List of replacement positions in the staffing table. Sample of filling in the staffing Format of the staffing

2.1.2. Staffing and staffing

The staffing table is the main document that is used to formalize the structure, staffing and staffing of the organization in accordance with the charter (regulation). The staff list contains a list of structural units, positions, information on the number of staff units, official salaries, allowances and monthly payroll. This document gives management the right to staff the organization and its structural divisions with employees. Also, on the basis of the staffing table, the personnel department conducts the selection of employees for vacant positions, forms a reserve for promotion, and organizes advanced training for personnel.
The Labor Code of the Russian Federation does not require the mandatory presence of a staffing table in each organization, however, the resolution of the Goskomstat of Russia N 1 provides that unified forms of primary accounting documentation for accounting for labor and its payment, including form T-3 (Staffing), apply to organizations of all forms of ownership.
By Decree of the State Statistics Committee of Russia N 1, minor changes were made to the T-3 form. In fact, the signatures of the approval visas at the end of the form have changed. The staff list is now signed by the head of the personnel service and the chief accountant. The staffing table is approved by order (instruction) of the head of the organization or a person authorized by him, the authority to approve this document must be fixed in writing. In such an order, unlike the standard form of an order for the main activity, there is no ascertaining part, and the order can begin immediately with the words "I ORDER", because. no further explanation is required for the implementation of the staffing table. Although you can specify the reasons (if any) for which the approval of the new staffing is taking place.
The staff list is a source for establishing the names of positions, specialties, professions, which are reflected in employment contracts and other personnel documentation (Article 57 of the Labor Code of the Russian Federation).
According to the Qualification Directory for the positions of managers, specialists and other employees, approved by the Decree of the Ministry of Labor of Russia dated August 21, 1998 N 37, staffing is the responsibility of a labor economist, who, as a general rule, is part of the organization and remuneration department. Since such a unit is not created in every organization, the development of the staffing table is most often entrusted to the personnel department, or the planning and economic department, or a group of specialists, or even the accounting department. That is, the management of the company independently decides who is responsible for this work.
If the head of the organization imposes this obligation on an employee for whom it is not prescribed in the employment contract and (or) job description, then such a person is appointed by means of an order for the main activity. The work on the preparation of this document is coordinated by the deputy head of the organization for personnel management or another official appointed by order of the head of the organization.
In organizations with a large official and numerical strength, it is advisable to develop and approve the staffing table of a separate structural unit.
The staffing table has a code according to OKUD 0301017, is usually made in the amount of 3 copies (plus copies according to the number of interested persons, departments), the format of the A4 form, its storage period at the place of development and approval is permanent, in other organizations - 3 years.
The form can be filled in both manually and with the help of machine technology (printing, computing, etc.), however, with the obligatory backup of information on paper. With the manual method of filling, all entries must be made in ink or a ballpoint pen clearly and clearly, without blots and erasures. The main part of the staffing table is a table:

┌─────────────┬────────────────┬─────────────┬───────────┬─────────────────┬──────────┬────────────┐
│ Structural │ Position │ Quantity │ Tariff │ Surcharge, rub. │ Total, │ Note │
│ subdivision │ (specialty, │ full-time │ rate │ │ rub. (gr. │ │
│ │ profession), │ units │ (salary) and │ │5 + gr. 6 │ │
├───────┬──────┤ category, class │ │ pr., rub. ├─────┬─────┬─────┤+ gr. 7 + │ │
│name- │ code │ (category) │ │ │ │ │ │ gr. 8 │ │
│novation│ │ qualifications │ │ │ │ │ │ │ │

│ 1 │ 2 │ 3 │ 4 │ 5 │ 6 │ 7 │ 8 │ 9 │ 10 │
├───────┼─────┼────────────────┼─────────────┼───────────┼─────┼─────┼─────┼──────────┼────────────┤
│ │ │ │ │ │ │ │ │ │ │
├───────┼─────┼────────────────┼─────────────┼───────────┼─────┼─────┼─────┼──────────┼────────────┤
│ │ │Total │ │ │ │ │ │ │ │
└───────┴─────┴────────────────┴─────────────┴───────────┴─────┴─────┴─────┴──────────┴────────────┘

The names of the structural divisions, as a rule, are indicated in alphabetical order. You can also proceed from the staffing of the unit (in descending order). As a location principle, it is also allowed to use the degree of functional importance of departments (for example, first the directorate, then production departments, followed by administrative and technical ones). The names are indicated without abbreviations, in the singular of the nominative case.
Coding of structural divisions is necessary for the formation of consolidated reporting. Currently, the division coding system is mandatory only in state bodies. As for non-governmental organizations, it is introduced if they include a large number of structural units, and automated systems are used to manage personnel.
Column 3 of the table contains the names of professions (positions), which can be differentiated by specialties and qualifications. In labor legislation, the terms "profession" and "position" are used to designate the type of labor activity of an employee, only the first term is for such a category of personnel as workers, and the second is for employees.
Employees are a social group of workers engaged mainly in mental (non-physical) labor, as a rule, carrying out management, making and developing managerial decisions, and preparing information. In turn, workers are called a social group of workers engaged mainly in physical labor. The work of this category of workers, as a rule, consists in the creation of material wealth, as well as in the technical and production support of the organization.
The name of the profession is taken from the Unified Tariff and Qualification Directory of Works and Occupations of Workers (ETKS) of the corresponding issue (section). This procedure is determined by Art. 57 of the Labor Code of the Russian Federation, which establishes that "If, in accordance with federal laws, the provision of benefits or the presence of restrictions is associated with the performance of work in certain positions, specialties or professions, then the names of these positions, specialties or professions and qualification requirements for them must correspond to the names and requirements specified in the qualification handbooks...". Qualification requirements for professions are just established by the ETKS. Currently, the ETKS issues are being actively revised, and problems with the definition of the names of workers' professions should be resolved in the near future.
The situation is different with job titles. To date, the already mentioned industry-wide Qualification Directory for the positions of managers, specialists and other employees is used in the work of personnel services. In addition, qualification requirements for job titles of individual industries are contained in various collections.
The vast majority of collections are focused on the public sector. In the commercial sphere, in order to establish the correct name of the position, you can use the All-Russian Classifier of Occupations of Workers, Positions of Employees and Wage Categories (OKPDTR). Recall that the OKPDTR should only be used to establish the name of the position, and not the profession, since it does not yet reflect the names of workers' professions in accordance with the new ETKS.
Recently, organizations, especially those with foreign capital, as well as companies that are passionate about new management styles, have been using foreign job titles. Most of them can be found in the Russian labor legislation analogues; but there are those whose list of duties goes beyond the boundaries of existing positions. For example, merchandisers, logistics, supervisors, etc.
The Labor Code of the Russian Federation partially solved this problem. Article 57 of the Labor Code of the Russian Federation definitely and unequivocally establishes that the name of the position, specialty, profession is established in accordance with the staff list. Consequently, new job titles can also be included in the staffing table, for example, if the organization introduces new methods of structuring and managing personnel. However, it is desirable to fulfill two conditions:
- check whether the qualification card (characteristics) of the position being introduced does not contain duties similar to duties for positions for which the legislation provides for pensions and other benefits;
- do not get carried away with newfangled names, because most of them refer to professional slang (jargon) and even in the source countries they are used only in colloquial speech (for example, "headhunter" - "specialist in finding leaders").
It is better to find out from the initiators of the introduction of new positions, whether there are their full and officially accepted names. Indeed, when leaving an organization, an employee often leaves with such an entry in the work book, which may be incomprehensible not only to the new employer, but also to the bodies that process pensions.
In the staff list, the names of professions (positions) are indicated as part of the structural units. They are listed in order of seniority, starting with the highest level and ending with the junior level: manager, deputy manager, specialist, technical executor, etc. In the staff list, it is allowed to indicate double job titles separated by a "-" sign, while the official salary is set for the first position in the double title.
In the event that the organization has employees who are not part of any structural unit, then they are registered as "other personnel".
The name is indicated in full, in the singular of the nominative case. Abbreviations "head", "deputy", "beg." not allowed.
The number of staff units (column 4) is indicated in units for each position or profession. Positions for which the content of an incomplete staff unit is provided are indicated in the appropriate shares (0.2; 0.4, etc.).
Column 5 indicates the salaries (tariff rates) established for the performance of work in accordance with the professions (positions) listed in column 3. According to Art. 129 of the Labor Code of the Russian Federation, a salary is a fixed amount of remuneration for an employee for the performance of labor (official) duties of a certain complexity for a calendar month, excluding compensation, incentives and social payments; the tariff rate is a fixed amount of remuneration of an employee for fulfilling a labor norm of a certain complexity (qualification) per unit of time without taking into account compensatory, incentive and social payments.
Salaries (tariff rates) in accordance with Art. 135 of the Labor Code of the Russian Federation are established:
- employees of organizations financed from the budget - by relevant laws and other regulatory legal acts;
- employees of organizations with mixed financing (budget financing and business income) - laws, other regulatory legal acts, collective agreements, agreements, local regulations of organizations;
- employees of other organizations - collective agreements, agreements, local regulations of organizations, labor contracts.
The tariff rate is an element of the tariff system (i.e., a set of standards with the help of which the wages of workers of various categories are differentiated). When remuneration is based on the tariff system, the size of the tariff rate (salary) of the 1st category of the unified tariff scale cannot be lower than the minimum wage.
The tariff system of remuneration includes: tariff rates (salaries), tariff scale, tariff coefficients. The complexity of the work performed is determined on the basis of their billing.
The billing of work and the assignment of wage categories to employees are carried out taking into account the Unified Tariff and Qualification Directory of Works and Professions of Workers, the Qualification Guide for the Positions of Managers, Specialists and Employees.
The tariff system for remuneration of employees of organizations financed from the budgets of all levels is established on the basis of a single tariff scale for remuneration of employees in the public sector, approved in the manner established by federal law, and which is a guarantee for the remuneration of employees in the public sector. The tariff system of remuneration of employees of other organizations may be determined by collective agreements, agreements, taking into account unified tariff and qualification reference books and state guarantees for remuneration.
As for the allowances (columns 6-8), they should also be provided for by the wage system. The types and amounts of allowances are indicated in accordance with the Labor Code of the Russian Federation, federal laws, collective agreements and local regulations. As defined by Art. 144 of the Labor Code of the Russian Federation, the employer has the right to establish various bonus systems, incentive payments and allowances, taking into account the opinion of the representative body of employees. These systems may also be established by a collective agreement.
The procedure and conditions for the application of incentive and compensation payments (surcharges, allowances, bonuses and others)
- in organizations financed from the federal budget, they are established by the Government of the Russian Federation;
- in organizations financed from the budget of a constituent entity of the Russian Federation, - by state authorities of the corresponding constituent entity of the Russian Federation;
- in organizations financed from the local budget, - by local governments.
Bonuses may be related to additional pay or incentives, with the achievement of any indicators for certain periods of time, or with other factors.
Column 9 determines the monthly wage fund for each employee. According to Art. 129 of the Labor Code of the Russian Federation, wages are understood as remuneration for work depending on the qualifications of the employee, the complexity, quantity, quality and conditions of the work performed, as well as compensation payments (surcharges and allowances of a compensatory nature, including for work in conditions that deviate from normal, work in special climatic conditions and in territories exposed to radioactive contamination, and other compensation payments) and incentive payments (additional payments and bonuses of a stimulating nature, bonuses and other incentive payments).
According to the guidelines for the application of the rules for processing primary documents, approved by the resolution of the State Statistics Committee, in the staffing table, wages can now be indicated not only in rubles, but also using auxiliary values ​​(percentages, coefficients, etc.).
The "Note" column is designed to make operational changes or reflect features for a specific job title. Often this column is used to indicate the names and initials of individual employees holding managerial positions.
After filling in all the columns of the main part of the table, the line "Total" indicates the total amounts for columns 4-9. According to the final indicators of the 3rd and 9th columns, an order (order) is drawn up to approve the state with a specific number of staff units and a certain monthly wage fund. The order (instruction) is approved by the head of the organization or a person authorized by him. The number and date of the order are reflected in the heading of the staffing table.
If errors were made when filling out the form, then they can only be corrected according to the established rules, i.e. by crossing out the incorrect entries and putting the correct ones over them. At the same time, the corrections must be agreed with all the persons who signed the document and confirmed by their signatures indicating the date the corrections were made.
When drawing up the staffing table, pay attention to the fact that all the details provided for in the unified form are filled in the document. Only in this case it will be considered finalized and can be accepted for approval. In particular, do not forget to fill in such details as the name of the organization and the OKPO code. Signature transcripts are also required details. If there are blank lines in the form, then they must be crossed out.
Other forms can be used to develop the tabular part of the staffing table. For example:

┌────────────────────┬──────────┬─────────────┬──────────────────┬─────────────────────┬───────────┐
│ Name and code │ Quantity │ Official │ Allowances │ Monthly pay fund │ Note │
│ positions, professions │ full-time │ salary, rub. ├───────────┬─────────┤ labor │ │
├──────────┬──────────┤ units │ │personnel-│other │ │ │
│ named-│ │ │ │ nye │ │ │ │
│ nie │ │ │ │ │ │ │ │

│ 1 │ 2 │ 3 │ 4 │ 5 │ 6 │ 7 │ 8 │
├──────────┼─────────┼──────────┼─────────────┼──────────┼───────┼─────────────────────┼───────────┤
│ │ │ │ │ │ │ │ │
└──────────┴─────────┴──────────┴─────────────┴──────────┴───────┴─────────────────────┴───────────┘

In this case, the name and code of the structural subdivision are indicated not in the column, but in the line - the heading.
Labor economists also suggest using this form:

┌──────────────┬──────────────┬─────────────────┬────────────────┬──────────────────┬──────────────┐
│ Name │ Name │ Quantity │ Installed │ Actual │ Note │
│ structural │ positions, │ staff units │ salary, rub. │received salary, │ │
│ subdivisions │ professions │ │ │ rub. │ │

│ 1 │ 2 │ 3 │ 4 │ 5 │ 6 │
├──────────────┼──────────────┼─────────────────┼────────────────┼──────────────────┼──────────────┤
│ │ │ │ │ │ │
└──────────────┴──────────────┴─────────────────┴────────────────┴──────────────────┴──────────────┘

If the terms of remuneration in the organization are set in a certain range, then the staffing table provides for a "fork" of salaries. For a group of workers who are paid piecework, the staffing table may provide for the introduction of a special section or a special column. In this case, the total number of employees of such a group is indicated. With this in mind, the form of staffing can be as follows:

┌────────────┬──────────┬──────────┬─────────┬─────────┬───────────┬─────────────────────┬──────────┬────────────┐
│Name│Quantity│ Tariff │Tariff │Tariff │Assigned│ Surcharges │ Total │ Note │
│structural│ full-time │ rank │coefficient │ rate │ class ├──────┬───────┬──────┤office │ │
│ subsection- │ units │ (qualified │ ent │ (salary) │ │ for │ for │ │ salary │ │
│ niya and │ │cational │ │ │ │class │length of service│other│ │ │
│ positions │ │ category) │ │ │ │ │ years │ │ │ │

│ 1 │ 2 │ 3 │ 4 │ 5 │ 6 │ 7 │ 8 │ 9 │ 10 │ 11 │
├────────────┼──────────┼──────────┼─────────┼─────────┼───────────┼──────┼───────┼──────┼──────────┼────────────┤
│ │ │ │ │ │ │ │ │ │ │ │
└────────────┴──────────┴──────────┴─────────┴─────────┴───────────┴──────┴───────┴──────┴──────────┴────────────┘

In a number of organizations, especially in state institutions, a "cut down" form of staffing is used, i.e. a form that does not reflect official salaries and payroll. In this case, the total number of posts on the staffing table must correspond to the estimated number of payroll funds provided for in the estimate.
When developing staffing tables, it is also practiced to indicate the total number of employees. It can be both general - for all positions (professions), and for each structural unit. For example:

┌──────────────────────────────────────┬────────────────────────────────┐
│ Job title │ Quantity │

│ Marketing Department │

│ Head of department │ 1 │
│ │ │
│ Marketing Specialist │ 6 │

│ Total: │ 7 │
├──────────────────────────────────────┴────────────────────────────────┤
│ ... │
├───────────────────────────────────────────────────────────────────────┤
│ Personnel Department │
├──────────────────────────────────────┬────────────────────────────────┤
│ Head of department │ 1 │
│ │ │
│ HR Specialist │ 3 │
├──────────────────────────────────────┼────────────────────────────────┤
│ Total: │ 4 │
├──────────────────────────────────────┼────────────────────────────────┤
│ Total for the enterprise │ │
│ │ │
│ including: │ │
│ │ │
│ 1) employees: │ │
│ │ │
│ - managers; │ │
│ │ │
│ - specialists; │ │
│ │ │
│ - technical performers │ │
│ │ │
│ 2) workers │ │
└──────────────────────────────────────┴────────────────────────────────┘

The draft staffing table is subject to agreement with the heads of structural divisions, as well as other persons related to the highest level of management of the organization. It is made according to the number of interested parties and is stored for 3 years after the approval of the staffing table.
Copies of the project are sent to departments, as well as to interested parties. When preparing a draft staffing table, it is not necessary to use the unified form N T-3. Moreover, if we are really talking about agreement, and not the formal formulation of resolutions "I do not object", "I agree", then it is best to prepare a form of a document that will allow you to make notes with suggestions, comments, etc.
Approval visas are affixed on the last page. If the approvers have no comments, the staff list is submitted for approval. If there are amendments to certain provisions, then after the main details of the visa (position of the approver, his signature, decoding of the signature (initials, surname) and date), it is indicated.
Comments attached
(Signature) S.I. Ivanov
20.01.2005
In this case, comments on the draft (including dissenting opinions and additions) are drawn up on a separate sheet. They may also appear on the back of the last page of the project.
The comments of the heads of structural divisions, with the consent of the official responsible for the development of the staffing table, are taken into account by including them in the project. Remarks with which this official does not agree or do not agree with other persons approving the document are considered by the head of the organization or a person authorized by him when approving the staffing table.
If significant changes are made to the project during the approval process, then it is subject to re-approval. If the project includes clarifications that do not change its essence, then re-approval during revision is not required.
In the process of preparing the project and approving the staffing table, a huge number of documents are generated:
- references;
- conclusions;
- reviews;
- office notes.
All of them are stored together with projects for 3 years after the approval of the staffing table. In addition, if the charter (regulation) of the organization provides for the submission of a draft staffing table for approval to the founders of the organization, then correspondence with them (with the exception of the minutes of the meetings of the founders) is subject to special storage.
The approved staffing table is sent one copy:
- to the personnel department;
- in the main accounting department;
- one copy is kept as part of the management documentation of the organization.
In some companies, the staffing table is entered into the composition of commercial information and therefore is issued in only two copies - one for the general director, one for the main accounting department. Only parts (extracts) relating to these units are sent to the structural units, and the part relating to vacant positions is sent to the personnel department.
The staffing table is a long-term document, however, if necessary, changes and additions can be made to it. Amendments and additions are made by order of the head of the organization or a person authorized by him.
There are two ways to make changes to the staffing table.
1. You can change the staffing itself. The new staffing table for the next registration number is approved by the order for the main activity.
2. As a rule, when changes made to the staffing table are not significant, they can be issued through an order for the main activity.
If changes are made to the staffing table by means of an order, then the heading of the order may be as follows:
- "On making changes to the staffing table";
- "On changing the staffing table";
- "On a partial change in staffing."
The following reasons may be given as grounds for the order:
- improvement of the organizational structure of the company;
- carrying out activities aimed at improving the activities of individual structural units;
- company reorganization;
- expansion or reduction of the company's production base;
- changes in legislation;
- optimization of management work;
- planning and economic calculations of the personnel department, elimination of duplication of functions, etc.
When new positions are introduced into the current staffing table, old ones are excluded, the name of the position is changed, new departments are created, then often these processes affect already working personnel, and then it is necessary to make changes and adjustments to personnel documents of employees, depending on what changes are introduced. It can be:
- renaming of the position;
- change of position;
- renaming of the structural unit;
- assignment of additional duties;
- change in base (official) salaries;
- introduction of new divisions;
- introduction of new (additional) posts;
- liquidation of a structural subdivision;
- downsizing.
In all these cases, the personnel officer needs to perform different procedures for processing personnel documents. Let's consider all these options separately.
1. The renaming of a position takes place when an employee who is currently working and performing certain duties does not change anything that would entail a change in his work function or the usual working hours. However, it must be remembered that according to Art. 57 of the Labor Code of the Russian Federation, the name of the position, specialty, profession is a mandatory condition for inclusion in an employment contract. Article 74 of the Labor Code of the Russian Federation provides that, for reasons related to a change in organizational or technological working conditions, at the initiative of the employer, it is allowed to change the terms of the employment contract determined by the parties. A prerequisite is that as a result of such changes, the labor function of the employee must remain unchanged. In addition, Part 2 of Art. 74 of the Labor Code of the Russian Federation also establishes a special procedure for such changes - the employee must be warned in writing no later than 2 months before they are introduced.
Thus, in the case of renaming a position, in addition to making changes to the staffing table (by issuing an order for the main activity), it is necessary to obtain the written consent of the employee. If the employee does not agree, one should act in the manner provided for in Art. 74 of the Labor Code of the Russian Federation. After that, appropriate adjustments are made to the T-2 personal card and work book.
2. A change in the position of an employee in the staffing table of a structural unit is carried out in case of a change in the tasks, functions, scope of work performed by a unit of the organization. In this case, the essential terms of the employment contract change (in particular, the labor function, the rights and obligations of the employee, the characteristics of working conditions, benefits and compensation, the mode of work and rest, the conditions of remuneration). Therefore, the employee is also warned about the upcoming changes in writing no later than 2 months.
3. In the event that the name of the structural unit is indicated in the employee's employment contract, then its renaming (changing the name, for example, instead of "marketing department" - "marketing research department"), in the absence of a change in the employee's labor function or other working conditions, is carried out in the same way , as well as a change in the name of the employee's position (i.e., when meeting the requirements of Article 74 of the Labor Code of the Russian Federation).
4. The imposition of additional duties on the employee provides for the expansion of the labor function of the employee, provided for by the employment contract. In its content, this is similar to combining positions (professions).
5. A change in the base (official) salaries in the staffing table is carried out in case of a change in the tasks, functions, scope of work performed by departments and individual employees of the organization. When salaries change in the staffing table, changes must be made to the following employee documents:
- labor contract. Since, according to Art. 57 of the Labor Code of the Russian Federation, the mandatory conditions of an employment contract are the terms of remuneration (including the size of the tariff rate or official salary of an employee, additional payments, allowances and incentive payments), then when changing the salary rate, it is necessary to draw up changes to the employment contract;
- personal card T-2 (section 3).
6. The basis for the organization (reorganization) of a structural unit are:
- the decision of the head of the organization;
- draft structure and staffing of the unit with a list of categories of employees;
- draft regulation on structural subdivision;
- draft job descriptions for all categories of personnel of the introduced unit;
- draft regulation on remuneration of employees of the unit.
When determining the category of the created unit, a number of principles are taken into account:
- the service is created when the range of tasks to be solved cannot be performed in full within the department and if there are at least two independent divisions in the structure, one of which is not lower than the department;
- the department, as a rule, is created in the structure of the service and is characterized by the presence of two clearly defined non-overlapping areas of activity;
- the positions of heads of departments are introduced in accordance with the structure that satisfies the principles outlined above;
- positions of specialists and working personnel are introduced when new goals, tasks and functions arise that cannot be performed by the existing staff or with a significant increase in the amount of work at this workplace.
7. When a new (additional) position is introduced, a set of documents is sent to the name of the head of the organization, including:
- a memo from the head of the unit with the rationale for introducing a new (additional) position into the staff list of the unit;
- updated unit structure;
- Draft job description for the newly introduced position.
When choosing an employee category (when justifying the introduction of a staff unit), it is necessary to be guided by the following principles:
- the position of a leading specialist and employees equivalent to him is introduced if there are two independent areas of work, each of which is performed by a specialist, if there is a scope of work for at least two specialists;
- the position of a senior specialist and employees equivalent to it is introduced with a significant increase in the requirements for the level of qualifications imposed on any workplace based on a business assessment or a subjective assessment of the head of the unit;
- positions of specialists and working personnel are introduced when new goals, tasks and functions arise that cannot be performed by the existing staff, or with a significant increase in the amount of work at a given workplace.
8. The decision to liquidate a structural unit is drawn up in accordance with the Labor Code of the Russian Federation by an organization order two months prior to the entry into force of this decision with a warning to the employees of this unit about dismissal due to staff reduction.
9. The decision to reduce the position is made by the management of the organization in case of discrepancy (duplication) of functions, duties, scope of work performed with the internal regulations adopted in the organization. The decision to reduce the position occupied by an employee of the organization is drawn up by order of the organization in accordance with the Labor Code of the Russian Federation two months before the entry into force of this decision with a warning to the employee about the upcoming dismissal due to staff reduction.
The dismissal of employees due to the liquidation of a structural unit, the reduction of the position occupied by an employee, is carried out by a personnel order with the appropriate wording. These issues are discussed in more detail in the section "On the reduction of staff and numbers."
The working form of the staffing table, which contains the initials and surnames of employees holding positions provided for by the staffing table, is called the replacement of positions or staffing. Other names of this document may also be used in practice. The staffing does not have a unified form; for its compilation, the tabular part of the staffing table can be taken as a basis. The main difference between the staffing and the staffing table is a dynamic document that changes depending on the ongoing (numerical and qualitative) changes in the personnel of the enterprise, organization and does not require the issuance of an order for its approval.

Zakharkina O.I. Organization of personnel work at industrial enterprises. - System GARANT, 2007

organizations (form T-3) is one of the mandatory personnel documents that must be present at every enterprise. As a staffing form, you can use the T-3 form, or you can independently develop a form that is convenient for your organization, which will take into account the individual characteristics of your activities. You can download the T-3 staffing table below. How to fill out this form correctly?

Staffing sample filling

Form T-3 contains information on the staffing of the organization. This includes information about the divisions of the enterprise, the name of job units, their number. Also, for each position, the tariff rate, various bonuses and allowances are indicated. Further, for all positions, the total costs per month are calculated. Thus, the staffing table allows you to assess the level of the monthly salary budget.

This personnel document is approved, it can be drawn up, for example, at the beginning of the year, or from the beginning of the organization's activities. The organization chooses the expiration date on its own. If the organization is developing dynamically, then it makes sense to draw up a new staff list every year and indicate its validity period - 1 year. If the organization is small, then perhaps your schedule will last for several years. In any case, on the T-3 form, you must indicate the start date of the document and the validity period.

If in the course of activity in the state of the enterprise there are some minor changes (the number of staff units changes, the salary of some official unit changes, the name of the position changes), then it makes sense not to approve a new staffing table, but to change the current one. For this, the head draws up an appropriate order, and the necessary changes are made to the current T-3 form. If the changes are massive in connection, for example, with, then it is better to draw up a new staffing table.

The preparation of this document is assigned to the employees of the personnel service, and in the absence of such, to the employees of the accounting department.

The T-3 form itself is filled out quite simply: you need to draw up a header and a table with positions.

The staffing table in the T-3 form contains information about the structural divisions of the enterprise, indicating their codes according to the internal classification of the organization; the name of the positions according to the OKPDTR classifier and their number. The system of remuneration for this position (salary, allowances) is also reflected.

The total salary for each position is multiplied by the number of these units, the resulting value will reflect the monthly budget for employees of this position. Next, the monthly salaries of all positions are added up, and the monthly budget for the entire staff of the organization is obtained.

After the T-3 form is completed, it is submitted for approval to the manager, who puts a mark on his approval at the top of the form.

The author's course by Olga Likina (Accountant M.Video Management) is great for organizing personnel records in a company for beginners and accountants ⇓

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The staffing table is local corporate document, defining and formalizing the staff structure of the organization, which is often not taken into account by novice entrepreneurs, because Russian legislation is supposedly loyal to this document and to the issue of its preparation.

However, this is nothing more than a myth. In this article, we will consider all legislative issues related to the staffing in the Russian Federation, consider the types and subspecies of this type of document, examples of filling, and also learn the most basic: how to draw up a staffing table correctly?

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

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

Subtypes of staffing

Why you need a staffing table read in ours.

For LLC

The staffing table for organizations is filled in according to unified form No. T-3 regardless of whether it is a manufacturing enterprise, a design organization or a store:

Column 1: "structural divisions". These include departments, branches, etc.

Usually this section is filled in from the units that perform unified management, then perhaps comes the accounting department, the public relations department, the finance department, etc. then production, etc.

Sometimes the name of the branch can affect to provide the employee with the established benefits(for example, with the possibility of dirty poisoning during production) - then it must be taken from specific industry groups.

Column 2 "subdivision code" necessary to classify units into a group, using which it is possible to establish their location in the structure of the organization. In small companies, such a code is not required.

Column 3 "position (profession, specialty), row, type (group) of the employee's qualifications. To correctly name the position in the staffing table, you must use the Classification Directory of Professions.

If there are any restrictions as some type of work, position, or profession, or some privileges or compensations are taken into account, then their name must exactly correspond to the above classifiers.

The title of the position must be entered in its entirety, abbreviations like dir. or deputy not allowed.

Column 4 "Number of staff units". The number of units preset in the company for the appropriate position is indicated.

When filling out the form, problems may arise regarding the fourth column, where it is necessary to indicate the number of staff units.

Then, if the enterprise contains incomplete bets, in the corresponding column, the number of specific units should be indicated in fractions separated by commas, for example 0.5 (based on specific Instructions for the use and filling out forms of primary accounting documents, approved by the Order of the State Statistics Committee of the Russian Federation dated January 5, 2004 No. 1).

Column 5 "Tariff rate, etc." The content of this column depends on the concept of remuneration for labor activity that exists in the company. The accepted amount of salary or tariff rate is transmitted.

Columns 6-8 "Surcharges". Allowances, surcharges and other incentive accruals are formed by the functioning legislation (for example: for labor activity in extremely low temperature conditions in the far north), or personally by the employer for any reason.

The amount of allowances can be determined in the variant of a single amount, or as a percentage addition to one's own wages.

Column 9 “total”- the section must be filled in as a result of adding sections 5 and 8, but only if all the information in them is entered in rubles. In the case when the salary is determined in rubles, and the allowance is in percent, a gap is set in the ninth column.

An example of a staffing table for a manufacturing enterprise.

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For a budget organization

Budgetary organizations are able to implement their own activities by resorting to several financial sources, for example, government subsidies and cash from contract work.

Thus, payment for the labor activity of workers in certain specialties can be carried out, in fact, from both financial sources, or only from one. In practical application, the formation of 2, and in single cases, 3 staffing tables has become widely used.

Budgetary organizations belong to the category of state institutions. The concept of payment for the work of such institutions is formed taking into account regulations set by the Federal Commission governing social and labor relations between trade union organizations and employers.

(Image is clickable, click to enlarge)

Thus, paragraph 19 of the “recommendations” describes that the staff list is ratified by the management of the organization and contains all the positions and specialties of the employees of this organization. Similar conditions are spelled out in clause 10 of the regulation approved Decree of the Federal Government of August 5, 2008 N583.

Since the current legislation does not take into account the division of the schedule into shares depending on the options for sources of remuneration, the organization should form a single schedule for all employees.

For an individual entrepreneur

The Labor Code of the Russian Federation contains clear indications that the employer (it does not matter whether it is an individual entrepreneur, whether it is a private organization, or a budgetary one), who has signed an agreement with an employee, must draw up a staffing table. And there are no specific regulations for this for individual entrepreneurs, in contrast to budgetary institutions and LLC.

Therefore, many accountants advise to draw up this document anyway, while others advise to draw it up only if the number of employees is 3-4+.

(Image is clickable, click to enlarge)

Some experts in the legislative field believe that the use of this form itself should be mandatory for employers, while attempts to issue a schedule in an arbitrary form will lead to accounting problems both within the organization and with external regulatory authorities.

A sample store staffing table is not in the T-3 form.

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The question of the non-alternative form No. T-3 “Staffing” was born in the basis article nine of the federal law dated November 21, 1996 No. 129-FZ. According to this article, the main accounting documentation is taken into account only if it is drawn up according to the configuration of unified forms.

Only certain options and sections of documentation that are not provided for in this section can be drawn up in free form, but they must certainly include all the details, without exception, noted in Article 9 of the Law “On Accounting”.

Federal Decree No. 835 of July 8, 1997, the creation and confirmation of albums of unified forms of basic accounting documents was superimposed on Goskomstat of the Russian Federation(now - Federal State Statistics Service).

From this we can conclude that if this committee has adopted one or another form or configuration, then it becomes standard without fail.

However, important information is missing here - after all, the State Statistics Committee was given powers to form unified forms of primary documentation. But what is such documentation?

The primary document is considered only such a document, with the help of which one or another business procedure of the company is drawn up, which finds a response in accounting.

However, the staffing table is not a document that draws up any such actions. Staffing is not used as a tool for accounting operations. That is, the employer has the right to draw up a staffing table in any form, and use the mandatory unified form only as a recommended sample.

When filling out the form in any form, a person does not violate any laws and is not subject to fines or sanctions.

Who makes the staffing table?

Already after the organization has made a decision on the need to form a document (if it has not been drawn up before), a new problem arises - who exactly is responsible for creating this act of professional accounting?

There are no direct provisions in the legislation, however, in accordance with the qualification directory of positions of managers, specialists and other employees, confirmed Order of the Ministry of Labor of the Russian Federation dated August 21, 1998 No. 37, the execution of this category of documents is considered part of the duties of a labor economist.

Also, management can be drawn up, shifting the obligation to formalize to a specific employee of the organization, or this obligation can be fixed in a work agreement or official instructions to employees. In other words, it depends on the policy of the company itself.

In medium-sized organizations, scheduling is mainly done by personnel or accounting workers, in more rare cases, legal workers. In large organizations, this is done by planning and financial departments, or departments of labor organization and wages.

If this is not an organization, but an individual entrepreneur, then in this case such work can be undertaken by a personnel specialist, an accountant, or directly by the entrepreneur himself.

Staffing structure and duration

In the current federal legislation, there are no direct instructions on how often it is necessary to draw up and when the staffing table is approved next year. However, taking into account the fact that the staffing table is a planning document, it should be assumed that it should be drawn up annually, at the end of the reporting period, along with other accounting documentation.

However, the staffing table can also be issued once and remain a valid document in the future.

The staffing table is drawn up on a specific date, usually ratified every year on January 1 and included in the workflow by decree of the company's top management; the document can be edited and corrected in the future.

It is not necessary to reissue and re-approve the document for the coming year if it was edited too insignificantly (in this situation, you should only draw up a list of changes), or this year no changes were made to the schedule at all.

This document includes a list of structural divisions of the organization, data on the personal staffing of the enterprise, on the total number of staff units, as well as data on financial accounting, salaries and salary increases for employees of the organization.

Where to start - order of registration

For the preparation and approval of the staffing table will be as follows:

Rules and instructions for filling

For this, the standard form No. T-3 of the album of unified forms of primary accounting documents in the labor sphere, approved Order of the State Statistics Committee of the Russian Federation dated January 5, 2004 No. 1.

It must be borne in mind that such standard forms cannot be shortened (without exception, all configurations are kept in their original form), but they can be edited in a sense, supplementing them.

In the event that one or another item of the form is not of value to you or your company, then a particular column or column in the form can be ignored when filling out.

The sequence of distribution and further position of internal divisions and positions is determined by the decision of the company's management. In any division, full-time positions must be included according to their status: from senior to junior.

Data on the number of staff units included in the schedule must comply with the indicators for calculating the number of fund wages predetermined in the final estimate, which must first be calculated.

The names of local divisions and positions are written in the nominative case, after careful checks of the lists of positions of employees and working specialties, prescribed in special reference and information materials.

Of particular interest when filling out are the names of employees engaged in serious labor activities, working in production with malicious, life-threatening and other specific and difficult criteria for working conditions.

That is, we are talking about a preferential pension group, so when filling these positions, they should be approached especially carefully.

The staff list must be stitched, marked, secured with the seal of the company and signed by top management. It must be signed by the chief accountant and the heads of internal divisions of the organization.

If the personnel of organizations is too large and the document captures many sheets, then the accountant, at his own discretion, has the right to sign each individual sheet or sign only once, on the last sheet of the document.

After all these procedures, the document is signed by the top management of the enterprise, or by a person with the appropriate authority, and is already coming into force.

Find out the nuances of staffing in the video:

The regular arrangement is called type of working documentation, created by the heads of organizations for convenient business activities.

It is also sometimes called full-time replacement. It contains detailed information on the personnel of the enterprise, along with high positions.

What it is

In the staffing, information is generated on the positions occupied by the approved staffing table, with the surnames, names and patronymics of employees, as well as their exact wages.

This document also has the following names: staff substitutions and lists. The legislation does not require its mandatory accounting, which must be maintained by the personnel department.

The staffing is convenient way personnel records. The head of the organization has the right not to form the document in question, for which he is not punished.

According to the regulations, there is no approved form of the staff list, therefore, it is developed by the organization itself. When creating it, they usually use form T-3.

It is used when drawing up the staffing table, but only for the first document, additional columns are provided. These columns record information about employees holding certain positions.

These sections include last names, first names, patronymics, categories of employees that affect the amount of wages, the presence of a disabled group, vacation information and other information.

The category of workers is important indicator when calculating wages, for example, for a pensioner and a student, it will differ significantly. The characteristics listed above help when compiling reports sent to the manager, or maintaining statistics on significant topics.

This information may be needed by the FIU, the military registration and enlistment office, insurance companies and other departments. Regular replacement provides prompt transmission of data upon request by certain organizations.

But the main function of the document in question is the possible tracking of vacant positions, determining the need for an enterprise in additional labor, calculating the staffing of the company's employees. This also includes the admission of new workers to the organization, including part-time employment.

The formation of a staffing arrangement is most suitable for organizations where constantly changing workforce. Such a list serves as an excellent mechanism in establishing a personnel system in an enterprise.

If there is a free workplace, the employee responsible for matters related to personnel uses information from the staffing to determine employees who are able to perform labor duties in the vacant position.

Legislation do not provide for the registration of staff replacement, including the rules for filling it out, but employers, when creating this document, must adhere to certain regulations.

The Order of Rostekhnadzor No. 372 dated May 30, 2008 contains recommendations regarding the rules for compiling and filling out staffing arrangements. The above paragraphs, where you can also learn about the main subsections, list necessary information, including positions of employees suitable for the duties of compiling the replacement.

Order of the Ministry of Culture of Russia No. 558, adopted on August 25, 2010, contains information on the staffing and approved standard management documentation that allows a certain organization to carry out business activities.

Direct instructions for filling out the staff list legislation does not install. If necessary, the head of the enterprise himself approves the methods for forming this list based on the needs in the list of information about employees or in accordance with industry regulations, subject to their creation.

The need to use

Usually, the staff list contains only the names of positions and the number of employees, in contrast to the arrangement, which is formed from the very beginning by the names of the working personnel.

Therefore, in this document it becomes possible, in the form of a table, to enter large amount of information, and thus complete the corresponding tasks. Possible tasks to be performed include:

• calculation of available vacancies;
• determining the frequency of updating the working staff;
• identification of part-time positions;
• calculation of employees who are on disability or pension for reporting to the head, as well as the FIU.

With the help of the staff list, you can see a detailed picture of the wages of all employees. This allows Simplify the task of payroll if the employee has a certain category, class, additional incentives for any achievements in the service, special conditions for the performance of work activities.

Another staffing table allows you to record information related to holidays, paying attention to their availability, because certain employees are entitled to leave several times a year. This applies to workers with irregular employment and dangerous working conditions.

According to staff replacement, employers can quite easily and in a short time provide data on the working staff, including its actual number, vacancies, preferential categories of workers, salaries. An important purpose of the staff list is to reasonably fast reporting for the tax authority, the Pension Fund or the Employment Center.

Differences in their content are acceptable to the staffing table and list. Thanks to the staffing arrangement, the leader has the ability to control almost all activities of the company.

The schedule is called optional document, created to maintain the work schedule. It is formed in any form and is compiled by an official of the personnel department. Staff substitution is drawn up in accordance with the established form and directly authorized employee.

Despite the fact that the Law on labor activity of the Russian Federation does not regulate the mandatory requirements for compiling a staff list, this document is important when the work responsibilities of the staff are distributed by position, and not by the names of the work performed.

Compilation purposes

Despite the fact that the staffing and the schedule of the enterprise are similar to each other, they still differ in purpose:

1. The role of the schedule is to approve the number of employees, according to the volume of work tasks, and disband them according to the developed hierarchical scheme.
2. The arrangement is informative in nature and serves as a simplification in the development of scheduled reports, including tracking the change of personnel or the presence at the enterprise of employees who belong to the preferential category.

Differences in examples

The staffing consists of 10 typical columns, expressing essential data about employees, starting with the title of the positions and ending with the amount of wages.

The arrangement, compared to the previous document, consists of several or more columns, where you can see information about the personal information of employees, orders for the provision of maternity leave, about transferring to another position in combination, and other data.

The document for entering the standard arrangement in 1C is presented in the instructions.

Features for 2018

From 2018, the staffing will continue to be created according to the schedule, taking into account some nuances in additional subsections, in which the relevant data on employees is entered.

A mandatory requirement will be to indicate in this document the names of departments, positions and names of employees, as well as vacancies. Notes may indicate type of employment of employees: permanent, temporary, main or part-time.

The formed full-time substitution is allowed both in paper form and on electronic media in the form of a file.

Usually, the preparation of this document is the responsibility of personnel department inspector. It is this employee who should have the necessary information regarding the acceptance and movement of the working funds of the enterprise.

Signature, approval, retention periods

If the storage of regular replacement is carried out on electronic media, no signature required. Therefore, the statement of this document is also not necessary.

The staffing is created for internal accounting in the organization. It allows you to visually present a complete picture of the working staff, including the availability of vacancies.

According to the Order of the Ministry of Culture of Russia No. 558, archival management documents generated for the workflow at enterprises, including staff arrangements, must be stored for 75 years.

Thus, the main significance of full-time replacement is the operational calculation of the number of vacancies, the current list of employed employees, as well as the analysis of approved salaries.

How to arrange a staffing? The answer to the question is in the video.

From the article you will learn:

According to the law, it is not necessary to approve a new staff list every year. But usually in December they review the wage fund, introduce new rates or eliminate unnecessary ones. Therefore, most employers will adopt a new version of the staffing table for 2018.

The main inconvenience of this document is that it is not personalized and it is impossible to see the real picture of the employees who occupy a particular position. To do this, you need a regular arrangement. We have prepared for you an Excel spreadsheet that will suit most companies. It will help you figure out who is in what position, how many vacancies are in the company and what salary you actually pay.

How to work with a regular arrangement

Enter the actual salary of the employee. The arrangement is arranged in such a way that the salary of employees should be the same. Adjusting wages using salary forks is an unsafe path that we do not recommend (read more in end of article). Instead, you can separate the salaries of employees using the allowance system. Specify the minimum and maximum amount that is accepted in your company, and the size that was approved for this employee. The table will calculate the total amount due to the employee. If you have a complex system of allowances, then you can prescribe additional payments, there are special columns for this. If you do not fill them out, the table will calculate the salary without taking them into account. Another arrangement can take into account regional coefficients and percentage surcharges. Add values ​​to the appropriate boxes and she adds up.

Turn on employee bonuses. In the regular arrangement, you can specify four types premiums: monthly, quarterly, semi-annual and annual. The table will show the total amount to estimate the budget per employee. If you do not need it, there is a column that will only show the monthly amount that the employee receives.

Check if FOT is exceeded. For each position, indicate the maximum amount that an employee can receive per month. If, taking into account all additional payments and allowances, the real amount exceeds the planned one, the table will highlight it in red. Another convenient feature: in the last cell, the table will show the amount on hand minus personal income tax. This will allow you not to look for a calculator if an employee comes to figure out how much after taxes he should receive.

How to generate a staffing table based on staffing

The table will save you from double work and itself will transfer everything that is required by law into a unified form. There is a button on the “form HR” tab, by clicking which you will receive a completed version of the staffing table. It remains only to print and sign with the director. Almost all personnel officers make up the staffing table according to the unified form No. T-3. We did not deviate from this rule, but given that the form is not required by law, we made adjustments to it to make it more convenient.

We removed OKUD and OKPO codes. They used to matter when documents were archived, now the company is mainly identified by TIN. If the employer does not fill out or delete this column, he will not have problems. In addition, we changed the approval bar, which required approval of the staffing table by order. Let the director directly put his signature on it. This eliminates the need to write a new change order each time. To avoid questions, approve the form with a separate order (sample ).

What is important to check in the staffing table

Now, with regard to the formal requirements for staffing. In sample 2 below, we have specified the breakpoints that you need to check in your document in case the inspector checks. But first, let's look at two of the most common mistakes.

Sample 2. How to fill out the staffing table correctly

Make sure that employees' salaries are not lower than the minimum wage. Often in the staff list you can find numbers that are below the minimum bar set by the state (Article 133 of the Labor Code of the Russian Federation). This is a mistake for which you will be fined. You can set a salary less than the minimum wage, but then you need to register allowances and surcharges so that the total amount is greater than or equal to the minimum wage. The exception is the northern allowances, they are already charged on the minimum wage (section 1 of the Review of the judicial practice of the Supreme Court of the Russian Federation for the third quarter of 2013, approved by the Presidium of the Supreme Court of the Russian Federation on February 5, 2014). In 2017, the minimum wage in the country will be increased not from January 1, but from July 1. However, check the minimum wage in your region on the website kdelo.ru/mrot.

If the salary of low-paid employees does not meet the minimum wage, tell the director that they need to increase their salary. It is enough to issue an order to this effect (parts three, four of article 133 of the Labor Code of the Russian Federation). If this is not possible, transfer such employees with their consent to part of the rate.

Do not leave salary forks in the staffing table

Instead of a specific salary figure, the staffing table often prescribes the minimum and maximum amounts, for example, 20,000–40,000. The difference in salaries is justified if employees have different length of service, qualifications, job duties, etc. (part one, article 132 of the Labor Code RF) 1 . At the same time, the local act should reflect, in connection with which the company pays a particular salary. Otherwise, the court will recognize forks as discrimination and oblige to compensate the difference in wages (Article 3, 236 of the Labor Code of the Russian Federation). It is acceptable to leave forks in salaries, but this is not a safe way. The inspector will definitely pay attention to this. It is better to use allowances or prefixes to positions (junior, senior, etc.).

Normative base

Important Findings

Create a staffing table in a unified form or use your own. Remove from the form everything that you do not need, leave only the details required by law.

Do not leave forks in salaries so as not to attract the attention of inspectors. Make sure your scheduled minimum wage equals or exceeds your regional minimum wage.