The number, structure and amount of remuneration of personnel are approved by the staffing table - the fundamental local normative act organizations. Any changes to it at an enterprise, institution or organization are made by order.
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Changes are made at the initiative of:
The documentary basis is:
The authorized manager imposes a positive resolution on the above documents.
The essence of the changes is as follows:
The order indicates the reason for the changes, which may include:
The laws of the Russian Federation do not contain restrictions on the frequency of making changes to the local regulatory documents of the organization. According to letter No. 428-6-1 dated March 22, 2012, sent by the Federal Service for Labor and Employment, the frequency of changes to the staffing table is determined by the owner.
The only requirement is that such changes be mandatory. Replacement allowed staffing table new with the execution of the corresponding order.
The function of issuing an order is not legally assigned to a specific department. Based on practice, executors of orders can be:
The order is printed on the company's letterhead and has the following structure:
When shortening:
In Art. 74 of the Labor Code of the Russian Federation states that changes in working conditions are agreed upon with the employee. This also applies to increasing or decreasing salaries and tariff rates. The reason may be both monetary motivation of employees and the company’s cost-saving program.
IN commercial organization the size and frequency of pay indexation depends solely on the employer. The only requirement is that the salary must exceed the minimum level established by law.
The reason for indexation may be compliance with Articles 130 and 134 of the Labor Code of the Russian Federation, a collective agreement or an internal document of the enterprise containing requirements for wage indexation. A copy of the order is sent to the accounting department.
A transfer to part-time work can be carried out on the initiative of an ordinary employee of the company, confirmed by a completed application, or at the direction of the owner. The transfer order form is free.
According to Article 74 of the Labor Code of the Russian Federation, the owner establishes a part-time working regime for a period of up to 6 months due to changes that have occurred in technological or organizational working conditions or to avoid mass layoffs of personnel.
To comply with the transfer procedure, the owner must:
An order changing the staffing table is an order of the main activity of the enterprise and is stored permanently, as indicated in the “List ...”, approved by order of the Ministry of Culture of the Russian Federation dated August 25, 2010 No. 558. During the period of validity, the order must be in a folder, separate from the staffing table.
Access to it must be strictly limited. The canceled order is transferred to the archive and is subject to disposal after 3 years.
Certificates, conclusions and proposals for changing the staffing table are stored for at least 5 years. Correspondence regarding changes - 3 years.
General standards for storing organization documentation are regulated Federal law No. 125-FZ dated October 22, 2004 “On archiving in the Russian Federation.”
The legislation does not directly require the employer to draw up this local regulatory act, but in practice, when checking labor or tax office for the absence of a staffing table, a fine ranging from 30,000 to 50,000 rubles is issued in accordance with Article 5.27 of the Code of Administrative Offenses of the Russian Federation.
Also, this document requires the court to make decisions in labor disputes.
Due to failure to make changes to the staffing table, the owner is punished in the following cases:
An order to amend the staffing table is an important administrative document of an enterprise, the execution of which protects the rights of both the employer and the employee.
Despite the simple requirements imposed by law for the execution of this administrative document, failure to comply with them can lead to administrative liability and a fine.
Since the staffing table relates to local regulations, it cannot be changed without instructions from management. Before entering according to the developed sample, it is necessary to follow the procedure for their justification and approval, and then issue an order on behalf of the director or owner of the company.
In addition to the planned adoption of a new document, changes can be made to this document so that its current version coincides with the actual structure of hired personnel in the organization.
Changes may concern:
The procedure for changing the staffing table can be unified and the algorithm for its implementation can be included in local regulatory documents, for example, in the regulation on personnel management or.
Initially, you need to justify the importance and necessity of the change. This can be done by drawing up a memo from the heads of structural units. It indicates a compelling reason for replacing or adding to the staffing table. The reasons for changing this local regulation include:
The company management can also propose changes to the staffing table.
In this case, an administrative document is drawn up, which indicates the grounds for changes, and instructions are given to the relevant services for issuing new edition staffing table.
After the director of the company agrees with the reasoning and the need for changes, he gives orders to prepare the appropriate order. The amended document must be agreed upon with the interested structural units.
When an innovation concerns significant working conditions, employees who are changing their position, salary, etc. need to be notified about this.
The notice must be completed and submitted at least two months before the proposed changes. Employees must be notified if changes concern:
If positions are added or the personnel structure is optimized by eliminating vacancies, there is no need to inform employees about this.
At the same time, employees can be notified about opening vacancies by a simple information letter or announcement. For example, one of the employees wants to get a promotion or knows a specialist who can fill a vacant position.
After passing all the preliminary stages, the prepared order to change the staffing table is submitted to the head of the company for signature.
The text of the order includes:
After signing, the order is registered, and the following inscription is added to the title part of the schedule “as amended on July 1, 2018, as amended by Order No. 45 dated June 25, 2018.”
Before the new version of the staffing table comes into effect, it is necessary to bring the employment contracts of employees into compliance.
This step is necessary if changes to local regulations affect significant working conditions for employees.
Research and Production Association "Transgazmagistral"
ORDER
dated October 17, 2018 No. 24
Seversk
On changes to staffing schedule No. 5 dated 01/02/2018
Due to the increase in the volume of work
I ORDER:
Head of department/department - 55,000 rubles;
Specialist - 34,000 rubles.
Manager - 15% of base salary;
Secretary - 12% of base salary.
Applications:
Memo from the head of the HR department No. 26 dated 10/12/2018 (justification)
Staffing schedule No. 5 dated 01/02/2018.
Director of NPO Transgazmagistral Inoskazov E. D.
Closed joint stock company"Primazet"
ORDER
dated November 26, 2018 No. 78/k
Ivanovsk
On changing the names of individual positions in the staffing table No. 3 dated 01/01/2017
Due to the planned expansion of the scope of activities and the hiring of additional personnel
I ORDER:
rename the division “Human Resources Department” (code 03) to “Human Resources Department”.
replace the positions of “HR manager” with “HR specialist”.
supplement the structure of the Human Resources Department with the following positions:
Deputy head of department - 1 sh. e.
HR specialist - 4 sh. e.
Clerk - 1 sh. e.
Applications:
Financial and economic plan for 2019.
Staffing schedule No. 3 dated 01/01/2017.
General Director of ZAO Primazet V.D. Borodovnikov
Information agency "Priozerye News"
ORDER
dated September 17, 2018 No. 32/k
Priozerny
Due to the deterioration of the financial situation and the need to optimize the number of personnel
I ORDER:
Applications:
Director of the news agency “Priozerye News” Arkanskaya V.S.
Society with limited liability"Torgsim"
ORDER
dated November 3, 2018 No. 632/k
Tishkino
About changes in staffing
Due to production needs
I ORDER:
Department retail a new structural unit “Logistics Group” assigned code 0501 with the following number of personnel:
Group leader - 1 sh. e. with a salary of 36,000 rubles;
Logistician - 4 sh. i.e. with a salary of 17,000 rubles.
Applications:
Memorandum of the Director of Trade No. 7 dated October 29, 2018
Staffing schedule No. 4 dated October 12, 2017, as amended.
Director of Torgsim LLC Mezhnev S. M.
Any change (even a minor one) in the staffing table must be formalized by an administrative document signed by the management or owner of the company. Such orders relate to documents related to the main activities and are drawn up by analogy with other orders and instructions of the director of the company.
– a required document when introducing a new work unit (or several).
FILES
ShR is one of the forms of protecting the rights of employees from arbitrary dismissal. It documents the structure of the enterprise and determines the list of positions and salaries of employees. Often in a developing team there is a need to create a new work unit that is not provided for by staff documents. To do this, the manager issues an order to introduce a new workplace into the established workforce.
The need to make changes to the company structure may arise:
Labor legislation does not establish any special requirements for the timing and procedure for making changes to the company structure. Therefore, these issues are left to the discretion of the manager. If an organization needs to create a new department or other structural unit, then it is advisable to change the staffing table itself. If you need to add a new staffing position, it is quite enough to change the personnel schedule by issuing a corresponding document.
An order to introduce a new position can be developed by order of the head of the organization:
When developing such an order it is necessary:
The memo provides all the statistical data that was obtained to justify the optimality of establishing new positions.
If a new structural unit is introduced into a company department, the memo must be signed by the head of the relevant department.
An internal memo about the need to introduce a new workplace is drawn up by the head (or specialist) of the HR department:
An order for the introduction of a new staff unit and detailed instructions describing the responsibilities of the new employee. After the employer approves the proposals set out in the memorandum, he signs an order to introduce a new position into the staffing table.
Labor legislation does not contain an approved form of document on the introduction of a new position. Based on the analysis of the requirements for personnel documentation, we can conclude that the order should indicate:
The document must be signed by the manager or an authorized deputy. The signed form is sent to the HR department, and its copies are sent to the accounting service and departments in which these specialists will work.
When approving an order to introduce a new position, employers must not violate the rights of existing employees or applicants. For example, often the employer first “try” to actually introduce a new position and assign responsibilities for it to one of the employees. This violates the employee’s right to perform only those functions that are prescribed by the employment contract and job description.
Important! Therefore, a new staffing position must be introduced before the vacancy is published in the media, and even more so before the actual admission of persons to work.
Also, HR workers often avoid introducing individual changes to the job structure of the enterprise. In this case, each new salary increase, reduction or introduction of a work unit leads to the approval of a new staffing table. However, this document is the basis of the entire personnel structure of the enterprise and should not be reissued due to minor adjustments. It is advisable to change the staffing table only in the event of massive personnel changes.
The basic requirements for the storage periods of documentation of enterprises and organizations are established by Order of the Ministry of Culture of Russia dated August 25, 2010 No. 558 “On approval of the “List of standard management archival documents generated in the process of activity” government agencies, organs local government and organizations, indicating storage periods."
According to Section 8, Part 8.1, documents confirming the need to attract new employees must be kept by employers for 5 years.
Longer periods are provided for storage primary documents on changes in salaries or the introduction of new rates, which must be maintained for 75 years, if the orders on these changes themselves are lost.
To ensure the rights of employees to pensions and social benefits, personnel documentation must be kept for the entire period of the enterprise’s activities (but not more than 75 years). If the employer ceases its activities earlier, all personnel documents It is advisable to transfer them to the territorial divisions of state archives.
Thus, the introduction of a new structural unit into the employer’s staff has nuances that cannot be neglected, as this will lead to a violation of the interests of the parties to the employment contract or potential employees.
The staffing table is used to formalize the structure, staffing and staffing levels of the organization (Article 57 of the Labor Code of the Russian Federation, section 1 of the instructions approved by Resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1).
The Labor Code of the Russian Federation does not say that every organization must have a staffing table. However, there are no documents abolishing the practice of drawing it up. However, there are compelling arguments in favor of drawing up this document:
An organization may, at its own discretion:
If an organization uses a unified form, it must be filled out completely. In particular, fill out the columns “Rank” and “Allowance”, if a rank is provided for a particular position, as well as the payment of bonuses or allowances.
In column 3, reflect the rank of position (if any). In column 5 - salary in accordance with the remuneration system adopted in the organization. In columns 6-8 “Bonuses” indicate incentive and compensation payments(bonuses, allowances, surcharges) established by current legislation (for example, northern allowances, allowances for academic degree etc.), as well as those introduced at the discretion of the organization (for example, related to the regime or working conditions). In this case, the indicators in columns 5-8 can be expressed not only in monetary terms - in rubles, but also in other units of measurement (for example, in percentages, coefficients, etc.).
If the company has developed its own staffing form, then it can indicate ranks, allowances and bonuses or not indicate them at all if they are not provided for in the organization.
This procedure follows from Part 4 of Article 9 of the Law of December 6, 2011 No. 402-FZ and is confirmed by the letter of Rostrud of February 14, 2013 No. PG/1487-6-1.
Unified staffing form No. T-3 approved by Resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1.
The staffing table is an impersonal document. It does not indicate specific employees, but the number of positions in the organization and salaries for them. Employees are appointed to positions by orders of the manager after the schedule is approved.
Advice: To protect yourself from claims from inspectors, do not establish in the staffing table different salaries for positions with job functions of equal complexity.
The same job title implies the same job responsibilities. In this case, it is necessary to observe the principle of equal pay for work of equal value (Article 22 and Part 2 of Article 132 of the Labor Code of the Russian Federation). In employment contracts and job descriptions employees can be assigned different levels of work, different rights and responsibilities, and different levels of responsibility. However, it is better to name the positions differently, using the words “senior”, “junior”, “leading”, etc.
Example of a staffing table
The organization has a staff of 28 people. Monthly salary fund - 367,000 rubles. The staff, in particular, includes:
Responsible for maintaining personnel records is the head of the HR department E.E. Gromova.
The director issued order approving the staffing table. Gromova compiled staffing table .
Let’s say that some categories of employees are paid an hourly wage. In this case, the employee’s salary is determined in accordance with his qualifications and the number of hours worked. This type payment is a special case of time-based wages.
If the organization uses a unified form of staffing, then in column 5 “Tariff rate (salary), etc., rub.” indicate the amount of remuneration per hour of work in rubles, and in column 10 “Notes” - “ Hourly rate labor" and provide a link to a local document that regulates the procedure for remuneration in the organization (for example, Regulations on remuneration ).
This conclusion follows from paragraph 5 of part 2 of article 57 Labor Code RF and section 1 of the instructions approved by Resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1.
Situation: Is it necessary to indicate positions or other information about part-time workers in the staffing table?
Indicate the position in the staffing table, but there is no need to specify the working conditions for this part-time position.
By general rule the staffing table should indicate all staff positions (including part-time ones), regardless of who will subsequently occupy them: part-time workers or main part-time employees. For example, if in the staffing table in the column “Number of staff units” a value of 0.5 is indicated, this does not mean that the rate is being replaced by a part-time employee. The main employee can also receive half the rate, for example, in the case combining professions (positions) (Part 2 of Article 60.2 of the Labor Code of the Russian Federation).
Situation: Is it possible to draw up a separate staffing table for a branch (representative office) of an organization??
No, you can't.
The branch is not separate legal entity(clause 3 of article 55 of the Civil Code of the Russian Federation). The staffing table for an organization is approved by order of the head of the organization (instructions approved by Resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1). An extract from the approved staffing table or a copy thereof is submitted to the branch.
When the schedule is drawn up, it must be signed by the chief accountant and the head of the personnel department (or the employee responsible for personnel records). If the staff is large and the schedule takes up several sheets, then the chief accountant, at his discretion, can sign both once (at the end of the document) and on each sheet. After this, the staffing table must be approved by the head of the organization by order. This is stated in section 1 of the instructions approved by Resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1.
There is no set duration for the staffing schedule. Once the staffing table is approved, changes are made to it as necessary. The organization is not obliged to approve (revise) the staffing table every year, but has the right to do so at its own discretion.
Changes to the staffing table can be made at any time when there is a need, since the employer determines the frequency and frequency of changes in the staffing table independently (clause 1 of the letter of Rostrud dated March 22, 2012 No. 428-6-1). In addition to renaming positions, establishing a different salary, etc., in labor legislation There are separate procedures that can also lead to a transformation of the staffing table. For example, reduction in number or staff (Article 180 of the Labor Code of the Russian Federation), organizational or technological changes (Article 74 of the Labor Code of the Russian Federation), etc.
Renaming an employee’s position and changing the size of his salary in the staffing table entails a change in the essential terms of the employment contract. This means that before making changes to the staffing table, you need to formalize a transfer to another job (Article 72.1 of the Labor Code of the Russian Federation). That is, you need to issue an order for transfer according to form No. T-5 or in a self-developed form.
Next, enter into an additional agreement with the employee to the employment contract and make an entry about the transfer in it work book(Clause 10 of the Rules approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225).
If the job title or salary is changed at the initiative of the administration for organizational or technological reasons, the procedure will be slightly different. It is necessary to notify the employee of upcoming changes two months in advance. If the employee does not agree to work under the changed conditions, send him a written offer of another job that matches his qualifications and health status. If there is no such job, offer a vacant lower-level position or lower-paid job. If the employee refuses all offers or you do not have suitable job, formalize your dismissal under clause 7 of part 1 of Article 77 of the Labor Code of the Russian Federation (refusal to continue work due to a change in the terms of the employment contract determined by the parties).
This procedure is provided for in Article 74 of the Labor Code of the Russian Federation.
At the end of the procedure, issue an order to make changes to the staffing table. Attach the staffing table with the changes made to this order. Provide the order to the employees affected by the changes for signature.
An example of making changes to the staffing table
The director of the organization decided to rename the position of assistant accountant in the staffing table to junior accountant and add production department a number of new positions. To do this, he needed to make changes to the staffing table. He published order to amend the staffing table .
The staffing table is a local regulatory act of the organization that does not regulate labor activity employees. Therefore, introduce employees ( including when applying for a job ) with the staffing table, the employer is not obliged.
At the same time, the employer will have to do this if such an obligation is provided for by the internal documents of the organization (for example, collective agreement or agreement).
Similar clarifications are contained in the letter of Rostrud dated May 15, 2014 No. PG/4653-6-1.
The staffing arrangement (staffing list, staffing replacement) reflects which units in the staffing table are occupied, indicating the full names of specific employees, their personnel numbers and wage conditions. If necessary, this document also includes other data, for example, information about length of service or other characteristics of employees: disabled person, pensioner, minor, part-time worker, etc.
The staffing arrangement does not apply to documents required to be maintained in personnel service organizations, but it is widely used in practice. This document allows you to quickly navigate and restore the specific working conditions of employees in the organization.
There is no unified form of staffing in the legislation, so it is drawn up in free form . The staffing table is usually taken as a basis according to the unified form No. T-3 and supplemented with the necessary graphs and columns.
As vacancies and other personnel movements (dismissals, transfers, etc.) are closed and appear, appropriate changes are made to the staffing arrangement.
If an organization decides to introduce compulsory registration of staffing arrangements, then their storage period will be 75 years (clause 74 of the List approved by order of the Ministry of Culture of Russia dated August 25, 2010 No. 558). In practice, many employers, due to the optional nature of the document, maintain staffing positions only in electronic form, without printing, additional approval and signing. In this case, their storage period is not regulated.
The staffing table (SHR or in common parlance - “shtatka”) contains a list of structural units, the names of positions, specialties, professions indicating qualifications, as well as information on the number of positions (Decree of the State Statistics Committee of January 5, 2004 No. 1). The same resolution also approved the unified form No. T-3, which is installed in all personnel accounting software products and, as a rule, is used by organizations and entrepreneurs.
Please note that it is not mandatory for non-governmental organizations. Federal service for Labor and Employment (Rostrud) has repeatedly indicated in their letters that they have the right to use forms of primary accounting documents developed independently.
It is approved by an order of the employer, which is signed by the head of the organization or another person authorized by him.
The law does not establish the number of such documents, nor specific deadlines or periods for correction. As a rule, in such cases an order is issued to approve the ShR. If the innovations are not large-scale, you can get by with an order to make changes. It approves innovations, and they can be indicated in the text of the document or issued as an appendix. The document is signed by the head of the organization or a person authorized by him. There is no unified form; the employer has the right to develop it independently. The main principle is to record all the adjustments made. You can use our example of an order to change the staffing table.
Amendments are made in the following cases:
When it is necessary to hire a specialist whose position is not provided for in the staff, or to add an entire unit to the organization, an order is issued to introduce new units. It must contain information about the name of the structural unit, position name, number of rates, salary or tariff rate.
Renaming, as a rule, does not entail a correction of the employee’s (or an entire department’s) job function. If labor function changes, then renaming cannot be carried out. It is required to formalize the transfer of an employee (or several employees) to a new position. Changing the name will entail making adjustments and additions to the employment contract, the work book and the employee’s personal card. Thus, such innovations not only require notification, but also consent from employees. In case of refusal, the employer should be guided by Art. 74 of the Labor Code of the Russian Federation, without missing the mandatory notification to the employee two months before the adjustments. You can use this sample order to change the staffing table.
This is a change in the terms of remuneration agreed upon in employment contract. Therefore, it requires mandatory agreement with the employee even if the salary increases. In case of refusal of the employee, the employer should be guided by Art. 74 Labor Code of the Russian Federation.
This procedure does not require agreement with employees. These positions are not filled and therefore can be eliminated at the discretion of the employer.
Important point! If staff reduction is planned, then withdraw from ShR vacant positions It is better before the start of the reduction procedure, and not simultaneously with it.
These are the most time-consuming innovations and should be prepared in advance. The employer must ensure that vacant positions are removed from the SR and that the new structure meets the needs of the organization. Employees are notified of the upcoming dismissal by the employer personally and against signature at least two months in advance. The corresponding order must also be issued at least 2 months before making adjustments. To make changes to the staffing table, use the sample order below.
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