An order to introduce a new position into the staffing table is a required document when introducing a new work unit (or several).
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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.
Procedure for issuing an order
The need to make changes to the company structure may arise:
- as a result of the introduction of a new line of activity;
- when attracting new specialists due to modernization of production;
- due to job cuts;
- in connection with an increase or decrease in salaries, etc.
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:
- personnel service;
- lawyers;
- secretary.
When developing such an order it is necessary:
- Analyze general information:
- about job responsibilities;
- about optimal time costs;
- on the hourly standards provided for the corresponding type of work.
- Decide on the acceptable hourly workload (rate, 0.5 or 0.25 rate or less) for a new employee.
- Develop a draft job description.
- Prepare a proposal addressed to management to increase staff. It can be sent on behalf of:
- head of the personnel department;
- the head of the department to which the new unit is proposed.
- Develop an order form.
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:
- if the new official will report to the manager;
- if the employee is not related to any structural unit.
An order for the introduction of a new staff unit and detailed instructions describing the responsibilities of the new employee are attached to the memo as an appendix. After the employer approves the proposals set out in the memorandum, he signs an order to introduce a new position into the staffing table.
Adding a staff unit to the staffing table: sample order
How to draw up an order to add a staff unit? Labor relations are an agreement between an employee and an employer (organization or individual entrepreneur) to perform work specified in the contract for payment.
During work, the employee is under the management and control of the employer, obeys the internal labor regulations and works in the interests of the employer (Article 15 of the Labor Code of the Russian Federation). This question is of interest to HR specialists, because changes may occur in the company that affect the staffing. Therefore, an order is needed to add a staff unit to the staffing table.
For identical positions on staff, the same wages must be provided. The fact is that equal pay is required by law for equal work (Art.
22, part 2 art. 132 of the Labor Code of the Russian Federation). If it is necessary to diversify the salaries of employees occupying the same positions, the safest thing would be to introduce the concepts “senior”, leading”, “assistant”, etc. into the T-3 form.
Order structure
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:
- name of the organization (as in the constituent documents);
- city of compilation, number and date of compilation;
- name of the order (for example: “Order on the introduction of a new position in the staffing table”, “Order on the inclusion of a new position”, etc.);
- the basis for increasing the number of employees (for example, a memo, results of static analysis, etc.);
- Job title;
- the number of units needed to complete the available amount of work;
- the amount of the official salary.
- persons responsible for executing the order (this may be an accountant or a personnel employee).
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.
Order to change the staffing table
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.
Form T-3 for staffing
Please note that it is not mandatory for non-governmental organizations. The Federal Service for Labor and Employment (Rostrud) has repeatedly indicated in its letters that they have the right to use forms of primary accounting documents developed independently.
staffing order
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Sample order for amendments
when downsizing a unit
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when renaming a position
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Example justification - introducing a new position into the staffing table
An example justification is also called a memo. Let's consider an example of justification for introducing an additional unit into the staffing table due to an increase in document flow.
I follow the rules for storing documents; in each department there is a person who is responsible for the timely delivery of filed folders to the enterprise archive or zonal archive.
Especially many such documents are formed in the process of work of accountants, human resources workers and economists.
Employees of these departments can prepare a memo to justify the need to introduce a unit that must timely bind, file and transfer documents to the production archive. In addition, they can be issued upon request only upon signature.
An example of justification indicates:
The time spent per month is calculated. Based on this, the rate and salary of the future employee are determined.
Possible mistakes
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 employees often avoid introducing individual changes to the official 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.
An example of justification for introducing a new position into the staffing table
They can be divided into organizational and documentary support.
To carry out this procedure, you must follow these steps:
- By order of the manager, draw up a document indicating all existing vacancies, as well as newly created ones.
- Write a memo about the need for an additional unit;
- Identify the need for changes;
The names of positions in the staffing table must correspond to the approved state list. How to justify the introduction of a new position into the staffing table?
The laws of the Russian Federation determine that an organization can itself coordinate the number of hired workers. Also, at the initiative of the manager, employees can be added, existing positions can be renamed, or reductions can be made. But for each of the listed actions it is necessary to have serious justifications, which are expressed through the preparation of official calculations and documents.
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Order storage periods
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 course of the activities of state bodies, local governments 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 storing primary documents on changes in salaries or the introduction of new rates, which must be preserved 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, it is advisable to transfer all personnel documents to the territorial divisions of the 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.
How to make changes to the schedule when...
…introducing a new position
This type of order is the only one that takes effect immediately after its issuance . The fact is that when new positions (divisions) are introduced into the staff, old employees are not affected in any way by the changes being introduced.
When drawing up an order, it is necessary to indicate the full name of the new position (or department) and the date when the powers of this position come into force and the employees assigned to the new position begin to work. In addition, salaries or tariff rates .
There must be a mark indicating the date the new position or unit was hired.
…downsizing
This type of order must contain a list of places subject to reduction, indicating the date the order comes into force.
The employer has the right to reduce or eliminate a position and leave the employee on the company’s staff, transferring him to another place of work. If the salary for the new position is less than the old one, the employee must express his consent to the transfer.
In any case, the employer is obliged to familiarize all employees who have been laid off with the document for signature .
He must also remember that the Labor Code of the Russian Federation, Article 179, clearly identifies several categories of citizens who are not subject to dismissal due to staff reduction. Such employees can only be transferred.
Article 179. Preferential right to remain at work in the event of a reduction in the number or staff of employees
When the number or staff of employees is reduced, priority right to remain at work is given to employees with higher labor productivity and qualifications.
With equal labor productivity and qualifications, preference in remaining at work is given to: family - in the presence of two or more dependents (disabled family members who are fully supported by the employee or receive assistance from him, which is their constant and main source of livelihood); persons in whose family there are no other independent workers; employees who received a work injury or occupational disease while working for this employer; disabled people of the Great Patriotic War and disabled people fighting in defense of the Fatherland; employees who improve their qualifications in the direction of the employer without interruption from work.
The collective agreement may provide for other categories of workers who enjoy a preferential right to remain at work with equal labor productivity and qualifications.
...change of position or its name
When issuing an order on such a basis, the manager must take into account whether the changing position is occupied or not. In connection with the change in the vacant position, no problems arise for personnel services.
A simplified scheme is used . But if the position is occupied, then there are a number of features:
In addition, as in other cases of issuing an order, there must be a date when the changes come into force .
…change in salary/tariff rate
It is important here to distinguish between increases and decreases in an employee’s salary. The employee’s immediate supervisor usually requests an increase in salary in a memo written to the company’s management.
According to Article 74, the head of the company is obliged to warn his employees 2 months in advance
If one of the organization’s employees does not agree to work at such a salary, then the employer provides a vacant or lower position that corresponds to the employee’s profile, education and health status.
Positions are provided to the employee in a list, indicating the salary for them.
If an employee refuses to take another position, an order to terminate the employment contract is issued.
After familiarizing employees with changes in salary or tariff rates and signing additional agreements, the enterprise’s personnel service specialists draw up an order to change the staffing table, a sample of which is given below, indicating the new salaries/rates .
…elimination of vacant positions
With such a change in the staffing table, the interests of the working employees of the organization are not affected . Therefore, such changes take place quite quickly and quietly.
An order is being prepared to exclude unfilled positions, indicating the date when they should be removed from the organization. After which these changes are reflected in the staffing table.
