Find out how to draw up and approve an organization's schedule, as well as make the necessary changes to the document without breaking the law. Step-by-step instructions, recommendations for filling out the T-3 form and a completed sample are in the article.

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Who develops the staffing schedule?

The staffing table of the enterprise reflects its structure, personnel composition, number of personnel and salaries for all positions. It is one of the conditionally mandatory regulatory documents: on the one hand, the Labor Code of the Russian Federation does not require drawing up a staffing table, on the other hand, there are strong arguments in favor of its preparation.

Why do you need staffing?

Based on the staffing table, the number of employees required by the organization to fill positions and the size of the budget for personnel maintenance are determined; the cost of production is confirmed.

They also turn to him when assessing the workload of departments or individual employees, developing and clarifying job descriptions, and resolving strategic personnel issues.

The formation of the staffing table is usually entrusted to the personnel officer or a clerk, sometimes a chief accountant.

Attention! Federal government institutions compulsorily draw up staffing (see the regulations approved by Decree of the Government of the Russian Federation No. 583 of August 5, 2008), and regional ones - in accordance with the standards established by local authorities.

Read in the "Personnel System":

• Staffing table - 2019. Three tips from the Ministry of Labor on drawing up

How to create a staffing schedule: step-by-step instructions

The staffing table contains information about the personnel structure of the organization, including vacant positions. When developing a document, do not confuse it with the staffing structure, which, most often, reflects only occupied staff units indicating the full name, personnel numbers and other information about the specific employees who occupy them.

Follow the instructions:

Step 1: Select a shape. Can be used or develop your own form, supplemented and adapted to the needs of a specific company (Law No. 402-FZ of December 6, 2011, letter of the Ministry of Finance of Russia No. PZ-10/2012 of December 4, 2012).

Step 2. Specify structural divisions, including separate branches and representative offices. Make sure that the document reflects all services, departments, workshops, sites and other structural units available in the organization. What exactly should be taken into account as a separate division is indicated in the resolution of the Plenum of the Supreme Court of the Russian Federation No. 2 dated March 17, 2004.

Step 3. Determine staffing levels. Consider industry and cross-industry labor standards, as well as the structure, scope and functions of the company. To determine the number of personnel based on current standards, a simple formula is used:

Step 4. Enter job titles: they must correspond to the labor functions of employees (Article 57 of the Labor Code of the Russian Federation). If you indicate vacant positions for which admission will be open in a few months or years, report them to the employment service once a month (see Law No. 1032-1 of April 19, 1991).

Step 5. Indicate the number of staff positions for each position. The number of staff positions does not have to be reflected in whole numbers. For example, you can provide 0.5, 0.7 staff units.

Step 6. Reflect the salary amounts (tariff rates). The document indicates the monthly salary for each position, taking into account all the required allowances in ruble terms. Sometimes it is impossible to indicate the salary in rubles - for example, if an hourly wage rate is established. In this case, the size of the hourly rate is prescribed and in the “Notes” column it is necessary to indicate that the hourly rate has been established.

Step 7. Sign and approve the document. Certify the completed form with the signature of the person responsible for personnel records and the chief accountant, and then submit it to the head of the organization for approval.

Question from practice

How to write correctly in official documents: according to the “staffing table” or “staffing table”?

The correct option is according to staffing schedule

After the preposition “according to” a word is always placed in the dative case (answers questions to whom? what?). The use of the genitive case, which, unfortunately, is often used by personnel officers and clerks, in this case violates the norms of the Russian language.

★ In order to fill out details of personnel documents according to the new GOST without errors, read the recommendations of the Personnel System.

How to approve staffing schedule

The document, certified by the signatures of the head of the human resources department and the chief accountant, is approved by the head of the company. Issue an order in any form, adhering to the requirements of GOST R 7.0.97-2016.

Order on approval of the staffing table (fragment)

The law does not require that staff be familiarized with the staffing table or the order for its approval. However, such a norm may be provided for by a collective agreement or internal rules of the company (see letter of Rostrud No. PG/4653-6-1 dated May 15, 2014).

To avoid confusion, write down the approval procedure in local acts: who signs the staffing table, is a separate order issued, who is delegated the right to sign if the responsible official is absent, etc.

Read in the magazine« Personnel Affairs» :

What does the staffing table look like: sample filling

The employer decides what to take as a basis - or your own form.

In practice, it is the unified form that is most often used, since it contains all the necessary details, and the procedure for filling it out is explained in detail in Resolution of the State Statistics Committee No. 1 of January 5, 2004 and other recommendations approved by authorized bodies.

First fill out the “header”. Enter information about the company, registration number and date of preparation of the document, and also indicate the period of its validity. Often the “staff” is drawn up for a year, but you can set another period or not limit the validity of the document. Then proceed to filling out the main part, designed in the form of a table.

Read in the magazine« Personnel Affairs» :

Fields to be filled out

1. Division name. There are no clear rules for listing departments, but taking into account established practice, they are indicated in order of subordination: first the administrative department, which includes the company’s management, and then all the others.

1. Department code. It also reflects the order of subordination: the management department is assigned code 01, accounting department - 02, and so on. If a large department includes smaller ones, the code may consist of numbers separated by a dot. For example, the financial department is designated by code 02, and its accounting department and economic department are designated by codes 02.1 and 02.2, respectively.

1. Position (specialty, profession), rank or class (category), qualification. Indicated in the nominative case, without abbreviations and prefixes “i.o.” or "interim".

The law does not prohibit the use of the Latin alphabet when entering positions in the staffing table: for example, “HR manager”, “IT specialist”. But all entries in work books must be in Russian, as required by the rules approved by Decree of the Government of the Russian Federation No. 225 of April 16, 2003. To ensure that job titles in work books, contracts and staffing tables match exactly, use the wording “HR manager”, “system administrator”, etc. You can add the categories “junior”, “lead”, “chief” and “senior” to reflect the scope and nature of the position.

Indicate job titles taking into account professional standards or qualification reference books if we are talking about work related to the provision of benefits or restrictions. An expert from the magazine “Personnel Business” will tell you

1. Number of staff units. To ensure that the State Tax Inspectorate does not have any complaints against the employer, indicate the exact number of units for each position, and if you hire staff in excess of the norm, adjust the staffing table. Incomplete units indicate in fractions, for example, 0.5 or 0.75.

1. Tariff rate (salary). When paying hourly, indicate the cost of one hour of work, and in column 10 write “hourly wages.” If there is no fixed indicator, for example, wages are calculated based on piecework or tariff-free system, put a dash, and in column 10 indicate which remuneration system the employer uses. It is not recommended to establish a so-called salary range (from minimum to maximum). This is possible only on the condition that the difference in wages is due to differences in the ranks or qualifications of employees (Article 143 of the Labor Code of the Russian Federation), but the salary range will most likely cause complaints from the inspection authorities.

1. Allowances. For example, bonuses may be established for an academic degree. They are paid to scientific and teaching staff for a candidate or doctoral degree. Or bonuses for working in hazardous conditions. All permanent allowances must be reflected in the staffing table.

1. The total monthly payment amount. It is prescribed for each position and represents the amount of payments indicated in columns 5-8. If this indicator cannot be filled in, for example, in a situation where an hourly wage rate is set or a piece-rate wage system is used, the column remains blank.

1. Notes This column contains the characteristics of the applied remuneration systems with links to relevant regulations, legal grounds for the payment of regional bonuses and other clarifications.

Fill out the bottom, final row of the table last. This reflects the total number of staff positions and the size of the monthly wage fund.

Staffing table (filling example)

How to make changes to the staffing table

Changes to the staffing table can be made in two ways. If the amendments are isolated in nature, issue a written order to amend the document; if they are widespread, approve the “staff” in the new edition. This can be done as needed (see letter of Rostrud No. 428-6-1 dated March 22, 2012).

What needs to be reflected in the document

Reducing the number or staff of employees, disbanding or creating structural units, renaming positions, increasing salaries, canceling bonuses and other significant changes should be reflected in the staffing table. But these personnel procedures require special documentation.

Attention! Changes to the staffing table must be accompanied by changes to the employment contract every time working conditions are affected: the name of the position occupied by the employee, the procedure for calculating wages, and the amount of the bonus.

What to do if you need to hire a newcomer to a position that is being changed

What if, during the period of schedule adjustment, you need to hire a new employee for a position that is being changed? The situation is not easy.

If there are no other employees in the organization holding this position, make changes as soon as possible and only then formalize the employment of the newcomer. If other employees work in the same position, their rights and interests will have to be taken into account.

The employer has three options:

Option #1. Accept the newcomer under current conditions and indicate in the employment contract that from a certain date planned changes regarding working conditions or remuneration will come into force. This does not contradict Article 72 of the Labor Code of the Russian Federation.

Option No. 2. Ask the applicant to wait until changes in employment contracts with other employees and the new staffing table come into force.

Option #3. Do not make changes to existing positions, but introduce new ones in order to accept newcomers and transfer previously hired employees (not before the end of notice period for changes in working conditions) to newly created positions.

Approve the staffing table to document the structure and staffing of the organization. Use the unified T-3 form or develop the form yourself. When filling out, take into account the requirements of the current legislation: write all amounts in rubles, do not set wage brackets, include all positions in the staffing table - including remote, home-based, part-time positions. If there are vacant positions on staff, do not forget to report them to the employment service.

Enterprise managers are recommended to use a unified form, which was approved by Decree No. 20 of March 24, 1999. If the schedule is drawn up initially, then management must clearly think through the list of all positions that will be in the enterprise, as well as draw up an additional document that actually regulates the payment of labor. It is determined that the staffing table can be drawn up by any employee, but practice shows that managers entrust such work to accountants or employees of personnel departments.

The Labor Code stipulates that any entrepreneur or legal entity that carries out the process of concluding an employment contract with employees is obliged to draw up a staffing table. At the same time, the law does not define the differences in the preparation of this document for an individual entrepreneur or an LLC. That is, all managers have the right to use the T-3 form, filling out which does not have any special difficulties or problems.

The T-3 form contains information about all divisions of the organization, the number of staff units, a listing of positions, etc. That is, you can use a unified form in which you simply need to enter individual data. Please note that the schedule is included in the list of unified forms. Most managers use this form for the reason that it contains all the necessary columns and columns. Application of the document is not mandatory. The letter of Rostrud N PG/409-6-1 clearly states that T-3 is the recommended form, but the manager has the right to develop his own form of the document, the main thing is to take into account all the requirements of legislative norms in its preparation. Articles 15 and 57 of the Labor Code of the Russian Federation indicate certain nuances of scheduling, taking into account the fact that the names of all positions that exist at the enterprise must certainly be included in the schedule.

There is also a requirement to use the following details:

• A list of all units that have been developed in the organization;
• All positions are indicated, as well as information regarding the number of staff units;
• Information on salaries by position must be entered into the document, data on allowances, etc. must also be entered.

In order for this document to acquire legal significance, it is necessary to draw up an order from the manager, who actually approves the developed schedule, accepting it as an internal, local document. As for the validity period of the staffing table, management has the right to independently determine it. For example, an organization may develop a schedule every year, but its deadline must be indicated on the prepared document. As a rule, drawing up a schedule for a year appeals to companies that are developing very dynamically, which leads to staff expansion, the formation of new positions, higher salaries, bonuses, etc. Small organizations most often carry out the process of scheduling for a longer period. On the form you will need to indicate the start date, that is, the date from which this schedule is applied at the enterprise. The validity period must be indicated.

There are situations when certain changes occur in the course of an enterprise's activities. For example, the salary changes, new staff positions appear, and the names of positions change. In this case, you can create a new schedule, or you can simply carry out the process of making changes to the existing document. To make changes, the manager draws up a special order indicating the necessary changes. All necessary changes are made to the developed and current T-3 form, but exclusively in accordance with the previously issued order.

However, there are quite major changes. For example, if an enterprise is reducing staff, in this case it would be more rational to draw up a new staffing table.

The table of this schedule in the standard T-3 form contains information about departments with the obligatory indication of codes, internal classification, as well as the names of all positions, using the OKPDTR classifier. The number of positions is indicated, and information on salary, as well as various allowances, if any, must be indicated.

Based on the staffing table, you can quickly carry out the process of calculating the monthly budget for department employees. Since in fact it will be possible to sum up the salaries of job units and multiply by the amount that is provided for each job unit.

After filling out the form, it must be submitted to the manager for approval. If the manager generates comments on the drafting, the form is refilled. Ultimately, the form must be signed by the supervisor. At the top of the form there should be a special mark - “approved”.

Mandatory details of form T-3

1. The full name of the organization must be indicated. Moreover, it is necessary to indicate a name that will correspond to the constituent documents of the organization;
2. The 8-digit company code (OKPO code) is entered. The staffing number is indicated. It should be said right away that there are no special requirements for the number. In fact, each year the schedule can be numbered 1, or you can simply follow the sequential numbering;
3. The date of preparation of the document is indicated. Remember that the document is marked with the actual date of its preparation, however, it may actually differ from the date the schedule was put into effect. For example, a schedule may be drawn up in December, but it can be entered into the enterprise only in January;
4. The validity period of the schedule is specified. As you already understand, small businesses with minimal development aspects can schedule for several years. If the enterprise has a very high development dynamics, then in this case the schedule is drawn up for a year. But, during this time, the opportunity to make certain changes is formed;
5. In order for the staffing table to gain significance, it must certainly be accepted by the manager. Moreover, in this case, a specialized order is drawn up. The stamp “approved”, as well as all the details of the drawn up order, must certainly be indicated on the T-3 form. It is also customary to put the organization’s seal on top of the stamp. However, this rule is not enshrined at the legislative level.

How to fill out form T-3?

The procedure for drawing up Form T-3 will require the use of certain data from the organization’s primary documents. It is very important that the name of the enterprise appears in the header, which is reflected in the constituent documents (that is, the organizational, and not the commercial name).

The first column indicates the name of the structural unit. Please note that we are talking about branches, workshops, departments, and representative offices. In this case, the process of distributing units by importance is carried out. That is, data on representative offices, departments, and workshops is initially indicated. As for the distribution of information among departments, you need to start with those departments that have more significant aspects of financial significance. For example, the investment department, then the sales department, etc. This is a recommended aspect of filling out, it is not mandatory. So, you can indicate all the data about the departments in the way that is convenient for you.

In the second column you will need to indicate the department code. In principle, coding is assigned at the enterprise itself, and you can use the usual sequential order, you can use codification by departments and subordinate industries. For example, you assign code 02 to the finance department, and the accounting department that will work in this department will have code 02.1, etc. Note that in small enterprises this column is not filled in at all.

The third column displays information about the position. The name is indicated in the singular and exclusively in the nominative case. The need to indicate the position without abbreviations and acronyms has been determined. All positions that involve difficult and hazardous working conditions are determined by professional standards, and all data on such positions will need to be obtained through qualification and tariff reference books. The names of the remaining positions can be chosen by the manager independently, since the legislator does not establish any restrictions on this issue.

In the process of selecting job titles, it is recommended to use a specialized classifier of professions (OKPDTR). This directory offers the names of all positions, as well as various professions, with their exact code designation.

The fourth column indicates the number of staff units. You must indicate the number of jobs for each individual position. Moreover, you must remember that you can specify whole and fractional units. For example, this could be a whole bet, or just 0.25 of the bet. Note that the employer has the right to indicate the expected number of employees in the staffing table, regardless of how many specialists work at the enterprise. For example, the schedule indicates 3 accountants, but in fact there may be only 2 accountants, and one position remains vacant. But, there is an exception: if there is a staff position that is allocated under the quota for disabled workers, then its vacancy must be immediately reported to the employment center.

The fifth column determines information about the tariff rate or salary. A certain tariff rate can be entered in this column, as well as information about the accepted salary. If it is not possible to clearly indicate a specific digital value, then in this case you can indicate the form of remuneration. This can be a lump sum or piecework payment. But, in the next column, you must certainly put a link to the provision that relates to remuneration, where a detailed description of the calculation of payment for work actually performed is carried out.

Please note that when filling out unified forms of primary documents, cost indicators are indicated exclusively in rubles. Moreover, the need to indicate indicators accurate to the second decimal place is established. At the same time, if your organization does not generate salaries, then no one can prohibit you from not indicating specific salary data for a particular staff unit in the staffing table. You can simply determine possible boundaries. For example, you can specify an amount of 1000-1500 rubles. Such a boundary will allow you in the future to correctly, without violating the law, pay wages taking into account part-time employment, qualifications, and certain other characteristics of the employee.

Supplements are indicated in columns 6-8. This includes information on all allowances that are formed based on the work of specialists at night. Also, bonuses are created for exceeding the plan, for working in difficult climatic conditions, etc.

If your company uses different types of allowances and a very significant number of them, then a separate document is drawn up, which contains all the necessary information, after which, in the specified lines of the T-3 form, a link to your local document on allowances is simply given.

The ninth column indicates information on the organization’s budget for a specific position, taking into account all staffing units. But, this column is filled in only if all the columns for wages have been filled out. If you did not enter such data, then a dash is added. If the data was entered, then for all positions the salary amount is multiplied by the number of work units provided.

The tenth column contains notes. This is where you can specify an internal document that actually determines all the nuances of payroll. In the process of drawing up a document, the employer has the right to actually exclude those columns that he does not need, or whose indicators will be impossible to determine at a given, specific enterprise.

Since the legislative acts do not define the obligation of employers to draw up a schedule every year, employers often draw up a schedule for the entire work period, and if certain changes occur, they do not create a new schedule, but carry out the process of changing it.

To make all the necessary changes to the document, you need to draw up a specialized order. Moreover, this order must reflect all data that relates to the existing and current staffing table, and must also provide instructions regarding making certain changes. All changes are described in detail and accurately.

All changes that are formed at the enterprise are determined exclusively by the employer, who also has the right to make decisions on the issue of making changes to the staffing table. The legislator does not set restrictions on the number and timing of changes. At the same time, labor legislation defines the need to make changes to the staffing table within a clearly defined time frame if a reduction procedure is being carried out.

• The names of the positions that are indicated in the schedule must certainly correspond to those names that are indicated in the employment agreement. Moreover, when entering data into a particular document, abbreviations cannot be used;
• The recording of positions itself is carried out in a kind of descending order. That is, the main position is indicated immediately - the main position, after - the positions in descending order;
• The document must be signed by the manager, as well as the chief accountant; it is recommended to put the organization’s seal on the schedule;
• If errors were made during the process of filling out the document, then the possibility of correcting them with the help of a proofreader is excluded, but light and accurate crossing out is allowed, and the correct data must be indicated next to it. When making corrections, the seal of the responsible person who draws up the document is placed opposite the correction;
• If we are talking about serious errors, for example, in the name of a position, then the introduction of corrections in this case is supervised exclusively by the order of the manager. An order is drawn up, which clearly indicates exactly what changes should be made to the schedule. After which, the responsible person makes all the necessary changes.

Why do you need a schedule?

A schedule is a document that is actually necessary for hiring employees, since it oversees all data on positions, job units, quota places, and also allows you to control the aspect of calculating payments to certain employees in accordance with the stipulated rates. Also, such a schedule becomes the basis for the ability to systematically carry out personnel analysis of the enterprise. Based on the positions provided, and actually required, the opportunity is formed to correctly balance the issue of hiring workers in the future.

For the manager, the schedule becomes the basis for a quick calculation of possible labor costs for all employees, since the schedule contains an indication of the amount of costs for paying for the activities of employees for certain positions. Employees of personnel departments have the opportunity, based on the schedule, to correctly analyze the need to recruit or fire employees. Among other things, the schedule can become a reliable element of protecting the interests of the employer in court, in the event of certain controversial situations with employees that relate to reduction in numbers, or on issues of refusal of employment.

Do I need to schedule Form T-3?

In 2013, a legislative act was created that determines that commercial organizations have the right not to process personnel documents using previously drawn up forms that were mandatory. That is, the T-3 form is recommended, but not mandatory. At the same time, the legislator abolishes the need to use standard and unified forms, but there is no abolition for scheduling. The obligation to draw up a staffing schedule remains with both legal entities and individual entrepreneurs.

The manager has the right to independently work out the form of the staffing table, which will be used specifically at a clearly defined enterprise. The structure, form and content of the document are not standardized by the legislator, but a number of mandatory details are established. Which actually speaks in favor of the finished T-3 form, which contains all the necessary data. The form is a practical and convenient way to prepare a schedule, since it contains all the information that must be reflected in the schedule in accordance with labor legislation. At the same time, the manager has the right not to fill out certain columns.

Document storage

The manager can keep the original schedule in the accounting department or the human resources department. At the same time, both departments must have this document in hand in order to draw up other documentation in accordance with it.

The schedule must be kept permanently by the organization. When carrying out certain inspections, control and supervisory authorities may carry out the process of requesting the original schedule, and management must provide this document for review. If the enterprise does not have this document, then it becomes possible to impose a fine on the entrepreneur or legal entity, and an order will also be issued to draw up a schedule, as one of the main documents that is important in the relationship between the employer and the employee.

conclusions

A staffing schedule is a mandatory document, since it actually determines all the nuances of hiring certain employees, and also determines the accrual of funds as remuneration. The legislator invites entrepreneurs and legal entities to use the developed T-3 form, which contains all the data regarding mandatory and additional schedule details. But the law does not prohibit you from independently drawing up a schedule in an individual form, depending on the characteristics of your particular enterprise.

Form T-3 is very easy to fill out, contains a small number of lines that need to be filled out, and at the same time, there are well-developed instructions through which you can quickly fill out the document. You can also use automatic scheduling using specialized programs.

This document is a locally normative act that is used to formalize the staffing of an organization in accordance with its Charter (Regulations). It must be remembered that the staffing table is not a simple formality, but a document necessary in the work, the presence of which is determined by the needs of the organization.

The schedule must contain a list of structural divisions, positions, information about the number of staff units, official salaries, allowances and monthly wages, therefore, before you start drawing up the document, you need to decide on the organizational structure of the enterprise.

Filling out form No. T-3

The form for the staffing table can be independently developed by the organization, based on its needs, but it is still recommended to use the unified form No. T-3 as a form.

Depending on the size and staffing level of the organization, the responsibilities for drawing up and filling out Form No. T-3 can be assigned to both personnel department employees, accountants or even managers.

The name of the organization in the document must be indicated in strict accordance with the constituent documents.

Please note that Form No. T-3 indicates at least two dates: the date of preparation (in the “Date of Compilation” column in the format “dd.mm.yyyy”), as well as the date the document entered into force, indicating the period of its validity (usually approved for one year). In this regard, when filling out the form, you should not confuse these dates, since the date of drawing up the staffing table often precedes the start date of its validity.

The names of structural units must be indicated in accordance with the approved structure of the organization. The peculiarity of filling out this column is that commercial organizations can enter any names of structural units that they consider appropriate, guided only by the requirements for terminology and generally accepted concepts and definitions. At the same time, government institutions and organizations with harmful and (or) dangerous working conditions, when specifying departments, must be guided by the requirements of all-Russian and industry classifiers, as well as tariff and qualification reference books and other regulatory documents, since a number of benefits provided to employees depend on this of these organizations upon retirement.

The code for each structural unit is set by the organization independently and is necessary for document management, as well as to indicate the place of the structural unit in the organization’s hierarchy.

It is recommended that the names of positions be determined in accordance with the “All-Russian Classifier of Worker Occupations, Employee Positions and Tariff Classes” (OKPDTR), which contains the names of professions and positions, as well as their code designations. The staffing table should also indicate vacant positions, in the form of a corresponding note in the “Note” column, or indicating the number of vacant staff units with a footnote at the bottom of the page indicating that the position is vacant.

The number of staff units for each position is determined by the needs of the organization for certain types of work, as well as based on economic feasibility.

In accordance with the rules for filling out the "Albums of unified forms of primary accounting documents", cost indicators are indicated in rubles accurate to the second decimal place. And if your organization, when determining the official salary of employees, is not obliged to adhere only to the Unified Tariff and Qualification Grid, then no one can forbid you in the approved staffing table in the column “Salary (tariff rate)” not to indicate a specific salary for a given staffing unit, but to determine possible borders. For example: 1000-1500, this will allow you to pay differentially for the work of employees occupying positions of the same name according to the staffing table, but at the same time take into account their qualifications and differences in labor functions and not violate the requirements of labor legislation on the prohibition of “discrimination” (overcome equalization).

Unified form No. T-3 contains several columns (6-8) united by the general name “Additions”. They record all incentive and compensation payments (allowances, bonuses, additional payments, etc.) provided for a particular position. When establishing these payments, a note is made in the corresponding column - in what amount and for what the premium (surcharge) is established.

If it is impossible to fill out columns 5-9 in ruble terms due to the use of other remuneration systems (for example, non-tariff, mixed, etc.), these columns are filled in in the appropriate units of measurement (percentages, coefficients, etc.).

The ninth column “Total” is calculated by adding 5-8 columns and multiplying the resulting amount by the number of staff units from column 4. The total amount for all positions will be the monthly payroll.

Staffing table (sample 2017) for LLC

Russian employers maintain documentation related to the need to systematize and record the work activities of hired employees. An example of such a document is the staffing table (hereinafter also referred to as SH). The specified document is a local act of the employer. Approved by the ShR by order of the employer. Each employee must be familiarized with this document at the time of employment. There is a normatively established unified form for this document, but it is not mandatory. The staffing table for an LLC (2017 sample) can be downloaded from the link below.

The concept of staffing

The staffing table is a necessary document for every employer, because... it should collect information about the existing division of labor between workers.

The importance of the staffing table for the employer, in particular, is evidenced by the departmental position specified in the Letter of Rostrud dated January 21, 2014 N PG/13229-6-1.

From this letter, in particular, it follows:

• ShR is a mandatory local regulatory act for the employer;
• There are no legally established rules for drawing up the SR;
• The position in the contract must be indicated in accordance with the ShR.

Previously, the mandatory primary documentation forms approved by the State Statistics Committee included the staffing table. Until 2013, the use of independent forms of such documentation was not allowed. However, at present, the mandatory use of the corresponding unified form for commercial organizations has lost its relevance.

Today, these organizations have the right to independently determine which form of this document to use:

• unified (form No. T-3);
• independently developed and approved.

As an example of the document in question, we suggest downloading the staffing schedule of a construction organization (sample at the link below).

Sample staffing schedule

The deadline, periods, and cases of approval of the staffing table are not established by law. Therefore, it is the employer's prerogative to resolve these issues.

The staffing table is recognized as a local regulatory act of the employer, which directly affects his work activities. Therefore, there is an obligation for employees to familiarize themselves with this document upon signature upon employment before signing an employment contract.

Registration of the staffing table

The staffing table, in particular, should include:

• structure of the organization indicating positions, professions and (or) specialties, specific types of work;
• staffing levels;
• wages.

Employment contracts with employees are concluded in accordance with the information contained in the SR.

In order to correctly reflect a specific type of work in the ShR, we recommend that you follow the Procedure, approved. Resolution of the State Statistics Committee of Russia dated March 24, 1999 N 20.

The schedule in question is approved by an administrative document, which is signed by the head of the organization or another person with appropriate authority.

The unified form contains details indicating the need for the staffing table to be signed by the head of the personnel department and the chief accountant.

If there are no corresponding positions in the organization, both of these functions are performed by its head.

The work of each enterprise is based on legislative acts of various levels of subordination. Local documents, adopted and published for the enterprise itself, play a major role in the life of any organization.

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Local documents also include staffing. Below are the features and design features of this important document.

What kind of document is this?

The staffing table is a local normative act. Based on the Charter of the enterprise.

For unification, the State Statistics Service approved the T-3 form.

At enterprises it is used to register the number of employees, their composition and structure.

Includes:

• Name of departments, assignment of codes to them.
• Name of positions, specialties, professions, category, qualification class.
• Number of employees, salary, allowances.

The staffing table is designed to:

• Form the organizational structure of the enterprise.
• Form the number of departments and staffing units.
• Create a system for remunerating employees.
• Set allowances and their size.
• Facilitate the selection of personnel for vacancies.

What does the law say?

Normative base

• Labor Code. Art. 15 and 57 contain references to staffing. This is due to the fact that the responsibilities, rights and remuneration of the employee are based on the staffing table.
• Instructions for . It is indicated that all entries are entered into the work book on the basis of the staffing table.

There is no normative act that specifies the obligation to maintain a staffing table. Despite this “hole in the law”, all control services request this document.

With its help, information about employees, remuneration for work done, etc. is checked and collected. Therefore, its absence is a violation of labor law and entails a fine.

Conclusion: every enterprise must have a staffing table.

Responsible persons. Who signs?

The head of the enterprise, the heads of the personnel and accounting departments have the right to sign the staffing table. This means that employees of these services are responsible for drawing up, processing, and making changes.

The signature is placed at the end of the document. If the staffing table consists of more than one page, signatures are placed on the last page in special signature lines.

During the initial development of the staffing table, a column for signatures can be entered on each page of the document.

When and how to make changes?

Whether changes should be made every year or not is decided by each manager individually. This is a planning document and it is advisable to update it annually.

Annual updating will allow coordinating the quantitative and qualitative composition of employees.

If it is necessary to introduce or remove positions, abolish or add departments, a new document can be approved less often or more often.

Changes can be made in several ways:

• Overall change. It is assigned a new registration number and ratified by order (instruction).
• Selective change. Should be registered in an order or instruction. This method is possible if the adjustments are not significant.

Changes made to the staffing table affect existing personnel; accordingly, adjustments should be made to the labor documents of those employees to whom they concern.

This could be a change in position, department, additional responsibilities, change,.

If a position changes, the employee must be informed in writing two months in advance.

Thus, making changes consists of stages:

• The employee’s consent to make adjustments to the schedule that affect him.
• Writing and accepting an order (instruction) to make adjustments.
• Writing and accepting an annex to the employee affected by the changes.
• Recording the changes received in the work book.

How to draw up a staffing schedule correctly?

Procedure, stages and rules for filling out

When writing a staffing table, you should refer to the organizational structure of the enterprise.

This is due to the fact that when drawing up a schedule, it is necessary to indicate the divisions that are part of the enterprise. Next, fill out a standardized form.

Stages of entering data into a standardized form:

• Indicate the name of the enterprise according to the constituent documents. If there is an abbreviated name, it must also be indicated - in brackets or a line below.
• Specify the OKPO code.
• Indicate the serial number according to the Document Flow Log. When making multiple adjustments, you should enter a separate numbering (for example, with a letter value).
• The date of preparation of the document is entered in a special column. May not always coincide with the time it comes into force. In this regard, in the unified form there is a column indicating the date from which it comes into force.
• In the column “Staff in the number of... units” the number of official units is entered.
• The fields are filled in.

Sections, graphs and their features

Section 1 “Name of structural unit”

Departments, representative offices, and branches are included.

Data is entered from top to bottom.

The first line indicates the management of the enterprise. This is followed by the financial department, accounting, personnel, and economic affairs department.

After filling out the columns with departments of the first level of subordination, it is necessary to enter production data.

All workshops and areas are indicated. After this level, data about service departments (warehouse, for example) is entered.

Section 2 “Structural unit code”

With the help of this section, the hierarchical structure of the enterprise is clearly visible.

To make it easier to fill out this column, you should use industry classifiers.

Each structural unit is assigned a specific code in order to facilitate document flow.

Assignment starts from large to small. For example, department - 01, departments in the department - 01.01, 01.02, etc., in the department group 01.01.01, etc.

Column 3 “Position (specialty, profession), rank, class (category) of qualifications of the employee”

The section is filled out based on the Classifier of workers' professions, employee positions and tariff categories.

For organizations that are funded from the federal budget, the use of a classifier is an integral part of the document flow process.

Data is entered into this column in accordance with the characteristics of the activities of each enterprise.

Section 4 “Number of staff units”

Contains data on the number of work units. Staffing units of a budgetary organization are approved by higher-level organizations.

In a non-budgetary enterprise, staffing levels are determined by its needs and economic feasibility. If the enterprise has staff members working at 0.5 or 0.25 rates, then when filling out this section, the shares are indicated.

Vacant jobs are included in the number of vacant staff units.

Example of a staffing table with a rate of 0.5:

Section 5 “Tariff rate (salary), etc.”

This section contains data on salaries by position.

With the help of the tariff rate, employees are remunerated for the duties performed in accordance with the employment contract. This payment method is actively used at state enterprises and organizations. When calculating salaries, it is necessary to refer to the Unified Tariff Schedule.

Salary is a fixed remuneration for performing duties that are directly specified in the employment contract.

The salary is formed over a certain period of time (month, quarter, half-year).

The establishment of salaries for employees of budgetary organizations is based on the Unified Tariff Schedule. Private enterprises are based on financial capabilities, but not lower than the minimum wage, which does not include bonuses, allowances, payments for special working conditions, etc.

Data is indicated in rubles.

Section 6-8 “Allowances and surcharges”

Contains data on incentive payments, compensation (bonuses, ), established by the legislation of the Russian Federation (“northern”, for an academic degree) and introduced at the discretion of the organization (related to working conditions).

For enterprises and organizations that are financed from the state budget, the amount of allowances is established by the Government of the Russian Federation, for private ones - by the management of the enterprise.

Allowances are set as a percentage of the salary. Additional payments are a fixed payment.

Section 9 “Total”

Columns 5 - 8 are summed up. All expenses during the month are indicated.

Section 10 Note

Changes and clarifications are made to the column according to the staffing table.

When is it compiled and approved?

A staffing table is drawn up when opening a new enterprise, branch, subsidiary, etc. and when making significant changes.

Due to the fact that wages are paid monthly, it is most correct to set the effective date on the first day of the month.

The staffing table is approved on the basis of an order or instruction signed by the head of the enterprise or an authorized person.

Also in the staffing table, the corresponding details should be entered in the “Approved” column. Next, the data is entered into the Registration Journal, after which the number is entered into the order. Then, after the approval procedure, the staffing table is sent for storage.

Sample filling 2019:

Important nuances

Rounding of staff units

When introducing staffing levels, the staffing table may contain whole units and fractional ones.

There are two options for rounding staff units:

• Rounding is carried out for each division.
• Staffing units are rounded up across several departments.

Wherein:

• Bets less than 0.13=0, i.e., are rejected.
• Rates of 0.13–0.37 are equivalent to 0.25 full-time positions.
• Bets 0.38-0.62 are rounded up to 0.5 bets.
• Regular rates of 0.63-0.87 are equivalent to 0.75 rates.
• Over 0.87 - full rate.

Drawing up staffing schedules for individual entrepreneurs

According to the law, an individual entrepreneur can hire workers. From the moment the employees are hired, he becomes the employer and must maintain a staffing table. The exception is cases when the responsibilities and form of activity of the employee are described in detail in the employment contract.

Staffing helps to get rid of the difficulties of unpredictable situations when working with staff.

When drawing up a staffing table for individual entrepreneurs, it is worth adhering to the same principles and rules as for large companies.

But at a minimum, it is worth filling out Columns 1-5.

Development of a staffing table in a budgetary institution

Staffing is an integral part of the work of any budget organization. It is also compiled according to the standardized T-3 form in accordance with all of the above principles and features.

However, for budgetary institutions it is mandatory to use:

• All-Russian classifier of workers' professions, employee positions and tariff categories.
• Qualification reference book for positions of managers, specialists and other employees.
• Unified Tariff and Qualification Directory of Work and Professions of Workers (UTKS).

When drawing up and introducing staffing levels at state-owned enterprises, it is necessary to refer to industry regulations.

Employee familiarization

The regulations relating to labor issues state: the employer is obliged to familiarize employees with the internal labor regulations, as well as other local regulations that directly affect his work activities.

Familiarization is carried out against signature. Accordingly, if the staffing table is a local normative act, then familiarization with it should be carried out in the same way.

From the above, it should be concluded that it is necessary to maintain a staffing table at any enterprise. To simplify work with staff, a standardized T-3 form has been adopted. Its use will simplify work and interaction with regulatory authorities.