Staffing table with vacancies sample. Staffing table. The procedure for entering information into the staffing table

The staffing table is a mandatory internal regulatory document of the organization, containing data on its structure, the number of employees and the total payroll for the month.

Sample staffing table in the form of T-3

Form of the staffing table in the form of T-3

Staffing: filling features

In addition to the main functional information, the staffing list lists the positions of employees, there is information about the salaries of the entire organization, the system of incentives for employees (various bonuses, allowances for overtime work, etc.), and the availability of vacancies.

Each enterprise has the right to develop its own staffing sheet, but taking into account all the necessary points, or use the unified form T-3, approved by the Resolution of the State Statistics Committee of the Russian Federation No. 1 of January 5, 2004.

The staffing table may be required for inspection by various supervisory and executive bodies: courts, labor inspectorate (checking the compliance of working conditions with the letter of the law), regional representatives of the Pension Fund (checking data on workers' insurance), tax authorities (checking the application of tax benefits), so draw up it you need to competently and accurately.

The registration of the staffing begins with the development of the structure of the enterprise and the order of the manager on the appointment of a person responsible for filling out the T-3 form. This can be either an accounting officer, secretary, office manager, or an employee of the created personnel department, or even the manager himself.

In addition, the order establishes the time frame in which the staffing table should be drawn up, the time frame for its coordination and approval.

How to make the staffing table correctly

The date of drawing up the staffing table, the date of its approval (according to the order), the date from which the schedule begins to operate and the period of its validity must be indicated. As a general rule, the staffing table is drawn up for a period of one year.

The name of the organization must correspond to that specified in the Charter of the organization.

By entering the names of structural divisions (departments) into the staffing table - column 1, positions of employees - column 3, especially if, when working in this position, the employee is entitled to benefits or special conditions so as not to deprive him of these benefits, it is worth using tariff and qualification reference books:

All-Russian Classifier of Workers' Professions, Employee Positions and Wage Grades (OK 016-94);

All-Russian classifier of occupations (OK 010-93);

Qualification reference book of positions of managers, specialists and other employees;

uniform tariff and qualification reference books of work and professions of workers by industry.

As a rule, this applies to municipal organizations and enterprises with “harmful” working conditions, while commercial organizations are free to enter into the staffing table almost any name of structural departments and positions, guided only by common sense, traditional terminology and general definitions and concepts.

It makes sense to assign a structural unit code to each department: it can be used in the future when drawing up various business documents of the organization.

Salaries of employees, as well as allowances, other incentives, and the total amount of the company's monthly wages must be indicated in rubles.

Salaries can be indicated not by a specific figure, but within certain amounts, for example, from 10,000 to 15,000 rubles. This is allowed for enterprises that are not obliged to strictly comply with the indicators of the Unified tariff and qualification grid. This is usually done when the position of the employees is called the same, and their qualifications, set of functions, work experience are different.

The incentive system (columns 6-8) should contain information for what and in what units the employee receives an incentive, i.e. it can be calculated not only in rubles, but also in percentages, coefficients, etc.

The total monthly payments for each position are indicated in column 9. At the bottom of the tabular section, the total is summarized and the entire salary fund of the organization for the month is indicated.

If any positions at the enterprise are vacant, a record is made about this in column 10 "Notes".

The compiled staffing table is coordinated with the heads of structural divisions (departments), given to lawyers for verification. After they make amendments, if any

If the staffing table has no comments, it is endorsed with the signatures of the head of the personnel department (if any), the chief accountant, and approved by the order of the head.

The staffing table is a convenient form of systematization of data on the number of personnel of an organization in the context of structural divisions and taking into account the payroll. Staffing is mandatory for all businesses. This is one of the main documents of the company, it displays the entire structure of the enterprise, as well as the wage fund.

Staffing: management features

The staffing table displays the personnel structure of the enterprise with a breakdown into divisions, positions, professions and taking into account the payroll (tariff salaries and allowances for positions). This document includes all structural units, including vacancies.

Filling out this document is mandatory for every enterprise, for this you can use the unified form T-3 or create your own sample staffing table. The T-3 form developed by Goskomstat is understandable to fill out and easy to use, so most enterprises prefer to use it.

The staffing table is drawn up for the entire company as a whole, taking into account all divisions and branches. A separate document may be drawn up for a branch, but it must be included in the schedule of the staff structure of the company as a whole.

The staffing table is drawn up at the beginning of the company's activity, the period of its validity is set by the company independently. In this case, be sure to indicate on the document the date of preparation and the validity period. Most companies make staffing for one year, but if there are no significant changes in the company, then it can be drawn up for several years.

In cases of renaming positions and departments, introducing new structural units, restructuring the organizational structure of the company, reducing staff, it is imperative to make changes to the staffing table.

Changes are made by order of the head. The order can be:

to make changes (with single changes, for example, adding a new position);
to draw up a new staffing table (recommended no more than 6 times a year).

Changes in the staffing table must be notified in writing to the employees who are affected by these changes.

Responsible for drawing up the staffing table are appointed specialists of the personnel department or accounting department, if the company is small, the manager can also do this.

The staffing table contains elements of trade secrets (for example, the amount of wages), so it is drawn up in one copy and stored in the accounting department, if necessary, a copy can be drawn up for the manager. Only that part of the document that relates to their area of \u200b\u200bresponsibility is communicated to the heads of structural divisions. The personnel service is provided with information on vacant positions.

The staffing table does not include information with the names of people who occupy certain positions. These data are entered in a separate document, optional for companies - Staffing or replacement, this document can duplicate the sample staffing table only with an additional column with the employee's full name.

Example of staffing structure

The staffing table of the enterprise should include the following sections:

Company name and OKPO code.
Document date, number and expiration date.
List of structural divisions of the company. If an enterprise is associated with a government service or with hazardous production conditions, then the name of the divisions must exactly correspond to state and industry classifiers, reference books and regulatory documents, so as not to provoke problems when registering preferential pensions for employees.
Subdivision codes. A separate code is defined for each division in the enterprise, which reflects the place of the division in the general structure of the company, this greatly simplifies the company's document flow.
Job titles. All company positions should be displayed by department. The name must correspond to the All-Russian classifier of professions.
The number of staff that is provided for each position. If it is supposed to work part-time or part-time, then the corresponding indicators are entered in the staffing table - 0.25; 0.5; 0.75; 1.5, etc.
Tariff rates in the context of positions are indicated in rubles, percent of sales or other indicators (depending on which wage system is chosen at the enterprise).
Allowances, bonuses for each position. They can also be displayed both in rubles and as a percentage.
Additional payments for harmful working conditions, which are approved according to a special scheme.
The total salary, taking into account allowances, etc. From this column, it is easy and simple for the manager to see the monthly salary fund.
Note. If the calculation of wages is very complex, then you can insert the document number in this column, which describes the detailed calculation.
Signature of the head, as well as the chief accountant and the head of the personnel department.
The order of the head.

If an employee does not hold a specific position, but is involved in temporary work, then this should also be included in the staffing table.

When filling in tariff salaries and allowances, mistakes often occur, they can be corrected by crossing out and correcting with the signature of the contractor.

The role of the staffing table in the enterprise

When drawing up the staffing table, you need to carefully follow the rules, since it is often used as evidence in litigation and when applying for a pension. This document has a permanent shelf life.

From the document, the manager can analyze the structure of the enterprise, the number of positions, the salary fund and make comments.

In some cases, during employment, an employee needs to be familiarized with the records of his position in the staffing table, if his employment contract states that the salary is formed according to the staffing table.

An employee may also request an extract from the staffing table with data on his position and salary, it is important that this document contains data relating only to this employee.

Government authorities (Tax Inspectorate, Pension Fund, FSS, etc.) often require a staffing table during inspections.

State regulations determine the main list of documents, the presence of which is mandatory for every employer, regardless of the organizational and legal form. The list of these documents also includes the staffing table. Although there is no direct indication of this in the legislation, the staffing table is mentioned in several articles of the Labor Code of the Russian Federation, which indirectly confirms the need for its presence.

What is the staffing table

The staffing table is one of the fundamental documents of all organizations. It contains information about the structure of the enterprise, positions and the number of staff units.

In those organizations where the remuneration system is limited only to salaries, this is the main document for calculating wages.

Based on what is filled in

If the organization has just begun its activities and the staffing table is being drawn up for the first time, then it would be advisable to think over the list of necessary positions and draw up a document regulating labor remuneration.

Responsible for compilation

The staffing table is made by any employee to whom it is entrusted. As a rule, this is an employee of the personnel department or an accountant.

Reading this document

Since the staffing table is not a local normative act of the organization (paragraph 7 of the Rostrud letter of 15.05.2014 N PG / 4653-6-1), the employer is not obliged to acquaint employees with the staffing table.

Primary requirements

The staffing table is in the list of unified forms, where it goes under the letter T-3. Most organizations use this form because it contains all the required columns and columns.

But the use of this form is not necessary, it is only advisory in nature, although there has been a lot of controversy about this. The final point in this issue was put by the Letter of Rostrud dated January 23, 2013 N PG / 409-6-1. It directly states that organizations have the right to develop their own forms of this document and use them, the main thing is to take into account the requirements of the legislation.

In particular, in Art. 15, 57 of the Labor Code of the Russian Federation states that the labor function of an employee is determined in accordance with the position, profession specified in the staffing table. That is, the titles of positions must be included in this document.

How to fill out the staffing table for LLC and individual entrepreneurs correctly

Requisites

the full name of the organization, must be indicated in full accordance with the constituent documents;
OKPO is an 8-digit organization code. These data are contained in the information letter of the statistics authorities, which should be at each enterprise;
staffing number. There are no clear requirements here. You can use continuous numbering, you can start each year with the number 1 and indicate the year with a fraction, you can use any other way of numbering.
date of preparation. The actual date of drawing up is put down, it may differ from the date of introduction of the staffing table into effect (for example, the staffing table drawn up in December of the current year comes into effect from January 1 of the next year);
the period of validity of the staffing table, most often 1 year, and from what date it comes into effect;
in the upper right corner, the stamp “Approved” is put and the details of the order for approval and the introduction of the staffing table are indicated. Above the stamp “Approved”, as a rule, the seal of the organization is put, although this is not enshrined in legislation.

2019 staffing table

The form can be downloaded from any legal system such as Consultant or Guarantor. As a rule, it is offered to download the Word or Excel format, there is no fundamental difference here, but it is more convenient to keep in tabular form, since you can enter formulas in the appropriate cells and the document will calculate the number of staff units and the wage fund itself.

The procedure for filling out the T-3 form

Column 1 "Name of the structural unit"

The structural divisions include branches, representative offices, workshops, departments, etc.

They usually start with top management units, then accounting and financial services, production, economic services.

For example: board, finance and investment department, economics department, sales department, etc.

Column 2 "Subdivision code"

Here, coding is assigned according to the same principle that is used in the first column and indicates the subordination of structural divisions. For example, the finance and property department will have code 02, the accounting department and the economic department subordinate to it will have codes 02.1 and 02.2, respectively. This column is rarely filled, mainly in very large enterprises. And it can be excluded from the document altogether.

Column 3 "Position (specialty, profession), category, class (category) of qualifications"

Positions fit in the nominative and singular, in full, without abbreviations.

The employer has the right to determine the title of positions himself, except for those related to difficult and harmful working conditions and the receipt of state benefits (early retirement pension). These positions must be entered in accordance with the qualification and tariff guide, or professional standards that are currently still being developed.

Column 4 "Number of staff units"

Here the number of staff units for each position is indicated, it can be either whole or fractional, for example 05 or 0.25 of the rate, which means that the amount of working time for such a position is reduced by two or four times.

Note: when indicating positions and staffing units, the employer has the right to indicate any number, regardless of the actual employees. That is, he can add 3 accountant units to the staffing table, but hire 2, and 3 units can remain vacant for as long as necessary.

An exception is the staffing unit, which is allocated under the quota for disabled people. Its vacancy must be reported to the employment authorities.

Column 5 "Tariff rate (salary), etc., rubles."

It all depends on the systems of remuneration adopted in the organization. Here salary, tariff rate, or various percentages and coefficients can be affixed.

If it is not possible to put down specific numbers, then you can simply indicate the form of remuneration "piecework", "lump sum". But then in the following columns there should be a link to the Regulations on Remuneration or another document, where payroll is scheduled.

Columns 6,7,8 "Surcharges, rubles."

Filled in according to the Regulations on Remuneration and other local regulatory documents. This is usually affixed:

allowance for work at night;
cleaning of bathrooms;
northern allowances;
other surcharges and allowances.

In these lines, you can simply indicate the document in which all this is spelled out, especially if there are a lot of surcharges. The only thing that is not indicated in these columns is the allowances that are charged on all wages. For example, a bonus that is paid as a certain percentage of all previously accrued amounts (salary or wage rate plus allowances).

Column 9 "Total per month"

This column can be filled in only if in columns 5-10 the amounts are spelled out in rubles and for the same period of time (rubles / day, rubles / hour), otherwise either a dash is put, or the amount of only the salary multiplied by the number of staff units.

Column 10 "Note"

Here, a local normative act regulating labor remuneration may be indicated, the minimum wage if it is established (for example, piecework payment, and the note indicates: "at least 10,000 rubles.")

As mentioned above, the employer can exclude unnecessary columns.

Sample filling out the staffing table form T-3

Things to Remember

When filling out column 5 of the staffing table, you need to remember that the so-called "fork" of remuneration cannot be affixed to the staffing table. Since it is legally established that for equal work - equal pay (Article 22 of the Labor Code of the Russian Federation).

That is, if in one department there are 2 staff units of an accountant, then the salary or tariff rate should be the same. But you can set individual surcharges and allowances.

Who signs

Form T-3 provides for two signatures under the staffing table: an employee of the personnel department and a chief accountant. If some category is missing, then you can get by with one signature, or appoint other persons by an appropriate order for the organization.

Terms and place of storage

The original staffing table is kept in the personnel department or in the accounting department, this is determined by the workflow of a particular organization. In any case, if the original is in the HR department, then there must be a copy in the accounting department and vice versa.

According to paragraphs. "A" Art. 71 sec. 1.2 "Organizational foundations of management" The list of standard administrative archival documents generated in the course of the activities of state bodies, local authorities and organizations, indicating the storage periods (approved by Order of the Ministry of Culture of the Russian Federation of 08.25.2010 N 558), the staffing table is kept in the organization permanently.

Alteration

The legislation does not establish the duration of the staffing table, therefore it may be the only one throughout the entire period of the enterprise, and all changes and additions will be formalized by separate orders to change the staffing table.

The employer himself decides to change the data in the staffing table, in this case he is not limited in time and the number of changes. Exceptions are cases provided by law, for example, holding events. In this case, the deadline for making the change is established by the Labor Code.

Outcome

The staffing table is one of the main documents of an enterprise of any form of ownership, containing important documents. Since there are no analogues to this document in the workflow, the maintenance of the staffing table is not only mandatory, but also necessary for the optimal organization of the enterprise.

Video - how to draw up the staffing table of an enterprise in the 1C program:

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

The article

Download a popular document on the topic. Look for the rest of the samples in the article!

Who develops the staffing table

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

Why do you need a staffing table

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

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

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

Attention! Federal state institutions draw up a "staff" without fail (see the regulation approved by the RF Government Decree No. 583 of 5.08.2008), and regional ones - in accordance with the norms established by local authorities.

Read in the "Personnel System":

Staffing table - 2019. Three tips from the Ministry of Labor on the preparation

How to make a staffing table: step by step instructions

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

Follow the instructions:

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

Step 2. Specify structural divisions, including separate ones - branches and representative offices. Make sure that the document reflects all services, departments, workshops, sections and other structural divisions in the organization. What exactly should be taken into account as a separate subdivision is indicated in the resolution of the Plenum of the Supreme Court of the Russian Federation No. 2 of 17.03.2004.

Step 3. Determine the number of staff. Consider industry and cross-industry labor standards, as well as the structure, scope and function of the company. In order to determine the number of personnel based on the current standards, a simple formula is applied:

Step 4. Specify job titles: they must correspond to the labor functions of employees (Article 57 of the Labor Code of the Russian Federation). If you indicate vacant positions, admission to which will be open after a few months or years, once a month, report them to the employment service (see Law No. 1032-1 of 19.04.1991).

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

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

Step 7. Sign and approve the document.The completed form must be certified by the signature of the person responsible for personnel records and the chief accountant, and then submit for approval to the head of the organization.

Practice question

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

The correct option is according to the staffing table

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

★ To make out the details of personnel documents according to the new GOST without errors, read the recommendations of the "Systems of Personnel".

How to approve the staffing table

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

Order on the approval of the staffing table (fragment)

The law does not require staff to be familiarized with the staffing table or the order for its approval. However, such a provision may be provided for by a collective agreement or internal company rules (see Rostrud letter No. PG / 4653-6-1 dated 05.15.2014).

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

Read in the magazine« Personnel business» :

What the staffing table looks like: filling pattern

The employer decides for himself what to take as a basis - or your own letterhead.

In practice, it is the unified form that is more often used, since it contains all the necessary details, and the procedure for filling out is explained in detail in the decree of the State Statistics Committee No. 1 of 01/05/2004 and other recommendations approved by the authorized bodies.

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

Read in the magazine« Personnel business» :

Boxes to be completed

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

Department code.It also reflects the chain of command: code 01 is assigned to the managerial department, 02 is assigned to accounting, and so on. If a larger department includes smaller ones, the code may consist of numbers separated by a period. For example, the finance department is denoted by the code 02, and the accounting department and the economic department, which are part of it, by the codes 02.1 and 02.2, respectively.

Position (specialty, profession), category or class (category), qualification. Indicated in the nominative case, without abbreviations and prefixes "and." or "interim".

The law does not prohibit the use of the Latin alphabet when writing positions in the staffing table: for example, “HR manager”, “IT specialist”. But all entries in work books must be in Russian, as required by the rules approved by the decree of the Government of the Russian Federation No. 225 dated 04.16.2003. To ensure that job titles in work books, contracts and staffing tables are exactly the same, use the wording "HR manager", "system administrator", etc. You can add the categories Junior, Leader, Major, and Senior to these to reflect the scope and nature of the job.

Indicate job titles taking into account professional standards or qualification reference books, if we are talking about work related to the provision of benefits or the presence of restrictions. The expert of the journal "Personnel business" will tell

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

Tariff rate (salary).When hourly, indicate the cost of one hour of work, and in column 10 write “hourly wages”. If there is no fixed indicator, for example, the salary is calculated on a piece-rate basis or tariff-free system, put a dash, and in column 10 indicate which remuneration system is used by the employer. It is not recommended to set the so-called salary fork (from minimum to maximum). This is possible only provided that the difference in wages is due to differences in the grades or qualifications of employees (Article 143 of the Labor Code of the Russian Federation), but the salary fork is likely to cause claims from the inspection authorities.

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

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

Notes. This column contains the characteristics of the applicable remuneration systems with references to the relevant regulations, legal grounds for the payment of regional allowances and other clarifications.

Fill in the bottom, final row of the table last. It reflects the total number of staff members and the size of the monthly payroll.

Staffing table (example of filling)

How to make changes to the staffing table

The change in the staffing table is made out in two ways. If the amendments are of a single nature, issue a written order to amend the document, if there are massive amendments, approve the "staff" in the new edition. This can be done as needed (see Rostrud letter No. 428-6-1 dated 03.22.2012).

What needs to be reflected in the document

Reduction of the number or staff of employees, dissolution or creation of structural divisions, renaming of positions, increase in salaries, cancellation of allowances and other significant changes should be reflected in the staffing table. But these personnel procedures require special registration.

Attention! Changes to the staffing table should be accompanied by a change in the employment contract every time the working conditions are affected: the title of the position occupied by the employee, the procedure for calculating salaries, the amount of the allowance.

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

What if, during the period of adjusting the schedule, you need to hire a new employee for the position to which the changes are being made? The situation is not easy.

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

The employer has three options:

Option number 1... Accept the newcomer to the current conditions and indicate in the employment contract that from a certain date, the planned changes regarding working conditions or his payment will come into effect. This does not contradict Article 72 of the Labor Code of the Russian Federation.

Option number 2... Ask the applicant to wait for the changes to the employment contracts with other employees and the new staffing table to take effect.

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

Approve the staffing table to document the structure and staffing of the organization. Use the uniform T-3 form or design the form yourself. When filling out, take into account the requirements of the current legislation: register all amounts in rubles, do not set salary plugs, include all positions in the staffing table - including remote, home-based, part-time jobs. If there are vacancies in the "staff", do not forget to report them to the employment service.

The staffing table is a document that fixes the number of staff members of the organization with the distribution of units by positions and structural divisions. The standard content of this document also includes information on official salaries, allowances and monthly wages in the enterprise.

The timetable streamlines the personnel structure of the company, helps to plan labor costs, and organize the work of the personnel service. If necessary, it serves as proof of the legality of the refusal of employment (the reason is the lack of free rates). But more often it is used to justify the legality of layoffs in connection with a reduction in the number or staffing positions. In case of claims from the reduced, the organization can defend its interests by presenting the staffing table of employees in court to the labor inspection. On the basis of this document, the employer confirms the impossibility of providing the dismissed employee with another position.

The procedure for the formation of the staffing table

The Federal Service of State Statistics of the Russian Federation instructs enterprises of all forms of ownership to develop and accept staffing in HR administration (Decree No. 1 of January 15, 2004). An employee who has this duty in the job description is engaged in the development and updating of the staff structure. If necessary, the director can assign such a responsibility to a personnel officer or an accountant, and also take on this work (by order).

Usually the staffing table is drawn up for a year in advance, and from the moment of approval by the director's order, it becomes a local normative act, on the basis of which the personnel records management at the enterprise is built. Registration of new employees, internal transfers should be carried out in accordance with the units available in the "staff". So, the names of positions and structural divisions in the employment contract, the order for employment should be entered as they are recorded in the staffing table.

Adjustments are allowed in the "staff" as needed. If they are significant, management may decide to form a new schedule. In case of minor changes, as well as in their absence, there is no need to re-approve the document at the beginning of the next calendar year.

How to arrange a staffing table

For registration of the personnel structure, a unified form T-3 is provided, approved by Roskomstat (you can download the form of the staffing table). The company has the right to develop its own form, but it must contain the required fields:

the name of the structural divisions;
list of positions in each department;
the number of units opened in the state for each specialty;
official salaries;
salary increments;
the total number of staff members;
payroll amount per month.

The document is dated twice: the date of compilation and approval (they may coincide). The period of the staffing table is also indicated, for example, from January 1, 2015 to December 31, 2015, although an end date is not required.

Consider the procedure for drawing up the staffing table:

The name of the company in accordance with the registration documents.
Name of the document, date of creation and signing.
Column # 1 - the name of the divisions. Private firms can enter the list and names of structural departments at their discretion. State-owned companies and enterprises with special working conditions must be guided by industry and all-Russian regulatory documents - classifiers and reference books. This requirement is due to the availability of benefits and guarantees for certain categories of workers. Names in the T-3 form are written in the nominative case.
Column number 2 - the code of the department, which is assigned to each of the departments for the convenience of building a hierarchy and using digital designations in documents.
Column number 3 - position (profession, digit capacity) - based on the state classification of OKPDTR. Positions are listed in descending order (from top to bottom).
Column number 4 - the number of staff positions provided for each position is determined based on the needs of the organization. Partial bets may be indicated (0.5; 0.75).
Column 5 - salary or tariff rate established for a specific position, in rubles. It is permissible to indicate not a specific amount, but a salary range to differentiate the remuneration of workers holding the same position, but having different qualifications.
Columns 6 - 8 are used to indicate salary increments, in rubles.
Column number 9 - the total amount of monthly payment for the position.
Column 10 contains information on the availability of vacant posts as a note.

If the enterprise does not use salary-based payroll schemes, then the units used to calculate payments, for example, interest, are entered in the "monetary" columns.

Additions (additional fields) can be made to the staffing form, but it is impossible to shorten the mandatory columns in the unified form: unclaimed columns are simply not filled in.

"Shtatka" can consist of several sheets. In this case, the document is stitched together, the sheets are numbered, and on the back side of the stitching a confirmation inscription is drawn up with the director's signature and stamp. On the form itself, the seal of the organization is not needed, and the signatures of the head, chief accountant, heads of departments are affixed on the last sheet in the field provided for this. If necessary, the responsible persons can sign on each page, then each of them must be supplemented with a corresponding line.

You can draw up a staffing table based on the sample presented on our website.

Making changes to the staffing table

As necessary, various changes can be made to the structure of the company: divisions are opened and abolished, new positions are introduced, salaries increase, etc. All these changes must be recorded in the staffing table of the organization. This can be done in two ways:

Formation and approval of a new "staff".
By creating an order to amend the document.

In the second case, the order must contain the reason for the adjustments:

reorganization of the company;
optimization of the personnel structure;
expansion or reduction of production;
changes in legislation, etc.

The change in the staffing table is followed by the introduction of new entries in the personnel documentation: work books of employees, personal cards (with the written consent of the personnel).

In some cases, it is required to sign an additional agreement to the labor contract, for example, when the salary part of the salary changes. Employees are notified of such events 2 months in advance, and other changes in the staffing table are communicated to the personnel upon their approval.

Standard arrangement

For the operational management of personnel in many, especially large, enterprises in circulation there is a document called "staffing". This is the same staffing table, but drawn up in free form and containing the data necessary for the employer for the convenience of personnel work, for example:

names of employees holding specific positions;
salaries and allowances for each employee (a "fork" of salaries may be spelled out in the staffing table, and this is specified in the schedule);
personnel numbers;
work experience;
important information about employees;
availability of free rates and any other information required by the personnel service.

The staff list differs from the schedule by the dynamism of its content: changes are made to it in the current mode, without an order and approval by the head.

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