Organization staffing planning

The staffing table is a convenient form of systematizing data on the number of personnel of an organization in the context of structural divisions and taking into account the payroll fund. Maintaining a staffing table is mandatory for all enterprises. This is one of the main documents of the company, it displays the entire structure of the enterprise, as well as the wage fund.

Staffing: management features

The staffing list displays the personnel structure of the enterprise, broken down into departments, positions, professions, and taking into account the payroll fund (tariff salaries and allowances for positions). This document includes all structural units, including vacant positions.

Completing this document is mandatory for each enterprise; for this, you can use the unified T-3 form or create your own sample staffing table. The T-3 form developed by the State Statistics Committee is clear to fill out and easy to use, so most enterprises prefer to use it.

The staffing table is compiled for the entire company as a whole, taking into account all divisions and branches. A separate document can be drawn up for a branch, but it must be included in the schedule of the staffing structure of the company as a whole.

The staffing table is drawn up at the beginning of the enterprise, the period of its validity is set by the company independently. At the same time, the date of compilation and the expiration date must be indicated on the document. Most companies make staffing for one year, but if there are no significant changes in the company, then it can be drawn up for several years.

In cases of renaming positions and departments, introducing new structural units, restructuring the organizational structure of the company, reducing staff, it is imperative to make changes to the staffing table.

Changes are made by order of the head. The order may be:

• to make changes (with single changes, for example, adding a new position);
• to draw up a new staffing table (recommended no more than 6 times a year).

Changes in the staffing table must be notified in writing to the employees who are affected by these changes.

Specialists of the personnel department or accounting department are appointed responsible for compiling the staffing table, if the company is small, this can be done by the head.

The staffing table contains elements of a commercial secret (for example, the amount of wages), so it is drawn up in one copy and stored in the accounting department, if necessary, a copy can be drawn up for the manager. Only that part of the document that relates to their area of ​​responsibility is communicated to the heads of structural divisions. Information on vacant positions is provided to the personnel department.

The staff list does not include information with the names of people who hold individual positions. These data are entered in a separate non-binding document for companies - Staffing or substitutions, this document can duplicate the sample staffing table only with an additional column with the full name of the employee.

An example of a staffing structure

The staffing of the enterprise should include the following sections:

1. Company name and OKPO code.
2. Document date, number and expiration date.
3. Enumeration of the structural subdivisions of the company. If an enterprise is associated with public service or with hazardous production conditions, then the name of the departments must exactly correspond to state and industry classifiers, directories and regulations so as not to provoke problems when registering preferential pensions for employees.
4. Department codes. For each division in the enterprise, a separate code is determined, which displays the place of the division in the overall structure of the company, this greatly simplifies the company's workflow.
5. Job titles. All company positions must be displayed by department. The name must correspond to the All-Russian classifier of professions.
6. The number of staff that is provided for each position. If it is supposed to work part-time or part-time, then the corresponding indicators are entered into the staffing table - 0.25; 0.5; 0.75; 1.5 etc.
7. Tariff rates by position, indicated in rubles, percentage of sales or other indicators (depending on which wage system is chosen at the enterprise).
8. Allowances, bonuses for each position. They can also be displayed both in rubles and as a percentage.
9. Surcharges for harmful working conditions, which are approved according to a special scheme.
10. The total salary, taking into account allowances, etc. From this column, it is easy and simple for the manager to see the payroll for the month.
11. Note. If the payroll calculation is very complex, then you can insert the document number in this column, which describes the detailed calculation.
12. Signature of the head, as well as the chief accountant and head of the personnel service.
13. Leader's order.

If the employee does not occupy a certain position, but is involved in performing temporary work, then this should also be included in the staffing table.

When filling out tariff salaries and allowances, errors often occur, they can be corrected by crossing out and correcting with the signature of the performer.

The role of staffing in the enterprise

When compiling the staffing table, you must carefully follow the rules, since it is often used as evidence in litigation and when applying for a pension. This document has a permanent shelf life.

From the document, the manager can analyze the structure of the enterprise, the number of positions, the salary fund and make comments.

In some cases, an employee, upon employment, must be familiarized with the records of his position in the staffing table, if his employment contract indicates that the salary is formed according to the staffing table.

An employee may also request an extract from the staff list with data on his position and salary, it is important that this document contains data relating only to this employee.

State bodies (Tax Inspectorate, Pension Fund, Social Insurance Fund, etc.) often require staffing in the process of inspections.