What is a staffing table? staffing approval

What is a staffing table? This is a unified form that is used to indicate the composition of the organization's personnel and its structure. In this article, we will consider all the subtleties of filling out the list of staff units and its features.

Unified form of staffing T-3

Starting in 2013, at the federal level, it was decided not to use the approved forms for the formation of certain personnel documents. Organizations were given the freedom to develop their own staffing forms.

The universal form T-3, however, is quite convenient and has already become a familiar way to create such a schedule. In addition, this form includes all the necessary information. Thus, it continues to be used in many organizations. A sample staffing table will be presented in this article.

It should be remembered that the unified form of the form was developed and approved by the State Statistics Committee back in 2004. Thus, the T-3 form of the staffing table is a generally accepted template for filling out a list of staff positions. If an organization decides to develop its own form, it will still take this form as a basis as universal and practical.

Information in the T-3 form

What is a staffing table? The list of positions is a mandatory internal regulatory document that must be present in any organization, even if it is an individual entrepreneur. The list of full-time positions should contain the following information:

1. List of departments in the structure of the organization.
2. List of specialties, positions and professions with specification of the employee's qualifications.
3. Information about the number of units in the state.
4. Information about wages, namely: salaries and tariff rates, allowances, wage fund, including for the organization in general. The form of the staffing table should be at each enterprise.

The main task of the list of staff units is the identification of the number of personnel, the structure of the organization and the volume of the wage fund. This document should not contain personal data of employees and job placement.

The staffing order is signed by the head of the organization.

The staff list (or the so-called staff substitution) is not regulated by regulatory documents. Unlike the staffing table, substitution is not considered a mandatory regulatory document in the organization, however, it is often filled in by default. This can be explained by the fact that it makes it possible to control vacancies, and a staff unit, when hiring a part-time employee, can be shared by several employees. Staff replacement is compiled, as a rule, based on the staffing table filled out in the T-3 form. A column is added to it, where the personal data of employees are noted. Staff substitution is stored in the organization for 75 years. A sample schedule is shown below.

Structural unit code

Filling out the staffing form can be entrusted to almost any employee working in the organization. It must be certified by the signature of the head of the organization, and also approved by his order. The procedure according to which this document is approved must be prescribed in the constituent documents of the organization.

For the first time, the staffing table in 1C is given the first number, and in the future continuous numbering is used. The mandatory data indicated in the staffing table are the date when it was drawn up and the date it began to operate. These two dates may be different. Also, the T-3 form of the organization's staffing table implies an indication of the validity period of the list of positions, as well as data on the order for its approval and the number of units in the organization.

The main staffing table itself, as a rule, begins to be drawn up by indicating the codes of the structural divisions of the organization. Most often, the codes are indicated in the order that makes it possible to establish the hierarchy and the very structure of the organization as a whole.

In the case when the organization has representative offices and branches, this is also taken into account in the staffing table as a structural unit and is entered accordingly. If the head of the branch is granted the right to independently approve and change the staffing table, it is drawn up as part of the document throughout the organization.

Filling in the main table

The third column should contain the name of the position in the staff list, specialty and areas of professional activity. They must be indicated without using abbreviated forms in the nominative case. The employer determines the name of the profession and position. However, if the work relates to difficult working conditions, as well as the provision of benefits, then the following documents should be considered when filling out the staffing form:

When an organization registers an employee for the purpose of performing a specific type of work, and not for entering a specific position, this should also be reflected in the staffing table.

The fourth column contains information about the number of units in the state of the organization. It can be both full and part-time positions. The latter are indicated in the document in shares, namely 0.5, 0.75, etc. The approval of the staffing table is entrusted to the head.

The fifth column, when compiling a list of staff units, should be given special attention. It includes the tariff rate in rubles. With the simplest filling option, this column includes information about a fixed monthly rate.

However, in practice, a problem often arises, since there is no fixed wage rate. For example, this is true for such a form of remuneration as piecework. In this case, a dash is put in the column, and in the subsequent tenth column, piece-bonus or piece-rate payment is indicated. A link to a regulatory document is also entered, which determines the procedure for assigning remuneration, including its amount for a specific work rate. By the same principle, it is recommended to fill out the staff list for employees for whom hourly pay is set. If the staffing table implies the presence of an incomplete unit in the state, the column with tariff rates is filled in as for the full salary laid down for this position.

Columns 6, 7 and 8 contain information about bonuses not only accepted directly by the organization, such as for increased responsibility, irregular working hours, length of service and knowledge of foreign languages, but also provided for by law, for example, for work in the difficult conditions of the Far North.

The staffing rules provide for the completion of these items in the ruble equivalent. If there are more allowances in the organization than there are lines in the standard staffing table, then their number can be increased by a special order to amend the form of the document. If allowances are set as a percentage, then proceed as in the previous case.

The ninth column of the staffing form containing the item “Total for the month” is drawn up only if all data was entered in the ruble equivalent. The rules for filling out the list of staff units indicate that if columns 5 to 9 cannot be filled in rubles, then it is permissible to use other indicators, for example, percentages or coefficients. However, in practice this is hardly feasible. Therefore, in most organizations, in this case, dashes are put in all lines, and in the tenth column containing notes, a link to regulations is indicated. Referring to a document that gives the right to determine the amount of the allowance for seniority allows you not to redo the staffing table when the amount changes. The tenth column is also intended for entering any information.

Fill Features

The universal form T-3 of the staffing table requires the signatures of the chief accountant and the head of the personnel department, but it is not stamped. The law does not determine the terms for approval and the frequency of compiling a list of staff units. The employer is given the opportunity to independently resolve this issue. Changes to the list of staff units are made if it becomes necessary to include new structural units or positions in it. The same applies to the exclusion of schedule items, as well as changes in salary, job titles or departments. Any amendments to the schedule must be supported by an order from the head of the organization.

There are two ways to amend the list of established positions, namely:

1. An order to make certain changes.
2. Order approving the new list of staff units.

It is quite simple to make a staffing table in 1C.

If the staff or number of employees is reduced or the salary changes, this should also be reflected in the staffing table. At the same time, it should be taken into account that the changes must come into force no later than two months after the signing of the relevant order. This rule is due to the fact that the employee must be notified of a reduction or change in pay two months in advance.

However, not everyone knows what the staffing is. It is a document of permanent storage in the organization. Control and supervisory organizations, for example, the FSS, FIU, tax authorities, labor inspectorate, etc. may require this document to be provided to them during the audit. At the same time, if the organization does not comply with this condition, it may be fined in the amount of 200 rubles for each document that was not provided at the request of the auditing organization.

Written familiarization of employees

Many people have a question whether there is a need for written acquaintance of employees with the order on staffing. The Federal Organization for Labor and Employment of the Population provides the necessary clarifications on this issue in its letter of 2014. It explains the schedule status of the organization's staffs. For Rostrud, in turn, the Government assigned at the legislative level in 2004 the functions of informing and consulting the heads of organizations, as well as employees for compliance with the norms and regulations of the Labor Code and law. It should be borne in mind that the position of Rostrud is not a regulatory legal act.

The Labor Code requires the employee to be familiarized in writing when hiring and before signing the contract with the internal regulations, as well as other local regulations that are directly related to the professional activities of the new employee. The package of documents for familiarization also includes a collective agreement.

The State Statistics Committee issued a Decree in 2004, according to which the T-3 form for drawing up a staff list is used to form the structure, composition and size of the organization, taking into account its charter. As of 2013, the T-3 uniform has been discontinued and is optional.

Local regulation

As described above, the staffing for the year is a local regulatory act that spells out the consolidated division of labor among the employees of the organization. Rostrud in his appeal emphasized that although it is a local normative act, it has nothing to do with labor activity. For this reason, the employer does not have to give the employee this document for review when applying for a position. However, it is not excluded that the mandatory written acquaintance of employees with the staff list can be included in one of the clauses of the collective agreement, local regulatory act or agreement.

Hiring an employee for a position outside the regular schedule

A similar problem often arises before the employer. Before understanding this issue, you should understand whether the registration of a list of staff units is strictly mandatory. Many organizations neglect this document.

Labor refers to the relationship between the employer and the employee, which provides for the performance of a certain labor function for payment, that is, work according to the position according to the staff list. This item is regulated by article 15 of the Labor Code.

An employment contract, according to Article 57, must contain certain information, namely:

1. Full name of the employee and the name of the organization or individual entrepreneur between which the contract is concluded.
2. Data proving the identity of the employee and confirming the details of the employer.
3. Information about the person representing the employer who signs the contract, as well as the grounds for such authority.
4. Date and place of signing of the contract.

In addition to information about the employee and his employer, the employment contract must include:

1. Place of work. If we are talking about work in a representative office or branch of the organization, then it should also be indicated.
2. labor function. It involves the inclusion of information about the correspondence of the position to the list of staff units, specialty, profession and qualifications. It also indicates the specific type of work performed by the employee. If the Labor Code or other regulations provide for the payment of compensation or the provision of benefits to employees of certain professions and positions, this should also be spelled out in the contract and comply with the legislation and Decrees of the Government of the Russian Federation.
3. The start date of work in the case of a fixed-term contract. In addition, the duration of the agreement and the reasons that are the reason for its signing are indicated.
4. Terms of payment for labor activity, including salary and tariff rate, allowances, additional payments and incentives in the form of payments.
5. The mode of work and rest, if for this position it differs from those generally accepted in the organization.
6. Guarantees of compensation payments for performing work with dangerous or harmful working conditions. At the same time, the contract must contain all the conditions of work that can cause harm or damage to health or life.
7. The nature of the work and its conditions. This includes traveling, mobile and other types of activities.
8. Working conditions in the workplace.
9. Mandatory social insurance of an employee in accordance with labor legislation.

If at the time of the conclusion of the contract all the necessary information or conditions provided for by law were not included, this is not considered a basis for terminating the agreement and recognizing it as invalid. Missing information may be included in an annex to the contract or an additional agreement. All of these additional documents will form part of the main agreement.

Other information

The employment contract may also provide for other conditions, if they do not contradict legislative norms and do not worsen the position of the employee. In particular, such information may be:

1. Clarification of the place of work, for example, an indication of the structural unit and its location.
2. Terms of the probationary period, if any, provided by the contract.
3. Agreement on non-disclosure of secrets protected by law. It can be official, state, commercial and other secrets.
4. The obligation of the employee to work for a certain period of time in the organization after graduation. This is true if the employer paid for the training.
5. Conditions and types of additional employee insurance.
6. Improving the conditions of the employee and his family in the social and domestic plan.
7. Clarification of working conditions, as well as the obligations and rights of the employer and employee, which are established by the norms of labor legislation and other legal acts.

Also, the employment contract includes information about additional insurance for the employee's pension. By agreement of the parties, it may include the duties and rights of the employee and the employer provided for by labor legislation and other legal acts, as well as arising from the terms of the collective agreement of a particular organization.

If any of the above items were not included in the terms of the employment agreement, this cannot be qualified as a reason for non-fulfillment or refusal to exercise rights and obligations.

Finally

Thus, the norms of labor legislation imply the obligatory registration of the staffing table by the organization and its further use when hiring a new employee and concluding an employment agreement with him. That is, it turns out that it is not possible to hire an employee for a position that is not reflected in the staff list. This would be a violation of the laws of the Russian Federation. The list of full-time positions is a strictly mandatory document for registration in any official organization.

We examined what the staffing is.