We are increasing the staffing level: an order for a new position in the staffing table

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.

New staffing units are being introduced into the staffing table

If it is necessary to introduce a new specialty, position, or structural unit into the document, the employer issues an appropriate order reflecting this change. There is no unified form for such an order.

The order is issued in accordance with the general rules:

• the name of the enterprise is indicated in the header of the document;
• below they write: Order No., put down the corresponding number;
• on the left indicate the locality, on the right - indicate the date when the order was issued;
• indicate each change, the reason for which the adjustment is being made must be indicated;
• indicate proposals for solving the described issues;
• assign those responsible for the execution of the order;
• if necessary, indicate those who should be familiar with the document (for example, an accountant);
• signature of the author and its transcript.

When a new unit is introduced into the state, an example of an order to change the staffing table will look like this:

The order indicates the name of the structural unit, the name of the position, the number of rates, the tariff rate or salary. Please note the sample order to change the staffing table: the date the position was introduced does not coincide with the date the order was issued. This situation is possible when the functioning of the position is expected from a certain time, after the date of issue of the order.

Introduction of the position

A method similar to the previous one on how to make changes to the staffing table when introducing a new position or staffing unit is used here. The beginning of a phrase for the preamble can be the text: “in connection with an increase in the volume of work”, “in order to increase the efficiency of the enterprise (individual division)”, “in connection with the opening of a new production facility” and so on. Let's look at what the administrative part might look like.

From April 1, 2021, introduce the following positions into the staffing table:

• Advertising manager with a salary of 32,000 (thirty-two thousand) rubles – 1 pc. unit;
• Warehouse manager with a salary of 30,000 (thirty thousand) rubles – 1 pc. unit.

Additionally, it is necessary to indicate the department where the position is being added if the enterprise has several of them. If a new unit is created, this information must also be indicated in this order.

Renaming a position

A change in job title must be justified. Not for the sake of beauty, but, for example, to bring the job title in line with the workload performed by the employee. This can be formulated as a change in working conditions. If you plan to rename the position of salesperson-cashier to sales floor manager, you will need to make changes to the staffing act.

If the position is vacant, there is no need to justify the change. If busy, they comply with a number of requirements. The employee must be notified of the planned changes no later than two months before the change takes effect. The essential terms of the employment contract change for the employee, so the director needs to obtain his consent. Then they act based on the situation of agreement or disagreement.

An order to change the staffing table can be issued as follows:

How to reflect people with temporary or part-time employment and hourly wages?

The concept of “rates” most often refers to the salary for a full working month (usually for a 40-hour work week). It is not always so. In column 5 of the standard T-3 form, which the enterprise can modify at its discretion or even replace with its own form, it is necessary to reflect the amount of payment for each specific specialist, in accordance with the wage regulations or the collective agreement.

The Labor Code implies several forms of remuneration, respectively, and in the staffing table each of them is displayed in its own way:

• for those who must work standard hours per month (for example, 8 hours a day, 5 days a week) - the full salary for one staff unit per month in monetary terms;
• for piecework payment - the amount of remuneration for performing a certain amount of work;

Reference. If there are many criteria, then you may not fill out this column, but be sure to make an entry in the “Notes” section for this position (for example, the salary calculation method is specified in the Regulations on Remuneration)

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• for hourly wages - the amount of remuneration for one hour of work, while you do not have to fill in the column “Monthly wage fund”, since it is impossible to calculate it reliably;
• for those specialties for which system bonuses and additional payments are possible - their monetary value or percentage of the salary will find their place in the “Bonus” column (how to reflect bonuses in the staffing table?).

From April 1, 2021, remove the position from the staffing table:

• laboratory technician with a salary of 20,000 rubles. - 1 PC. unit.

From April 1, 2021, introduce the following position into the staffing table:

• laboratory technician with an hourly rate of 120 rubles. - 1 PC. unit.

HR specialist L.N. Gordeeva notify laboratory technician Gusev S.E. about the change, prepare the relevant personnel documents.”

Salary change

If the employer needs to formalize a change in salaries, he will have to make a change to the staffing table.

The salary clause is an essential condition of the employment contract. Therefore, new information is entered into the contract in compliance with the procedure established by Article 74 of the Labor Code of the Russian Federation. The law requires that employees be notified in writing two months before the change takes effect.

As a rule, problems do not arise if the size increases larger. In this case, the parties sign an additional agreement to the contract.

If the proposed salary is lower and the employee refuses to work under such conditions, the director should offer him in writing another available vacant position. It must correspond to the qualifications of the worker. If there is no vacancy or the employee refuses all the employer’s offers, the contract with him is terminated in accordance with Art. 74 Labor Code of the Russian Federation, paragraphs. 7 hours 1 tbsp. 77 Labor Code of the Russian Federation.

Change Notice

According to labor legislation, the head of the company has the obligation to familiarize employees with all acts adopted within the organization.

When changes are made to the schedule, it is not necessary to notify employees. The exception is the situation when adjustments affect the employee’s activities.

For example, when several new positions are introduced, familiarization is not required; if a reduction is made, then those whose positions are being reduced become familiar with the act. Also, when changes concern salaries or allowances, the person is notified of the upcoming changes.

Is it possible to change the unified form?

According to the Resolution adopted by the State Statistics Committee, number 20, companies have the authority to make changes to the unified forms developed regarding the staffing table, if such a need arises. It is noted that the details that are on the form cannot be deleted.

Adjustments made in a unified form are enshrined in the administrative acts of the organization.

The forms on which the schedule is drawn up are of a recommendatory nature, which means that the company can change them. It is permissible to expand or narrow columns and add loose leaves.

Despite the fact that the staffing table does not belong to the category of mandatory documentation, most organizations apply the act in question. To make changes to the schedule, you must follow the prescribed procedure.

Display of vacant positions

To exclude staff units, an order is created in which they indicate:

• the date on which this change comes into effect;
• titles of positions that are excluded;
• number of staff positions that are excluded.

Vacant positions are not filled, so they can be removed without approval from anyone.

Order to exclude vacant positions, sample

Sample of filling out the staffing table

To prepare the staffing table, a special form T-3 was developed. However, it is not strict in its application - a company can change it based on its own needs, or develop its own, using the required details. We draw up the staffing schedule for 2021 in accordance with all the rules according to the instructions given below.

Entering information into the staffing table begins with indicating the name of the company, and in a special field on the right - according to the directory, its OKPO code.

Next, enter the number of the current staffing table. It must be assigned based on the number of documents that were previously used this year. The date when this schedule was compiled is written next to it.

Next is the date from which the document comes into effect. It may be similar to the date of compilation, or it may be later. However, it is unacceptable for the start date of the action to be earlier than the day the document is executed.

To the right of this field there are columns in which information is recorded about the order that approved the document (its number and date), as well as the total number of staff units in it.

The document itself looks like a large table.

The column of the “Structural division” table must contain the name of the department, according to the developed organizational structure. In the case where, along with the written designation of the department, a digital designation is also entered, it must be indicated in the next column.

As a rule, the code is formed from numbers or the first letters of the department name. However, if the company has several branches or separate divisions, then the department code can also include the city designation, region code, etc.

In the “Position” column, you must write down the names of the positions that are present in the company. It is very important to arrange the structure of the document in such a way that after indicating the name of the department in the previous column, the positions included in it are listed in a column.

It is recommended to use the OKPDTR directory when specifying job titles. But for commercial companies this rule is not mandatory. At the same time, budgetary institutions are required to include positions in the staffing table only from this directory, and additionally indicate the rank or class of the employee.

Important! A commercial company is obliged to indicate the rank and class of those positions that are classified as harmful or dangerous. This fact is important when establishing preferential length of service and the time of early retirement.

In the column “Number of staff units” the number of employees who must be hired for this position is entered. If it also provides for the admission of part-time workers, then their number is written in a fractional expression corresponding to the size of the paid rate - for example, 0.5.

The “Salary Amount” column records the salary that the employee will receive while working in this position. It must be remembered that exactly the same salary is written down in the employment agreement with the employee.

You should also consider:

• If the enterprise or a given position has adopted a piece-rate form of payment, then this column records the amount of earnings obtained by multiplying the tariff rate by the volume of products created per month.
• If hourly wages have been entered for this position, then in this column you can record the amount of wages per hour. After this, in the same line, but in the “Note” column, you must indicate “Hourly wages”, and also make a reference to the administrative document that established this feature.

What follows are several columns, united by one subheading “Additions”. Here you need to record information about various incentive payments, if any and established by the Regulations on Salaries, Regulations on Bonuses or other internal acts. The size of the premium can be written not only as a fixed amount, but also as a percentage, coefficient, etc.

The total salary fund for this position is recorded in the “Total” column. It is calculated as multiplying the salary by the number of staff positions.

Various explanatory notes must be entered in the “Note” column. For example, if at the time of registration of a new staffing table there is a vacancy for any position, then this fact must be reflected in this column.

The document is completed by counting and indicating the total number of staff units and the total wage fund.

After this, the fully completed document must be signed by the chief accountant and the personnel officer responsible for its execution.

Staff reduction

To carry out this procedure you will need:

1. Notify employees of the upcoming layoff at least 2 months in advance. Don’t forget to offer them vacant positions, if possible.
2. If there are vacant units in the staffing table, prepare an order for their exclusion.
3. Prepare an order for the exclusion (reduction) of occupied staff units.

The order must justify the need for reduction. This may be due to cost optimization or a difficult financial situation. The order includes all positions subject to reduction. They appoint a person responsible for the process and fix this in the order.

On what grounds can a position be entered?

The main reason for introducing a new position into the staff is the situation when the conditions currently existing at the enterprise do not provide a full-fledged production process without violating the legally established work deadlines per week. Therefore, each employee has to significantly exceed the maximum permissible working hours to ensure a full-fledged production process.

To establish such a situation, you need to use a formula for calculating the optimal length of the working week and summarize statistical information. By the way, using this formula you can also prove the need to remove a position from the staffing table. If the enterprise does not have its own production standards for each specific position, you can use the standards of the Ministry of Labor.

When introducing a new position, it is necessary to develop a complete legislative concept of working conditions, namely: working hours, work schedule, amount of earnings and payment methods and scheme, the need for additional training, its methods and time. The salary may be set higher or lower than that of other employees.

All these actions to justify the need for a new staff position can be performed by the head of a separate division of the enterprise. He writes a report addressed to the general director with a request for the introduction of a new unit.

Despite the fact that the memo refers to official documentation, it can be written in free form, but it is necessary to describe in detail all the circumstances, justifications and evidence.

After review, the director makes his decision. If a decision is made to satisfy the appeal, an order is issued for the enterprise.