When they make up the staffing table for the next year. How many days in which the staffing table is approved

Staffing like personnel document, raises a large number of questions for many. For example, how often it needs to be drawn up, how to fill out the unified form correctly, and whether this regulation is mandatory. To clarify the situation, it is worthwhile to dwell on some issues in more detail.

Why do you need a staffing table at all?

The staffing table is a document necessary for the formation of the staffing structure and the number of the organization in full accordance with the Charter of the enterprise. This document contains a list of structural divisions of the organization, a list of positions, the name of specialties and professions with an indication of qualifications, as well as data on the required number of certain staff units. To compile it, the unified form T-3 is used, which is approved by the Decree of the State Statistics Committee of Russia.

From an employer's point of view staffing table performs a number of important functions and allows you to optimize and streamline the work of the institution as much as possible. The use of the staffing table allows you to clearly see the entire structure of the organization with its divisions, fix the number of staff units, control the numerical and qualitative composition employees, track the remuneration system and the amount of allowances. And when vacancies appear, it greatly simplifies the selection of personnel.

Is the staffing table a required document?

Interestingly, there is no single answer to this question. One side, Labor Code touches upon the question of the staffing table, since this document concerns the labor function of the employee of the organization and the remuneration of personnel. Yes, and the employment contract indicates that the employee performs duties in accordance with the staffing table. There is a unified form of the staffing table, and this document is also mentioned in the Instructions for maintaining work books (entries in the work book are made taking into account the name of the position in accordance with the staffing table). This means that the staffing table of the organization must be there. But, on the other hand, not a single statutory act directly indicates the employer's obligation to introduce the staffing table. Nevertheless, it is better to issue this personnel document, since most of the inspection bodies consider it mandatory for any organization.

For example, the tax authorities and the Social Security Fund always ask for staffing when conducting on-site inspections... According to it, they check the correctness of the calculation of insurance premiums, collect information about the insurance record of employees, and control the correctness of taxation. The fact that the staffing table is not a tax accounting document does not relieve the employer of the need to provide it during inspections at the request of third-party organizations. And his absence can be regarded as a violation of labor legislation, for which a fine is imposed on the organization in the amount of 50,000 rubles. Of course, it can be challenged in court (especially since there is no direct indication of the employer's obligation to draw up a staffing table in the law), but first you have to pay it.

Frequency of staffing

How often should a new staffing table be drawn up? There is no clear answer to this question either. But in this situation, one should be guided by logic: since the staffing table is a planning document, then it is advisable to draw it up for one calendar year or half a year. This will allow, if necessary, to regulate the number of the organization's personnel and its qualitative composition. But, at the same time, it is possible to approve the staffing table for several years (if the organization does not need to introduce new positions).

Who develops and approves the staffing table?

If the company does not have a staffing table, but the management decided to develop it, a reasonable question arises: who should do this? Again, the legislation does not give an unambiguous answer to it. Therefore, the leader can do this himself, having determined the circle of responsible persons who will help him. It is logical if these are personnel workers, the chief accountant, employees of the legal or planning and economic department. And if the enterprise has a labor organization department and wages, you can entrust this work to them. Responsibilities for the development and scheduling of the staffing table for 2014 can be reflected in the employee's employment contract or his functional responsibilities.

The approval of the staffing table refers to the powers of the head of the organization or the person to whom these powers are delegated by order of the head. To approve the staffing table, the manager must sign a special order or order. The details of this document must be indicated in the field of the unified form T-3 "Approved by order of the organization from" __ "_______ 20__№__". In this case, the date of approval and the date of entry into force of the staffing table may not coincide (the date of entry into force is usually later).

How long is the staffing table kept?

Rosarchiv installs certain terms storage of standard management documents, in accordance with which the staffing table of the institution must be kept for three years, starting from the year following the one in which the document became invalid. As for the standard layouts, which will be discussed in the next section, they are stored for seventy-five years after new ones are drawn up.

Staffing - help in the work of the HR department

In some organizations, the personnel department maintains a staffing table - a mobile version of the staffing table, which reflects all vacant positions, as well as all information on filling positions (full name of employees, job status, etc.). The standard arrangement gives necessary information on changes in personnel, contains personnel numbers of employees, information on the length of service and categories (minors, disabled people, pensioners with children under three years old, etc.) of employees.

When drawing up the staffing table, the current staffing table is taken as a basis, to which the necessary columns are added. This document is optional and should not be maintained by the organization. But the staffing is a fairly convenient document, especially for large organizations, which allows you to optimize the work of personnel officers and clearly control the replacement of vacant positions. Therefore, it is often used as an internal document.

Staffing table of workers: rules for drawing up

Consider drawing up a staffing table based on a unified form T-3. To obtain a ready-made document, you just need to fill out a form, guided by the Instructions for filling out the forms of primary accounting documentation.

"A cap". When filling out the "header", you must indicate the name of the organization in the "Name" field (this is done in accordance with the registration certificate), OKPO code, document number and date of compilation. In the field "Staffing for the period ..." you only need to indicate the date of entry into force of this document.

Column 1 "Name". We indicate the name structural unit, workshop, representative office, branch, arranging structural divisions according to the existing hierarchy.
Column 2 "Code". We indicate the code of the structural unit assigned to it by the head of the organization.
Column 3. We indicate the position (specialty, profession), grade, class (category) of the employee's qualifications in accordance with the All-Russian Classifier of Occupations and the Qualification Reference Book of Managers and Specialists. Here it should be borne in mind that the position for which the employee is hired should sound the same both in the staffing table and in the employment contract, as well as in work book.
Column 4 "Number of staff units". We indicate the number of staff units for the respective positions. If there are incomplete units, they should be indicated in fractions, for example, 2.75. And if there are vacancies, then they are also indicated.
Column 5 "Tariff rate". We indicate the salary, wage scale, percentage of revenue, share of profit - it all depends on what kind of remuneration system operates in a particular organization. The main thing is to indicate the amount in rubles and remember that the size of the salary (tariff rate) cannot be lower than the minimum wage.
Columns 6, 7, 8 "Allowances". We indicate the stipulated incentive and compensation payments. These can be bonuses, additional payments, incentive payments, allowances, which can be established both by the legislation of the Russian Federation and by the employer. Such payments can be fixed amounts or percentage premiums.
Column 9. We indicate the total amount of columns 5-8. That is, we make the summation of salaries and all the required allowances and display total value in rubles. If the data is shown as a percentage, we display the percentage.
Box 10 is for comments. If they are not there, it is left blank.

After all the columns are filled in, you need to fill in the "Total" line. It summarizes all indicators in vertical columns: it indicates how much is provided for by the schedule of staff units, the amount of salaries (tariff rates), allowances and the amount of the monthly payroll.

The staffing table is signed by the head of the personnel department or an authorized person, as well as the chief accountant of the organization. The document can be stamped, but not required.

Change of staffing table

Even the established staffing table has to be changed from time to time. The reason for such changes may be the need to introduce a new unit, department or, on the contrary, to reduce the existing staff. In addition, there may be a need to change salaries, tariff rates, as well as the need to rename positions or divisions.

There are two options for making changes to the staffing table:

develop and approve a new staffing table;
make changes to the current staffing table.

In the first case, the staffing table is developed on the basis of the current one, but taking into account the necessary changes and is put into effect from the beginning or the middle of the calendar year. If there is an urgent need, then from the beginning of the new month.

As for making changes to the current document without canceling it, they are made in accordance with the order of the head "On changing the staffing table." In the order itself, you need to indicate the basis for making changes to the staffing table (this can be reorganization, staff reduction, improvement of the organization's structure, etc.), and also indicate what changes should be made.

In a large organization with a ramified structure, it is better to indicate not only the positions that are affected by the change, but also the structural units where these positions are located. In this case, all changes in the staffing table must be communicated to the employees of the enterprise, and also entered in the work books with reference to the basis (order or order).

Downsizing: When to Change?

Reduction of the staff or the number of employees is one of the reasons for making changes to the staffing table, since the reduction in the number of the organization implies the exclusion of certain staff units from the schedule, and the reduction of the staff - positions. In this case, the laid-off workers are subject to dismissal (unless they are supposed to be transferred to another job).

Since upon dismissal due to a reduction in the number or staff of employees, it is necessary to notify of the changes no later than two months in advance, the new staffing table can only be put into effect after this period. Although it can be drawn up in advance, the very presence of a new or changed staffing table, which has already been approved, will confirm the legality of the dismissal of employees. If the circumstances for which the decision was made to reduce are eliminated, the employer has the right to change the staffing table again in the direction of increasing the number of employees.

Change of the unified form of T-3

Goskomstat Resolution No. 20 of 03.24.1999 allows organizations to make changes to unified forms of primary accounting documentation (this permission does not apply to accounting for cash transactions). Therefore, if there is an urgent need, the organization can make its own edits to the finished form, but it is not allowed to delete existing details. Changes may include expanding or contracting columns, adding lines or loose leaflets. The necessary corrections can be made during the manufacture of forms on the basis of a unified form.

Is it necessary to indicate in the staffing table for how long it is drawn up? And if, let's say, we approved the staffing table for 1 year and it has not changed during this year, is it necessary to approve the new staffing table for the next year if this year has already ended?

Answer

Answer to the question:

The staffing table is a document that is not limited to a certain period of validity. The employer independently determines the need to approve a new staffing table or make changes to the current staffing table. Therefore, when approving the staffing table, the employer does not need to indicate the period of its validity.

Don't Miss: Featured Article of the Month by an Expert Practitioner

How not to be mistaken in the five main columns of the staffing table.

If you have issued an order to approve the staffing table for 1 year, after the year has passed, you can issue an order to extend the period of validity of the staffing table. In the order, you can indicate that the staffing, approved by the order from (date) No., is valid until it is canceled.

In addition, you have the opportunity to approve a new staffing table, and at the same time not indicate the validity period of the document in the order.

The expert shares important information O staffing table 2017 in the material on the link.

Details in the materials of the System Personnel:

1. Is it necessary to approve a new staffing table annually

Nina Kovyazina, Deputy Director of the Department of Medical Education and personnel policy in healthcare of the Ministry of Health of Russia

There is no need.

The staffing table has no expiration date. Therefore, there is no need to approve the document again every year or with another fixed frequency. and it is necessary to approve a new one only as necessary in case of organizational changes: expansion or reduction of staff or number (). If there are no changes in the structure of the number and staffing, then there is no need to update the document.

Best regards and wishes for a comfortable work, Tatiana Kozlova,

Expert Systems Personnel

The most important changes this spring!

There have been important changes in the work of personnel officers that must be taken into account in 2019. Check in the game format to see if you have taken into account all the innovations. Solve all the problems and receive a useful gift from the editorial staff of the "Personnel Business" magazine.
Read in the article: Why does the HR officer check the accounting department, do I need to submit new reports in January and what code to approve for the timesheet in 2019
The editors of the journal "Personnel business" have found out which habits of personnel officers take a lot of time, but at the same time are almost useless. And some of them may even cause bewilderment to the inspector of the State Inspectorate for Information Technology.
Inspectors of GIT and Roskomnadzor told us what documents can now in no case be required from newcomers when they are employed. Surely you have some papers from this list. We have compiled full list and selected a safe substitute for each forbidden document.
If you pay vacation pay a day later, the company will be fined 50,000 rubles. Reduce the period of notice of the reduction by at least a day - the court will reinstate the employee at work. We have studied the jurisprudence and prepared safe recommendations for you.

When the staffing table for the next year is drawn up and approved

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

the number of employees;
their positions;
salary and features of payroll.

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

There are exceptions for certain types of organizations:

So, in accordance with clause 2 of the Procedure for approving staffing tables of employees, approved. by order of the Ministry of Emergency Situations of the Russian Federation of September 24, 2008 No. 563, staffing tables are subject to annual re-approval.
Also, the need for an annual publication of staffing tables has been established for the apartment maintenance services of the regiments in accordance with the Charter of the Internal Service of the Armed Forces of the Russian Federation, approved. Decree of the President of the Russian Federation "On approval ..." dated November 10, 2007 No. 1495.

Approval of the staffing table for the year: how to properly issue

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

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

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

So, if an order was issued to terminate labor relations with an employee due to a reduction in staff or number, then it is necessary that the order to change the staffing table corresponds to it, since the absence of such changes indicates that there was no real reduction, the position continues to exist and the employee can be reinstated at work (cassation determination Supreme Court of the Udmurt Republic of September 27, 2010 in case No. 33-3088).

The lack of a staffing table can be a problem not only when regulating labor relations, but also when interacting with government agencies. So, for the tax authorities, the absence of a timetable is one of the signs that the organization does not carry out business activities (resolution of the Arbitration Court of the SZO dated 04.10.2016 No. F07-8043 / 2016 in case No. A42-8673 / 2015).

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

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

The legislator has not set a clear deadline after which this document must be re-drafted. In the classic version, it is compiled once a year.... There are cases when it is compiled for a longer period. This applies to organizations in which there are rarely any personnel movements, reorganization of departments, departments, etc.

Within 12 months, there is no need to re-staff the staffing table. If any modifications occur, they can be consolidated by making changes to the staffing table, and not by reapproving it. But, this applies to minor changes.

If the management decides to carry out a major reorganization accompanied by large-scale personnel changes, then drawing up a new schedule is inevitable.

Do I need to update the document annually?

How many times a year is the staffing table drawn up? The legislation does not contain an answer to this question. However, given that this document is a normative act of the enterprise, which keeps a clear record of the number of subordinates, practitioners recommend updating it annually... To do this, it must be agreed with the necessary officials at the enterprise and reapproved.

If this act was changed several times during the year, and these changes were of a large-scale nature, then its renewal for the next year is mandatory.

When is the next term approved?

The dates for drawing up, signing and putting the staffing into operation, as a rule, do not coincide. To ensure uninterrupted and correct action staffing table, it must be approved about 2 months before the end fiscal year... A the date of entry into force is designated from January 1 of the next year.

In this case, the personnel and accounting department employees will have enough time to carry out all the manipulations associated with the changes that have occurred:

Positions in the employment contract, work book and staffing table must be identical.

Do I need to re-approve each time if it has not changed for 12 months?

If no changes have been made during the calendar year, then the staffing table does not need to be re-approved, except for cases when its validity period was set for 1 year.

Do I need to draw up a new document?

There is no need. The staffing table is a local regulatory act, which is valid for the time specified in it. If there was no need to change the structure of the organization, the number of employees, the amount of remuneration, then there is no need to draw up a new document.

Can I change during the period?

If within 12 months there have been any personnel changes, then you definitely need to fix this in the staff. Change is not something that is possible, but necessary. Changes are made through the issuance of a new order, since the main document was approved by him.

The order is signed by the head of the enterprise. It must indicate the reason for the change.

A change in the staffing table entails a change in labor relations. Therefore, you need to be careful in terms of notifying employees on time about upcoming changes.

It is important to correctly amend employment contracts and books:

The new order introduces new positions and a new salary.
It is also necessary to indicate the total number of employees and the date of entry into force of the order.
Do not forget about the two-month period established by paragraph 2 of Article 74 of the Labor Code of the Russian Federation. It must be resisted without fail, as haste will lead to violation of labor rights and legal proceedings.
Subordinates need to be familiarized with the upcoming changes by signature.

There are many nuances in labor law regarding changes in contractual conditions. So, for example, article 74 of the Labor Code of the Russian Federation establishes cases in which it is possible to reduce wages:

it is a modification of working conditions (organizational or technological);
decrease in the level of productivity;
reorganization;
modernization of the enterprise.

Numbering methods

Numbering can be set in two ways:

Through. In this case, in the new year, the number following the number in the previous similar period is put down.
Annual. With this numbering, the document will be assigned the number "1" at the beginning of the year.

And yet, the numbering is approved every year or not? In deciding which method to choose, the employer has absolute freedom. It comes from convenience, the amount of scheduling changes, the size of the enterprise, and so on.

Despite the fact that the staffing is a fairly standard document, it is often drawn up and approved with big mistakes... This, at a minimum, entails the emergence of additional questions during the inspection by the tax and labor services, and, at the maximum, the imposition of fines on the employer.

The staffing table is important as it affects a wide range of people - employees. It establishes their status in the enterprise, so be vigilant and do not violate legal requirements.

A staffing table is a staffing plan. Some companies neglect the drawing up of the staffing table, since it is not a primary document, and the form No. T-3, which is used for its preparation, is advisory in nature. However, in practice, the staffing table is necessary and helps the employer both for internal control and management, and when communicating with the inspection authorities. Today we understand all aspects of its preparation and maintenance.

What is the threat of the lack of a staffing table?

The staffing table is usually asked to represent labor and tax inspectorates during inspections. Its absence is interpreted as a violation of labor and labor protection legislation. For such a violation, an official is fined 1-5 thousand rubles, an organization - in the amount of 30-50 thousand rubles (Article 5.27 of the Code of Administrative Offenses of the Russian Federation).

The staffing table helps to justify the termination of staff reductions in court proceedings. Without a staffing table, it is difficult for an employer to prove that dismissal is justified. It will also be impossible to prove that at the time of dismissal, there were no vacancies in the organization that can be offered to the laid-off workers (the employer is obliged to offer other jobs in case of redundancy under Article 179 of the Labor Code of the Russian Federation).

Who should draw up and maintain the staffing table and how?

Generally speaking, the compilation of the staffing table is the sacred duty of a labor economist from the department of organization and remuneration (Qualification reference book of positions of managers, specialists and other employees, Resolution of the Ministry of Labor of Russia No. 37 of August 21, 1998). However, in fact, the staffing table is prepared by accountants, personnel officers and lawyers. The head of the company and the chief accountant are officially responsible for the staffing table, since they sign it.

The staffing table can be drawn up for any period, but usually it is made for a year. To make this procedure go like clockwork every time, it is worth describing it in the Office Work Instruction:

indicate the terms and rules for the development and introduction of changes;
the form of the order on the approval of the staffing table;
persons responsible for the formation and signing of the staffing table and orders;
the composition of the legal and local regulations of the employer, on the basis of which the staffing table is created;
employees with whom it is necessary to coordinate the draft staffing table and changes to it.

In what form should the staffing table be drawn up?

The staffing table is a local regulatory act that describes organizational structure the company and its personnel. The schedule is drawn up according to the form No. T-3 (Decree No. 1 of the State Statistics Committee of the Russian Federation "On approval of unified forms of primary accounting documentation for labor accounting and remuneration" dated January 5, 2004), which is recommendatory. It can be adapted to suit the needs of the company. However, in our opinion, it is better to use Form No. T-3, since it contains all the necessary data.

How to fill out Form No. T-3?

We draw up the details of the form as follows:

Name of company must fully comply with what is enshrined in the constituent documents, including the abbreviated name and the name on foreign language... If there is an abbreviated name, it is indicated in brackets after the full name.

Organization code- eight characters of the code according to the All-Russian Classifier of Enterprises and Organizations (OKPO).

Date of preparation in the format HH.MM.YYYY

Validity. It is indicated how long the staffing will be in effect and from what date it will come into effect.

We fill in the columns, there are 10 of them.

The name of the structural unit indicated without abbreviation in accordance with the classifier of divisions approved by the employer. If there is no classifier, then a alphabetical order or in descending order of the number of employees in the unit.

If the granting of benefits to employees depends on the name of the department, you must indicate the name of the department in accordance with the industry classifiers of hazardous industries and other relevant documents.

Structural unit code. Also indicated in accordance with the classifier in which they are located according to functional importance. If there is no classifier, codes can be assigned to divisions, arranged alphabetically or according to another principle.

Position (specialty, profession), category, class (category), qualification. Indicated without abbreviations in the structure of the structural unit, from the head to the technical executor. Attention: for workers - professions, for employees - positions (paragraph 7 of article 144 of the Labor Code of the Russian Federation).

Number of staff units indicated for each position or profession. If part-time work is envisaged, it is indicated in appropriate shares (for example, 0.5; 2.75, etc.).

Tariff rate, salary is indicated in the amount of the monthly salary, depending on the remuneration system (tariff, salary, percentage of profit, coefficient of labor participation, etc.) The size of the salary must be indicated in rubles or in percent, coefficients, etc. It is better to refuse the practice of indicating salaries in dollars. Formally, this is not prohibited, the Labor Code of the Russian Federation only speaks of the employer's obligation to pay wages in rubles. That is, the salary is simply converted into rubles at the current exchange rate. However, the jurisprudence suggests that there is a violation here.

The Labor Code of the Russian Federation does not contain provisions directly prohibiting the employer from setting the amount of wages in foreign currency (conventional units), since in Part 1 of Art. 131 of the Labor Code of the Russian Federation refers only to the payment of wages in cash in the currency of the Russian Federation (in rubles). But according to Part 3 of Art. 129 of the Labor Code of the Russian Federation tariff rate and the salary has a fixed amount, which must remain unchanged during the term of the contract. And since the size of the salary is always calculated at the current exchange rate, the fall in the dollar exchange rate, according to the court, may lead to a deterioration in the conditions of remuneration of the employee.

Allowances. Columns 6-8 indicate incentive and compensation payments established by law or at the initiative of the employer.

In the graph Total the total amount of columns 5-8 (salary and allowances) is indicated, multiplied by the number of staff units.

Note filled in if the information in the columns of the form is ambiguous and requires clarification.

The signatures under the draft staffing table are put by the manager and the chief accountant.

Do not forget to put down the document number in the appropriate column of the form.

The draft staffing table is ready, what's next?

The staffing table is approved by the corresponding order for the main activity. The text of the order indicates the fact of approval of the staffing table, the total number of staff units and the date for the document to be put into effect. The order is signed by the head of the company or another authorized person, and then it is registered in the Register of orders for the main activity. Registration number affixed to the order. Then the order and the staffing table are sent for indefinite storage, as a rule, together with other orders for the main activity.

How do I make changes?

Since the staffing table is approved by order, then changes to it are also made by order. The date on which the change order is issued and the date on which the changes take effect usually do not coincide. If the changes are insignificant, amendments to the schedule are issued, and if they are large-scale, a new staffing table is drawn up with a new order for its approval.

Changes to the staffing table usually affect employees, so they are followed by a change in employment contracts. In most cases, their application requires the consent of employees, compliance with the deadlines for notification of personnel, etc.

Attention: familiarization of the employee with the order to amend the staffing table is not a confirmation of his consent to change the terms of the employment contract.

Let's see how to reflect the change in the salary of employees. The employer is obliged to notify the staff about this two months in advance, and then issue an order to amend the staffing table. The order specifies the positions, new salaries and the date of entry into force of the changes. Employees of the personnel department, who will make changes to employment contracts, get acquainted with the order under their signature.

Then additional agreements are concluded with the employees. In them, it is not enough to limit ourselves to the fact of an increase or decrease in salary - you need to indicate the reasons (according to Articles 22 and 132 of the Labor Code of the Russian Federation, an employee's salary depends on the qualifications, the complexity of the work performed, the amount and quality of labor expended). Otherwise, the employee, for example, will be able to demand to pay him extra for the previous periods in which he did the same, but for less money.

Attention: to reduce the amount of wages unilaterally under Art. 74 of the Labor Code of the Russian Federation is possible only when the organizational or technological working conditions change. For example, when taking new policies personnel management, while modernizing production, reducing the volume of products, reorganizing production.

However, for such a maneuver, the position and qualifications of the employee should not change, the employer must prove that certain labor contract conditions could not be maintained, and failure to take a decision to cut salaries would have led to massive staff cuts. Arguments in the form of a decrease in demand for services or products or a drop in profits are not enough.