What is indicated in the staffing table. How to develop a staffing schedule. Staffing table: rules for drawing up

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Employees are hired in accordance with the staffing schedule. It is approved by order of the head of the organization or by another authorized person by order or power of attorney.

Pay attention to the surcharge section. The specifics of the enterprise may be reflected here. Bonuses can be for trade secrets, employee experience, harmfulness, special services to the organization, academic degree, etc.

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How to correctly fill out the staffing table on form T-3

The staffing table is used to formalize the structure, composition of the staff, its number in accordance with the current Charter of the organization. The staffing table is approved by the manager or a person authorized by him (and drawn up by them, since the required position of a labor economist, who is required to draw up the schedule, is not available at all enterprises) and contains the following information:

List of existing positions at the enterprise;
- number of units in the state;
- monthly wage fund;
- amounts of official salaries and allowances;
- list of structural divisions.

It should be remembered that the employee’s position in the employment contract must fully correspond to the position in the staffing table, and its name is not abbreviated when entered in the document. And the positions themselves are entered there based on the Classifier of Occupations, because any discrepancy may lead to difficulties when applying for a pension. Positions are recorded in descending order, starting with the most important one.

The schedule is drawn up for a specific date, indicating the period of validity and in one copy, which is kept in the accounting department of the enterprise. In addition, the document is stitched and sealed with the signatures of the manager, chief accountant, and then the company seal. Errors made in this document cannot be corrected using a proofreader. Most of them are done in salaries. The situation can be corrected by carefully crossing out, writing the correct numbers and signing the component staffing table faces. Other changes (for example, entering a position if you forgot to indicate it, or correcting it if you indicated it incorrectly) occur with the help of orders from the manager.

If we talk about the direct purpose of the staffing table, then it is so that in the event of any controversial situations, present the data indicated there in court. Therefore, if the document is drawn up correctly, you can always count on winning the court case.

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Let's consider whether a staffing table is needed in an organization and how to develop it; What is the procedure for approving your own document form? Let's study difficult questions, for example, the procedure for approving the staffing table if the company has separate divisions or has only one employee.

Staffing: to be or not to be

First, let's figure out whether the staffing table (SH) is a primary accounting document and whether its presence is mandatory in the organization.

On January 1, 2013, the Federal Law of December 6, 2011 N 402-FZ “On Accounting” (hereinafter referred to as Law N 402-FZ) came into force, according to which every fact of the economic life of an organization is subject to registration as a primary accounting document containing only mandatory requisites. At the same time, the right to choose the forms of primary documents (unified or independently developed) now belongs to the employer<1>.

For your information. Facts of economic life include a transaction, event, operation that has or is capable of influencing financial position an economic entity, the financial result of its activities and (or) cash flow.

Expert opinions on the mandatory nature of staffing vary. In our opinion, it should be approved by the organization. This conclusion follows from the interpretation of Art. Art. 15, 57, 66, 81 Labor Code of the Russian Federation. So, in Art. Art. 15 and 57 indicate the need for the employee and employer to define and fix in the employment contract “the labor function (work according to the position in accordance with the staffing table ...)”. At the same time, there is no “if any” clause contained in many articles of the Labor Code of the Russian Federation<2>and giving the right to choose, if this presence (of an authority, document, circumstance) is not confirmed.

In addition, in Art. 57 establishes that the employee and the employer may provide an additional condition to clarify the place of work (indicating the structural unit and its location) and (or) the workplace. Information about the structural unit is contained in the staffing table and will subsequently be reflected in the employee’s work book (Article 66 of the Labor Code of the Russian Federation, clause 3.1 of the Instructions for filling out work books<3>).

At the same time, one should not forget about such grounds for dismissal as “reduction in the number or staff of employees” (clause 2, part 1, article 81 of the Labor Code of the Russian Federation). In the absence of a staffing table, it is almost impossible to prove the legality of dismissal of employees on this basis, as well as the validity of payments to such employees sums of money neither the labor inspectorate, nor the fiscal authorities, nor the court.

The conclusion about the need for staffing is also supported by by-laws<4>and established judicial practice.

In any case, its presence minimizes the risks of claims from fiscal supervisory and judicial authorities. Therefore, the employer should approve the staffing table.

We approve the schedule

The staffing table is a local regulatory act of the organization, which records in a consolidated form the existing division of labor between employees and the conditions of payment for their labor (Letter of Rostrud dated January 23, 2013 N PG/409-6-1). That is, the staffing table reflects events labor relations that can influence the financial position of the organization and (or) cash flow. In fact, an organization (especially a newly created one) or other employer does not have the right to hire workers in the absence of a staffing table.

Previously, a unified form of staffing was mandatory, approved by Resolution of the State Statistics Committee of Russia dated January 5, 2004 N 1 “On approval of unified forms of primary accounting documentation on accounting of labor and its payment." However, since 2013, its use has become optional. And although many organizations still use unified forms, you should not miss the opportunity provided by the legislator and adapt it to the needs of a particular employer.

Choosing a method

Taking into account the provisions of Art. 9 of Law N 402-FZ, before drawing up the organization’s staffing table, it is necessary to approve its form, as well as the forms of other documents on labor accounting and payment.

You can do this in two ways:

— approve by a separate order of the organization with the relevant forms attached;

- reflect in the accounting policy of the organization for accounting purposes what forms of primary accounting documents (unified or independently developed) are used to document the facts of economic life (see example 2 below). In this case, the specified document forms should be made appendices to the accounting policies (see example 3 below).

It should be noted that due to the mandatory accounting policy for most employers according to Art. 8 of Law N 402-FZ, the second method of fixing the used forms of primary documents is more preferable.

Order of approval

So, the employer decided to approve the staffing table using an independently developed form. To begin with, an appropriate order must be issued.

Changes

Changes to the approved and current staffing table are also made by order - either reflecting specific changes or approving new edition SR.

As Rostrud noted in Letter No. 428-6-1 dated March 22, 2012, the staffing table changes if structural units or positions are renamed, salaries change, or the number or staff of employees is reduced. The frequency and frequency of changes in the staffing table is determined by the employer.

Requisites

Keep in mind: an independently developed staffing table must contain both information about the order that approved its form, and the details of the document by which it was put into effect (see example 7).

In addition, in the staffing table developed by the organization there is no need to indicate the period of its validity (unlike the unified form). It is enough to indicate the date of entry into force of the staffing table.

Newly created organizations

The staffing table is drawn up, even if only the manager works in the newly created organization. There are two possible presentation options here. staffing units:

— or only the manager is indicated;

— or the required staff and number of employees are immediately recorded.

Branches and representative offices

Separately, it should be said about the staffing table of an organization that has branches, representative offices or other separate divisions.

In the new form of staffing, it is possible to provide for the allocation of not only structural, but also separate units.

If The staffing table is drawn up by the department independently(and such a right should be provided for in the organization’s charter, the regulations on the unit and the power of attorney of the head of the unit), then it is advisable to provide for an approval procedure, and indicate the approval details in the staffing table itself.

Filling out individual columns

Special mention should be made about filling out the “Salary” columns, etc.: the salary amount must be one; indicating the so-called “fork” is not allowed, since according to Art. 22 of the Labor Code of the Russian Federation, payment must be equal for equal work.

Note. You can read about the rules for filling out such columns of the staffing table as “Position”, “Number of staffing units”, “Tariff rate (salary), etc.”, “Bonus” in the article “Staffing table in questions and answers” on p. 46 magazine N 7, 2009.

If necessary, reflection For the same positions with different salaries(and not salaries), we recommend either establishing categories or ranks for the position, or regulating this by establishing allowances (additional payments) depending on the qualifications of the employees. Rostrud also adheres to this position (Letter dated April 27, 2011 N 1111-6-1).

Therefore, the employer, when developing a staffing form for the purpose of establishing personal allowances and additional payments to employees, can present information in the column “Allowances, additional payments” as shown in the example:

Sample formatting of the column “Allowances, additional payments” in the staffing table.

If in an organization the wages of employees consist of salaries (or salaries and irregularly paid bonuses), then the column “Allowances, additional payments” can be excluded. And vice versa: if the employer uses regular bonuses to stimulate the work of employees, then you can add the column “Bonuses”, also for convenience, highlighting the sub-columns “Base” and “Amount, rub.” (see example 12).

Sample design of the “Bonus” and “In Hands” columns in the staffing table.

For a number of employers, due to the need to comply with Art. Art. 133 and 133.1 of the Labor Code of the Russian Federation, it would be useful to add the columns “For payment” or “In hand” (example 12).

Extract from the staffing table

It should be remembered that according to Art. 62 of the Labor Code of the Russian Federation, the employer is obliged to provide the employee, upon his application, with documents related to his work, including extracts from documents (Article 88 of the Labor Code of the Russian Federation). Therefore, we consider it appropriate to also approve the form Extracts from the staffing table (there is no unified form).

Staffing arrangement

The staffing table is a planned and impersonal document. Therefore, you should not “burden it down” with information. After all, this document can be submitted to fiscal or judicial authorities, which should not know “extra” information. To fix the actual position of personnel placement (by name) and remuneration (taking into account “floating” bonuses), it is advisable to use the staffing arrangement. The document can be in paper or electronic form and contain any information about employees required by the employer (see example 14).

Staffing arrangement.

Limited Liability Company "SportInvest"

(SportInvest LLC)

Staffing as of 11/03/2014

Structural subdivision	Job title	Number of staff units	Last name I.O.	Salary, (rub.)	Allowances, surcharges	Awards	Total (gr. 6 + gr. 8 + gr. 10)	Additional Information
Base	Amount (rub.)	Base	Amount (rub.)
Name	Code
1	2	3	4	5	6	7	8	9	10	11	12
Directorate	01	CEO	1	Avakumov A.V.	60 000					55 000
Secretary	1	Belkina N. A.	30 000	For knowledge of foreign languages	2000			32 000	Maternity leave until December 25, 2014
System Administrator	0,75	Volgin I. L.	21 330					15 997,50	Employee at main place of work
<…>
Accounting	02	Accountant	1	Gromova K. T.	25 000	Increase in the volume of work (DS until 06/04/2010)	5550			30 550
Accountant	1	Drevko O.K.	25 000					24 850	Parental leave for up to 3 years (December 11, 2014 – return to work)
Accountant	1	Eremina E. M.	25 000	Expansion of service area (DS until 08.12.2014)	7850			32 850
<…>
Sales department	03	Manager	1	Acorn U. A.	30 000			For exceeding the sales plan	5000 — 30 000	35 000 — 60 000
<…>
Department head	1	Zorin I. A.	35 000			For exceeding the sales plan	5000 — 30 000	40 000 — 70 000
Delivery department	04	Specialist	0,5	Ilyin B.B.	15 000					7500	External part-time worker
Department head	1	Klaus V.V.	25 000					25 000
Marketing department	05	Specialist	1	Lomov Ya. R.	24 400					24 400	Child under 3 years old (born 02/06/2012)
Specialist	1	Mishin T. A.	24 400					24 400
		Department head	1	JOB VACANCY
<…>

Opinion. Maria Kolganova, Associate Professor, Department of Business and Labor Law State University management

In legal theory, one of the main features of labor relations has always been considered the inclusion of a new employee in the organization’s staff. The importance of this action is related to the legal status of the employee within the organization. The inclusion of an employee in the organization’s staff “fills” a previously existing vacancy and determines his place in the organization and management system labor processes within the company, predetermines the main component of the value of his earnings (official salary, salary, tariff rate), consolidates and makes legitimate the differentiation of wage adjustments through allowances, additional payments, KTU and other payments that allow, in accordance with the wage systems approved in the organization, personalize staff salaries.

Note. See the article “How to organize work with personal data in HR departments” on p. 40 magazine N 3, 2012.

Companies that provide personnel to third parties face serious problems in these matters. Such organizations (private employment agencies) may formally meet the requirement to have a staffing table, but from a legal point of view it is created in a real organization and for real jobs, and not under a civil contract with an intermediary.

Note. See the article “10 mistakes that should not be made when preparing documents related to personal data” on p. 52 magazine N 3, 2012.

Companies that transfer labor hired under a personnel supply agreement do not create real jobs and do not invest in production and its modernization. In the event of bankruptcy of an intermediary organization, its property (often rented) cannot be a guarantor of compensation for lost earnings by employees. Consequently, there is no point in considering the staffing tables created in them as serious organizational and financial documents.

Note. Read about “borrowed” labor on p. 70.

Not less problems Such companies also arise in connection with the preparation of personnel documentation. If an intermediary registers the employee being hired as his employee, then the actual performance of labor functions in harmful or dangerous working conditions for a real production worker will not be counted towards his preferential length of service, which gives the right to a pension, since in the office of the intermediary company that registers the employee in accordance with her staffing schedule to the real employer, there are no such harmful working conditions. Not a single Pension Fund structure recognizes work on the staffing schedule of an intermediary company as work in harmful or dangerous conditions that give the right to pension benefits. This is explained by the fact that in the employee’s work book, which, in accordance with Art. 66 of the Labor Code of the Russian Federation is the main document on its labor activity And work experience, in accordance with the intermediary’s staffing schedule, an employment record was made.

In conclusion, I would like to note that the requirements for documents set out in Law N 402-FZ, in some cases, differ from the requirements of labor legislation (which, in fact, are stricter). Therefore, in order to avoid claims from inspectors, we recommend using the unified form N T-3 as a basis when developing a staffing form. It is advisable to use GOST R 6.30-2003 “Unified documentation systems. Unified system of organizational and administrative documentation. Documentation requirements." And finally, since the staffing table contains personal data of employees, its storage, processing, and destruction must be carried out in accordance with the requirements of the legislation of the Russian Federation on the protection of personal data.

Yu. Titova

Teacher,

Journal expert

"Personnel service

And enterprise personnel management"

Signed for seal

The staffing table is a mandatory regulatory act that does not contain the names of the organization’s employees. The purpose of this document is to provide a clearly defined enterprise configuration.

Namely:

Compound.
The number of employees.
The amount of money spent on payments.

The document is local, i.e. internal document of the employer. The paper comes into force after the head of the enterprise signs the order approving the staffing table (SH). A tax audit or labor inspectorate has the right to require this document. Its absence is a violation of labor protection legislation.

Any organization from the beginning of its activities is required to have certain regulations. Next, each new employee must be familiarized with the current documents of the enterprise. This should be done before signing the employment agreement.

The staffing table (form T-3) is formed at the enterprise either from the beginning of its activities or from the beginning current year. The manager approves the document with the appropriate order. The text of the order confirms the fact that the staffing table has come into force. After the paper has been signed by an authorized person, it is registered in the appropriate journal. This process is accompanied by assigning a registration number to the order. The exact storage period for orders and schedules is not regulated.

An order to change the staffing table cancels the previous document for the purpose of subsequent approval of a new one.

The validity period is at the discretion of the manager: from a year or more. When changing the structure of an enterprise, it is more expedient to make changes to the SR than to approve a new one. The employer signs an order to amend the SR, on the basis of which the necessary adjustments are made. If staff expansion is planned or vice versa, there has been mass reduction, should be compiled new uniform T-3.

Form and content

The manager has the right to independently develop a document form, taking into account the activities of the enterprise and its needs. Previously accepted forms are not mandatory since January 2013. Most employers do not know how to draw up a staffing table, and therefore use the unified form No. T-3 as a form. It is easy to fill out and contains all the necessary data. Form T-3 and the procedure for filling it out were approved by Resolution No. 1 of the State Statistics Committee of the Russian Federation dated January 5, 2004. This document should contain the following components:

list of structural divisions;
department code;
position, specialty, classification;
number of staff units;
official salaries;
allowances;
wage fund.

Responsibilities for filling out this form are assigned to personnel officers. In some cases, this task is performed by an accountant or the head of the enterprise. Based on the above personnel document, the employer has the right to develop a staffing arrangement. It is maintained electronically in Excel and allows you to record data on the replacement of employees.

Filling rules

IN mandatory the document indicates the full name of the organization according to the constituent documents. Also, in addition to the date of drawing up the staffing arrangement, the date of its entry into force and validity period are indicated. The number of staff positions on the day the document was drawn up is indicated in the upper right corner.

The first column indicates the structural divisions of the organization, starting with the head (administration). Further in free interpretation, without deviating from generally accepted concepts. This concerns commercial organizations. For government agencies, the difference in filling out the document is that they are required to follow the requirements of all-Russian classifiers and other regulatory documents. In the future, this will allow retired employees to freely take advantage of the benefits they are entitled to. The department code facilitates document management and is established by each organization independently.

Regarding positions in HR, the number of people employed in production - here each organization proceeds from personal needs and the profitability of the enterprise.

In the “tariff rate” column, all indicators are indicated in rubles. In the case where the salary amount does not have exact value, possible boundaries are determined: from and to (15,000-20,000).

Awards.
Additional payments.
Compensation benefits.

The amount of the premium is indicated in ruble terms or as a percentage.

The next column summarizes the previous tariff indicators and multiplies them by the number of staff units. The resulting figure is the wage fund (ph) for the month.

The staffing schedule for an individual entrepreneur does not differ from a similar document for an LLC or any other organization. According to the Labor Code of the Russian Federation, when concluding an employment contract, the employer is obliged to familiarize the potential employee with the “staff”. Many individual entrepreneurs are in no hurry to compile this normative document. Such disregard may result in a fine.

According to Art. 5.27 of the Code of Administrative Offences, the amount of a fine for an official varies within 1,000 rubles. – 5,000 rub. Such a violation will cost the organization from 30 to 50,000 rubles.

When and how to make changes

For minor changes, an amendment to the schedule is sufficient. Before making a large-scale change in the HR, the employer is required to notify employees of the upcoming action two months in advance. Thus, the date of the order to introduce changes and the date of entry into force of the changes are different. The basis for making adjustments is the need to:

change the tariff rate;
reduce staff;
rename the position;
change the form of remuneration.

Since any changes affect the interests of employees, the employer automatically makes changes to the employment contracts. A sample order to change the staffing table can be downloaded here.

Extract

According to Art. 62 of the Labor Code of the Russian Federation, an employee of any organization, as well as inspection authorities, can request an extract from the document by means of a written request. The extract from the ShR is drawn up according to all the rules and contains specific information. If the parent company has several divisions, then after drawing up and approving the staff schedule, an extract is generated for them. The difference between the main document and the extract is that the latter is marked with the word “extract” before its name and reproduces only the necessary part of the document.

Our editorial office often receives questions regarding the maintenance of such an important personnel document as the staffing table. We have provided answers to the most relevant of them in this article.

Why do you need staffing?

In accordance with the Instructions for the application and completion of forms of primary accounting documentation for the accounting of labor and its payment, approved by the Resolution of the State Statistics Committee of Russia dated January 05, 2004 No. 1 “On approval of unified forms of primary accounting documentation for the accounting of labor and its payment” (hereinafter referred to as the Resolution No. 1), the staffing table is used to formalize the structure, staffing and staffing level organization in accordance with its Charter. It contains a list of structural units, names of positions, specialties, professions indicating qualifications, information on the number of staff units.

For the first time, a unified form of staffing was approved by Resolution of the State Statistics Committee of Russia dated April 6, 2001 No. 26 (as part of unified forms of primary accounting documentation). In 2004 this form has undergone some changes.

For an employer, a staffing table is a very convenient “tool” that performs several functions at once. In particular, it:

allows you to clearly trace the organizational structure of the company (its structural divisions);
fixes the staffing levels of structural units and the number of staff units for each position (profession);
allows you to monitor the system of remuneration for employees of structural divisions;
establishes and fixes the sizes of allowances;
facilitates tracking of vacancies and selection of personnel for these vacancies.

Is it necessary to have a staffing table?

On this moment There are two points of view regarding the employer’s obligation to maintain staffing.

According to the first, the presence of this local regulatory act is mandatory, since it directly affects the labor function of the employee and his remuneration. Thus, in the Labor Code of the Russian Federation, the staffing table is mentioned in Art. 15, containing the definition of labor relations, and in Art. 57, according to which an essential condition of an employment contract is a labor function, namely: work in a position in accordance with with staffing, profession, specialty indicating qualifications, the specific type of work assigned to the employee.

According to another point of view, the employer independently decides on the need to maintain a staffing table. The following arguments support this position. Firstly, Resolution No. 1 approved recommended for use unified staffing form (No. T-3). The staffing table is also mentioned in the Instructions for filling out work books, approved by Resolution of the Ministry of Labor of Russia dated October 10, 2003 No. 69 (hereinafter referred to as Instruction No. 69). In particular, paragraph 3.1 of the Instructions notes that entries on the name of a position (job), specialty, profession indicating qualifications are made, as a rule, in accordance with the organization’s staffing table.

As we can see, none of the listed regulations enshrines duty employer on registration of the staffing table. At the same time, we recommend not to neglect maintaining this personnel document, since the inspection authorities adhere to the first point of view.

Thus, the Social Insurance Fund of the Russian Federation draws the attention of policyholders (employers) to the need to draw up a staffing table as a document that serves to confirm the correctness. The Pension Fund of the Russian Federation, when collecting information about the length of service of insured workers, also repeatedly drew attention to the need.

Often, tax authorities, when conducting on-site audits, request the organization’s staffing table. For example, in the decision of the Moscow Arbitration Court dated April 28, 2007 in case No. A40-4332/07-117-33 it is noted that “ tax code The Russian Federation imposes on the taxpayer the obligation to submit, at the request of the tax authority, documents and information necessary for tax control. The fact that employment contracts, staffing schedules, personal and individual cards are not documents tax accounting, in itself does not refute the organization’s obligation to have such documents and submit them for an on-site tax audit, since the information contained in them may be significant for taxation.”

Often, the lack of staffing is regarded by inspection bodies as a violation of labor and labor protection legislation, for which an official can be fined in the amount of 500 to 5,000 rubles, and an organization in the amount of 30,000 to 50,000 rubles. (Article 5.27 of the Code of Administrative Offenses of the Russian Federation). But due to the fact that there is no clear obligation for the employer to maintain this document in the legislation, these sanctions can be tried to be challenged in court.

Who should develop and approve the staffing schedule?

After deciding on the need to draw up a staffing table (if, of course, the organization does not already have one), the next question arises - who should develop this personnel records document?

The legislation does not define the circle of responsible persons, so we assume that this issue should be dealt with by the head of the enterprise. A separate order may be drawn up, assigning the responsibility for drawing up the staffing table to a specific employee, or this responsibility may be enshrined in the employment contract or the employee’s job description.

As a rule, in small organizations, the staffing table is drawn up by employees of the personnel department and (or) accounting department, and less often by employees of the legal service. In large companies - the economic planning department or the labor and wages organization department. If we are talking about individual entrepreneur, then this can be done by a personnel officer, an accountant (if there are any on staff) or the entrepreneur himself.

The staffing table is approved by an order (instruction) signed by the head of the organization or a person authorized by him (see Example 1). The details of this document are indicated in the field “Approved by order of the organization dated “____” _____________ 200__ No. __” of the unified form No. T-3.

Please note that the dates of preparation, approval and entry into force of the staffing table may not coincide. Thus, the staffing table may be approved after its preparation, and the date of its introduction (entry into legal force) may be later than the dates of approval and preparation.

Taking into account the fact that wages are paid to employees monthly, it is logical to put the staffing table into effect from the first day of the month.

The unified form No. T-3 also indicates the period for which the staffing table is approved. In this regard, the following question arises:

How often should the staffing schedule be drawn up?

There is no clear answer in the legislation. However, given that the staffing table is a planning document, it is advisable to draw it up for one year. At the same time, the staffing table can be approved once and remain in effect for several years.

How to correctly fill out the unified form No. T-3?

So, let's proceed directly to drawing up the staffing table. The most common way to complete it is to fill out the unified form No. T-3. In this case, you should be guided by the Instructions for the use and completion of forms of primary accounting documentation, approved by Resolution No. 1.

We design the “hat”. First of all, in the “Name of Organization” field, you must indicate the name of the organization in accordance with the registration certificate. If the certificate contains both a full and a short name, then either of them can be indicated in the staffing table.

Then the code according to OKPO (All-Russian Classifier of Enterprises and Organizations), the document number and the date of its preparation are indicated. For ease of registration, the staffing number may contain a letter index (for example, ШР).

The unified form No. T-Z includes the following wording: “Staffing schedule for the period ______ from “___” ______ 20__.” It would seem that designating the period of validity of a document implies indicating the date of not only the beginning, but also the end of this period. Is it necessary to indicate the expiration of the staffing table or is it enough to indicate that the staffing table comes into force on a certain date? Obviously, the unified form presupposes the second option. This is explained by the fact that in the process of carrying out activities in an organization, there may be a need to change the staffing table, therefore it is very difficult to accurately predict the expiration date of its validity.

IN column 1 (“name”) the name of the corresponding structural unit is indicated. These can be branches, representative offices, departments, workshops, areas, etc. (clause 16 of the resolution of the Plenum of the Supreme Court of the Russian Federation dated March 17, 2004 No. 2 “On the application by courts Russian Federation Labor Code of the Russian Federation").

For the convenience of working with staffing, it is better to arrange structural units in groups according to their hierarchy from administration to service units. For example, first of all, the divisions that carry out general management will be indicated (directorate, accounting, personnel department, etc.), then - production divisions or divisions performing the main functions of the organization, and at the end - auxiliary and service divisions (administrative and economic service, supply department, warehouse, etc.).

IN column 2 (“code”) the codes of the structural units assigned to them by the employer are entered. As a rule, codes are indicated by numbers, the number of which varies depending on the complexity of the organization's structure. This allows you to determine the place of each department (division, group, etc.) in the overall organizational structure. For example, the financial department is assigned code 02. Accordingly, the financial planning department and accounting department included in the department will have codes 02.01 and 02.02.

If the organization uses a centralized document flow system, the structural unit code may not be specified.

In column 3 the position (specialty, profession), rank, class (category) of the employee’s qualifications are indicated. It is better if this data is presented in accordance with:

All-Russian classifier of worker professions, employee positions and tariff categories OK 016-94 (introduced by Decree of the State Standard of Russia dated December 26, 1994 No. 367);
Qualification reference book for positions of managers, specialists and other employees (approved by Decree of the Ministry of Labor of the Russian Federation dated August 21, 1998 No. 37).

Of course, these directories are becoming outdated and many positions that appeared in last years, they are missing (for example, the position of office manager). Therefore, differences in the names of positions, professions, specialties in qualification reference books and in personnel documents organizations are acceptable. However, if with the performance of work in certain positions, professions, specialties related to the provision of compensation and benefits or the presence of restrictions, then the names of these positions, professions or specialties and the qualification requirements for them must correspond to the names and requirements specified in the qualification directories approved in the manner established by the Government of the Russian Federation (Article 57 of the Labor Code of the Russian Federation, clause 3.1 of Instruction No. 69). Otherwise, the employee will not have the right to benefits.

Example 2

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In the work book of a music worker who directed a children's choral studio at a boarding school for 17 years, his position was indicated as “club organizer.” Since this position is not in the All-Russian Classifier of Worker Occupations, Employee Positions and Tariff Grades, nor in the List of Works, Professions, Positions, Specialties and Institutions, taking into account which an old-age labor pension is assigned early in accordance with Article 28 of the Federal Law “On Labor Pensions” in the Russian Federation”, approved by Decree of the Government of the Russian Federation of October 29, 2002 No. 781, this length of service was not counted in the insurance for the early assignment of a pension to the employee.

According to Art. 57 of the Labor Code of the Russian Federation, the position of the employee being hired must correspond to that indicated in the staffing table. There are cases when the job title used in the employment contract does not correspond to the staffing table or such a position is not provided for by the staffing table at all. In this case, the contradiction that exists between the employment contract and the staffing table must be resolved in favor of the employment contract (Article 8 of the Labor Code of the Russian Federation). The employee will perform the labor function provided for by the employment contract (that is, work in the position, specialty or profession established in the contract), and the personnel officer will have to make appropriate changes to the staffing table. We'll look at how to do this a little later. For now, let's continue filling out the form.

When filling columns 4 (“Number of staffing units”) indicates the number of staffing units for the relevant positions (professions). In the case where it is planned to maintain an incomplete staff unit, taking into account the characteristics of part-time work, the number of staff units is indicated in the appropriate proportions, for example, 0.25; 0.5; 2.75, etc.

Considering that new employees can only be hired for vacant positions, the staffing table can indicate not only existing staffing units, but also vacant ones. In other words, if an organization employs 10 people and the staffing table also indicates 10 staffing units, then when the staff expands, changes will have to be made to the staffing table. Or you can pawn it right away larger number staffing units (for example, 12). Thus, in the staffing table it is possible to maintain a staffing reserve for the future.

One of the issues that causes difficulties in practice is related to the registration of part-time workers. For example, several people may work part-time or part-time in one position. In this case, the staffing table indicates the total number of staff units for the corresponding position.

Let's say that in a freight forwarder position, two people work full time and one person works part time. In this case, column 4 should indicate 2.5 staff units.

IN box 5 (“Tariff rate (salary), etc.”), depending on the remuneration system adopted in the organization, the monthly salary is indicated according to the tariff rate (salary), tariff schedule, percentage of revenue, share or percentage of profit, labor participation coefficient (KTU), distribution coefficient, etc. In this case, wages are determined in ruble equivalent.

Let us remind you that in accordance with Art. 133 of the Labor Code of the Russian Federation, the amount of the official salary (tariff rate) cannot be lower than the legally established minimum wage (currently - 4,330 rubles). In this case, the remuneration system must be established by a local regulatory act (for example, the Regulations on remuneration).

Example 3

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The staffing table provides for one staff position for the position “secretary” with a salary of 15,000 rubles. However, taking into account the interests of the company, the secretary was hired on the terms external part-time job by 0.5 bets. In accordance with Art. 285 of the Labor Code of the Russian Federation, remuneration for part-time workers is made in proportion to the time worked, depending on output or on other conditions determined by the employment contract. In this regard, the employment contract must indicate an amount proportional to the time worked by the part-time worker (in in this case- 7,500 rub.).

As can be seen from the above example, the staffing table determines the salary for the corresponding position, but not the remuneration for a specific employee

IN columns 6-8 (“Additional allowances”) indicate stimulating and compensation payments employees (bonuses, allowances, additional payments, incentive payments) established by the current legislation of the Russian Federation (for example, northern allowances, allowances for academic degree etc.) or introduced at the discretion of the organization (for example, related to the regime or working conditions).

a fixed amount (if the salary changes, the size of the bonus can be left the same or also changed);
in the form of a percentage bonus (in this case, the size of the bonus changes along with the salary).

Please note: if the remuneration system provides for the possibility of establishing individual bonuses for each position, then in column 3 each position must be highlighted in a separate line, and in column 4 a unit must be entered opposite each position.

Another frequently asked question, which is also of concern to personnel officers: is it possible for employees occupying the same positions to set different salaries, for example, by providing for a salary range in the staffing table? Both in the legal literature and in practice, there are two opposing approaches to solving this issue. So, some experts believe that this is quite acceptable. This point of view is supported by Art. 132 of the Labor Code of the Russian Federation, according to which the salary of each employee depends on his qualifications, the complexity of the work performed, the quantity and quality of labor expended and is not limited to the maximum amount. Taking this into account, wages should be set differentially and depend, first of all, on the qualifications of the employee, on the basis of which employees occupying the same position, but having different qualification categories, can be set different salaries.

According to other experts, each position has one salary. In the event that it is necessary to establish different wages for employees occupying the same positions, it is advisable to regulate the amount of wages using various bonuses (for example, for work intensity).

Example 4

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The organization employs two specialists as accountants. At the same time, the staffing table provides for a salary of 10,000 rubles for the accountant, as well as allowances for irregular working hours in the amount of 10% of the salary (1,000 rubles) and for work intensity - 20% (2,000 rubles). Taking into account the qualifications and work experience of one of the employees holding this position, all allowances were established and, accordingly, his salary amounted to 13,000 rubles. (RUB 10,000 + RUB 1,000 + RUB 2,000). The second accountant was given only one bonus for irregular working hours, after which his salary amounted to 11,000 rubles. (RUB 10,000 + RUB 1,000).

IN box 9 the total amount formed by adding columns 5-8 is noted, that is, the sum of salaries for all staff units of a particular position, taking into account the established allowances. If columns 5-9 cannot be filled in in ruble equivalent (for example, due to the use of non-tariff, mixed and other remuneration systems), these columns are filled in in the appropriate units of measurement (percentages, coefficients, etc.). In this case, calculating the total amount (total) in columns 5-9 is possible if tariff rates and surcharges are set in the same units for the same period of time.

Box 10 , as its name suggests, is intended for various notes. If they are absent, it remains blank.

After entering the data in all fields, you must fill out line "Total" located at the bottom of the table. To do this, the number of staff positions, the amounts of salaries, allowances and the amount of the monthly wage fund are calculated in vertical columns.

The completed staffing table is signed by the head of the personnel service or the person entrusted with the responsibility for maintaining personnel records, as well as Chief Accountant organizations.

The unified staffing form does not provide for stamping. In this regard, a stamp can be affixed, but not required.

A sample of filling out the staffing table is presented in Example 5.

How to make changes to the staffing table?

Sooner or later, any personnel officer is faced with changes in the information contained in the staffing table. For example, there may be a need to introduce a new staff unit or an entire department, or to reduce an existing one, to change salaries, tariff rates, rename a department or position, etc.

There are two ways to make changes to the approved staffing table:

Option 1. Change the staffing table itself, that is, approve a new staffing table with a new (next in order) registration number

Option 2. Make changes to the current staffing table.

In this case, the staffing table remains the same, only a number of its positions change (the content of the column). Changes are made by order, after which the staffing table is adjusted. The following can be used as the headings of the corresponding order: “On changing the staffing table”, “On partial changes in the staffing table”, “On making changes to the staffing table”, etc. The order should indicate the basis for making changes to the staffing table (for example, reorganization of the company , optimization of management work, improvement of the organization’s structure, etc.).

If the organization has a complex structure, we recommend that when making changes to the current staffing table, indicate in the order not only the corresponding position, but also the structural unit whose staffing is affected by the changes being made. This is due to the fact that different departments may have positions with the same titles.

There are no regulations on how often the staffing table needs to be updated. Therefore, this can be done as needed.

Do not forget that changes and additions made in the prescribed manner to the organization’s staffing table are brought to the attention of employees, after which appropriate changes and additions are made to their work books on the basis of an order (instruction) or other decision of the employer. This is stated in paragraph 3.1 of Instruction No. 69.

Please note that a permanent or temporary change in the labor function of an employee and (or) the structural unit in which the employee works (if the structural unit was specified in the employment contract) is nothing more than a transfer to another job (Part 1 of Article 72.1 of the Labor Code RF). A change in the job title determined by the parties and enshrined in the employment contract is also regarded as a change in the employee’s labor function, regardless of the reasons for such a change (for example, in connection with a change in the staffing table).

When to make changes when reducing staff?

A reduction in the number or staff of employees is one of the grounds for making changes to the staffing table. A reduction in the size of an organization involves the exclusion of individual staff units from the staffing table, while a reduction in staff involves the exclusion of individual positions. Employees who are laid off for one reason or another are subject to dismissal under clause 2 of Art. 81 Labor Code of the Russian Federation.

Considering that, in accordance with Article 180 of the Labor Code of the Russian Federation, employees must be notified of an upcoming dismissal due to a reduction in numbers or staff no less than two months before dismissal, a new staffing table can be put into effect no earlier than two months after its preparation. The presence of a staffing table can confirm that the dismissal of workers was justified (that is, the employer will have the opportunity to clearly demonstrate the lack of jobs).

If the circumstances that led to a change in the staffing table towards a reduction in staffing units are eliminated, the employer can restore the reduced positions by making changes to the staffing table or by approving a new one.

Is it possible to change the unified form?

The Resolution of the Goskomstat of Russia dated March 24, 1999 No. 20 “On approval of the procedure for using unified forms of primary accounting documentation” notes that, if necessary, an organization can enter additional details. At the same time, it is not allowed to delete those details that are already present in this form (including code, form number, document name).

All changes made to the unified form must be documented in the administrative documents of the organization. In addition, the formats of the forms themselves indicated in the albums of unified forms of primary accounting documentation are recommended and are subject to change. Thus, when producing forms based on unified forms, it is allowed to make changes in terms of expanding and narrowing columns and lines, adding loose leaves - for the convenience of placing and processing the necessary information.

What is staffing?

Many organizations practice maintaining a “working” form of staffing - a staffing arrangement, otherwise called the replacement of positions or a staffing list. The main difference between this document and the staffing table is its dynamism, the fact that it can quickly change depending on the ongoing (numerical and qualitative) changes in personnel enterprise and does not require the issuance of an order for its approval and amendment.

Since the staffing table, showing total staffing units (positions) at the enterprise does not make it possible to determine whether a position is vacant or occupied and which employee occupies it; in the staffing table, as a rule, exactly this information is indicated - the names and initials of the enterprise employees occupying positions provided for in the staffing table, and position status - closed or vacant.

This document may also include other data, such as the employee’s personnel number, his length of service in the company, a special category (minor, disabled person, pensioner with children under three years old, etc.). You can take the organization’s approved staffing table as a basis for the staffing list and add the necessary columns in accordance with the needs of a particular organization. Neither the obligation to maintain staffing nor its unified form is currently established by regulations. The only thing that is regulated is the storage period for expired documents. In accordance with the List of standard management documents generated in the activities of organizations, indicating storage periods, approved by the Federal Archive on October 06, 2000, staffing arrangements are subject to storage for 75 years, after drawing up new ones. In this case, staffing tables must be stored for 3 years, starting from the year following the one in which it became invalid.

Footnotes

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Personnel department employees draw up a lot of documents - all kinds of orders, agreements with employees, schedules, local regulations, etc. One of the documents that greatly affects 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 employees of the institution and it will definitely be requested during control and supervisory activities and in the event of a labor dispute. We'll talk about staffing today.

Mandatory staffing

In accordance with the Instructions for the application and completion of forms of primary accounting documentation for the accounting of labor and its payment (hereinafter referred to as the Instructions), approved by Resolution No. 1, the staffing table is used to formalize the structure, staffing and staffing levels of the organization in accordance with its charter (regulations on her). It contains a list of structural units, names of positions, specialties, professions indicating qualifications, information on the number of staff units.
Let us say right away that there is no rule obliging the employer to develop and approve a staffing table 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 mandatory condition for inclusion in an employment contract is, among other things, a labor function - work in a position in accordance with the staffing table, profession, specialty, indicating qualifications; specific type of work entrusted to the employee... If, in accordance with the Labor Code of the Russian Federation, other federal laws, the provision of compensation and benefits or the presence of restrictions is associated with the performance of work in certain positions, professions, specialties, or the presence of restrictions, then the names of these positions, professions or specialties and the qualification requirements for them must comply names and requirements specified in qualification reference books approved in the manner established by the Government of the Russian Federation.
In addition to the Labor Code, the staffing table is mentioned in other regulations. In particular, paragraph 91 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 Resolution of the Federal Insurance Service of the Russian Federation dated 04/07/2008 N 81, it is stipulated that the Social Insurance Fund, in order to confirm the correctness of the calculation of insurance premiums for compulsory social insurance, will require the employer to provide constitutive and organizational and administrative documents, including staffing. The FSS will also require it when checking the correctness of the calculation of insurance premiums for compulsory social insurance against industrial accidents and occupational diseases.
The presence of a staffing table is also necessary for the Pension Fund, which, when collecting information about the length of service of insured workers, turns to this document to establish the names of the structural divisions of the institution and the correspondence of job titles.
The staffing table is also mentioned in the Instructions for filling out work books, approved by Resolution of the Ministry of Labor of the Russian Federation dated October 10, 2003 N 69. In particular, paragraph 3.1 of the instructions notes that entries on the name of a position (work), specialty, profession indicating qualifications are made as usually in accordance with the organization's staffing schedule.
Based on the above regulations, having a staffing table in an institution is simply necessary. Note that for some institutions the mandatory staffing table is directly established by regulations:
— Order of the Ministry of Emergency Situations of the Russian Federation dated September 24, 2008 N 563 approved the rules and terms for the preparation, coordination, approval and registration of staffing schedules for employees of budgetary and state-owned institutions of the Ministry of Emergency Situations and civilian personnel of the rescue military formations of the Ministry of Emergency Situations;
— Order of Spetsstroy of the Russian Federation dated December 3, 2010 N 540 defines the procedure and terms for drawing up, reviewing, approving and registering staffing schedules for civilian personnel of military formations and organizations under Spetsstroy, maintained at the expense of budgetary allocations.

Staffing form and rules for drawing up

The staffing table form T-3 is approved by Resolution No. 1. This form contains 10 columns, and by virtue of Resolution of the State Statistics Committee of the Russian Federation dated March 24, 1999 No. 20 “On approval of the Procedure for using unified forms of primary accounting documentation,” new ones can be added, but existing ones cannot be deleted.
Note: although the forms approved by this resolution apply to organizations regardless of their form of ownership, some budgetary and government institutions draw them up in the form approved by departmental regulations. For example, budgetary and state institutions of the Ministry of Emergency Situations must draw up a staffing table in accordance with the form of Appendix 2 to Order of the Ministry of Emergency Situations of the Russian Federation dated September 24, 2008 N 563.
In any case, difficulties when filling out the header of the document are unlikely to arise, so let’s move straight to the tabular part of the form.
Columns 1 “Name” and 2 “Code” determine the structural division of the organization. Most organizations financed from various levels of budgets, as a rule, choose the names of structural divisions independently, guided by generally accepted concepts. As a rule, the structural divisions of the administration are indicated first (directorate, accounting, personnel department, organizational and legal department, etc.), then production divisions, and finally service and auxiliary divisions (administrative 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 (entered in column 2).
In column 3 “Position (specialty, profession), rank, class (category) of qualifications” you must 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 performance of work in certain positions, professions, specialties is associated with the provision of compensation and benefits or the presence of restrictions, then the names of these positions, professions or specialties and the 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, Employee Positions and Tariff Classes OK 016-94 and the List of Production, Shops, Professions and Positions, approved by the Resolution of the State Committee of Labor of the USSR and the Presidium of the All-Union Central Council of Trade Unions dated October 25, 1974 N 298/P-22, employment in which gives the right to an old-age pension on preferential terms.

For your information. If, for example, the staffing table 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 regulations containing rules for establishing the names of positions, specialties and professions should be taken into account. For example, on the basis of Order of the Ministry of Health and Social Development of the Russian Federation dated March 28, 2012 N 278n, the title of the position of the head (manager) of the plasma center can be supplemented with the title of the medical position “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 education in the health sector.
When drawing up and approving the staffing table of a local government body, the apparatus of the election commission municipality you should use the names of municipal service positions provided for by the register of municipal service positions in the constituent entity of the Russian Federation (clause 3 of Article 6 of the Federal Law of March 2, 2007 N 25-FZ “On Municipal Service in the Russian Federation”).

Note! If the institution needs to hire an employee for a certain period of 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 being introduced in column 10 “Note” of the T-3 form.

The sequence of filling out 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: head of a 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 whole numbers - 1 (for full-time employees), and part-time numbers - 0.25, 0.5, etc. (for part-time workers). We recommend that this column reflect not only existing positions, but also vacant positions, since new employees can only be hired for open positions specified in the staffing table.
Let us note that the number of staff positions in organizations financed from different levels of budgets is determined by higher-level organizations. Thus, staffing standards:
- personnel of institutions executing criminal penalties in the form of imprisonment (except for prisons), and institutions executing criminal penalties in the form of imprisonment, with special conditions economic activity as a percentage of the average annual number of convicts held there - approved by Decree of the Government of the Russian Federation of August 12, 1994 N 922;
- government employees and municipal institutions cultural and leisure type and libraries - approved by Order of the Ministry of Culture of the Russian Federation dated September 1, 2011 N 906;
— medical and other personnel of the anesthesiology and resuscitation team, the anesthesiology-reanimation department medical organization- are given in Appendices 2 and 5 to the Procedure for providing anesthesiological 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;
- psychoneurological dispensary (dispensary department psychiatric hospital), the office of a local psychiatrist, the office of an active dispensary observation and conducting 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 Archive Service did, which, by Order of January 14, 2004 No. 9, approved the corresponding methodology for state archival institutions.
Some institutions, when determining both the names of positions and their number, must be guided by standard staffing schedules 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 schedule of the criminal correctional inspection (maintained at the expense of the estimate of the penal system), in accordance with which the territorial bodies of the Federal Penitentiary Service must bring the staffing schedules of subordinate criminal correctional inspections .
In column 5 “Tariff rate (salary), etc.” the monthly salary is indicated in ruble terms according to the tariff rate (salary), tariff schedule, percentage of revenue, share or percentage of profit, labor participation coefficient (KTU), distribution coefficient, etc., depending on the remuneration system adopted in the organization in in accordance with the current legislation of the Russian Federation, collective agreements, employment contracts, agreements and local regulations of the organization (Section 1 of the Guidelines).
The most common mistake when filling out this column is establishing a salary range, that is, different salaries for employees of the same qualifications. This is incorrect: each position should have only one salary. The only exception is the situation when positions are in different structural divisions. The establishment of a larger salary for one of the employees can be achieved by establishing bonuses or other additional payments for him (Letter of Rostrud dated 04/27/2011 N 1111-6-1).
Let us 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 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, incentives and compensation payments: additional payments and allowances of a compensatory nature, bonuses and other incentive payments. That is, if employees perform their work in harmful conditions labor, one of these columns must be called “Allowance for work in hazardous working conditions”, and below indicate the specific amount of this allowance.

For your information. Based on the Decree of the Government of the Russian Federation dated November 20, 2008 N 870 “On the establishment of reduced working hours, annual additional paid leave, increased wages for employees employed in hard work, work with harmful and (or) dangerous and other special working conditions" persons performing work in such conditions based on the results of certification of workplaces are guaranteed an increase in wages of at least 4% of the tariff rate (salary) established for various types work with normal conditions labor.

Allowances in the staffing table can be set in rubles, percentages or coefficients. If the size of the latter changes, you can put dashes in the corresponding columns, and in column 10 “Note” make a link to the document that governs this change. For example, the percentage bonus for workers in the Far North varies depending on the length of their “northern” work experience. Therefore, when filling out the staffing table, you can put a dash in the “Additional payments” column (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 allowances for employees of the Far North wages. This will allow you not to change the staffing schedule every time it changes.
Column 9 indicates the amount of the official salary and allowances for each position. And column 10 “Note” will remain empty in most cases, 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 - piece workers, time workers, etc.
How to correctly indicate the amount of an employee’s hourly wage in the staffing table? The condition on its size is indicated in column 5 “With tariff rate (salary), etc.”, which reflects the hourly rate (___ rub./hour). At the same time, in the column with a note it is indicated: “Time-based wage system,” and in the column “Total per month, rub.” you should indicate the number that is obtained by multiplying the rate established by the employer (___ rub./hour) by the average monthly number of working hours.
If the employee has piecework wages, we assume that in column 5 “Tariff rate (salary), etc., rub.” you need to put a dash, and in column 10 “Notes” indicate “ Piece-work payment labor/piece-rate-bonus wages" (depending on what wage scheme the employee works under) and provide a link to an internal document regulating the amount of wages (for example, a regulation on wages or a regulation on wages and material incentives).
At the bottom of the table there is a line “Total”. It is filled out according to column 4 “Number of staff units” and column 9 “Total per month, rub.” The total number of staffing units must be indicated at the top of the staffing table in the “Staff in quantity” line. The total in column 9 is the wage fund in the organization and can change upward (in the case of working on weekends or overtime) or downward (when employees are on sick leave, on vacation at their own expense, etc.).
The staffing table may consist of several sheets. 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 signature. This procedure may also be applied in the case of signing the staffing table of a branch before its approval separately from the parent organization.

The procedure for approving and making changes to the staffing table

By general rule The staffing table is approved by order (instruction) signed by the head of the organization or a person authorized by him to do so. This is stated in the Directions. The details of the order - date and number - are entered in the header of the document in the lines specially provided for this. Note that the normative legal acts a special procedure for approving the staffing table may be established. Thus, on the basis of clause 10 of the Procedure for approving staffing schedules for employees of budgetary and government institutions and civilian personnel of rescue military units of the Ministry of Emergency Situations of the Russian Federation, the developed staffing schedules are submitted for approval and registration:
- state institutions (with the exception of state institutions of central subordination, territorial divisions of the State Fire Service of the Ministry of Emergency Situations and the State Inspectorate for Small Vessels of the Ministry of Emergency Situations) - heads of regional centers for civil defense affairs, emergency situations and liquidation of consequences natural Disasters;
- government institutions of central subordination - to the corresponding Deputy Minister of the Russian Federation for Civil Defense, Emergency Situations and Disaster Relief, according to subordination through the Organizational and Mobilization Department of the Ministry of Emergency Situations;
- territorial divisions of the State Fire Service of the Ministry of Emergency Situations and the State Inspectorate for Small Vessels of the Ministry of Emergency Situations - heads of the main departments of the Ministry of Emergency Situations in the constituent entities of the Russian Federation.
Moreover, if it is established that in the staffing tables submitted for approval and registration, positions and professions not provided for in the staffing list or staffing standards are introduced, official salaries (tariff rates) are incorrectly established or other shortcomings are identified, the registration of staffing tables is carried out only after the elimination of these violations (p. 22 Procedure for approving staffing schedules for employees of budgetary and government institutions and civilian personnel of rescue military units of the Ministry of Emergency Situations of the Russian Federation).
Please note that the registration of staffing tables is carried out by putting on them in the upper right corner information about the number under which this schedule is registered in the staffing register, the number of registered positions and the salary fund. After registration and entry into the staffing register, 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 to do so. When making changes, the question may arise: do they need to be coordinated 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 Labor Code, other federal laws and other regulatory legal acts of the Russian Federation, collective agreement, agreements, the employer, when adopting local regulations, must take into account the opinion of the representative body of employees (if there is one).
The staffing table is a local regulatory act, which reflects not only structural units, names of positions, specialties, professions indicating qualifications, information on the number of staff units, but also the amounts of salaries (tariff rates), additional payments and allowances. And by virtue of Art. 135 of the Labor Code of the Russian Federation, remuneration systems, including the size of tariff rates, salaries (official salaries), additional payments and allowances are established, among other things, by local regulations. Since the staffing table reflects the main provisions of a collective agreement concluded in accordance with the established procedure or regulations on wages, adopted taking into account the opinion of the representative body of workers, when approving the staffing table there is no need to take into account the opinion of the trade union.
However, if the collective agreement or agreements provide for the adoption of local regulations in agreement with the representative body of workers, then 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 placing 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 staffing number of registered positions and the salary fund (tariff rates).
Is it necessary to put the institution’s stamp on the T-3 form? No, the unified form does not provide for affixing a stamp to the approved staffing table.

Staffing in branches

Let's start with the fact that the branch is not legal entity, and therefore will not be an employer for workers. Since branches, just like 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 formalizes the structure of the entire organization.
However, branch managers may still be given the right to approve the branch staffing table and then they will have their own schedule. If such a right is granted, in the “Name of organization” column it is necessary to indicate the name not of the branch, but of the parent organization in accordance with the statutory documents. The name of the branch will be indicated in the “Structural division” column, which is what it essentially is. And in local regulations it is recommended to prescribe a procedure for transferring information (for example, by transferring a certified copy of the branch’s staffing table or an extract from it to the parent organization).

Shelf life

Storage periods for documents generated in the process of activity government agencies, local government bodies and other organizations are established by the List of standard management 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 said list establishes that the organization’s staffing schedules and changes to them are stored at the place of development and affirmations all the time.
Sometimes institutions draw up draft staffing schedules for structural divisions, which are then compiled into one staffing table of the institution. Such projects also need to be stored, but only for five years (clause 72 of the List of standard management archival documents).
In addition to developing projects, it is possible to conduct correspondence on the inclusion of a particular position in the structure of a department, etc. The storage period for such correspondence is even shorter and is three years - clause 73 of the List of standard management archival documents.