Staffing table is used to formalize the structure, staffing and staffing of the organization in accordance with its charter. It contains a list of structural divisions, job titles, professions with qualifications, information on the number of staff units.

The presence of a staffing table is necessary for organizations of any organizational and legal form. In the absence of a staffing table, for example, an employment contract cannot be concluded with an employee.

Why should an organization have a staffing table?

The staffing table is a document regulating the work schedule (Article 194 Labor Code RB (hereinafter - TC)).

The staffing table must be drawn up in each organization, regardless of the organizational and legal form. This is primarily due to the fact that the basis labor relations is an employment contract that cannot be concluded in the absence of a staffing table. This follows from the concept of an employment contract. Employment contract - an agreement between the employee and the employer (s), according to which the employee undertakes to perform work in a certain one or more professions, specialties or positions of relevant qualifications in accordance with the staffing table and to comply with the internal labor schedule (Article 1 of the Labor Code).

Who makes the staffing table?

The staffing table is made in the organization by a specially authorized person of the employer. As a rule, this is a labor economist. In the absence of a labor economist on the staff, this work can be performed by other employees of the economic service with the participation of personnel and legal services.

In small organizations in the absence of organizational structure of the economic service, the issues of developing the staffing table are decided by the chief accountant, legal adviser, but most often it is an employee personnel service.

The form and content of the staffing table is determined by the employer

The procedure for the development and implementation of the staffing table specific organization as a local regulatory legal act, its form and content is determined by the employer.

In the staffing table, it is necessary to indicate the names of positions, professions and specialties, as well as the qualifications of employees. That is why the participation of the HR department in this process is so important.

The staffing table of the organization should also reflect its structure, staffing and staffing.

The staffing table should include data on the tariff part as the necessary information wages, namely:

The size of the tariff rate ( tariff rates) 1st category as an element of the tariff system;
- wage categories of the professions of workers (positions of employees) and the corresponding wage coefficients;
- the size of the wage rates (salaries) of employees (as a rule, their increases are also indicated, provided for by the local regulatory legal acts of the organization and are of a permanent nature).

Additional payments of a stimulating and compensating nature (above-tariff part of wages), which are of a variable nature, are usually not indicated in the staffing table.

If necessary, the staffing table may contain other information that is used constantly or periodically. For example, in the “note” column, you can indicate for what period a particular profession (position) is entered, the fact that the employee is on parental leave until he reaches the age of 3 years, etc.

Preparatory work for drawing up staffing tables

In order for the organization's staffing table to be economically justified, to meet the objectives of the organization, certain preparatory work must be carried out before it is drawn up and approved:

- Firstly, study the main regulatory legal acts governing the organization of remuneration, including:

Labor Code of the Republic of Belarus;

Instructions on the procedure for determining tariff rates and official salaries of employees commercial organizations and individual entrepreneurs approved by the Resolution of the Ministry of Labor and Social Protection of the Republic of Belarus dated 26.04.2010 No. 60 (hereinafter - Instruction No. 60);

General provisions of the Unified Tariff and Qualification Directory of Work and Occupations of Workers (ETKS), approved by the Resolution of the Ministry of Labor and Social Protection of the Republic of Belarus No. 34 dated March 30, 2004 (hereinafter - General Provisions of the ETKS);

General provisions of the Unified Qualification Handbook of Employee Positions (EKSD), approved by the Resolution of the Ministry of Labor and Social Protection of the Republic of Belarus of March 30, 2004 No. 32 (hereinafter referred to as the General Provisions of EKSD);

other qualification reference books approved in established order;

- Secondly, define and approve the organizational structure of the organization. At this stage, it is necessary to establish the optimal number of structural units, the distribution of functions between them, their subordination and interrelation. The need to create a particular unit is provided for by the employer, depending on various factors: the directions of the organization's activities, the nature of the functions of the unit being created, the volume of goals and objectives set for him;

- third:

calculate the number of employees, taking into account the expected volume of work (services), their labor intensity. When doing this, use the approved by the employer. the following types labor norms: time norms, production norms, service norms, headcount norms, controllability norms, etc.

establish the name of the professions of workers and positions of employees in accordance with the content of their work and duties, provided for by the relevant qualification (tariff and qualification) characteristics;

perform tariffication of jobs and professions of workers on the basis of tariff and qualification characteristics;

to distribute employees to structural services, departments, workplaces;

develop and approve local regulatory legal acts that determine the forms, systems and amounts of remuneration of employees, regulations on structural divisions of the organization, job (work) instructions;

determine tariff rates (salaries).

Taking into account the above, the preparation of the staffing table may include the stages that are discussed below.

We establish the names of the professions of workers

The names of the professions of workers must be established in strict accordance with the ETKS.

Do not use the names of workers 'professions containing any deviations, clarifications, other than those contained in the name itself, and also do not use double names of workers' professions, unless the name itself is double (for example, plumber, stacker, etc. .).

For such cases General provisions ETKS determined that the name of the profession of the worker must be established according to the main job, taking into account the greatest specific gravity work performed by him.

We set the names of positions of employees

The job titles of employees should be established in accordance with the EKSD, which is mandatory for use in organizations, regardless of the form of ownership (Article 19 of the Labor Code).

The general provisions of the EKSD define the concepts of "basic title of the position" and "full title of the position". At the same time, it is said that in all cases, the position of an employee should be assigned its base name in accordance with the OKPD, for which the EKSD provides a qualification characteristic, and, if necessary, the full name of the position.

The name of the position of an employee may reflect:

The nature of the work performed by him, regardless of the specialization of the organization or division in which he works (for example, a customs clearance specialist, an engineer for scientific and technical information, a veterinarian, etc.);
- information containing an additional indication of the employee's specialty (general practitioner, marketing specialist, labor organization engineer, etc.);
- the scope of his activity (master of industrial training, mining foreman, trade agent, etc.);
- operating mode (shift master, etc.);
- place of work (foreman of the site, power engineer of the workshop, etc.).

If it is necessary for an employee to perform two or more labor functions, set the name of his position taking into account the greatest proportion of work performed within a particular function.

In exceptional cases, it is permissible to establish double job titles. The condition for establishing double names is the presence of the components of these names in the OKPD and qualification characteristics in the EKSD, as well as the performance by employees within these labor functions of work (duties) that are related in content and equal in complexity, within the same specialty and qualifications (for example, an accountant- economist). These positions have a position code (category code) by their first name.

IT IS IMPORTANT! The name of the basic position "specialist" can be used only in cases when the employee, in order to resolve issues arising from the nature of production or type of activity, needs knowledge acquired in the scope of higher or secondary specialized education, and his job functions are not provided for by the job duties of qualification characteristics other positions of specialists, other employees contained in the issues of EKSD.

Wherein qualification categories should be assigned for those positions of specialists for which the qualification characteristics of the EKSD provide for intra-job categorization, and in the order and on the conditions established by the relevant qualification requirements.

The name of the basic position "engineer" is applicable in cases where the employee to perform job responsibilities engineering knowledge acquired through higher education is required.

The name of the derived position "leading" can be used for the positions of specialists of the highest qualification level, for which the qualification categorization has been established, provided that the employee performs the functions of a manager and a responsible executor of work in one of the activities of the organization or its structural unit, or the responsibility for coordination and methodological guidance of the executors, taking into account the rational division of labor in specific organizational and technical conditions.

The derived position "leader" is independent. It is not categorized.

The name of the derived position "chief" can be used for the position of the head, provided that he heads a structural unit or has subordinate structural units (subordinate employees in separate divisions) for the type (direction) of the organization's activities determined by the name of the position ( chief mechanical engineer, chief power engineer, chief economist, etc.). The only exceptions are the positions “ Chief Engineer", "Chief Accountant".

We determine the tariff category of the head of the organization, the head a separate subdivision organization (branch, representative office)

Tariff levels and the corresponding tariff coefficients of the heads of organizations should be established by the decision of the property owner (the body authorized to conclude a contract) depending on the payroll number of employees for the organization as a whole, including separate divisions, as well as subordinate organizations and subsidiaries, in the range of tariff categories according to Appendix 3 to Instruction No. 60.

The payroll number of employees of the organization should be determined according to the data of state statistical reporting on average for the period from the beginning of the year to the 1st day of the month in which the contract is concluded, its terms are changed, or a new contract is concluded after the expiration of the maximum validity period of the previously concluded contract.

In a newly created organization, during the first year of activity, with an increase in the actual payroll number of employees, the tariff category of its head can be changed. After the first year of activity, set it on the basis of data from state statistical reports on the payroll number of employees as of the end of the year.

If, during the term of the contract, the number of employees in the organization changes downward due to organizational and technical measures that contribute to improving the efficiency of production and labor, the tariff category of the head of the organization, by the decision of the owner of the property (the body authorized to conclude the contract), may not be revised towards it. lowering.

The tariff category of the head of a separate subdivision (branch, representative office) can be established by a collective agreement, agreement or employer, depending on the headcount of the subdivision's employees in accordance with Appendix 3, or by one of the management levels in accordance with Appendix 1 to Instruction No. 60.

Example 1

The tariff category of the director of a branch, the number of employees of which is 250 people, can be set in 2 ways:

1) depending on the number of employees of the branch - according to the 18th, 19th or 20th categories;
2) by management level 4.13. - 16, 17, 18 or 19 categories.

We determine the tariff categories of the deputy head of the organization (separate division), the chief accountant of the organization (separate division)

Set the tariff category of the first deputy head of the organization (or the chief engineer as the first deputy head of the organization) one bit lower than the tariff category of the head of the organization; deputies of the head of the organization, the chief engineer as the deputy head of the organization, the chief accountant - 1-2 categories lower than the tariff category of the first deputy head of the organization (or the chief engineer as the first deputy head of the organization) (Chapter 4 of Instruction No. 60).

In the absence of the position of the first deputy head of the organization (or the chief engineer as the first deputy head of the organization) in the staffing table, the tariff categories of the deputy head of the organization, the chief engineer as the deputy head of the organization and the chief accountant should be set 1-2 categories lower than the tariff category of the head of the organization.

The tariffication procedure for deputy heads, chief engineer, chief accountant of a separate subdivision is similar to the procedure set out above.

The tariff categories of the deputy chief engineer, chief accountant should be set 1-2 categories lower than the categories of the chief engineer, chief accountant, respectively.

Structural unit and tariffication of its head

For reference: a structural subdivision of an organization (subdivision) is understood as an officially separated part of it, headed by a head subordinate directly to the head of the organization, his deputy or a head of a higher management level, created to manage a certain direction (type) of the organization's activities, with independent tasks, functions and responsibilities.

Structural units should be included in the staffing table, taking into account the following controllability standards:

Management - if there are at least 7 staff positions in its staff, including the position of the head;
- department - if there are at least 4 staff units in its staff, including the position of the head;
- sector (bureau, group) - if it has at least 3 staff positions, including the position of the head.

Indicate the names of structural units in the staffing table in accordance with the organizational structure approved by the employer.

Set the tariffs for the heads of structural divisions in accordance with Appendix 1 to Instruction No. 60.

Appendix 1 provides tariffication for management levels 1.6, 2.7, 3.8 and 4.9.

Set the tariffs for the positions of other heads of structural divisions (heads of centers, complexes, departments, etc.) at one of the specified management levels, depending on the characteristics of the organizational structure, the number of employees and other factors.

Example 2

The tariffication of the position of the head of the department can be set according to one of the categories provided for by the management level 3.8 (17, 18, 19 or 20 categories).

By the decision of the employer, the tariff category of the heads of the administrative and economic services can be established according to management levels 1.10, 2.11, 3.12 of Appendix 1 to Instruction No. 60, depending on the number of subordinate employees.

The employer can independently charge the positions of heads of structural divisions whose positions are not provided for in Appendix 1 to Instruction No. 60 in the manner determined by the collective agreement, agreement or other local regulatory legal act, within the ranges of tariff categories by lines and levels of management.

The tariff categories of the deputy heads of structural divisions should be set 1-2 categories lower than the categories of the heads of the corresponding structural divisions.

IT IS IMPORTANT! Place the manager's position in the category of managers and rate it according to one of the management levels, depending on the number of employees supervised by him in the relevant direction of activity, as well as the specifics of the organization's activities. In this case, the manager can be included in the staffing table both as the head of a department, and as a subordinate employee, incl. as part of a structural unit.

A service can be created in an organization as a structural unit (production structural unit), regardless of the number of employees.

In this case, the employer independently determines the feasibility of introducing the position of the head of the service, as well as its tariffication at one of the management levels in accordance with Appendix 1 to Instruction No. 60 based on the number of subordinate employees.

Tariffication of the head of the production structural unit

For production structural divisions, Instruction No. 60 and other regulatory legal acts do not define controllability standards.

The tariffication of their managers should be established by management levels in accordance with Appendix 1 to Instruction No. 60. The indicated tariffication can be applied to the heads of other production structural divisions, for example, the head of the service.

The employer can carry out the tariffication of individual positions of the heads of production structural divisions (not defined in Appendix 1) independently in the manner determined by the collective agreement, agreement or other local regulatory legal act, within the ranges of tariff categories by lines and levels of management.

Tariffication of positions of specialists and other employees

The billing of the positions of specialists and other employees is carried out in accordance with Appendix 1 to Instruction No. 60.

The employer independently sets for them specific tariff categories and the corresponding tariff coefficients within the ranges in lines 2, 4, 5 of the specified annex. At the same time, the tariff category depends on the level of qualification, theoretical and practical knowledge, the degree of complexity of the work (duties) and responsibility, etc. These requirements are laid down in the qualification characteristics provided for by the relevant qualification reference books.

For reference: assignment of positions to the categories of specialists of intermediate or higher qualification level establishes employer depending on the specific content of the employee's duties, the complexity of the work function performed by the employee in the area of ​​activity, which is reflected in the job description of the specialist.

Set the tariff category of the assistant to the head of an organization belonging to the category of specialists to 1-4 digits lower than the tariff category of the deputy head of the organization.

The employer can carry out the tariffication of individual positions of specialists (not determined according to Appendix 1) independently in the manner prescribed by the collective agreement, agreement or other local regulatory legal act, within the ranges of tariff categories according to the specified lines of Appendix 1 to Instruction No. 60.

Tariffication of workers' professions

Set the tariff categories of workers from the 1st to the 8th category of the ETC of Appendix 1 to Instruction No. 60.

By professions of workers whose qualifications are not provided for qualifying ranks, calculate tariff rates based on multiples of the tariff rate of the 1st category, determined by Appendix 2 to Instruction No. 60.

IT IS IMPORTANT! The staffing table can include the professions not only of workers with time wages, for whom monthly (hourly) tariff rates are set, but also of workers with piecework wages, indicating the size of the monthly wage rate corresponding to the assigned wage category of the worker (Article 1 of the Labor Code).

For individual highly qualified workers, who are charged according to categories (starting from the 5th), the employer has the right to set tariff rates based on the tariff coefficients of the corresponding tariff categories of the UTS in the range of 2.03-2.48, inclusive. The procedure and conditions for establishing the specified tariff rates may be determined by a collective agreement, agreement or employer.

Approval and implementation of the staffing table

The staffing table is a local regulatory legal act, the procedure and form of approval of which are not established by law. These issues should be regulated by the charter or other constituent documents.

Given the status of this document, the staffing table is approved by the head of the organization or the person who, in the absence of the head of the organization, performs his duties.

Approve the staffing table in the form of an independent document, the administrative nature of which is determined by the stamp "APPROVED". In this case, additional registration of this document in the form of an order is not required.

In this case, the date of approval and the date of entry into force of the staffing table are its necessary details.

The staffing table is usually drawn up for a calendar year.

Changes and additions to the staffing table

For organizational, economic or production reasons, the staffing table of the employer may be changed.

Changes can be made by order.

- an example of filling out an order on making changes to the staffing table on p. 25 magazines;
- a sample of making changes to the staffing table by approving the list of changes with the appropriate stamp (p. 25 of the journal);
- an example of a staffing table (for organizations in which the application of the Instruction is mandatory) on p. 26-27 magazines;
- an example of filling out the staffing table (for organizations in which the application of the Instruction is not mandatory (the remuneration system is established in the local regulatory legal act)) on p. 28 magazines.

Irina Vasilkova, economist

What mistakes are most often made in the staffing table?

First of all, it is incorrectly defined legal nature staffing table. The staffing table is not a local regulatory legal act (does not contain a rule of law), but a local act with information about the state and the number. Only one Art. 194 of the Labor Code requires the organization to have a staffing table, and in relation to the internal work schedule. The main column in the staffing table is the number of staffing units. It is important to correctly indicate the name of the position, profession. But it is not at all necessary to reflect salary information in the staffing table. It is necessary to harmonize the staffing table, job (work) instructions, contracts, so that the names of positions and professions are the same everywhere. For example, it will be a violation when the staffing table has the position of "accountant", and an employment contract is concluded for the position of "payroll accountant". Such a violation can be perceived as the failure to close a vacant staff position and failure to report it to the employment service, which will entail a fine of up to 20 BV.<*>... The same situation can be with categories. Therefore, it is better to indicate the category in a separate column in the staffing table, rather than combine the name of the position with the category. As a rule, the staffing table is divided into chapters, sections based on the structure of the organization. However, different chapters may have different columns.

Among the mistakes I will name non-observance of the approvals provided for in the charter. For example, the director must approve the staffing table in agreement with any collegial body of the economic community or the owner of the property of a unitary enterprise.

Can there be several tariff rates of the 1st category in the organization? And is it necessary to indicate in the staffing table both the size of the tariff rate of the 1st category and official salaries (rates)?

If the organization uses the ETS, then the tariff rate (TC) of the 1st category is usually indicated in the staffing table or in a separate order. The organization may have several vehicles of the 1st category. There are restrictions on the size of the 1st category vehicle:

• for state organizations, by decree of the Council of Ministers of July 31, 2014 N 744 - an increase is allowed only if the ratio of growth in labor productivity and wages is more than 1.0;
• for organizations with overdue wage arrears at the end of the reporting period - from the 1st day of the month following the reporting period and until the elimination of such arrears to calculate the official salaries of managers, specialists and other employees, TS of the 1st category should be used for budget organizations<*>... This responsibility is often overlooked. For example, if for March the salary (by the date of April 13) was paid only on May 7, then from May 1 to May 6 for employees (not for workers) there should be a "budget" TS of the 1st category, and from May 7 - a return to the previous TS of the 1st category.

Note that there is no obligation to indicate the size of the salary in the staffing table. Previously, there was such a requirement - in the expired resolution of the Ministry of Labor and Social Protection of April 28, 2006 N 54, where the form of the staffing table provided for the final official salary (rate) and the procedure for their calculation.

How to issue changes to the staffing table?

The staffing table changes in the same way as it is entered. According to the Instruction for office work<*>there are two possible ways:

• as an independent document on the nomenclature of cases with the "APPROVED" stamp and such details as the name, date of the document, N document (this attribute is often overlooked), text, signature;
• by means of an order on the approval of the staffing table with the stamp "APPROVED by order". The staffing table in this case is an appendix to the order. In this case, the staffing table does not have a number.

What is the minimum part-time position in the staffing table?

There is no minimum permissible ratio to the number of staff members in the legislation. Therefore, there may be 0.18 and 0.05 of the staff unit. In practice, coefficients that are multiples of 2 (0.4; 0.6; 0.8) are used for incomplete working week; multiples of 5 (0.25; 0.75) - with an incomplete working day.

How to correctly form the name of the position, profession?

1. Full name of the position (profession) = derivative + basic + additional information. For example, Deputy Director for Administrative Affairs: Deputy - derivative; on administrative issues - additional information. Sometimes additional information can be ahead of the basic position: PR / HR manager. It is better not to intrude on the basic name of the position, profession, so that it does not affect the pension.

2. A complete list of basic positions, professions is contained in the OKRB "Occupations", although today it is correct to apply EKSD, ETKS.

3. The first deputy and the deputy have different derivatives. The first deputy refers only to the deputy head of the organization, he performs the duties of the latter during his absence, regardless of the job description, an order on the distribution of duties is enough.

4. "Chief" - can be a derivative position, and as part of a basic position (chief accountant, chief engineer), provided for by EKSD.

What is the difference between a presenter and a senior?

The derivative "presenter" refers only to employees with qualifying categorization. "Senior" can be a worker. What they have in common is that there is a function related to management (processes, mechanisms). And it doesn't have to be leading people. In the case of qualification categorization - the presenter; if uncategorized - senior.

The staffing table is a production document that is not created for a long period of time. Reshuffles in the state, a decrease or increase in salaries, as well as other circumstances need to be adjusted.

Making changes to the staffing table is a normal procedure and must be carried out in accordance with the requirements of the law and the rights of workers. The important steps of this process are presented in this article, they will help to avoid errors in the enterprise documentation.

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Grounds and reasons for making changes

Taking into account the directory on the qualifications of the positions of workers, superiors and their subordinates, it is responsible for the execution of the staff timetable labor economist... But not all facilities have this economist and the boss independently decides who will do this work.

The staffing table is usually based production tasks as well as the amount of work. Based on these data, the staff is recruited and the fixed assets are calculated, according to which the salary is determined within the limits of the legislative norm.

But, organizations tend to change, develop, and transform. Changes can consist of an increase in serving areas, or in the adjustment of activities. Because of these circumstances, the form of labor changes, which means that workers can be both in surplus and in shortage.

In addition, adjustments to an important paper can be due to changes in tariff rates... The federal law is regularly adjusted to the minimum wage, and the management of the organization, if funds allow, can raise the salary as a percentage of the salary.

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

In addition, results that show declining profitability or supply interruptions may be a reason to lay off some workers. And if the administrator draws up a document that says about the increasing volume of work due to the introduced innovations then this will be the reason to recruit new people to the staff.

What adjustments can there be?

Making adjustments to the state schedule and their order depends on how global the changes will be. Basically, the changes are as follows:

How do I notify employees?

The head of the organization must inform his subordinates about all changes that occur at the facility, provided that they are related to the implementation of the production tasks of workers. Familiarization should take place both during and during the activity.

If the staff schedule changes, but it does not affect the activities of workers, then the boss not obliged to report about this to your employees. This means that if the management decided to fill the staff with additional positions, then the subordinates do not need to know about this.

If a reduction is planned, then those workers need to know about this. whom they decided to fire. The reduction is reported by a notice in the form of an order, which the manager must provide to employees against signature.

Naturally, subordinates should also be aware of changes in wages. 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 TC.

How often can the staffing table be changed?

The legislation does not prescribe 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 admissible at the level of legislation.

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

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

• Formation of a new staff schedule.

The old schedule is taken as a basis and form another making some adjustments. Begin work on this document from the middle of the year, or from the beginning.

• The state schedule is being amended.

Adjustments are made when it counts it is necessary for the leader to do so... The document will contain the reasons why the document had to be corrected. In addition, the changes made are recorded.

Can they be fired due to a change in the staffing table?

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

How to fill out the unified form No. T-3 correctly?

So, let's proceed directly to drawing up the staffing table. The most common way to register it is filling out the unified form No. T-3. In this case, one should be guided by the Instructions for the use and filling out of the forms of primary accounting documentation, approved by Resolution No. 1.

We design the "cap". First of all, in the field "Name of the organization" it is necessary to indicate the name of the organization in accordance with the registration certificate. If the certificate contains both full and short names, then any of them can be specified in the staffing table.

Then the code for OKPO (All-Russian Classifier of Enterprises and Organizations), the number of the document and the date of its preparation are indicated. For ease of registration, the staffing number may contain an alphabetic index (for example, SHR).

The unified form No. Т-З includes the following wording: "The staffing table for the period ______ from" ___ "______ 20__". It would seem that the designation of the period of validity of the document implies the indication of the date not only of the beginning, but also of the end of this period. Do I need to indicate the end of the staffing table or is it enough to indicate that the staffing table comes into force on a certain date? Obviously, the unified form presupposes exactly the second option. This is explained by the fact that in the process of carrying out activities in the organization, there may be a need to change the staffing table, therefore it is very difficult to accurately predict the expiration date of its validity.

Column 1 ("name") indicates the name of the corresponding structural unit. These can be both branches, representative offices, and departments, workshops, sections, etc. (Clause 16 of the Resolution of the Plenum of the Supreme Court of the Russian Federation of 17.03.2004, No. 2 "On the application by the courts Russian Federation Labor Code of the Russian Federation ").

For the convenience of working with the staffing table, it is better to arrange structural divisions in groups according to their hierarchy from administration to service divisions. For example, first of all, the divisions carrying out general management (directorate, accounting, personnel department, etc.) will be indicated, then - production divisions or divisions performing the main functions of the organization, and at the end - auxiliary and service divisions - (administrative and economic service , supply department, warehouse, etc.).

Column 2 ("code") contains the codes of structural units assigned to them by the employer. As a rule, codes are designated by numbers, the number of which varies depending on the complexity of the organization's structure. This allows you to determine the place of each department (division, group, etc.) in the overall organizational structure. For example, code 02 is assigned to the finance department. Accordingly, the finance and planning department and accounting department, which are part of the department, will have codes 02.01 and 02.02.

In the event that the organization uses centralized system workflow, the code of the structural unit can be omitted.

Column 3 indicates the position (specialty, profession), category, class (category) of the employee's qualifications. It is better if these data are presented in accordance with:

• All-Russian classifier of workers' professions, office positions and wage categories OK 016-94 (introduced by the decree of the State Standard of Russia dated 26.12.1994, No. 367);
  
• A qualification reference book of the positions of managers, specialists and other employees (approved by the decree of the Ministry of Labor of the Russian Federation of 08.21.1998, No. 37).

Of course, these guides are outdated and many of the posts that appeared in last years, they are missing (for example, the position of an office manager). Therefore, differences in the names of positions, professions, specialties in qualification reference books and in personnel documents organizations are acceptable. However, if the provision of compensation and benefits or the presence of restrictions is associated with the performance of work in certain positions, professions, specialties, then the name of these positions, professions or specialties and qualification requirements to them must comply with the names and requirements specified in the qualification reference books, approved in the manner prescribed by the Government of the Russian Federation (Article 57 of the Labor Code of the Russian Federation, clause 3.1 of Instruction No. 69). Otherwise, the employee will not have the right to benefits.

Example 2

In the work book of a music worker who for 17 years ran a children's choir studio at a boarding school, his position was listed as "organizer of the circle." Since this position is not in All-Russian classifier professions of workers, positions of employees and wage categories, nor in the List of works, professions, positions, specialties and institutions, taking into account which an old-age labor pension is early assigned in accordance with Article 28 Federal law"On labor pensions in the Russian Federation", approved by the Government of the Russian Federation of October 29, 2002, No. 781, this work experience was not included in the insurance for early assignment of a pension to an employee.

According to Art. 57 of the Labor Code of the Russian Federation, the position of an employee to be hired must correspond to that indicated in the staffing table. There are cases when the job title used in employment contract, does not correspond to the staffing table, or such a position is not provided at all by the staffing table. In this case, the contradiction existing between the employment contract and the staffing table should be resolved in favor of the employment contract (Article 8 of the Labor Code of the Russian Federation). The employee will perform the labor function provided for by the employment contract (that is, work according to the position, specialty or profession specified in the contract), and the personnel officer will have to make the appropriate changes to the staffing table. We'll look at how to do this a little later. In the meantime, we will continue filling out the form.

When filling in column 4 ("Number of staff units"), the number of staff positions for the respective positions (professions) is indicated. In the case when it is envisaged to maintain an incomplete staffing unit, taking into account the specifics of part-time work, the number of staffing units is indicated in appropriate shares, for example, 0.25; 0.5; 2.75, etc.

Considering that new employees can only be hired for vacant positions, the staffing table can indicate not only existing staffing positions, but also vacant ones. In other words, if an organization employs 10 people and at the same time 10 staff units are also indicated in the staffing table, then when the staff expands, you will have to make changes to the staffing table. And you can immediately lay a larger number of staff units (for example, 12). Thus, in the staffing table, you can keep the personnel stock for the future.

One of the issues that cause difficulties in practice is related to the registration of part-time jobs. For example, several people can work part-time or part-time in the same position. In this case, the staffing table indicates the total number of staff members for the corresponding position.

Suppose there are two full-time freight forwarders and one part-time. In this case, in column 4, 2.5 staff units should be indicated.

Column 5 ("Tariff rate (salary), etc."), depending on the system of remuneration adopted in the organization, indicates the monthly salary at the tariff rate (salary), tariff scale, percentage of revenue, share or percentage of profit, coefficient of labor participation (KTU), coefficient of distribution, etc. In this case, wages are determined in ruble terms.

We remind that in accordance with Art. 133 of the Labor Code of the Russian Federation size official salary(tariff rate) cannot be lower than the legally established minimum wage (the actual minimum wage figures are here (http://www.consultant.ru/law/ref/stavki/mrot/.). In this case, the remuneration system must be established locally - regulation(for example, the Regulation on remuneration).

Example 3

As can be seen from the above example, the staffing table determines the salary for the corresponding position, but not the remuneration for a specific employee.

Columns 6-8 ("Allowances") indicate incentive and compensation payments to employees (bonuses, allowances, additional payments, incentive payments) established by the current legislation of the Russian Federation (for example, northern allowances, allowances for academic degree etc.) or introduced at the discretion of the organization (for example, related to the regime or working conditions).

Allowances are incentive payments in excess of the established official salary, set, as a rule, with the aim of increasing labor efficiency. Allowances may be provided for the length of service, professional skill, high qualifications, performance indicators, etc. What is important, with the help of bonuses, the employer can increase the wages of employees holding the same positions. Surcharges can be set in the form:

• a fixed amount (if the salary is changed, the amount of the allowance can be left the same or also changed);
  
• in the form of a percentage allowance (in this case, the amount of the allowance is changed along with the salary).

Please note: if the remuneration system provides for the possibility of establishing individual allowances for each position, then in column 3 each position must be highlighted in a separate line, and in column 4, in front of each position, put a unit.

Another frequent question, which worries, among other things, personnel officers: is it possible for employees holding the same positions to set different salaries, for example, by providing a salary fork in the staffing table? Both in the legal literature and in practice, there are two opposite approaches to solving this issue. So, some experts believe that this is perfectly acceptable. In support of this point of view, Art. 132 of the Labor Code of the Russian Federation, according to which the salary of each employee depends on his qualifications, the complexity of the work performed, the quantity and quality of labor expended and is not limited to the maximum amount. Taking this into account, wages should be established differentially and depend, first of all, on the qualifications of the employee, on the basis of which different salaries may be established for employees holding the same position, but having different qualification categories.

According to other experts, one salary corresponds to each position. In the event that it is necessary to establish different wages for employees holding the same positions, it is advisable to regulate the amount of wages using different allowances (for example, for the intensity of work).

Example 4

Column 9 indicates the total amount formed by adding columns 5-8, that is, the sum of salaries for all staff units of a particular position, taking into account the established allowances. If columns 5-9 cannot be filled in in ruble terms (for example, due to the use of tariff-free, mixed and other remuneration systems), these columns are filled in in the appropriate units of measurement (in percentages, coefficients, etc.). In this case, the calculation of the total amount (total) in columns 5-9 is possible if the tariff rates and markups are set in the same units for the same period of time.

Box 10, as its name suggests, is for various notes. If they are absent, it remains blank.

After entering the data in all columns, fill in the "Total" line located at the bottom of the table. For this, the number of staff units, the amount of salaries, allowances and the amount of the monthly payroll are calculated in vertical columns.

The formalized staffing table is signed by the head of the personnel service or the person who is entrusted with the responsibility for maintaining HR administration and also the chief accountant of the organization.

In the unified form of the staffing table, affixing of a seal is not provided. In this regard, the stamp can be applied, but not required.

An example of filling out the staffing table is presented in Example 5.

How to make changes to the staffing table?

Sooner or later, any personnel officer is faced with a change in the information contained in the staffing table. For example, there is a need to introduce a new staffing unit or a whole subdivision, or to reduce the existing one, to change salaries, tariff rates, rename a subdivision or position, etc.

There are two ways to make changes to the approved staffing table:

Option 1. Change the staffing table itself, that is, approve the new staffing table with a new (next in order) registration number.
Option 2. Make changes to the current staffing table.

In this case, the staffing table remains the same, only a number of its positions change (the contents of the graphs). Changes are made by order, after which the staffing table is adjusted. The following can be used as the headings of the corresponding order: "On changing the staffing table", "On partial changes in the staffing table", "On making changes to the staffing table", etc. The order should indicate the reason for making changes to the staffing table (for example, reorganization of the company , optimization management work, -improvement of the structure of the organization, etc.).

Example 5

If the organization has a complex structure, we recommend that when making changes to the current staffing table, indicate in the order not only the relevant position, but also the structural unit whose staffing is affected by the changes being made. This is due to the fact that in different departments there may be positions with the same names.

There are no standards for how often the staffing table needs to be updated. Therefore, this can be done as needed.
Do not forget that changes and additions made in accordance with the established procedure to the staffing table of the organization are brought to the attention of employees, after which they work books on the basis of an order (instruction) or other decision of the employer, appropriate changes and additions are made. This is stated in clause 3.1 of Instruction No. 69.
Please note that a permanent or temporary change in the labor function of an employee and (or) the structural unit in which the employee works (if the structural unit was specified in the employment contract) is nothing more than a transfer to another job (part 1 of article 72.1 of the Labor Code RF). As a change in the labor function of an employee, a change in the title of the position, determined by the parties and enshrined in the employment contract, is also considered, regardless of the reasons for such a change (for example, due to a change in the staffing table).

When to make changes in case of downsizing?Reduction in the number or staff of employees is one of the reasons for making changes to the staffing table. Downsizing of the organization implies the exclusion of certain staff units from the staffing table, while downsizing the staff implies the exclusion of individual positions. The workers laid off for one reason or another are subject to dismissal under paragraph 2 of Art. 81 of the Labor Code of the Russian Federation.

Considering that, in accordance with Article 180 of the Labor Code of the Russian Federation, employees must be warned about the upcoming dismissal to reduce the number or staff at least two months before dismissal, the new staffing table can be put into effect no earlier than two months after it was drawn up. The presence of the staffing table can confirm that the dismissal of employees was justified (that is, the employer will have the opportunity to visually demonstrate the absence of jobs).

If the circumstances that led to the change in the staffing table towards a decrease in staffing levels are eliminated, the employer can restore the reduced positions by making changes to the staffing table or by approving a new one.

Can I change the uniform form?In the decree of the Goskomstat of Russia dated March 24, 1999 No. 20 "On approval of the procedure for the application of unified forms of primary accounting documentation", it is noted that in the unified forms of primary accounting documentation (except for the forms for recording cash transactions), approved by the Goskomstat of Russia, the organization, if necessary, can make additional details. In this case, it is not allowed to delete those details that are already present in this form (including code, form number, document name).

All changes made to the unified form must be formalized by the administrative documents of the organization. In addition, the very formats of the forms indicated in the albums of the unified forms of primary accounting documentation are recommended and are subject to change. So, in the manufacture of forms based on unified forms, it is allowed to make changes in terms of expanding and narrowing columns and lines, add loose leaves - for the convenience of placing and processing the necessary information.

M.A. Kokurina, lawyer

Staffing: we solve contingencies

Strictly speaking, according to Qualification handbook positions, a staffing economist should be responsible for drawing up the staffing table Qualification reference book of positions, approved by By Decree of the Ministry of Labor dated 08.21.98 No. 37... But it happens that there is no such position even in large company... Therefore, the execution of this document is entrusted to both personnel officers and accountants. After all, it is these people who have information about the structural divisions of the company, the positions available in them and their status (occupied / vacant), the number of staff units and salaries for each position.

So, if your manager has instructed you to deal with staffing or making changes to it, do not be alarmed. We have prepared for you a sample of filling out the staffing table in the "Document flow" section on. And we give answers to some of the questions of our readers who have already taken up this matter.

Employees do not need to be introduced to the staffing table

THEM. Pekareva, Novosibirsk

We do not have a staffing table. And one disgruntled employee began to threaten that he would complain to the labor inspectorate, because he was not familiarized with this document when he was hired. Should we have done this?

: According to Rostrud, the staffing table is a local normative act (LNA), which fixes p. 1 of the Letter of Rostrud dated 22.03.2012 No. 428-6-1:

• the prevailing division of labor between employees;
• terms of payment for their labor.

The Labor Code of the Russian Federation obliges to acquaint the employee with those from the LNA who are “directly related to labor activity employee " Art. 68 of the Labor Code of the Russian Federation... Therefore you are not obliged to show the employee the staffing table if:

• there is his signature that before signing the employment contract, he was familiar with both the job description and the LNA, containing the rules for the formation of the amount of remuneration for his work (for example, this could be a provision on remuneration) Art. 68 of the Labor Code of the Russian Federation;
• the size of his salary, surcharges and allowances specified in the employment contract e Art. 57 of the Labor Code of the Russian Federation.

The staffing table is kept by the one who is responsible for it

M.A. Markulov, Kazan

Is it correct that our staffing table is kept by personnel officers? And how long do you need to keep inactive staffing tables?

: You can store the staffing table where it is convenient - there are no legislative special requirements not installed. If, according to your document flow regulations, the personnel department is engaged in making changes / additions to the staffing table, let it be stored there.

And to store the schedule itself and the orders that change it, you need to constantly in the company, that is, indefinitely. p. 71 of the List, approved. By order of the Ministry of Culture dated 25.08.2010 No. 558.

Positions that are temporarily replaced can be added to the staffing table

I.T. Plekhanov, Podolsk

From time to time, we need to hire a quality specialist. On the basis of a civil law contract, the specialist we need does not want to work. Can we introduce a temporary position into our staffing table, for example, for 3-4 months, in order to accept it under an employment contract for this period?

: You can:

• <или>just add such a position to the staffing table and not mark in any way that it is temporary;
• <или>indicate in the staffing table that the position is temporary or replaced for a specified period. For example, you can indicate this in column 10 "Note" of form No. T-3.

But keep in mind: even if you indicate the temporary nature of the position in the staffing table, you cannot conclude a fixed-term employment contract on the basis of this alone. If you hire a specialist for a while, in his employment contract you must indicate the reason for the "urgency" provided for by the Labor Code of the Russian Federation. Let's say he comes to do temporary or seasonal work. Art. 59 of the Labor Code of the Russian Federation.

Choose the method of changing the staffing table yourself

THEN. Lorkovich, Moscow

Can I increase the salary for several positions and approve a new staffing table in one order?

: Any changes to the staffing table are made by order of the head of the organization. There are no special rules. You can draw up such an order.

ORDER No. 13-5
on increasing salaries and approving the staffing table

I ORDER:

1. To establish from 01.04.2013 salaries by positions:
- foreman of the production site - 35,000 rubles;
- assistant foreman of the production site - 28,000 rubles;
- technologist of the production site - 38,000 rubles.

2. Approve the new staffing table You can do it in another way - indicate in the above order the following: "To make changes from 01.04.2013 to the staffing table No. 2 dated 31.01.2010, taking into account the increase in salaries for the positions specified in clause 1." But this option is suitable only if you rarely make changes to the staffing table.
It is more convenient, of course, to assert each time new edition staffing table. So it is easier to see the current situation in the state than to look for innovations according to various orders with the heading "On changes to the staffing table" No. 3 of 27.02.2013 (attached) and put it into effect from 01.04.2013.

And do not forget to conclude with employees whose salaries are changed before approving the new staffing table, additional agreements to labor contracts.

Only a vacant position can be deleted from the staffing table

ETC. Yudina, Pyatigorsk

The manager instructed me to remove from the staffing table the position that was occupied by an employee who went on maternity leave, and then on parental leave. And I doubted something, is it possible to do this at all?

EXPLAIN TO THE MANAGER

If a woman on parental leave wants to return to work before the child reaches the age of 3, she must be hired, even if her position is struck off the staffing table.

: Your doubts are justified - “to remove the position,” as you say, is possible only if it is vacant. Otherwise it comes on staff reduction.

When a woman leaves for maternity leave / parental leave until she reaches 3 years of age, she retains her place of work. And it is impossible to reduce her position under any circumstances x articles 256, 261 of the Labor Code of the Russian Federation... This position is considered occupied, even if the responsibilities for it are assigned to other employees.

It is necessary to index vacation pay if salaries for the whole state have increased

I.B. Lanina, auditor, Moscow

We conduct an audit of a company where there is an order to change the staffing table in connection with the introduction of several new positions and salary increases for old positions. How to calculate vacation pay correctly - taking into account the average earnings of an employee, increased by the coefficient of increase, or not?

: First of all, look whether the salaries of all employees of the company, individual employees or an entire structural unit (department, workshop, site, geographically separate branch or representative office of a company have been increased) Clause 16 of the Resolution of the Plenum of the Armed Forces dated March 17, 2004 No. 2). Depending on this, and act e p. 16 of the Regulations, approved. Government Decree of 24.12.2007 No. 922:

• <если>salaries were increased to all employees of one department or firm, without exception, then calculate the increase coefficient and increase earnings for it when calculating vacation pay;
• <если>salaries were increased to individual employees, then it is not necessary to calculate the increase coefficient and index on it average earnings for calculating vacation pay.

The staffing table may contain vacancies

M.A. Pushkareva, Pushkin

Our HR inspector resigned, his duties were entrusted to the accountant by the order of the director. How can this be reflected in the staffing table now? Is it possible to exclude the HR department from the staffing table altogether?

: Can. But first, check with your manager if he is going to hire HR in the future. If yes, then it is better not to touch the staffing table, let there be a vacant position.

If you take to the company cadres is no longer planned, you can prepare for the manager's approval:

• <или>an order to change the staffing table in connection with the elimination of the personnel department;
• <или>an order on the introduction of a new version of the staffing table, which does not contain personnel positions.

In the staffing table, the salary is set in full

S.E. Khorosheva, St. Petersburg

We take two deputy directors. But one is full-time, and the other is part-time. How to reflect this in the staffing units and what to write in the staffing table "Salary": the whole salary according to the position or half?

: In your situation, the staffing table can be filled in as follows:

Structural subdivision		Position (specialty, profession), category, class (category), qualification	Number of staff units	Tariff rate, salary, rub.	Allowances, rub.			Total per month (group 5 + group 6 + group 7 + group 8) x group 4	Note
Name	code
1	2	3	4	5	6	7	8	9	10
...
Administration	01	...	...	...	...	...	...	...	...
		Deputy General Director	1,5	20 000	-	-	-	30 000	-

Or like this:

payment condition in proportion to the hours worked.

There can be no different salaries for the same positions

Etc. Pashkevich, Moscow

It is coming out to us now new employee for the vacant position of a specialist. The director said that his salary will be higher than that of an employee who already works for us in the same position.
But I doubt: is it possible to put two positions "specialist" with different salaries in the staffing table?

: It is forbidden Rostrud letter dated 27.04.2011 No. 1111-6-1... Usually, if the labor inspector discovers such discrepancies during the inspection, he will fine for the violation labor legislation and issues an order on the establishment of equal salaries for the same positions Determination of the St. Petersburg City Court dated 11/14/2011 No. 33-16864.

REMINDING THE LEADER

Set different salaries for people working in the same positions, it is forbidden. If an employee wants to pay more than others in the same position, you can either rename his position, or set some bonuses for him.

Therefore, discuss with the manager the introduction of changes to the staffing table:

• <если>if your company has a local normative act (perhaps a regulation on payment) provides for any compensatory or incentive salary increments, then write down the same salaries for these employees, and set bonuses for a higher-level specialist. See what suitable allowances are in the company's internal act. For example, an allowance for knowledge of a foreign language, for professional skill, for completing particularly important tasks, etc.;
• <если>If you do not have any salary increments in your company, then write down different job titles in the staffing table. Let's say a specialist and a leading (senior, chief) specialist. And don't forget to prepare a separate job description leading specialist, if you do not have one.