Legal regulations
The current legislation does not directly indicate the mandatory presence of a staffing table in the nomenclature of affairs of an economic entity. However, the Labor Code of the Russian Federation in Art. 15 and art. 57 mentions the need to coordinate the labor functions specified in the employment contract with the staffing table, which actually indicates its obligatory nature in the package of organizational and administrative documents of the enterprise. Rostrud also considers the “shtatka” to be a mandatory document for employers (letter of Rostrud dated January 21, 2014 No. PG/13229-6-1).
What it is?
This is a document that relates to the internal document flow of the organization, recommended for preparation and containing information about staffing levels, job titles, number of employees, salary and budget allocated for paying employees.
The SR can be quite voluminous and contain several pages, in which case it is stitched and numbered. The signature is placed only on the last sheet.
If it becomes necessary to put a signature on each page, you must first add lines to the staffing form.
Despite the fact that the ShR at the legislative level does not belong to the category of mandatory documents, the Labor Code of the Russian Federation refers to this document, indicating that the employee carries out his labor activity in accordance with the staffing table of the enterprise.
This document is a significant document management tool for the organization, has its purpose and performs the following functions:
- fixes the number of workers;
- ensures control of the company's organizational structure;
- makes adjustments to allowances;
- controls the wage system.
Example
In addition, in the case of inspections by various government services, the presence of an SR helps reduce the number of controversial issues.
This normative act can be used as evidence of the legality of actions taken during legal proceedings.
Registration of the schedule often occurs at the end of the next calendar year, and comes into its legal rights only after the issuance of the corresponding order.
https://youtu.be/k04Jf3rVQdY
Appointment and operation of the staffing table
The staffing table (SH) regulates:
- enterprise structure - the formation of departments and divisions, taking into account the nature of the work performed;
- a list of positions required to carry out the declared types of activities, indicating the number of staff positions for each of them, taking into account the planned volume of work performed;
- the amounts of official salaries, additional payments and allowances for each position included in the ShR for the structural formation and the enterprise as a whole.
The staffing form has a unified standard - form No. T-3, but at the same time, the legislator reserves the right for business entities to use their own staffing form (Rostrud Letter No. PG/409-6-1 dated January 23, 2013).
Staffing:
- developed by specialists from the economic and personnel services of the enterprise;
- in its final form, it is agreed upon with the trade union committee (if there is one);
- approved by the head of the enterprise,
- comes into force after the manager signs the order or order approving the staffing table.
How to arrange this?
If the enterprise has changed the amount of payments due to employees, the staffing table must also be changed; adjustments are made as follows:
- Orders from the head of the organization to change the salary are issued. An option is possible when not separate orders are issued for each position, but a general one - about making changes to the schedule.
- The contents of the order are communicated in writing to the employees of the enterprise who are affected by it (according to Article 74 of the Labor Code of the Russian Federation).
- The HR department or other authorized employees prepares a new version of the staffing table or an addition to it in the form of a separate sheet.
- The finished document is approved by the manager and comes into force.
The changes themselves can be formalized using two options:
- As an appendix to the main schedule. This option is suitable for large companies, where the schedule is too large a document, and the salary change concerns several positions.
- In the form of a new document with the following serial number. This is how salary changes affecting all employees of the enterprise are drawn up - or if the organization is small, and the volume of additions is comparable to the volume of the main document.
ATTENTION: Staffing form in form T-3, approved
Goskomstat in 2004
, since 2013 is not mandatory. Therefore, an enterprise can develop its own form both for the document itself and for its annexes.
Find out more about the salary according to the staffing table here.
https://youtu.be/xN_TxwRrmes
Order on approval of the staffing table: sample and contents of the document
An order approving the staffing table legalizes its operation at the enterprise and must be drawn up in accordance with the standards for administrative documents. Its content must reflect the following mandatory information:
- legal name of the enterprise in full spelling;
- status of the document (order, instruction);
- registration data of the order (name, date of issue, number);
- main staffing indicators;
- date of implementation;
- appointment of persons responsible for compliance with the norms of the document;
- manager's signature.
Order structure
The order approving the schedule has the following design features:
- Full name of the enterprise, including organizational and legal form.
- TIN, KPP, OKPO and other details, as well as the address and contact numbers of the company.
- Location of the main management of the enterprise.
- Date of preparation and order number.
- The order number of the order, according to the sequence of internal document flow.
Example of an approval order
- The contents of the administrative act include the following points:
- number of staff units;
- the effective date of the new schedule, as well as the document number;
- surname and initials of the official responsible for compilation;
- names of departments and divisions, if the document is drawn up specifically for them, and not for the company as a whole:
- number of schedule pages.
the total amount of money allocated for wages;
https://youtu.be/DXjhOTU5nIM
For what period is it compiled?
The answer to the question posed is quite clear. It all depends on how significant the changes are that need to be fixed in the schedule.
This document is drawn up, in fact, when the need arises - a change in the number of employees on staff or other circumstances, and does not require adherence to a strict frequency of registration. However, in most cases, this document is drawn up once a year.
Who approves the document in the LLC?
LLC (limited liability company) is a form of organization of an enterprise whose participants are the founders. There is a misconception that the founders have the right to approve the enterprise's SR. This option is only possible when this clause is stated in the company’s Charter.
Otherwise, the approval procedure has a similar algorithm as in any other legal form of the company.
It follows from this that the schedule is approved by the head of the organization, and, moreover, this process can take place even without prior agreement with the founder (again, unless otherwise reflected in the Charter).
The procedure for approving an order on a school schedule
A school is a municipal educational institution that has a completely different organizational structure than the previously discussed examples of legal entities.
So, for example, in most cases, the ShR is issued for a calendar year, but at school, this period is limited to the academic year, the duration of which is the time period - from September to June.
Example for school
When drawing up the SR at school, you should use the following documents:
- Charter of a general educational institution.
- Papers defining the structure and number of staff units.
- Standard documents.
- Calculation of wages, including allowances, for each employee.
- Estimate.
The HR must necessarily reflect information about employees working part-time. This category is indicated equally with key workers.
https://youtu.be/znQzcPm4fAE
It is also necessary to pay special attention to the specific features of educational activities. For example, a school may need additional specialists due to in-depth study of certain subjects.
Important! The following should be noted: if the enterprise is not one of the municipal and state structures, then the legislation does not provide clear requirements for the availability of this document, and is more advisory in nature.
Otherwise, drawing up T3 are obligations that must be fulfilled.
Most decisions in school are made by issuing orders. This issue is dealt with by the HR department or accounting department.
The order must necessarily contain standard information:
- Name.
- Type of order.
- Number and date of compilation.
- Full name and signature of the director of the educational institution.
The schedule must reflect any changes regarding changes in the number of full-time employees, positions or wages, etc.
https://youtu.be/6SZuu6iJqm8
https://youtu.be/eVJp5kIGYqA
Features of the formation of an order approving the staffing table for 2020
An order to maintain a staffing table, as a rule, does not contain a preamble, but begins immediately with an administrative instruction - “I order.” At the same time, it is not a violation to provide explanations about why this order is being issued. This position is entirely at the discretion of the manager, and, as practice shows, is indicated or not indicated in accordance with the standards of business documentation adopted in a particular organization.
The following is a specific example of how an order is drawn up to approve the staffing table at a school. A sample according to which an order to approve the staffing table is generated in accordance with established requirements is given below.
Storage
The storage of the staffing table must be ensured in the department that makes changes and additions, this is most often the personnel department. If we talk about the shelf life, then for this document it is permanent in accordance with the List of standard management documents. Extracts and copies from it can be kept in the accounting department, which uses the schedule for entry into the payroll program.
https://youtu.be/V9HVmdzuGO4
Orders on the activities of the enterprise also have a permanent shelf life. And, even if these parameters coincide, it should be taken into account that they must be located separately. The nomenclature of the organization must reflect all the necessary points, including the cases for orders for core activities and for staffing schedules.
