Sample extract from the staffing table in 2020 - filling out, download for free in excel, what it is and what it looks like, without salaries

What is staffing?

The staffing table is one of the main documents of the enterprise. It can be made in a unified form or in a free form. The staffing table includes information about all staffing units of the organization, their distribution among structural units, data on wages (salary, tariff rate, all kinds of allowances) and other similar information. This document is not strictly mandatory, so small companies with only a few employees use it quite rarely, but in large organizations it is almost always available.

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The staffing table refers to “closed” documents that constitute a commercial secret of the enterprise, therefore it is impossible to provide it in full anywhere (with the exception of various supervisory departments - upon request from them), but the employer is obliged to give a partial extract to any of his subordinates, if any of them receives a corresponding request.

What is it for?

An extract is needed primarily to record the correct data about the worker. It can be requested from the following organizations:

in the Pension Fund;
in the FSS;
at the tax or labor inspectorate;
in court in labor disputes.

The extract is filled out on the basis of the existing staffing table at the enterprise, which is drawn up according to the approved form T-3 . After a document is requested by any authority, the document must be executed within five days, unless there is an indication of urgency .

Download a sample staffing form here.

The staffing table contains information about employees: branches are listed, as well as positions and categories of employees, the number of employees, the tariff rate for the worker along with payments. The necessary information about the employee is taken from this document.

Information about the worker is relevant as long as the staffing table on the basis of which the extract is drawn up is in effect. The storage period for the extract in the organization’s archive is 5 years , the same as for the staffing table.

Read our article about what staffing is.

What is the difference between an extract and a copy?

At first glance, it may seem that a copy and an extract are equivalent documents. Actually this is not true. A copy is paper that is completely identical to the original.

An extract is only a small part of the document. Typically, an extract from the staffing table contains information relating only to a single specific staffing unit. And it never includes data from the “header”, i.e. registration number of the staffing table, date of its creation and period of validity (this is what is needed only for internal use). Also, it almost never includes information from the final section, including company details and signatures of responsible employees.

Assurance

For an extract to be considered valid, it must be certified by several people. First of all, these are managers. It must bear the signature of the director of the enterprise (or executive director in his absence).

The document should also be endorsed by the head of the structural unit in which the recipient works, and this should also be done by the head of the human resources department. Plus, the document must be signed by the employee for whom it is being drawn up.

Starting from 2020, it is not necessary to put a stamp on such documents. This applies to legal entities as well as individual entrepreneurs. However, a number of organizations affix a stamp in accordance with internal rules for working with papers. This is not prohibited by law.

HR department employees are required to periodically monitor all legal nuances related to document management and provision of necessary documents to various persons.

This also applies to issuing an extract from the staffing table. This must be done so as not to encounter a situation where the extract provided will be declared unenforceable.

In what form can it be?

Unlike a copy, for the production of which the original form is most often simply duplicated using copying equipment, the approach to an extract can be broader. It is acceptable to make an extract by hand, copying only that part of the section that directly concerns the employee in a specific position - this is convenient in cases where you need to copy several different parts of the extract that are not in order (in this case it is important not to distort the essence of the information) . In addition, an extract can be made using a camera (mobile phone, tablet, etc.) and the same copier.

Who issues the statement and the validity period?

Extracts are usually issued by employees who were selected by the head of the enterprise and wrote an order on this matter. Typically, these people are HR department employees. Each time a statement is issued, this information is entered into a specific accounting journal .

The validity period of the statement is limited to one year. The original state schedule document is also valid for one year. Documents are kept in the archive for up to five years.

Sample extract from the staffing table

If you have received an application for an extract from the staffing table, and you have never done it before, use the example below and the comments to it - taking them into account, you can easily prepare the required paper.

At the beginning you should indicate the actual name of the document, then write the date of issue of the extract and below - the name of the organization (full or abbreviated - usually it makes no difference).
After that, move on to the main part. Copy from the staffing table only the information that is needed in this particular case, i.e. job title, structural unit of the enterprise, number of staff in this position, detailed information about wages.
It would not be amiss to note the period of validity of the extract, as well as, if necessary, the organization to which it was issued.
If the staffing table contains any other items, they also need to be included in the extract.
Finally, the form is signed by the responsible persons and stamped.

How to do it and how to fill it out

Let's take a closer look at the rules for drawing up an extract from the staffing table:

In the upper right corner you should indicate the name of the organization that provides the document (full and short name).
Then you need to write down the name of the document and the date of its preparation. You also need to indicate the number of the Order by which the staffing table was approved at the enterprise.
Next you need to indicate the period during which the extract will be valid. In this case, it would be better not to write the end date, but only to note the date from which the document comes into force.

No salaries

A number of citizens are faced with a situation where the HR Department draws up an extract without indicating the salary amount. However, such a document cannot have legal force. In this statement, one should build on Resolution of the State Statistics Committee No. 1 of 2004.

Confirming the presence of employees

The main part of the statement should begin with information about the exact number of persons in an employment relationship with this company. Then a table is compiled.

Based on the T-3 form, it should consist of 10 columns. But both their number and content can be changed.

The following information is then provided for each individual employee:

the name of the department where the employee works plus the code of this department;
position held and assigned qualifications of the employee;
the total number of employees on staff of the organization, including those who work part-time. You should also indicate the vacancies that are open;
the amount of official salaries, all cash additional payments and bonuses for each employee on a monthly basis.

An approximate example of an extract from the staffing table looks like this:

Format of an excerpt from the “T – 3” schedule

According to the law, there are no specific forms for extracts. Therefore, it is permissible to issue an extract to the employee in any form. There is only one condition - the necessary paragraphs and sections must appear in the document.

The document must be compiled in an abbreviated version.

This is necessary to ensure that the confidentiality of workers' personal information is maintained. But, since this document is not a state secret, any information from the main section can be copied from it.

In addition, it is possible to issue an extract from several points. This happens if you need to take several parts that are not in order.

During this action, the employee drawing up the document needs to ensure that the necessary information when copied is not distorted in the original.

You can draw up a document in any of three options allowed by law:

photocopy;
scan copy;
text printed on a computer, which must be certified by a specialist.

The document must contain the necessary information:

The name of the legal entity should appear in the upper left corner. In this case, the name must be written in full, and the abbreviated form is prohibited.
Next, just below is the name of the document. Here you need to enter its number, as well as the date when it was issued.
After this, the data on the schedule is written down in a brief form: what period was taken as a basis, as well as the validity period of the document. The number of staff is indicated at this point.
The main section of the document contains a state schedule table.
The initial column contains the name of the unit, as well as the specific code that this legal entity bears.
The second column is needed for the name of the specialty. Here it is necessary to clarify its category.
The third column is needed to record the number of employees who work in this position.
The fourth column serves to indicate the salary expected to be paid to the employee during the year.

According to the Resolution of the State Statistics Committee of the Russian Federation No. 1 of 01/05/04, an extract without prescribed salaries is not valid.

If the employee received any additional payments, then this should be indicated in the fifth column.
The sixth column should record the employee’s overall earnings.
The next column is necessary to make notes.

This document must be signed by the head of the HR department or another specialist with appropriate authority. The extract must be provided to the employee against signature. At the end, the document must be certified by the chief accountant or the head of the enterprise.

This document must be signed indicating the full last name, as well as the title of the position.

When compiling an excerpt, it is necessary to pay attention to the order of compilation of the documentation in question, the time of its storage, and also the issue of approval.

Procedure for compilation

An extract from any document, including from the ShR, can be compiled in a variety of ways. It is acceptable to fill out the form designed for the schedule. In this case, filling out occurs in a short form. It is also possible to make a copy of part of the schedule.

According to the current GOST, to certify a photocopy of documentation, you need to put down:

inscription "Verna";
date of certification of documentation;
the position of the person authorized to certify documents, as well as his signature and transcript thereto.

Sample of a certified extract from the ShR

When an organization has a seal, it is allowed to use it on a document. The act requested by the employee must indicate the information that the person needs.

If we are talking about participation in a tender or SRO, then it is required to indicate as accurately as possible the names of the positions of the workers who will take part in these works. The number of workers required to complete the assigned tasks is also indicated.

The information written in the extract must fully comply with the following documentation:

an order according to which a person is hired;
excerpts from work books, etc.

The job titles in all documents must be exactly the same. In addition, the act contains all the details assigned to the staffing table. The document also contains the date and registration number of the schedule.

Who approves?

The person performing managerial functions at the enterprise has the authority to approve. The manager may also authorize an individual employee to perform this action. The employee’s authority regarding the preparation and approval of statements must be reflected in the relevant management orders.

As a rule, the powers in question are vested in the HR department. Information regarding the provision of reports at the request of employees or third parties is subject to mandatory entry into a special journal reflecting accounting information.

The issued act is valid for one year. After the specified period of time, the document is considered invalid. A period is also established regarding the storage of extracts in the archives of enterprises.

According to local regulations, the document must be stored for a five-year period.

The organization's staffing table is a schematic representation of the personnel structure data, including information about the appearance, change of name or reduction of positions, the amount of salaries and bonuses, and the number of rates at the enterprise.

In this material, we will look at how to make an extract from the staffing table in 2020, which may be needed by both the employee and the regulatory authority for a number of reasons.

Basic moments

The staffing table is considered one of the most important documents in an enterprise, since it contains detailed information about personnel.

Paper is often required when conducting various types of audits of a company’s activities. An employee has the right to receive an extract from the schedule, but only with his data.

Let's look at what the document is, in what situations it is needed, who is responsible for its execution, and provide a sample of its completion.

What it is

The staffing table is a document that contains all the personnel information about each employee (what position he is employed in, the rate of pay, % of bonus and bonus for length of service).

The schedule makes it possible to keep non-personalized records of employees, since it does not contain personal data, but only general information about the number of staff positions and the size of their fixed rates.

An extract from the staffing table reflects individual information from the general table. It can be drawn up in form T-3 or in the form established by the enterprise.

HR employee	He is responsible for the correct spelling of departments and divisions of the enterprise, job titles, and the number of salaries
The accountant is responsible	For the correct display of tariff rates and salaries, bonuses and additional payments for length of service

Each of these officials certifies with his signature the corresponding part of the document for which he bears professional responsibility.

If the organization has a full-fledged personnel department, then the head of the personnel department and the responsible employee also sign the paper.

Validity	Registered as the date of acquisition of legal force
Correct spelling	Names of departments and positions
Number of staff units	In this case, special attention during verification is paid to the correct indication and summation of the shares of part-time workers
Rates, allowances and surcharges	—

The extract must fully comply with the original schedule, since the information from it is checked in detail and, if necessary, can act as evidence during the trial.

To acquire legal force, a document must be certified. The responsible employee who compiled the document must write an o at the bottom, indicate his position, full name, put a personal signature and a wet seal.

If a document contains several sheets, each of them must be certified. A sufficient measure would be firmware with a sticker on which the personal signature of the manager is provided.

It should be noted that the wet seal of the enterprise must be affixed both on the extract itself and on the sticker.

An extract from the staffing table may be required in various situations:

at the request of the employee (in most cases, an extract is required as evidence of employment in legal proceedings);
presentation to the pension fund;
presentation to the tax or labor service as part of a response to requests sent (for example, in the case of an audit of the activities of an enterprise, identifying the correctness of calculation of the length of service of employees, etc.);
provision to the Social Insurance Fund;
submission to a special commission for organizing tenders;
to join the SRO.

Often, regulatory authorities, such as tax and labor inspectorates, may send a request for an extract from the staffing table during the process of conducting on-site or documentary inspections.

Social insurance funds also often require extracts from the schedule for specific employees in order to determine the exact length of service or the correctness of the calculation of insurance payments.

The validity period of the extract is no more than a calendar year; they must be stored for a period of no more than 5 years.

Data must be constantly updated, since in any organization the number of employees, their rates and other data changes with some frequency.

The Labor Code of the Russian Federation clearly defines the rights of employees to receive, upon application from the employer, all the required data that may be needed for a number of reasons, about his employment, wages and working conditions.

This is discussed in Art. 62 of the Labor Code of the Russian Federation, and in Art. 88 specifies the requirements for the transfer of personal data.

This means the possibility of obtaining extracts from the main administrative documents of the enterprise, one of them is the staffing table.

Advice

Resolution of the State Statistics Committee of the Russian Federation No. 1 dated January 5, 2004 established a standardized form T-3, according to which the staffing table is drawn up.

However, legislative acts define the right of the employer to draw up paperwork in any form approved by the enterprise or to adapt a standardized form to the characteristics of the activities and working conditions of employees.

How to compose?

Speaking about how to make an extract from the ShR, it should be noted that the compiler needs to take into account the nuances of drawing up the document in question.

The drawn up act specifies the details assigned to the ShR. Corrections are made to the name by inserting the word “Extract” before the name of the act.

The act indicates the date and number assigned to the original schedule when compiled. You cannot indicate the date of drawing up the act and its registration number.

A person holding a leadership position in an organization should not sign the document drawn up. After drawing up the act, at the end, indicate the surname and initials of the person who signed the ShR. It also indicates what position he holds.

An extract made from any type of documentation is equivalent in value to a copy. In order to give it legal significance, it is certified with the appropriate seal, and a mark is also placed indicating certification.

The rules for compiling extracts from documents are regulated by local acts adopted by the organization where the extract needs to be made. The act can be drawn up on a form developed by the enterprise. When the documents are missing a part that is introductory, then the necessary fragment is entered, as an example, “I approve”, “I order”, etc.

In practice, there are recommendations for inserting the word “signature” between the initials and position of the person signing the act. However, these provisions do not have documentary support.

If we consider such a recommendation in essence, then we can say that it is unnecessary, since all documentation goes through the registration process after it is signed.

When documentation is used within one enterprise, it is allowed not to certify it with a seal indicating the authenticity of the copy. The contents of the document must be completely identical to the original schedule.

If a document is drawn up on several sheets, then it is possible not to certify each sheet separately. That is, there is no need to put a stamp and signature on each page.

In this case, a special certification procedure is applied: the sheets must be stitched together, the thread on the back of the last sheet must be sealed and a tag must be applied.

The tag indicates how many sheets are stitched, stapled and numbered, and the word “correct” is also inserted. The signature of the person holding a managerial position or those authorized by him/her is affixed under this inscription. A stamp is affixed. It is worth pointing out that the seal impression should be placed in such a way as to capture part of the tag.

Shutter form

The act in question has the following components:

title of the documentation;
the date of its adoption (for example, “Extract from the staffing table for 01/01/2019”);
name of the enterprise that issued the documentation (“LLC 1234”);
columns similar to those contained in the ShR are filled in;
notes;
the position of the certifier and his signature;
seal for certification of documents.

Sample

An example of an extract can be found on the Internet or on the Goskomstat website; in form T-3 it will look like this:

And an arbitrary form can be represented like this:

According to the law, an enterprise issues an extract in any of these two forms at its own discretion.

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Regulatory regulation

The Labor Code of the Russian Federation regulates the rights of an employee, upon application, to receive from the employer all the necessary information that he may need in various situations about his work and its conditions.

So says the article. 62 of the Labor Code of the Russian Federation, and in Art. 88 states the requirements for the transfer of personal data, which indicates the possibility of obtaining extracts from important administrative documents of the organization, one of which is the staffing table.

Resolution of the State Statistics Committee of the Russian Federation No. 1 dated January 05, 2004 regulates the unified form T-3, according to which the staffing table should be drawn up. However, the legislation provides for the right of the employer to maintain a document in any form or adapt a unified form to the working conditions of the personnel of their own company.

Accordingly, an extract from the original document can also be drawn up in the T-3 form or in any form.

Labor Code of the Russian Federation

Resolution of the State Statistics Committee of the Russian Federation dated January 5, 2004 N 1

Nuances

When compiling an excerpt, it is necessary to pay attention to the order of compilation of the documentation in question, the time of its storage, and also the issue of approval.

Procedure for compilation

According to the current GOST, to certify a photocopy of documentation, you need to put down:

inscription "Verna";
date of certification of documentation;
the position of the person authorized to certify documents, as well as his signature and transcript thereto.

Sample of a certified extract from the ShR

When an organization has a seal, it is allowed to use it on a document. The act requested by the employee must indicate the information that the person needs.

The information written in the extract must fully comply with the following documentation:

an order according to which a person is hired;
excerpts from work books, etc.

Who approves?

How long does it last?

According to local regulations, the document must be stored for a five-year period.

Without salaries and extract from the factory

Often, in enterprises where managers have the goal of reducing employee salaries, they draw up a schedule without indicating this value. It is worth noting that such an action is considered unacceptable. This is indicated in the Resolution of the State Statistics Committee of 2004. The document states that the schedule must contain a column where tariff rates are indicated.

In the section under consideration, the salary indicated in the form of salary, the percentage depending on the amount of revenue, the tariff grid, the percentage of the profit received, etc. should be displayed. It is also indicated that the salary cannot be completely absent. This provision is enshrined by the legislator.

Employers must remember that wages today cannot be less than the minimum wage. Based on the above data, we can come to the conclusion that drawing up a schedule without indicating the salary is not allowed.

When an act is required by a plant worker, he has the right to make this request to an employee of the human resources department or another person authorized to draw up the documentation in question. The extract contains information regarding the employee who applied. Its certification is carried out on the basis of the rules that were specified above.

Despite the fact that the legislative norms do not indicate a specific form in which an extract should be drawn up, general provisions regarding acts in organizations apply to the preparation of this type of document. The authority to draw up and approve extracts belongs to persons whose powers are confirmed by the relevant order.