone to conclude an additional employment contract to reduce wages. Moreover, he does this by exceeding his powers and taking advantage of his official position. If the employee does not agree, the manager allows himself to threaten worsening working conditions or even dismissal. Such cases are clearly regarded as a violation of labor laws and, of course, are the reason for filing a lawsuit in court. Such moments exacerbate labor disputes and bring them to a level where it is impossible to deal with them otherwise.

Company reorganization and staff optimization: entry, exit and replacement of positions

During the period of reorganization, new positions are introduced into the staff list and those that are not of interest to the enterprise are excluded. With new positions, the issue is understandable, because there are enough people who want to take them at present. But with reduced or out-of-staff workers, everything is much more complicated.

Downsizing and liquidation of departments

The administration of the enterprise is obliged to prepare a memo on the upcoming reduction two months before the event. A dismissed employee is paid a severance pay - the average monthly salary within two months from the moment of termination of the employment relationship.

In the order to reduce the number of the labor collective, the following data must be indicated:

1. List of cut positions.
2. The exact date of the cut.

Both individual positions and entire departments can be made redundant.

A very important point that employers should take into account are the categories of employees that are not subject to reduction.

When renaming positions, the manager must also notify the employee in writing 2 months before the changes are made (Article 74 of the Labor Code of the Russian Federation).

The presence of vacancies is the most painless way out in case of reduction, because the employer will not have to experience unnecessary negative emotions when he is forced to deprive a person of work. If unoccupied positions fall under the reduction, an act is drawn up on the basis of which changes are made.

Video: legal advice on redundancy dismissal; categories of persons who cannot be reduced

Introduction of new staff units and departments

The order on the introduction of new positions contains the following information:

1. Job title. If a whole department is entered, its name and a list of positions are indicated.
2. The exact date the change will take effect.

In this case, the moment of issuing the order coincides with the moment of regular innovations. This is possible because these changes do not affect the fate of the employees of the enterprise. First of all, personnel officers who will be involved in the development of job descriptions are introduced to innovations.

If control over the execution of the order is assigned to specific employees, they sign that they are familiar with it

Procedure for renaming a position

A new job title often occurs in the field of labor relations, in production and administrative processes. For example, we can recall that in the recent past, the position of a merchandiser was very common in trade. Now such an interpretation is unlikely to remain, it has been replaced by the concept of "manager".

So, when renaming a position, the change occurs, as they say, without unnecessary movements. An order is issued according to the same principle as with the introduction of a new staff unit, with the only difference being that the document must indicate the previous title of the position, and then the new one.

In a situation where an employee works in a position, the name change is carried out with his knowledge and consent. An experienced leader will always find a common language with subordinates and will be able to clearly explain the reason for the changes and thoroughly argue. If the transformations are caused by serious technological and organizational factors, the employer has the right to make changes even without the consent of the employee (Article 74 of the Labor Code of the Russian Federation). Further, both parties sign an agreement regarding the modification of the title of the position. After that, an appropriate order is issued. The personnel officer enters information into the personal card and work book of the employee.

Sometimes the renaming of a position is included in a whole group of staffing changes, all of them can be entered in one order

Methodology for making changes to the staffing table

Before making changes, the head of a department or other structural unit prepares a memorandum addressed to the head of the company with a detailed justification and economic calculations.

Rules for drawing up an order

The order is issued on the basis of Art. 74 of the Labor Code of the Russian Federation, as a rule, it is called “On Amendments to the Staff List” or “On Partial ...”. The ascertaining part is filled with arguments at the level of the given enterprise, the nuances of the changes are specified.

On the letterhead, the head issues an order. The text of this document consists of two parts: statement and order. The first part is the legal basis and reason, the second is specific changes indicating the deadlines and those responsible for execution.

If the company is a complex structure with a large staff, job titles may be repeated. Therefore, in the order it is necessary to indicate not only the position, but also a specific structural unit.

Employee notification

The content of the order of the document must be communicated to all staff members who are affected by the innovation. They should carefully read it, take note and sign on the back.

If an employee needs an extract from the schedule, it is issued on the basis of Art. 62 of the Labor Code of the Russian Federation. The extract contains information about payments for a specific position. Guided by Art. 88 of the Labor Code of the Russian Federation, information on the salaries of other employees is not indicated in the extract.

When is a new schedule approved?

With partial, minor corrections, changes are made to separate columns of the current document. With significant modifications, it becomes necessary to develop a new schedule of staff.

Usually staffing is compiled for a period of one year. If you need to rename a position or introduce a new one in the middle of the year, changes are made to the staffing table by order. The number of repeated changes is not limited by law. And it will be possible to draw up a new staffing table for next year.

If the staffing changes are global, it is easier to abolish the old one and draw up a new document

Rationale for changes: memo

The management of the enterprise is preparing a service letter addressed to employees. It contains a respectful address and a detailed explanation of the need for changes, especially when it comes to downsizing. The note suggests ways out of the situation. This may be an offer to take another position.

The form of compiling and filling out a memo is arbitrary

If the upcoming reduction is caused by serious technological circumstances, the employer has the right to reduce the position without the consent of the employee. However, this fact does not exclude the requirement for a memo to be written by the head. In this case, he must show respect and tact, especially in relation to employees who conscientiously performed their duties. There is a human factor here, when an employee receives a moral injury due to the loss of a job. It is the manifestation of delicacy that will not allow aggravating the already difficult situation of a person, which means it will not cause protest in him and will not force him to take an extreme step - filing a lawsuit.

Changes to the staffing table must first of all be justified. The information must be brought to the knowledge of employees, and the person who is entrusted with the responsibility of performing control must report on the results of the work done. The employer must have the basics of legal literacy and avoid unnecessary labor disputes, because there are more vulnerable categories of workers who are insured against falling into the redundant list.

Employees of the personnel service 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, a labor function - work by position in accordance with the staff list, profession, specialty, indicating qualifications; a specific type of work assigned to an employee ... If, in accordance with the Labor Code of the Russian Federation, other federal laws, 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 comply the names and requirements specified in the qualification reference books 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, clause 91 of the Guidelines on the procedure for appointing, conducting documentary on-site 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, provides that the FSS, in order to confirm the correctness of the calculation of insurance premiums for compulsory 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 employees, refers to this document to establish the names of the structural divisions of the institution and the correspondence of the job titles.
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 dated 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 as a rule, in accordance with the staffing of the organization.
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 the staffing tables of employees of budgetary and state institutions of the Ministry of Emergency Situations and civilian personnel of rescue military units of the Ministry of Emergency Situations;
- Order of Spetsstroy of the Russian Federation dated 03.12.2010 N 540 determines 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 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 financed from different levels of budgets, as a rule, choose the names of structural units on their own, 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.

Note. 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 of a municipal formation, one should use the names of the positions of the municipal service provided for by the register of positions of the municipal service in the constituent entity of the Russian Federation (clause 3, article 6 of the Federal Law of 02.03.2007 N 25-ФЗ “On municipal service in the 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 - 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 staff list.
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 for economic activity as a percentage of the average annual number of convicts contained in them - approved by the Decree of the Government of the Russian Federation of 12.08.1994 No. 922;
- employees of state and municipal institutions of cultural and leisure type and libraries - approved by 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, the department of anesthesiology and resuscitation of a medical organization - are given in appendices 2 and 5 to the Procedure for providing 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 dated 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, labor 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 salaries for the professions of workers and official salaries for the positions of employees of territorial bodies and subordinate organizations of the state courier service are established by Order of the State Fiscal Service of the Russian Federation dated August 29, 2008 N 262.
Columns 6-8 reflect allowances, incentive and compensation payments: additional payments and allowances of a compensatory nature, bonuses and other incentive payments. That is, if employees perform their work in hazardous working conditions, one of these columns must be called “Extra charge for working in hazardous working conditions”, and below indicate the specific amount of this allowance.

Note. 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 types of work with normal working conditions.

Allowances in the staffing table can be set in rubles, percentages or coefficients. In the event of a change in the size of the latter, dashes can be put 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 correctly indicate the amount of hourly wages of an employee in the staffing table? The condition on 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 wage / Piecework-bonus wages" (depending on which wage scheme the employee works) and give a link to the internal document regulating the amount of wages (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

As a general rule, the staffing table 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 regulatory legal acts may establish a special procedure for approving the staffing table. 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:
- by state institutions (with the exception of state institutions of central subordination, territorial divisions of the State Fire Service of the Ministry of Emergencies and the State Inspectorate for Small Vessels of the Ministry of Emergencies) - 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, positions and professions not provided for by the staffing list or staffing standards are introduced, official salaries (tariff rates) are incorrectly set, or other shortcomings are identified, the registration of staffing tables is carried out only after the elimination of these violations (p 22 of the Procedure for Approving the 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 labor law norms, within their competence in accordance with labor legislation. However, in certain cases established by the 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 staff list 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 staff list.
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 formalized by applying in the upper right corner of the title page an inscription about the number under which this staffing table is registered in the staffing register, the number 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, the 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 a legal entity, which means it will not be an employer for employees. 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 the 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

The storage periods for documents generated in the course of the activities of state bodies, 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 dated August 25, 2010 N 558. Subparagraph “a” of paragraph 71 of the named list establishes that organizations and changes to them are stored at the place of development and approval permanently.
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.

Although the obligation to fill out the staff list is not fixed by law, the inspection bodies mainly regard its absence as a violation of the laws. To avoid misunderstandings, managers should not neglect this important primary document. If only because it is useful for businesses in many ways. Let's figure out which ones, and also briefly consider the rules for filling out the T-3 form.

The staffing table is a regulatory document, the correctness of filling which is legally enshrined in the Resolution "On approval of unified forms of primary accounting documentation for accounting for labor and its payment" dated January 5, 2004.

The terms used in the Decree are provided for by the Labor Code of the Russian Federation. Staff - the composition of the employees of this organization, which is planned to be available at a certain period of time.

Therefore, the staffing reflects the following points:

• the structure of the enterprise (hierarchical subordination of individual workshops or horizontal interaction);
• staffing (list of positions necessary for the normal functioning of the enterprise);
• number of employees;
• wages and bonuses.

Why do you need staffing?

Let's note some positive points:

• staffing facilitates personnel analysis of the enterprise;
• allows you to see a complete picture of the remuneration of employees;
• recruitment or dismissal of employees is carried out in accordance with the staffing table;
• disputes relating to the reduction in the number of employees or the refusal of employment are resolved in court;
• an employment contract is drawn up on the basis of staffing data (Labor Code of the Russian Federation, Articles 15 and 57).

An example of a staffing table in the T-3 form

Form T-3: how to fill out?

How to fill out the T-3 form correctly? The "cap" or the top of the staffing table includes the following items:

• name of company. Must exactly match the name specified in the constituent documents of the organization;
• OKPO code;
• Document Number. Each company may use its own document numbering system. And staffing is no exception. The number may contain an alphanumeric designation or just a numeric one;
• date of compilation (not to be confused with the date of commencement of action - see the next paragraph);
• validity period (for staffing, usually a year);
• date and number of the order enacting the staffing table.

The order of filling in the columns (the item number corresponds to the column number in the table of the T-3 form).

Columns 6 to 8 are filled in rubles or percentages. These columns contain data on all kinds of salary increments. The amount of allowances depends on many factors, for example:

• certain (harmful) working conditions;
• non-standard mode of operation;
• systems of bonuses and encouragement at a particular enterprise;
• norms established by the legislation of the Russian Federation.

Column 9 is calculated. The product of the data of column 4 and the sum of the data of columns from the 5th to the 8th inclusive is entered into it.

The procedure for compiling and approving the T-3 form

The qualification directory of positions imposes the obligation to draw up a staff list for a labor economist. Due to the frequent absence of such a position at the enterprise, sometimes this document is compiled by an employee of the personnel department. In those enterprises where there are no personnel workers, the T-3 form is usually filled out by accounting staff or even a manager.

Regardless of who filled out and compiled the staffing table, it must be certified and signed by the chief accountant and head of the enterprise.

The head of the enterprise approves the drawn up document. For this, an order is required. The order number is entered in a separate column of the T-3 form. This column is also the final one for the number of staff units of the enterprise and the monthly payroll. The order indicates the date of entry into force of the staffing table.

Form T-3 is usually drawn up for a period of one year. However, in large enterprises, this period may be less than a year. In addition, in order not to draw up a new staffing table during the year, the enterprise has the right to make changes to an already drawn up document. Such changes are formalized by order of the head. The order must indicate the rationale for the changes, for example, reorganization, reduction or expansion of production.

The direct need to maintain this documentation is not established by law, but Article 15 and Article 57 of the Labor Code of the Russian Federation indicate that official work at the enterprise is determined by the staffing table on which the employment contract is based.

First of all, the details are indicated in the text (Name of organization, OKPO, document number and date). Further, all information is included in the table.:

What are the established standards?

The only regulatory requirement is to maintain the document in accordance with the unified form No. T-3.

Reference. The staffing table can be compiled by any employee in the organization if this function is assigned to him. But for this, the corresponding order of the leadership is issued without fail.

Where can I find the manual and what does it contain?

The legislation does not set a framework for the duration of the document. But, as a rule, it is painted for one calendar year. In order to simplify this process, an instruction for office work is being created. The instructions contain the following information:

Useful video

What is a staffing table and how to draw it up correctly - a detailed video:

Conclusion

The staffing table is an important document in any company.. Its presence is mandatory, but there are no strict requirements for the design and content of the legislation. During inspections, labor and tax inspectorates may request it, and, in case of absence, fine the enterprise.

In addition, papers can become evidence of the legitimacy of the employer's behavior during layoffs and reductions, if the case goes to court. Therefore, a competent approach to record keeping will only benefit the company.