Order on approval of the staffing table: confirmation procedure, sample drafting

Why is this document needed?

The staffing table (or “shtatka”) is drawn up from the moment the organization is created and changes based on the needs or financial capabilities of the employer. It is used to formalize the structure, personnel composition and number, contains a list of structural divisions, names of positions, specialties, professions indicating qualifications and information on the number of employees. In order for a document to have legal force, you need to know how to correctly draw up an order for approval of the staffing table and what documents to follow. All rules and instructions for the use and completion of forms of primary accounting documentation for recording labor and its payment are approved by Resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1.

“Statka”, being one of the main documents of the employer, includes information about the structure, number of employees, and salary fund. The need to change any of these elements is associated with the development and publication of an updated format, which is approved by a new administrative document.

Description of the structure and form of the document

The order confirms that the new version of the schedule has come into effect. Or that the old document has undergone minor edits.

Sections dedicated to

Sections of the unified staffing form T-3

following questions:

• total salary;
• number of employees of the enterprise;
• date, number of the approved document;
• date and order number;
• indication of a specific division of the company.

Managers have the right to enter into the document any information that is related to the further organization of work. After this, everything is secured by the appropriate order.

Staffing schedules are drawn up for the entire department or for a structural unit. An option is allowed with division into separate categories of employees, such as: workers and service personnel, management departments, personnel departments.

Main sections of the staffing table:

1. Full name along with the code of the structural unit. An abbreviated form of the name is also given.
2. Next come the positions. You need to write about everyone that operates in the company.
3. The next part is about the number of units in the state.
4. Next, salaries are described, with various types of allowances. Information about specific amounts must be provided.
5. Finally, the last column is the total amount of all charges related to wages.
6. If necessary, various notes are written.

Until the director’s signature is on the order, the document does not come into force. The data provided earlier is not considered valid.

When an order is drawn up for approval by the ShR

This is the starting point to enable the document to be used within the institution. The paper must be developed in those organizations where hired labor is used. The Labor Code of the Russian Federation (Article 57) establishes that the employment contract reflects both the labor function in accordance with the staffing table and the amount of income determined in the “staffing schedule”.

In the process of planning, a local administrative act is drawn up on the implementation of the staffing table, since the information from it is used when forming the salary budget. The same document explains the costs of payment for work for tax purposes.

ConsultantPlus experts discussed how to formalize a reduction of 0.5 pay rates in the staffing table. Use these instructions for free.

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About staffing

The norms of the Labor Code of the Russian Federation stipulate that the name of the profession and the amount of remuneration provided for it must correspond to the values ​​​​that are indicated in the employment agreement concluded with the employee.

In addition, the staffing table contains data on the required number of units of labor resources for each specialty.

All this determines the important role of the act for planning upcoming expenses, making decisions for business management, and justifying the expenses incurred by the enterprise.

Therefore, many inspections of regulatory authorities often require that staffing be provided in the package of mandatory documents during the inspection.

When developing a staffing table, specialists from various fields may be involved - lawyers, economists, technologists, human resources workers, etc.
Attention! Often this regulatory local document is valid for one calendar year. But for small businesses it can last for several years.

How to compose

There is no single unified form of order for approval of the staffing table, so employers form it in a free format.

The document is drawn up by the responsible employee who is entrusted with this function (manager, head of the personnel department, accountant). It is first necessary to determine the general structure of the organization in order to correctly distribute human and material resources. The document does not include the names of employees or other data (address, phone number, etc.), since the main goal is to determine the structure, number and size of wages. The administrative act is signed by the head or another person authorized by him.

The document is drawn up on standard enterprise letterhead, approved by the employer and includes the following information:

• amount of workers;
• wage fund;
• the date from which the new is put into effect and the old is cancelled.

The charter allows you to determine another procedure, for example, at the board of the organization or a meeting of the board of directors. In this case, the details of the relevant document (protocol) are additionally entered. But, as a rule, it is not posted on the organization’s website and is not sent out through postal resources (mail, etc.).

Use free instructions from ConsultantPlus experts to create a staffing schedule for the next year.

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The State Statistics Committee approved the unified form No. T-3, which is installed in all personnel accounting software products. The form is not mandatory for use. The Federal Service for Labor and Employment (Rostrud) has repeatedly indicated in its letters that non-governmental organizations have the right to use forms of primary accounting documents developed independently.

How to approve staffing

The statistical authorities have approved a specialized form for the staffing table, which a business entity can adhere to or use its own, created on the basis of the standard one, but taking into account the characteristics of its production.

After the draft of this act has been created and agreed upon with all specialists, if there are trade union bodies at the enterprise, then it should be sent to them for review. They may immediately agree with it or have objections.

If management accepts them, the project will be further developed. The administration can introduce a staffing schedule, even if it has received objections from the trade union.

To give the act legal force, it can be entered by creating a document order on staffing.

This order of the director has a free form and is drawn up mainly on the company’s letterhead. The preparation of this document is carried out either by the personnel service or the clerk.

Attention! If the staffing table is introduced by order of the company’s management, then it must be included in the order as an appendix. Subsequently, the order is submitted to the director for approval, after which it is registered in the appropriate book.

After issuing the order, the local act itself must be stamped “Approved”, and the number and date of the order by which it is put into effect must be recorded.

Since this document is part of internal regulations, all company employees must be familiar with its contents. This activity can be carried out using special familiarization sheets or using a familiarization log.

Company management needs to remember that as soon as an employee requests a staffing table for review, this document or a copy of it must be provided to him.

Attention! When a new staffing table is introduced to replace the old one, the previous one must be declared invalid. This can be done at the disposal of the director to introduce a new one.

When make up for change

Such an order is issued when it is necessary to consolidate innovations:

• exclude vacancies or structural units due to organizational changes in the activities of the institution;
• introduce new vacant units in case of expansion of production or increase in the number of services;
• reduce units;
• change salaries;
• change the names of positions or entire departments.

You can make such changes:

• having developed an order approving the new staffing table and canceling the old one, indicating the date of implementation;
• approving the new one.

The head of the enterprise himself decides which method to choose.

IMPORTANT!

When carrying out the procedure for reducing staff or numbers, the employer is not obliged to introduce new staffing. He has the right to make changes to the existing one. This means that the organization in the process of activity has one “staff” and regulates its changes with orders.

How to write a change order

A unified document format has not been approved. The employer has the right to use an independently developed form. The project should include:

• date of introduction of changes;
• names of new departments or positions;
• new number of staff units;
• the amount of salary, additional payments and allowances.

Changes are introduced:

• from the date of issue of the order;
• from the date indicated in the order for the entry into force of the changes.

This means that changes are introduced later: for example, the date of issue of the order is 06/10/2019, and the changes are from 07/01/2019.

The order is signed by the manager.

How often do you need to approve a new schedule?

The law does not require an approval order to be issued annually. But if changes were made to the document in the form of additions during the year, then at the beginning of the calendar year a new version of the “staff” is introduced - it’s more convenient to work with. For budgetary and non-profit organizations, the period for which it is approved is determined by the owner of the property and depends on the allocated budget.

When a new option is introduced, the old one is phased out. Does it need to be stored? Necessarily! In accordance with the List of standard management archival documents generated in the process of activities of state bodies, local governments and organizations, indicating storage periods (approved by order of the Ministry of Culture of Russia dated August 25, 2010 No. 558) at the place of development and approval, they have a permanent shelf life .