A few words about job titles
There are many professions with obvious names: no one will have any questions about what to call an accountant, director or salesperson in the staff list.
But it also happens differently: there is functionality, a list of responsibilities, but it is not clear what to call the employee who will perform them. And does it matter? Why not call the cleaner a cleaning manager? Whatever the reasons for which it is necessary to change the name, first of all you need to decide whether the employee’s functionality is changing - the algorithm of actions for these two situations will differ.
Let's remember two important rules when you need to approach the name with special attention:
- The law provides for benefits and compensation (see Resolution of the USSR Cabinet of Ministers of January 26, 1991 No. 10) - example 1.
- There are restrictions (for example, Article 265 of the Labor Code of the Russian Federation, Decree of the Government of the Russian Federation of February 25, 2000 No. 163) - example 2.
In addition, sometimes it is necessary to rename due to changes in qualification reference books (formerly “occupational safety engineer”, now “occupational safety specialist”).
Example 1. If a miner involved in surveying work is simply called a worker, the Pension Fund will not count the period of his work as a preferential period for granting an early pension. It is necessary that the name corresponds to that specified in the Unified Qualification Directory and lists approved by the Resolution of the Cabinet of Ministers.
Example 2. If you hire a minor as a loader, the labor inspectorate may have questions (a 17-year-old teenager should not lift more than 4 kg), which means it is better to name the position not “loader”, but, for example, “logistics department employee” .
Decor
The order must contain:
- Full name of the publishing organization with details, including index and address. All this is contained in the top of the paper. If it is intended purely for internal use, then it is not necessary to include this item.
- The city in which the paper is signed. This information is located on the left side of the sheet.
- Date of publication of the document. Indicated on the right side of the sheet.
- The number assigned to the order. He will be mentioned in the personnel order book.
- Information about the grounds for renaming the position. There are few compelling reasons to justify such a move.
- Old and new job title.
- Whoever is responsible for the shift process makes appropriate amendments to the staffing table. This could be a personnel officer or an accountant. The full name of this employee may be indicated.
- Who will control the process? The manager often takes responsibility for controlling the renaming.
- Link to the additional agreement (there may be several documents if the order concerns several employees). Also a link to notifications (if there are no agreements) or to an act of refusal to sign notifications.
- Manager's signature.
It is especially important to draw up such a paper if there are any harmful factors during the performance of duties.
Situations are not uncommon in which an employee, according to the labor legislation of the Russian Federation, has the right to early retirement. But his position is not listed in the qualification directory. When deciding on the early retirement of an employee, the pension fund always checks the qualification document. Thus, the employee may lose this privilege due to delays in paperwork. To prevent this from happening, these orders are issued.
What kind of changes are these?
Minor changes of an organizational or technological nature can be carried out at the unilateral initiative of the employer. In this case, it is not the agreement that is filled out, but the notification. Moreover, the latter implies a free form of presentation. However, it would not be superfluous to mention from which name his position is changing to which, as well as the reasons why this happens. A conscientious employer takes care of his employees in this way. Personnel officers should not forget about such nuances. It is advisable to attend to this issue 2 calendar months before the proposed renaming.
Renaming a position without changing functions
In this case, the algorithm of actions is as follows:
- Get the employee to sign an additional agreement to amend the employment contract with the following content: “State clause 1.1 of the employment contract as follows: “The Employer accepts the Employee for the position ____________.”
- Prepare an order to rename the position in the staffing table.
- Make an entry in your work book: “The position has been renamed based on the employer’s order to amend the staffing table dated __.__.____.”
- Make changes to your personal card (Form T-2).
The need to make changes arises
It is difficult to foresee all cases that require modifications to the staffing table, because situations, as well as the specifics of the work of organizations, are different. The most common cases:
- expansion of production, and, accordingly, the need to attract new work units;
- company reorganization;
- a change in the work of the company, which requires a change in the names of some positions or their introduction and elimination;
- a decrease in the productivity of the enterprise, which requires a reduction in the number of staff;
- modification of the wage fund size.
The Labor Code of Russia does not establish certain rules and moments for making changes to the staffing table, but a certain algorithm of work can be traced in connection with the existing structure of personnel records management in organizations. Changes should also not contradict the type of activity of the company, nor contradict the information specified in the statutory documents of the enterprise.
Russian legislation also does not indicate a specific list of persons who may be entrusted with the obligation to enter new information. Typically this function is assigned to:
- personnel officer;
- economist;
- accountant.
In small industries, the head of the company can also carry out this task. Due to the fact that the production is small, the number of staff is not so large, and it is easier to work with this kind of documentation.
Company employees have every right to submit petitions to the person in charge of the schedule requesting the introduction of new places or the abolition of old ones.
Renaming a position with a change in functionality
The need for such adjustments may arise for various reasons:
- “vertical” movement of an employee, that is, promotion;
- “horizontal” movement, when an employee begins to perform another job, but at the same level of the company hierarchy;
- the need to take into account the restrictions required by law (as in Example 2: a minor needs not only to change the title of the position, but also to correct the job description).
In all these cases, not just cosmetic changes occur - it is a transfer to a new job, which must be formalized accordingly (as required by Article 72 of the Labor Code of the Russian Federation).
The algorithm of actions is similar to the first case, but the content of the documents will be different.
- Signing an additional agreement on transfer to a new job.
- Issuance of the act “On the transfer of an employee to another job” (form T-5).
- Making adjustments to the work book and personal card (form T-2).
In this case, the act must indicate:
- Full name of the employee;
- term of transfer (permanently or temporarily);
- information about the old place of work (structural unit, position);
- reason for transfer;
- information about the new place of work, including the new salary;
- grounds (link to additional agreement to the employment contract);
Please note: there is no need to change the staffing table in this case.
List of replacement and elimination of positions
An explanatory note must be prepared for the schedule, which describes the calculations made regarding the adjustments, as well as a statement of job changes. The head of the organization initially gets acquainted with the project, after which he makes his own adjustments and approves it.
According to the rules in force regarding the schedule, it is possible to replace one position with another. In this case, it is necessary to generate the statement in question. If necessary, some positions are removed from one department and new ones are created using them.
After the schedule is approved and approved, the statement must be drawn up as an integral part of the act or its appendix. Typically, positions that are vacant will be used for replacement.
The statement is drawn up in the form of a table. It consists of two parts. Example:
Sample job change sheet
The employer has the authority to exclude positions or structural units from the schedule only when staffing in the organization is reduced. In this case, it is necessary to issue an appropriate order. The compiler will need the following documents:
- employee documentation;
- schedule;
- forms developed for orders;
- company documents;
- legislative acts;
- seal.
Order to make corrections in connection with the exclusion of a position
A position can be excluded if there are circumstances that are classified as special. An example is a crisis, changes in working conditions, etc. An employee whose position is being eliminated must receive notice two months before the changes take effect.
Next, an order is drawn up, in the header of which the name of the company is indicated. The name is written in accordance with the statutory documentation. The date and number of the issued order and the date when the changes come into force are indicated.
The order reflects the reason for its preparation and specifies the positions that will be excluded. An employee of the HR department is appointed responsible for execution. Next, the act is certified.
The position that is being eliminated is then eliminated from the current schedule. An order is also issued containing information regarding staff reductions. The order indicates the name of the position that is subject to exclusion from the schedule, and also specifies the details of the employee occupying this position.
The order is certified by the signature of the company management. The specialist whose position is being reduced gets acquainted with the document.
The legislator does not stipulate how often the “staffing” can change. This indicates the ability of the company's management to make changes at their discretion. If adjustments are made, the procedure established in the laws must be followed.
Order to remove a position from the staff list
Sometimes it becomes necessary to eliminate a position altogether. For example, continuing the case discussed above, Order of the Ministry of Social Development No. 559n abolished the position of “labor safety engineer”. Therefore, it is necessary to remove it by issuing an Order to exclude positions from the staffing table. Or you can combine two operations by issuing one general order (excluding one and introducing another). Don't forget to make an entry in the Order Book.
