Staff scheduling

The staffing table is one of the main documents designed to solve personnel issues at the enterprise. It prescribes vacancies and their number, the tariff rate for a particular specialty, and possible allowances. Only with the help of this paper, the owner or director of the enterprise can conclude employment contracts or reduce employees.

Why do you need a staffing document?

The preparation of this document is mandatory, as it protects employees from unjustified dismissal (see also -), guarantees correct remuneration. In addition, without a schedule, it is impossible to carry out a reduction in accordance with Art. 81 of the Labor Code of the Russian Federation and hire specialists and workers.

Based on this document, the management makes the following decisions:

• Signing a job application;
• Removal of an employee from office;
• The amount of salary payments;
• Establishment of the tariff rate of a particular employee.

Guided by the same document, the personnel department:

• Selects the necessary labor personnel;
• Prepares the necessary documents in the field of personnel;
• Analyzes the qualitative composition of employees;
• Makes proposals for the reorganization of personnel;
• Prepares the necessary documentation.

Lack of staffing is considered a violation of the Labor Code and is punishable by fines

Extracts from the personnel document may be required by the tax service, the labor inspectorate, various funds - pension and social insurance, and even the Employment Center.

Who is compiling?

Responsibility for compiling may lie with different departments, depending on how the enterprise is structured. So, it can be composed:

• HR specialists;
• Accountant or chief accountant;
• Economist;
• Head of the enterprise.

Documents for scheduling

When drawing up the schedule, it is necessary to rely on a number of regulatory documents, which include:

• Classifiers of professions;
• Labor Code of the Russian Federation;
• Tariff scale approved by the state.

In addition, when compiling paper, it is recommended to take the form of documentation No. T-3 as a basis. True, this form of fixing the schedule is not mandatory for use and serves as a template or example, on the basis of which each enterprise can draw up its own form for developing a schedule. It is worth noting that the form contains the main details for filling out.

The document on the number of workers and their salaries is compiled independently by the enterprise and reflects all information about employees, except for freelancers.

If the established form does not suit the management of the enterprise, it can always be adapted to the requirements of the organization.

What is noted in the document?

The following data is indicated in the staffing table:

• Information about the personnel of the organization and the salary of each employee;
• The structure of the enterprise - departments, branches, other subsections;
• Positions in accordance with special classifiers, moreover, including vacant positions and places for the disabled. The position indicated in the document is recorded in the work book upon employment;
• The number of staff units for each vacancy. In the case of a vacancy that provides for part-time work, the value of 0.5 or 0.75 is fixed in the corresponding line;
• Salary for each position. When filling out this line, you must remember the minimum wage. With the help of this document, surcharges are fixed - in percentage or monetary form. Such allowances are often provided for seniority, length of service, difficult or dangerous working conditions, and the prestige of the institution.

When compiling schedules for the same positions with different levels of remuneration, a profession and qualifications, a tariff rate are prescribed for each unit.

The number of required specialists depends on the structure of the enterprise, the previously established standards for the number and service. This takes into account the amount of work in the enterprise.

We offer an example of the staffing structure according to form No. T-3.

The following data is indicated in the heading of the staffing table or on the title page:

• Name of the organization - the full name of the enterprise, if there is an abbreviated version, it is indicated in brackets immediately after the full one;
• OKPO code – identification number of the enterprise. You can find it using the All-Russian Classification of Enterprises and Organizations. More about OKPO code;
• Document Number - the sequence number of the schedule is assigned;
• Date of preparation - indicate the date, month and year when the document was drawn up;
• Approved . This line also requires space for the number and date of the order. To be completed after the approval of the schedule;
• For a period of - this line indicates the date of entry into force of the schedule and the date of its end;
• State (units) - the total number of jobs displayed in the document.

The main part of the document is a table in which it is written:

• Section name - departments, branches, representative offices. Usually, administrative departments come first, then departments and workshops;
• Department code - number in the structure of the organization. At small enterprises, it may not be filled;
• Position and qualification of the employee . To fill in this column, you can use the classifiers of professions OK 016-94, the classifier of occupations OK 010-93, and other classification reference books;
• Number of workforce units ;
• Pay rate, salary ;
• Allowances - are established both by the legislation and by the employer. Fixed amount or percentage;
• Total - the amount of salary with all allowances is indicated. In this case, if all payments are indicated in rubles, then their total amount is considered. Otherwise, a dash is put, notes are indicated and normative acts for allowances are listed;
• Notes - Adding additional information and explanations.

Based on the entered data on salary and allowances, as well as the number of staff units, the salary budget of the organization is calculated. This amount is indicated on the staffing table. Below, under the finished schedule, the signatures of the heads of the enterprise, the personnel department and the accounting department are required. Printing on the finished document is not put.

This structure can be used in the preparation of the staffing of any enterprise.

Approval and validity period

Often a new schedule is drawn up at the beginning of the year. The finished document is approved by the head with the help of an order. After that, the number and date of the order are entered in the "Approved" line on the finished document.

Due to the fact that the staffing is directly related to wages, it is best to introduce a new option at the beginning of the month.

The finished document is published in triplicate. One is at the head of the enterprise, the second is in the personnel department, the third is in the accounting department.

Heads of structural divisions receive extracts from the staff list.

The validity period of the document is not strictly standardized. Often the schedule is drawn up for a year, but in some cases it may be valid for several years or change after a couple of months due to the reorganization of the enterprise. Usually, the management of the enterprise itself sets the terms of the schedule and indicates it on the document itself.

Document correction

In some situations, there may be a need for a valid document. Some of the most common reasons are:

• The emergence of new positions;
• salary adjustment;
• Changes in the list of vacant positions and positions in combination;
• Reductions of official units;
• Renaming subsections and posts.

There are two ways to change an existing document:

1. Draw up a new schedule;
2. Issue a decree on making changes to an already prepared document.

Changes that imply a deterioration in working conditions at the enterprise - an increase in working hours, etc., the management is obliged to notify employees 2 months before they come into force.

Video: How to fill in the staffing table using 1C?

One of the easiest ways to compile a staffing table is to use a variety of computer programs to compile it. One of them is 1C. This video tutorial provides information on how to use the program to draw up a staffing table and arrange it correctly.

The staffing table is the basic document on the basis of which hiring, reduction is carried out, and the final salary for the month is calculated. Any employee authorized by management is responsible for its compilation. There are no uniform requirements for the execution of a document, but most enterprises use Form No. T-3 to create it.