In addition to laws, the activities of Russian enterprises are regulated by their internal documents. Some of them must be carried out without fail according to strictly established forms. Others are developed by organizations independently as they are needed.
Local documents include all kinds of instructions, regulations, rules, contracts, etc.
They differ from other acts:
- approval is carried out by the management of the enterprise;
- operate only within one organization;
- the content does not contradict the laws, does not worsen the position of employees;
- have a certain period of validity.
Such documentation includes the staffing table, which is formed in most modern organizations. It performs several functions at once.
What is a staffing table?
To form the staffing and the total number of personnel of the enterprise, a staffing table is drawn up. It is a local document that reflects the structure of the company and includes a list of positions, staff positions and the total number of employees. The staffing table also reflects information on salaries, wages and current allowances.
There is no consensus on whether the organization should maintain a staffing table. It is determined by position.
Normative base
Legislative consolidation of the definition of "staffing" is found only in the Criminal Code of the Russian Federation. In part 2 of article 57, it is interpreted as an organizational and administrative document that fixes the numerical and official composition of the enterprise and reflects the payroll.
The staffing form (T-3 form) is established by the State Statistics Committee. The correctness of its filling is fixed by Resolution No. 1 of 01/05/2004. It is advisory in nature, therefore it can be changed in the organization in accordance with the needs. You can download the original form for free from any legal system.
The law establishes that when only the specialty or position of the employee is mentioned in the employment contract, the conduct is mandatory. It must be drawn up according to all established rules.
In the case of a detailed description of labor duties in a contract with an employee of the enterprise, the schedule is not required.
In addition, the legislation exempts individual entrepreneurs from its formation, i.e. it is provided only for legal entities. However, in reality, inspectors impose fines on employers in the amount of 50,000 rubles for violating the Labor Code.
Why write a document?
Staffing has a significant effect on the enterprise. First, it facilitates the analysis of personnel composition. Secondly, it shows a complete picture of the remuneration of staff.
Based on the schedule, the following issues are resolved:
- hiring and firing workers;
- judicial labor disputes;
- compilation .
This document is also required when carrying out inspections by the Social Insurance Fund and the tax office. Despite the fact that its maintenance is not necessary, it is necessary for auditors to reconcile the calculations for the cash accruals made to employees of the enterprise.
If it is necessary to provide information from the staff list to third parties in a limited amount, an extract from it is made. There are no requirements for its design.
Who is responsible for compiling
The law does not establish who should form the staff list. In practice, it is compiled by a specialist in the personnel department or an accountant. However, you can entrust this matter to any other specialist: the head of the company, a specially organized group, employees of the legal or economic department.
A qualified job directory indicates that scheduling is within the competence of a labor economist. Therefore, at least one specialist in the field of economics should take part in filling it out.
Filling rules and a sample of the unified form T-3
The step-by-step filling algorithm, compiled in accordance with the established rules, is as follows:
| Name of company | It is indicated in full accordance with the constituent documentation. If there is a full and abbreviated name, you can register any of them. To prevent disputable situations, it is better to approve a single option in the instructions for filling in the details of the enterprise. |
| Number and date | It is important to consider that the document may not take effect immediately, but in the future. Based on this, the date should be affixed appropriate. So, if the schedule is planned to be put into operation from January 1, 2019, then this date must be indicated. |
| Name of the structural unit |
|
| Department code | It should correspond to the hierarchical structure of the organization. |
| Position | This column must strictly comply with employment contracts and books. The category, specialty and categories of personnel are indicated in accordance with the OKP and the Qualification Guide. The list of positions is compiled according to the hierarchy: first of all, the management, then his deputies, specialists and ordinary workers. |
| Number of staff units |
|
| Tariff rate | Must exceed the minimum wage. It is impossible to write down, for example, 25 - 30,000 rubles. You need to show a certain salary. If it is changed under the influence of any conditions, the following columns of the document are required. |
| Three columns for allowances | They are filled in on the basis of statutory norms, bonus systems determined by the organization independently, working hours, and the presence of harmful conditions. Amounts can be indicated both in absolute units (rubles) and in relative units (percentages). |
| General salary | Calculated by adding the amounts shown in columns 5-8. |
| Notes | To be completed if available. |
| Total | The sum of the indicators of the columns along the vertical is reflected: how many staff units are there in the enterprise, the total amount of salaries, allowances and payroll. |
From the above example, it can be seen that the staff of Alisa LLC was approved for 2019 in the amount of 9 units by order No. 74 of December 24, 2017. The tariff rate is 306,000 rubles, the monthly payroll is 340,850 rubles.
Approval order
The approval of the staffing of the enterprise is carried out by special order, which is noted in its text.
An example of the text of an order according to the above model: “Approve the staffing table of December 24, 2019 No. 74 with a strength of 9 staff units with a monthly payroll of 4,090,200 rubles.”
In this example, the payroll is calculated as follows: 340850 * 12 = 4090200 (rubles).
The schedule is signed by the head of the enterprise and his chief accountant. When it includes several sheets, you can put signatures on each sheet. For this purpose, special fields are provided in the document. Such certification is necessary in companies that initially approve the schedule in branches, and then at the central office.
Stamping the approved staffing table is allowed, although not mandatory. It is drawn up, as a rule, for a period of one year.
Sample filling form T-3:
Alteration
During the operation of the staffing table, it may be necessary to make changes to it in the following cases:
- the composition of the staff changes;
- new divisions are created;
- old positions are eliminated or new positions are introduced.
You can make changes in one of two ways: replace the document completely or make adjustments by a separate order.
If an addition is ordered, the reason must be given:
- expansion or contraction of the company's activities;
- elimination of repetitive functions;
- legislative novelties requiring such a change;
- improving management efficiency;
- enterprise reorganization.
When changing the staffing table, adjustments must also be made to the personal documentation of the company's employees: personal card, work book.
The employee is notified in writing of a change in salary (bonuses, allowances) 2 months before the completion of this event. Such adjustments should be made not only to the schedule, but also to the main contract with the employee by concluding an additional agreement.
According to Instruction No. 69, first, the staff is informed about the changes made to the staffing table, and after that, the employment contracts are adjusted on the basis of an order, order or other decision.
Shelf life and possible penalties
The staffing table must be stored in the archive of the organization for three years from the date of its expiration.
The Code of Administrative Offenses of the Russian Federation provides for penalties for violations in the staffing table. In accordance with Article 5.27, a fine in the amount of 2–5 thousand rubles is imposed on an official and an individual entrepreneur, and 50–80 thousand rubles on enterprises.
The main document in the organization that determines the list of professions used and the number of employees required to carry out the business of the company is the staffing table. It is used as a base in the formation of the company's staff and determines its monthly costs for the use of labor resources. A sample staffing table can be downloaded below.
The staffing form is developed by competent specialists based on the existing staffing needs and is used in planning. As the enterprise operates, the data of this document may change, that is, new positions are introduced, and unused positions are reduced. Wage rates are also adjusted.
Basically, this document is valid for one year, with the beginning of a new one it is revised. Labor legislation does not establish the obligatory nature of this regulatory act of the company. The company has the right to use a self-developed form, or apply the staffing form T 3, approved by the State Statistics Committee. Many specialized programs contain it.
This document, after approval, is approved by the order of the head, who puts it into effect. In the future, the form is used by the personnel service, which, when concluding labor contracts, takes the size of the salary and its components from this document.
The staffing of the enterprise sample should be available for review to all employees.
Sample of filling in the staffing table
Let us consider in more detail the staffing sample filling.
Form T3 must contain the name of the company, as well as its registration code with the statistical authorities (OKPO). Next, its number is affixed, which is assigned to it, taking into account the current numbering order, as well as the date of issue.
Below is the date from which this provision enters into force.
On the right, a record is made of the approval of the staffing table, that is, the number and number of the order for the main activity on entry and the total number of employees required to carry out the activities are filled in.
The main part of the document is presented in the form of a table.
AT column "Structural unit" the name of the relevant department of the company is recorded according to the existing organizational structure, as well as its designation code, if a coding system is used. As a rule, it is either a set of numbers or an abbreviation of the name of the structural unit. It may also contain a location designation.
AT column "Position" the names of specialties, positions, etc. are indicated.
When filling out a document, it is desirable to group professions within each unit in blocks. It is advisable to write the title of the position in accordance with OKPDTR. Legal entities in the public sector must use this directory, and also include in this column another category and class of employee. The same applies to activities with hazardous and harmful working conditions, since this information is important when calculating preferential service.
AT column "Number of staff units" record the number of employees in each profession. If part-time workers work at the enterprise and an incomplete rate is provided for them, then this indicator can be written using decimal fractions, for example - 0.5. In the case when a position is vacant in the company, it must still be indicated and taken into account. In this case, a record is made in the last column about the presence of a vacancy, or a footnote is included at the bottom of the staffing table.
The column "Salary" indicates the monthly wage, which is subsequently indicated in the contracts concluded with employees.
Next are columns with empty headings, united by the common name "Surcharges". In this section, it is necessary to fill in all the additional payments provided for by the Regulations on remuneration for harmfulness, professionalism, intensity, special working conditions, as well as bonuses that are paid on a regular basis, etc.
The column "Total" is the total of columns 5-8, multiplied by the number of employees in each profession.
AT column "Note" if necessary, explanatory information is indicated (about available vacancies, applicable work schedules, calculation rules, etc.).
The table ends with a summary row that summarizes the scores for each column.
The document is endorsed by the chief accountant and personnel officer with a breakdown of their positions and personal data.
The staffing example and form is given below.
The procedure for making changes to the staffing table
As a result of the economic activity of the company, additions and changes may be made to the staff list by the relevant order of the head.
If the amendments to the document are significant, then it is recommended to approve a new staffing table with the next number and a certain period of validity. When changes affect existing personnel (increase in salaries, renaming of positions, etc.), then after the publication of a new document, it is necessary to draw up appropriate additional agreements by employees of the company.
The staffing form provides for its own filling features. Find out if you can do without the unified T-3 form and download an example of filling out the form and T-3 staffing forms in Excel and Word.
Read our article:
What information does the T-3 unified staffing form contain
Since 2013, unified forms of documents have ceased to be mandatory, but many employers continue to use them. All because they are familiar, convenient and fully meet the requirements of the law. And if necessary, the employer can always supplement them with the necessary data.
The T-3 staffing form is required for the employer to have (Article 57 of the Labor Code of the Russian Federation). The SR is approved by the order of the head, and its validity period is not limited. The schedule ceases to be valid from the moment a new document is issued.
Shtatka is a convenient mechanism for analyzing the composition of personnel and the payroll. It reflects not only occupied positions, but also vacant ones. The form is compiled for the entire organization as a whole (including separate divisions and branches).
We will consider in detail the T-3 staffing form and a sample of its completion for 2018.
Conventionally, the document can be divided into 3 parts:
- basic information (details of the document);
- tabular part (directly regular);
- responsible signatures.
Read also:
Basic information
First of all, in the form No. T-3, the name of the company is indicated, which must exactly correspond to the constituent documents. An indication, for example, of a trademark is unacceptable. If the company has an abbreviated name, it is indicated in brackets.
OKUD code - document form number from the general classifier of unified documents. It does not need to be changed, it is the same for all employers.
OKPO code - organization code. It can be found in the information letter from the statistical authorities. Such a letter is usually kept in the folder with constituent documents. If you can't find it, check with the chief accountant.
Props “Document number”. Here you can apply continuous numbering, which is convenient for companies that rarely change the “staff”. With this option, the original document is assigned the number 1, the next 2, and so on, regardless of the year.
Applying numbering within the current year and next year starting at #1 is another option. It is convenient when during the year.
The date is entered as current. The period of validity of the document can be different intervals, depending on the needs of the company (month, six months, year).
The unified form T-3 staffing is approved. On its form, only the details of the document are affixed. Below is the total number of staff positions from the tabular form.
Read also:
The tabular part of the staffing table
The tabular part of the T-3 form consists of 10 columns. The number of lines directly depends on the number of posts. Grouping is most conveniently done by structural divisions, and within divisions - by hierarchy. This is the fastest way to find the required string.
Column 1. Name of the structural unit. It is more convenient to form the arrangement of structural divisions along the lines according to the principle of subordination - from the upper levels of management to the working staff. For some privileged professions, the name of the department (workshop, etc.) is of no small importance. If the name is incorrect, the employee may lose certain benefits. Therefore, when naming departments, refer to industry classifiers.
Column 2. Code. Assigned by the employer independently and reflects the subordination of departments within the company. If there are subordinate elements in the 015 structural unit, they will be numbered 015.01, 015.02, etc.
Read also:
Column 3. Job title. How to call this or that position - the employer decides on his own. But if such a position is included in the list of “preferential”, then it must correspond to the normative title. If a category is provided for in the specialty of an employee, each category is written in a separate line (concrete worker of the 2nd category, concrete worker of the 3rd category, ..., concrete worker of the 7th category).
Column 4. Number of staff positions. It can indicate both the actual number of workers in a given specialty, and the forecast required by the company for normal functioning or with the prospect of development. Thus, vacant positions are also reflected in this column.
If necessary, it is allowed to use not only integer, but also fractional values. This is necessary when the employee is not required full time. Most often, fractional rates are given to part-time workers. In SR, this is displayed as: 0.5; 0.25; 0.75 stakes.
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Recruitment of employees is carried out in accordance with the staffing table. It is approved by order of the head of the organization or other authorized person by order or power of attorney.
Check out the allowance section. This may reflect the specifics of the enterprise. Allowances can be for trade secrets, seniority of employees, harmfulness, special merits to the organization, academic degree, etc.
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How to fill out the staffing table in the T-3 form
The staffing table is used to formalize the structure, composition of the staff, its size in accordance with the current Charter of the organization. The staff list is approved by the head or a person authorized by him (and compiled by them, since the required position of a labor economist who is obliged to draw up a schedule is not available at all enterprises) and contains the following information:
List of existing positions in the enterprise;
- the number of units in the state;
- monthly salary fund;
- the amount of official salaries and allowances;
- list of structural subdivisions.
At the same time, it should be remembered that the position of the employee in the employment contract must fully correspond to the position in the staff list, and its name is not reduced when entered into the document. And the positions themselves are entered there, based on the Classifier of Occupations, because any discrepancy can lead to difficulties in applying for a pension. Jobs are listed in descending order, starting with the most important.
The schedule is drawn up for a specific date, indicating the period of validity and in one copy, which is in the accounting department of the enterprise. In addition, the document is stitched and sealed with the signatures of the head, chief accountant, and then the seal of the company. Errors in this document cannot be corrected with a proofreader. Most of them are made in salaries. You can correct the situation by carefully crossing out with the correct numbers written and the signature of the person who makes up the staffing table. The rest of the changes (for example, entering a position if they forgot to indicate it, or correcting it if they indicated it incorrectly) occur with the help of orders from the head.
If we talk about the direct appointment of the staffing table, then it consists in the fact that in the event of any disputes, present the data indicated there in court. Therefore, with the correct preparation of the document, you can always count on winning a lawsuit.
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The staff list is compiled by the personnel department, economists or accounting department, is an official document of a legal entity and is part of the mandatory personnel documents, it is usually drawn up for a year. On the basis of it, employees are admitted to the newly organized enterprise, and the current composition is corrected. The finished schedule is approved by the order of the head. Quite often, a document is required during inspections, and may also be requested in case of litigation.
The staff list lists the list of units, which describes the organizational structure of the organization and its staffing, according to the charter, indicating the number of employees, professions, the magnitude of wages, the amounts of additional payments and allowances. If there is a need, then employees can be divided by belonging to the organizational structure, for example, "Administrative Department", "Sales Department", "HR Department" and so on.
Organizations can use both the unified form T-3 of the staffing table, and maintain an independently developed form, in accordance with the Federal Law “On Accounting”.
The form must contain the following elements:
- Company name.
- The date of compilation of the document and its title were set.
- Content was present.
- The monetary expression must contain units of measure.
- The person responsible for the preparation of this document, his position, full name and signature should be indicated.
The staffing form can also be found in many specialized accounting programs; at the end of the article, you can download the necessary forms. Consider the procedure for filling out the T-3 form.
Sample of filling in the staffing table
The name of the organization is entered into the document in strict compliance, as indicated in the registration documents, the OKPO code assigned by the statistical authorities at the time of registration of the legal entity is indicated. The numbering can start over every year, or be continuous, counting from the moment the first document was created.
The staffing table is approved on the basis of the order of the head, and in the appropriate columns in the "staff" its number and the date of entry into force are indicated. The form indicates the total number of jobs, taking into account vacant, unoccupied jobs.
It should be noted that the date of approval of the form and the date of its compilation may differ, the date of entry into force of the document may also be different from the first two dates. The dates must be in the correct order.
The tabular part of the document contains columns:
- The name of each structural unit and its code must be indicated.
- Positions of employees, qualifications and rank.
- The number of staff units in the organizational structure.
- Salary for each position.
- The amount of allowances and surcharges.
- Count of everything.
- A note may be included if necessary.
Each enterprise has several structural divisions, reflecting, among other things, the main areas of activity and the larger the organizational structure, the more of them. In accordance with org. structure, management can independently determine the names of divisions and assign a code to the department - this can be either an abbreviation of the name or a set of numbers that indicate their location.
Positions in the organization are determined on the basis of the reference book - classifier OKPDTR, and commercial organizations can use not only the strict wording. Budgetary organizations should apply in strict accordance, since employees can receive certain state support and benefits if this is provided for by a profession that involves working in hazardous working conditions. It will be necessary to use classes and categories, according to the tariff-classification guide. You can specify in any order: scattered, by position priority, alphabetically.
Depending on the production need, the number of personnel is determined independently. It is possible to use part-time work, as well as part-time work. In this case, decimal fractions (0.3; 0.7) are used. At the same time, vacant positions can also be taken into account, if there is a need for a certain number of employees, such data is indicated either in a note or in a footnote below.
The “Salary” column indicates the salary (tariff rate), which is written in rubles with kopecks. The value can be determined in accordance with the tariff scale, at a rate or based on their percentage or share of revenue (profit), etc. If an employee is hired at a piece rate, then the staffing table should indicate the salary calculated according to certain methods.
The official salaries of employees are indicated in column 5, the bonuses that should be reflected in the Regulation "On bonuses" (employment contracts for each employee or a collective agreement) are indicated in column 6. Surcharge for harmful working conditions, which are determined by a mandatory special assessment of conditions labor and fixed by the relevant regulations, are indicated in column 7 .
Additional payments and allowances to employees that are established in the employment contract or established by law are reflected in the column "Surcharges and surcharges". This may be an additional payment for intensity, harmful working conditions, northern coefficients and bonuses. If necessary, you can apply the percentage separation of these coefficients.
The amount of wages, taking into account all staff units, salaries and allowances throughout the enterprise, is indicated in column 9. Actual based on the final value of this column, the total wage fund for the organization for the month as a whole is determined.
The finished form of the staff list is signed by the head of the personnel department, as well as the chief accountant, a seal is put and after that the form is approved by the relevant order of the head. If the document consists of several sheets, then it is stapled, numbered and sealed.
Making changes to the SR
Usually, the staffing table is approved for a year, however, due to certain circumstances, it may be necessary to make adjustments to the previously approved form. This is also done on the basis of the order of the head (or a person authorized for this action), on the changes being made. As a rule, such a need arises as a result of a change in the organizational structure of the organization, for example, when reducing staff or vice versa when expanding, when changing the salary, reorganization, etc.
If the changes have affected any employees of the organization, then they must be notified against signature in writing about the changes made in the “staff”.
