Sample extract from the staffing table in 2021 - filling out, download for free in excel, what it is and what it looks like, without salaries

Why do you need staffing?

The staffing arrangement can be useful in the work of a person who is engaged in personnel work. The form of such a document as “staffing arrangement” has not been approved. However, in practice, the staffing form is most often formed on the basis of form No. T-3. A column is simply added to this form in which the last names, first names, and patronymics of employees holding certain positions are entered. Having such a document in the HR department, you can quite easily see the availability of vacant positions, as well as the closure of staff positions when hiring a part-time worker or if one position is divided between several employees.

What tasks does staffing help solve?

The main purpose of drawing up the document is to track vacant positions and determine the organization’s personnel needs. In addition, the use of staffing helps solve the following problems:

track staff turnover;
determine the availability of vacancies;
establish the number of pensioners and disabled people in the state;
analyze the salary range, etc.

In companies with a large number of employees and constant turnover, drawing up staffing will be especially relevant. If any position is vacated, an employee of the HR department, using this document, will be able to easily find a suitable candidate for the vacant position from among the existing employees.

Maintaining staffing

The law does not oblige employers to maintain staffing levels. They can do this solely at their own discretion. In this case, this document can be maintained both in electronic form (for example, in Excel or Word) and in paper form.

Maintaining staffing and keeping it up to date is quite simple (even if such work is not automated). It is enough for the personnel officer to enter all information about the employees (for example, the date of return from long-term vacations or the presence of disability, etc.) in the staffing form. The more detailed the staffing arrangement is, the more useful it will be. For example, based on staffing, you can generate reports for management on various issues. For example, the director can periodically clarify which employees are currently on vacation. Using the standard layout, preparing a report with this information will not be difficult.

Normative base

The law does not establish the form of staffing, as well as the rules for its implementation, which does not mean a complete absence of regulation.

Thus, clauses 98-99 of Rostechnadzor Order No. 372 dated May 30, 2008 contain explanations on the rules for creating and maintaining the specified document, including the main subsections and a list of necessary information, as well as persons who may be authorized to draw up the arrangement.

Also, a mention of a staff certificate is contained in Order of the Ministry of Culture of Russia dated August 25, 2010 N 558, which approved a list of standard management documents issued in the course of the economic activities of a particular enterprise.

That is, the law does not contain a direct indication of the maintenance of the specified document, but the company has the right to approve the procedure for registering the placement independently, based on the need to streamline personnel information or on the basis of industry regulations, if any have been created.

Sample and form of staffing arrangement

Below we provide a sample staffing arrangement. In our opinion, such a sample is quite suitable for ordinary work. If you want to make a different option, you can simply add the columns you need to it (or exclude unnecessary ones). Based on our sample, you can reflect which units in the staffing table are occupied, indicating the full names of specific employees, their personnel numbers and payment conditions.

A completed sample staffing arrangement may look like this:

You can also do it for free (you can fill it out yourself).

Staffing and staffing: what is the difference?

The staffing arrangement is for informational purposes only; the information contained in it is used not only to track turnover, but also to simplify the preparation of planned reporting. In addition to the list of positions and tariff salaries, full names are recorded in the arrangement. persons holding a specific position and additional information about them. The document does not have an approved form and is drawn up in any order.

Shelf life

As part of Order of the Ministry of Culture No. 558, the standard staffing table is stored at the enterprise in accordance with paragraph 71 for at least 3 years. But the shelf life of the arrangement, by virtue of clause 74, is 75 years, given that the specified document contains personal data of the company’s employees.

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Personnel

extracts from the staffing table without salaries

Let's consider a sample of drawing up an extract from the staffing table, which does not contain the salaries established for the personnel of the enterprise. Such a document must contain the following mandatory attributes:

Full name of the company.
Name of the document being drawn up: “Extract from the staffing table.”
Registration data of the staffing table: its number, date of preparation and approval, period for which it was compiled.
Information about the persons who signed the original document.
Requested information about the titles of specialist positions, their quantitative composition, broken down by department.
Signature of the person who prepared the extract and seal of the company (if available). The person who signed the extract is responsible for ensuring that the specified data corresponds to the information contained in the original staffing table.

Extracts from the staffing table can be found at the link: Sample extract from the staffing table without salaries.

Why do you need an extract from the staffing table?

The staffing table is a local regulatory act of the enterprise, which displays the personnel structure broken down by departments and positions.
In addition, it includes salaries, allowances and other payments established for a particular position. Read more in our article Is staffing a local regulation? The information contained in such an act may be requested in the form of an extract from the staffing table:

When an enterprise joins a self-regulatory organization (SRO), when the type of activity chosen by such an enterprise requires mandatory membership in the SRO. An example would be construction, design, and research activities for the subsequent construction of buildings and structures.
By the employee himself by submitting a written application within the framework of compulsory social insurance (Article 62 of the Labor Code of the Russian Federation).
When conducting inspections by control authorities (labor and tax inspectorates, etc.).
When an enterprise participates in government procurement or tenders held by large companies, to confirm that the specialists necessary to perform certain works are available.
In various legal proceedings - both between an employee and an employer, and in relations with third parties.

Detailed information about the staffing table and all the nuances of its preparation is contained in the ConsultantPlus guide to personnel issues. If you do not yet have access to the ConsultantPlus system, you can obtain it free of charge for 2 days.

How to compose?

Speaking about how to make an extract from the ShR, it should be noted that the compiler needs to take into account the nuances of drawing up the document in question.

The drawn up act specifies the details assigned to the ShR. Corrections are made to the name by inserting the word “Extract” before the name of the act.

The act indicates the date and number assigned to the original schedule when compiled. You cannot indicate the date of drawing up the act and its registration number.

A person holding a leadership position in an organization should not sign the document drawn up. After drawing up the act, at the end, indicate the surname and initials of the person who signed the ShR. It also indicates what position he holds.

An extract made from any type of documentation is equivalent in value to a copy. In order to give it legal significance, it is certified with the appropriate seal, and a mark is also placed indicating certification.

The rules for compiling extracts from documents are regulated by local acts adopted by the organization where the extract needs to be made. The act can be drawn up on a form developed by the enterprise. When the documents are missing a part that is introductory, then the necessary fragment is entered, as an example, “I approve”, “I order”, etc.

In practice, there are recommendations for inserting the word “signature” between the initials and position of the person signing the act. However, these provisions do not have documentary support.

If we consider such a recommendation in essence, then we can say that it is unnecessary, since all documentation goes through the registration process after it is signed.

When documentation is used within one enterprise, it is allowed not to certify it with a seal indicating the authenticity of the copy. The contents of the document must be completely identical to the original schedule.

If a document is drawn up on several sheets, then it is possible not to certify each sheet separately. That is, there is no need to put a stamp and signature on each page.

In this case, a special certification procedure is applied: the sheets must be stitched together, the thread on the back of the last sheet must be sealed and a tag must be applied.

The tag indicates how many sheets are stitched, stapled and numbered, and the word “correct” is also inserted. The signature of the person holding a managerial position or those authorized by him/her is affixed under this inscription. A stamp is affixed. It is worth pointing out that the seal impression should be placed in such a way as to capture part of the tag.

Shutter form

The act in question has the following components:

title of the documentation;
the date of its adoption (for example, “Extract from the staffing table for 01/01/2019”);
name of the enterprise that issued the documentation (“LLC 1234”);
columns similar to those contained in the ShR are filled in;
notes;
the position of the certifier and his signature;
seal for certification of documents.

Who makes an extract from the staffing table

An extract from the staffing table is prepared by the persons carrying out personnel records management at the enterprise. If there are no personnel changes, such persons become those who compiled the main document. Read about the procedure for completing the staffing table in our articles Sample of filling out the staffing table and Is there a stamp and who signs the staffing table?.

Let us briefly point out that the persons preparing an extract from such an act may be:

HR department inspector, if such a department or individual specialist is on staff of the enterprise;
chief accountant or other accounting employee who is entrusted with the responsibilities of a personnel officer, for example, a payroll employee;
office manager, secretary, legal adviser or other employee who is assigned such duties by order of the manager;
general director of a legal entity, when the enterprise is small and all the above-mentioned employees are absent from the staff.

These specialists should remember that knowingly providing false information threatens the authorized person with a fine of up to 10,000 rubles. (Article 5.39 of the Code of the Russian Federation on Administrative Violations).

How is it different from staffing?

The purpose of these documents is different.
The staffing table is used to approve the number of employees in accordance with the available workload. The document indicates the positions, the required number of employees and the size of the tariff rate. The staffing table is required to be maintained in the organization and has an approved form. The staffing arrangement is for informational purposes only; the information contained in it is used not only to track turnover, but also to simplify the preparation of planned reporting. In addition to the list of positions and tariff salaries, full names are recorded in the arrangement. persons holding a specific position and additional information about them. The document does not have an approved form and is drawn up in any order.

Both the staffing table and the placement of staff relate to personnel documentation, which, despite similar features, as well as the use of the same type of data, still has some differences, both in the form itself and in the order of compilation and maintenance.

Basic moments

Schedule	Arrangement
Required to be kept in the company	Not required
Contains the quantitative name of positions	It is deciphered by surname with reference to each position
Has an approved T-3 form	Compiled in random order
Reflects only data approved by law	Has additional columns to reflect personal information of employees, as well as data on personnel movements

Purposes of compilation

Despite the fact that both the schedule and the organization’s staffing arrangement have similar features, both documents have different purposes:

The schedule is intended to approve the number of workers in accordance with the available volume of work, as well as distribute them in accordance with the developed structural hierarchy.
The arrangement is for informational purposes only to simplify the preparation of planned reporting, not to mention tracking staff turnover or the availability of preferential categories in the state.

The staffing form is approved by State Statistics Committee Resolution No. 1 and has 10 standard columns reflecting basic information - from the title of the position to the salary.

The personnel list may have several more columns, where, for example, the names of workers, numbers of orders for transfer or provision of maternity leave are indicated, as well as information about the occupation of a part-time position by two employees at the same time.

It is not uncommon for many employees to not quite understand exactly what staffing is and how it differs from the staffing table. This leads to confusion. The first is a regulatory act that reflects the staff structure of a firm or company, as well as the composition and number of employees hired. In addition, it reflects all positions and salaries of employees. This regulatory act is mandatory for any organization.

The schedule is not a mandatory document and is determined by the needs of specific enterprises. It represents the work schedule, including breaks, as well as a complete work plan for the year. The plan is drawn up for one calendar year in accordance with the current calendar, while the arrangement practically does not change over time. Changes are made only in the event of a change in personnel policy.

The difference between the staffing table and the staffing arrangement lies in the content of these documents. The arrangement regulates all the work of the enterprise’s staff, while the schedule is an optional document responsible for the work schedule. It has a free form and can be compiled by an employee of the personnel department. The arrangement is filled out according to the form and only by an authorized person.

Russian labor legislation does not contain mandatory requirements for the mandatory presence of a staff plan, however, it is important if the work of employees is predetermined by their positions, and not by the type of work performed.

Form T-3 is a mandatory form for drawing up such acts. As already mentioned, the schedule can be drawn up arbitrarily, but most often it is recommended to adhere to a certain form.

According to the form, the document is filled out as follows:

Name of the organization;
Bank details;
Structural division into sections;
Staff positions, including those without employees;
Staff size;
Possible salaries (including all allowances) are indicated in numbers, and probable boundaries are also indicated.

All data must be reflected in this plan. It also contains the number of staff, in other words, all employees of the enterprise, their salaries and the total wages of the organization for one month.

The document must have all the necessary notes, including not only salaries, but also allowances for positions. All forms are required to be completed and must contain transcripts of signatures. Only in this case can the document be approved by management. Must be approved by the management or authorized persons of the enterprise.

An order can only be approved after a full check. All fields and columns must be filled out, after which they are sent for verification and approved by management. This is not just a formal document, and even if it is not legally binding, this act should be in every enterprise. A sample order will help to avoid errors in drafting, so it is recommended that you familiarize yourself with the completed order.

Compilation rules

At the top of the document is written the name of the organization that issued the extract. The name is indicated accurately, based on how it is enshrined in the statutory documentation. The name can be specified as a multiple or full name.

Next, indicate the title of the act being drawn up, “Extract from the staffing table.” The date when the document was drawn up, as well as the details of the order through which the schedule was approved, must be indicated.

An example of a compiled extract from the staffing table

You must specify the period during which the schedule is considered valid. In this case, it is recommended to use the phrase “The schedule came into force from ....”. The final validity period is not specified.

The content of the extract begins with an indication of the number of staff units in the company. The full quantity is written down. The following document is presented in a table consisting of 10 columns. They must be filled out in the same way as ШР. It is worth considering that only information regarding one employee is entered.

The prepared act is signed by the company’s chief accountant and the head of the human resources department. Certification of documentation is carried out by the person who compiled it.

The basis for drawing up the act is a statement drawn up in writing. After submitting the application, the authorized employee enters the necessary information into the developed form. The right to draw up an act is vested in: an accountant, director or HR employee. It depends on the size of the company.

When it comes to a large organization, the extract is approved by the head of the human resources department, the management of a structural unit or the chief. The signature of the employee who requires excerpt is also affixed.

If the act is presented on several pages, then it must be drawn up in a special way. All sheets must be stitched with one thread, after which a comparison with the original is carried out. The node at the end of the document must be sealed. The number of sheets and the signature of the artist are written on the seal.

When the enterprise has established it, then approval is carried out. After this, the extract is recorded as an outgoing document. Recording is carried out by personnel department employees or an accountant. It is assigned a number and the date and time of approval is indicated. A similar mark should be reflected in a special journal.

When an excerpt is used within a company, it is not required to formalize it as outgoing documentation.