How to make changes to the staffing schedule correctly

Grounds and reasons for making changes

Taking into account the reference book on job qualifications for workers, supervisors and their subordinates, the labor economist . But not all facilities have this economist, and the boss independently decides who will do this work.

Staffing is usually based on production objectives as well as the volume of work. Based on these data, staff are recruited and fixed assets are calculated, according to which the salary is determined within the legal norm.

But organizations tend to change, develop, and transform. Changes may involve increasing service areas or adjusting the types of activities. Due to these circumstances, the form of labor changes, which means that workers can be either in surplus or in shortage.

In addition, adjustments may be made to important paper due to changes in tariff rates . Adjustments to the minimum wage are regularly made to the Federal Law, and the management of the organization, if funds allow, can raise the wage as a percentage of the salary.

The basis for changes in the staffing table can be accounting documentation.

In addition, results that indicate a decrease in profitability or a disruption in supplies may be a reason to lay off some employees. And, if the administrator draws up a document that talks about the increasing amount of work due to the introduced innovations , then this will be a reason to recruit new people to the staff.

Regulatory documents governing changes to the staffing table

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What adjustments can there be?

Adjustments to the state schedule and their order depend on how widespread the changes will be. Basically the changes are as follows:

1. Renaming a position or department.

Due to the amendments made to the Labor Code of the Russian Federation, which require compliance with professional standards and compliance of the names of positions and departments with a specific directory, in some organizations there is a need for various renamings.

According to the law, it is necessary that the names of positions and departments correspond to the unified tariff and qualification directory of jobs and professions.

To rename positions, grounds are required for assigning pensions ahead of schedule. Workers can hope for this when their working period is less than ten years according to the staffing schedule.

In addition, it is necessary to take into account the professional standards of those organizations whose shares belong to the Russian Federation in the amount of fifty-one percent.

2. Increase or decrease in salary.

Typically, the salary amount is fixed in the staff schedule from the very beginning, but as the company progresses, its income can grow, and so can the volume of work. For this reason, salaries may change. In addition, the salary can be changed in accordance with the standards of the Federal Law, which implies an increase in the minimum wage.

According to the law (Article 133 of the Code) , the salary cannot be less than the minimum wage.

Accordingly, if any changes are made, then the salary should also change upward , and this involves adjustments to the staff schedule.



3. Introduction of a new position.

When starting its work, the company has a rather limited range of services due to the fact that there are no regular customers and developments yet. But, after a couple of years of its activity, the organization is able to increase the range of its capabilities and put forward new projects.

All this will affect the fact that there will not be enough specialists, and those who exist cannot cope with the volume of work. For this reason, the staffing table changes and expands the range of positions , as well as departments, with specific salaries and additional payments.

4. Reduction, elimination, elimination of vacant positions.

In all of these cases, the state's schedule is undergoing changes.

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At the same time, positions can be either active or vacant.

An organization can change equipment, and then fewer workers will be needed to service it. An organization can also change its activities, which could result in a reduction in administrators and an increase in the staff of accountants.

They may rename or eliminate positions due to a merger with another company or organization. Therefore, no one will keep five accountants in an organization if two of them can do all the work.

Legal aspects of maintaining staffing schedules

The staffing table, as a legal form of distribution of personnel in an organization, simplifies the management of personnel records in particular, and the structured management system in general. Such a personnel accounting system for different departments and departments makes it possible to flexibly manage all structural divisions, as well as plan the organization’s payroll fund. At the same time, labor legislation does not regulate the mandatory use of the staffing table; it is rather an auxiliary form that is based on the following legal principles:

• The unified form of staffing is approved by the State Statistics Committee, it is applicable to any organization and is quite easy to use. This form includes only information about structural divisions, job titles, number of staff units and salaries.
• In addition to the salary (tariff rate), which must correspond to the remuneration system adopted in a given organization, the amount of bonus for specific characteristics of labor, or climatic conditions, or qualification allowances, etc. can also be indicated here.
• The staffing table is approved by order and endorsed by the General Director. This document can be referenced by all other local acts related to positions or wages of employees. For example, in a work book, an employee’s position is often indicated with reference to the staffing table. The name of the position in all documents must be the same and the document that establishes this is precisely the staffing table.

How to notify employees?

The head of the organization must inform his subordinates about all changes that occur at the site, provided that they are related to the fulfillment of production tasks of employees. Familiarization should occur both upon hiring and during the course of work.

If the staff schedule changes, but it does not affect the activities of workers, then the boss is not required to inform his employees about this. This means that if management decides to add additional positions to the staff, then subordinates do not need to know about it.

If a reduction is planned, then those workers who have decided to be laid off need to know about it. The reduction is reported by notification in the form of an order, which the manager must provide to the employees against signature.

Naturally, subordinates should also know about changes in salaries. Those citizens whose salaries will be affected by the changes are brought up to date. Familiarization must be carried out in accordance with Article 74 of the Labor Code .

Amendment to the ShR

In the position

A change in position entails the need to amend the employment contract. Consent to the transfer must be signed with the employee in advance.

Important. Article 74 of the Labor Code of the Russian Federation obliges the employer to notify in writing about the planned renaming of positions.

Example: An advertising department specialist received a second higher education and improved his qualifications, accordingly expanding the list of job responsibilities; these changes became the basis for the introduction of a new position and an increase in salary.

Formulation of justification in this case: In connection with the improvement of qualifications and job responsibilities of an advertising department employee.

Possible options for formulating the reasons for changing the position:

1. In order to bring the staffing table in line with the job classification.
2. Due to the reorganization of the labor and wages department.
3. In connection with the expansion of the list of responsibilities, in accordance with the standards (Article 60.2 of the Labor Code of the Russian Federation).
4. Due to a change in the type of activity.
5. Due to the expansion of the service sector.
6. Due to the change in the name of the customer service department to “sales department”.
7. In order to bring the names of positions in the staffing table into compliance with the ETKS (Article 195.3 of the Labor Code of the Russian Federation).
8. In accordance with the requirements of professional standards (Article 195.2 of the Labor Code of the Russian Federation as amended on 02/05/2018).
9. In connection with the renaming of professions on the eve of recertification in accordance with the norms of Article 18 of Federal Law No. 426.
10. In order to motivate employees by renaming the position to one that is more attractive.
11. In order to increase specificity about assigned responsibilities.
12. In connection with the formation of a new department.

Important. To rename a position that is not vacant, written justification is required.

In salary

The desire to increase employee motivation becomes the reason for changing the procedure for determining wages. This procedure can affect either one employee or an entire department.

Example: A delivery driver's shift lasts 8 hours, but the employee works more. It was decided to pay for his work by the hour.

The justification for the reason for making changes to the payment procedure may sound like this: In order to eliminate overtime and make it easier to keep track of working hours and make it easier to calculate wages.

The salary increase may be due to the increased financial capabilities of the enterprise or to a discrepancy between the salary level and the regional average.

Options for formulating justifications for salary increases:

• Based on the monitoring of wages of “sales consultants” in the region and data from the financial results report.
• For the purpose of financial incentives for employees of the equipment maintenance department.
• Due to staff optimization.
• Due to job reductions due to duplication of functional responsibilities.

Reasons for reducing salaries may be:

1. Based on the report of the head of the financial service, due to a decrease in sales volumes and profit margins.
2. As a result of the financial crisis.
3. Due to the reorganization of the company and change of management.
4. Due to the involvement of the cleaning service in performing part of the tasks on an outsourcing basis.

Important. In accordance with the Labor Code of the Russian Federation, an increase or reduction in salaries requires informing employees whose interests are affected by the upcoming changes at least 2 months in advance.

Other amendments

1. If an employee’s remuneration depends on the minimum wage, then the government’s decision to increase the minimum wage will be the reason for reforming the T-3 form.
2. Reduction of a vacant position will not create difficulties with making changes to the SR and issuing an order, since it does not create the need to warn employees about dismissal 2 months in advance. The vacant position is derived from the T-3 form.
3. The introduction of a position will require justification in the form of an increase in the volume of work, an expansion of the sales market, and an increase in production capacity.

Changes in the staffing table reflect the stages of development of the enterprise, shaping the history of the enterprise. Properly executed orders - the basis for adjusting the staffing table - will create a beautiful history that will be stored throughout the existence of the organization, replenished with new achievements.

How often can the staffing table be changed?

The legislation does not stipulate restrictions on the number of possible changes in the staffing table. This means that the head of the organization has the right to make adjustments to the document as much as he wants. But, at the same time, he must act in accordance with the process permitted by law.

If changes are expected in the amount of salary or in the title of the position, then this must be reported within two months.

In the middle of the year, the staff schedule must be changed in two cases:

• Formation of a new staff schedule.

The old schedule is taken as a basis and a different one is formed , making some adjustments. They begin work on this document from the middle of the year, or from the beginning.

• The state's schedule is subject to change.

Adjustments are made when the manager deems it necessary to do so . The document will indicate the reasons why the document had to be adjusted. In addition, the changes made are recorded.

When do you need to provide reasons and is it mandatory?

There is no approved mandatory form of the order, but there are requirements for the composition of the details. The title of the order briefly conveys the essence of the order and corresponds to the content of the orders. For clerks and participants in the document flow of the enterprise, this detail helps to quickly find documents on the topic.

Example: “On the creation of a commission..”, “On rewarding participants...”, “On the results...”.

The text of the order must contain an introductory part, which is a substantiation of the reasons that prompted the instructions to be given. The justification may contain calculations, a list of events and their assessment, a link to previously adopted documents, and legal requirements.

Example: “For the purpose of implementing Government Order No. 665 dated August 3, 2014 and ensuring control of document flow.”

Such orders are administrative in nature and require compliance with the procedure for familiarizing the executors and interested officials with the document. The presence of a preamble in an administrative document allows you to record the connection of events and make clear the purpose of the actions that the executors of the order will need to perform after reading the order.

Can I be fired due to a change in staffing?

When adjustments are made to the staffing table, the manager has the right to dismiss several employees, and this option is provided for by law (clause 2 of Article 81 of the Labor Code) . The instructions formulate the order of this process.

To dismiss an employee according to all the rules, you need to act in accordance with the law:

1. staff reductions must be confirmed in fact;
2. the employee must be personally notified that a decision has been made to dismiss him;
3. if it is possible to transfer an employee, then you should definitely do so;
4. government authorities must be notified;
5. trade unions must give their consent;
6. all due payments to the employee must be made.

Procedure for making changes

If additional positions are introduced at a facility and salaries are changed, then the first step is to issue an order in the form of an order to amend the staffing table. The order must specify the reasons for such changes. The original state schedule can be left unchanged.

For example, an order to remove (exclude) a position from the staffing table must contain:

• name of company;
• the essence of the change that needs to be made to the schedule, i.e. what position needs to be withdrawn;
• from what date these adjustments come into force;
• who will control the execution of this order.

The signatures of the director and chief accountant will be required on this important paper.

If larger changes , with salaries adjusted for all positions, then it is recommended to issue an order approving a different staff schedule. In this case, all adjustments are specified in the document and approved by the heads of the organization.

An order to change the staffing table is drawn up according to certain standards and must contain a name, as well as administrative and stating parts.

At the top of this document there should be one of the following options, which is most suitable in a particular case: “Order to amend the staffing table”, “Order to optimize the staffing table”.

This important paper should indicate the reasons why the changes occurred, or why it was decided to carry out optimization. The order must be signed by the director or an authorized person.

After the order is issued, it must be submitted for signatures to those persons to whom these changes apply.

In addition, an Addendum to the staffing table on a separate form as an attachment. It must also contain the name of the structural unit, position and salary. This document is signed by the manager and chief accountant.

(The picture is clickable, click to enlarge)

Where to find the staffing table in ZUP 3.1 and how to work with it

find the Staffing table in the Personnel – Staffing table section:

The directory can be viewed in a hierarchical form, grouped by departments. The view is switched using the List View :

At the bottom of the form there are checkboxes:

• The Show unapproved positions checkbox enables the display of positions created in the directory, but not yet included in the current staffing table. These items are highlighted in bold in the list:

• The Show closed positions checkbox displays - enables the display of positions excluded from the current staffing table. They are highlighted in strikethrough font:

See also:

• Lifehacks for recording working hours (from the recording of the broadcast dated October 01, 2021)
• Lifehacks for HR records (from the recording of the broadcast dated October 1, 2018)