Drawing up an order to amend the staffing table occurs when the organization, for some reason, adjusts the current document. At the same time, changes can be of a very different nature: from changing the names of structural divisions and positions, personnel changes, raising or lowering wages of employees to expanding or, on the contrary, reducing staff. As a rule, this is caused either by the optimization of production processes, or by the opening of new directions and business development.
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Procedure for making changes
Changes to the staffing table must follow a certain algorithm.
- To begin with, a decision is made at the management level about the inevitability of such adjustments.
- After this, the enterprise issues a special order, which approves the need for changes and contains a list of positions that need to be amended.
- Next, these same changes are made to the staffing table and the updated document is assigned the next number.
- The previously valid staffing table is sent for storage to the enterprise archive.
One important point should be noted: if the order concerns the reduction of employees, their transfer to another position and similar adjustments that entail changes in working conditions and employment contracts, then employees must be familiarized with such orders against signature. Moreover: without obtaining the employee’s consent to some changes (for example, a transfer), they become impossible.
To achieve this goal, the administration of the enterprise must, 60 days before the upcoming event, in any convenient way, bring to the attention of employees notifications of upcoming changes.
Exclusion of a specialty from the ShR
If the place is vacant
If necessary, the employer has the right to exclude a specialty or department from the work schedule. For this purpose, an order is issued to exclude positions from the staffing table. There is one nuance here: if the position that is planned to be removed from the document is vacant, then it is not necessary to issue a notice of reduction in headcount or staff.
Due to the reduction
In this case, it is possible to approve a new SR without including the specialties subject to reduction, as well as issue an order to exclude positions subject to reduction from the SR and approve a new document after the date of the upcoming changes. Employees who are subject to staff reductions should be notified of what is happening using a written document signed two months in advance. There is an indication of this in Part 2 of Art. 180 Labor Code of the Russian Federation. According to this rule, the date of entry into force of changes to the work schedule cannot occur earlier than two months after the issuance of the order.
An order to exclude a position from the SR can be drawn up by the employer in any form. There is no need to indicate the rate or salary.
The order should indicate:
- information about the event;
- date of introduction of planned innovations,
- the name of the department, profession and full name of the citizens who will be affected by the reduction;
- rights and guarantees of laid-off workers
After issuing the order, the employer must familiarize the laid-off employees with it.
How often can changes be made to the staffing table?
The law in no way regulates the frequency of making changes to the staffing table, so it all depends on the management of the organization. In principle, if desired, changes can be made at least every month (however, such activity may arouse interest from the labor inspectorate), but usually this happens much less frequently, once a year or as needed.
It is appropriate to edit staffing tables for minor changes in the overall activities of the enterprise.
But if we are talking about a global reorganization of structural units, staffing units, etc., then it is better not to limit ourselves to changes in the staffing table, but to draw up a new document.
Approval of a new staffing table
The new staffing table is approved and put into effect by order of management. It looks like this:
Limited Liability Company
"Khimreaktiv"
ORDER
December 30, 2021 No. 145
On approval of the staffing table
I ORDER:
- approve staffing schedule No. ШР-1 dated December 26, 2021;
- put into effect the staffing schedule NoShR-1 dated December 26, 2016 from January 1, 2021;
- HR specialist L.N. Gordeeva prepare the necessary documentation;
- control over the execution of the order is assigned to the chief accountant V.V. Somova.
Effective period of the amended staffing table
Most often, the length of time between writing an order and making adjustments to the staffing table with its subsequent entry into force is not limited by anything, except when it comes to staff reduction.
In such situations, at least two months must pass between the writing of the order and the entry into force of the new staffing table.
During this time, the company's employees who have been laid off can decide on their future plans: either transfer to another vacant position within the company (if there is one) or look for a new place of work.
Payout Features
The dismissal of an employee due to the circumstances under consideration involves the following payments:
Compensation upon dismissal before the expiration of the notice period for layoffs.- Average earnings for the period of employment. Paid up to 2 months. For an employee who registers with the employment center within the prescribed period, the employer will also pay for the third month.
- In addition to the above payments, a salary is due for the time worked, and unused days of annual leave are compensated.
Severance pay.
In a collective or labor agreement, employers provide for other additional payments to employees of the organization. An employee who does not show up for payments due must be sent a notice of the payments due to him in writing.
Sometimes it becomes an objective necessity for an employer to exclude one or more employees of the organization from the staff. Various reasons may contribute to this. In these cases, the employer resorts to reducing the organization's staff, which helps optimize the work process.
However, it should be remembered that the procedure for laying off workers is associated with many psychological and legal difficulties. It is necessary to correctly fill out all the necessary documents and comply with the deadlines required by law.
>How to remove a position from the staffing table
Basis for the order
In this case, the basis is an explanation of the reasons for the changes being made. It is usually given at the beginning of the document after the words “In connection with...” and must accurately reflect the actual state of affairs regarding personnel at the enterprise. However, the most correct thing would be to have certain documents. These are memos from the heads of structural divisions, who, due to certain circumstances, consider it necessary to expand the department or, conversely, to reduce some staff units. If there is such a note, the order must:
- give her a link,
- indicating her number,
- date of compilation,
- author (position and full name of the employee).
The more carefully and accurately the employee involved in drawing up the order treats his duties, the less likely claims from regulatory structures, for example, the labor inspectorate, will be in the future.
Who compiles and maintains the staffing schedule and how?
Generally speaking, drawing up documentation of this kind is the function and sacred duty of a labor economist from the department of organization and remuneration (Qualification reference book for positions of managers, specialists and other employees, Resolution of the Ministry of Labor of Russia No. 37 of 08/21/1998). This specialist will be helped in his work by a sample of filling out the staffing table 2021: it clearly shows the procedure for maintaining and filling out the document.
However, in fact, those specialists who draw up the staffing table in an organization and keep personnel records are accountants, personnel officers and lawyers who have to figure out how to calculate the number of rates. Since the staffing table is a regulatory document of the organization approved by the top management, which formalizes the structure and number of employees, indicating the amount of salary depending on the position held, the head of the company and the chief accountant are officially responsible for the document, since they sign it.
An important question is when is the staffing schedule for the next year approved and are there any restrictions? This form is drawn up for any period, but usually it is done for a year and is reviewed each time at the beginning of the year. In order for this procedure to go smoothly every time, it is worth describing it in the office work instructions and indicating:
- terms and rules for developing and introducing changes;
- form of order for staff approval;
- persons responsible for the formation and signing;
- the composition of the legal and local regulations of the employer on the basis of which the document is created;
- employees with whom it is necessary to coordinate the draft document and changes to it.
How to correctly compose and execute an order
The order does not have a unified template that is mandatory for use, so it can be drawn up in any form or according to a template developed within the enterprise and approved in its accounting policy. At the same time, it should be borne in mind that the document must contain some necessary information:
- Business name,
- number and date of the order,
- the basis for it
- full list of changes made.
The execution of the order can also be absolutely anything: printed or handwritten, on a simple standard A4 sheet or on company letterhead. The only immutable condition is that it must be certified by an authentic autograph of the head of the organization or another employee authorized to sign such documents. In addition, the order must be signed by the persons who are responsible for its execution and those who are directly affected by it (though only when the order entails changes in their employment contracts).
As a rule, orders are drawn up in a single copy and during the period of validity are kept in a special folder along with other current regulations, orders and instructions, and after losing relevance they are transferred to the archives of the enterprise for storage.
Order storage order
Orders to change the staffing table are general for the enterprise and are related to its main activities. They are designated with a special index and are stored in a separate folder for storing personal information about employees. The storage order is important for ease of access at any time for both inspectors and management.
The storage periods for orders are stipulated by current legislation; they are limited by the life of the enterprise, that is, they are stored until the enterprise closes.
Features of changing positions
Unlike other reasons for re-issuing the staffing table, changing positions has its own specifics. The whole point is that renaming a profession cannot be considered a transfer to another position. However, according to Article 32 of the Employment Contract, it must be reflected in the updated employment contract.
How should an employer act in a situation where there is a change in job title?
Here the principle of action of the boss comes down to the following steps:
- Bringing information about changes to the attention of the employee in writing.
- Making a corresponding entry in the employment contract by signing a new agreement (comes as an annex to the TD).
- Drawing up an order for changes in the staff schedule due to renaming.
- Making a note in the work book.
