To help personnel officers: how to correctly draw up an explanatory note to the staffing table, a sample document

The staffing table according to the unified form T-3 is used by companies and enterprises to organize information about the personnel structure, number of employees, salaries, allowances, etc. It is believed that every enterprise and individual entrepreneur should have such a document if it has a staff of employees. Employers and personnel often have questions related to the mandatory nature of the unified form T-3, its completion, changes made, and approval of a new staffing table.

Do companies have to have a staffing table?

Let us present two opposing points of view on this issue that exist today. The first asserts that enterprises must compile and have a SR. It is in it that the employee’s labor function and the amount of his salary are indicated, along with the employment contract. Art. 15 (explains the concept of labor relations) and Art. 57 of the Labor Code of the Russian Federation (determines the content and essence of the employment contract) define the labor function as “work according to the position in accordance with the staffing table.”

Adherents of the second point of view believe that the decision on whether an economic entity needs SR is made by the manager himself. This opinion is justified as follows:

1. Fast. Goskomstat of Russia No. 1 dated January 5, 2004 established only recommended for use: unified T-3.
2. Instructions for filling out work books (approved by the Post. Ministry of Labor of Russia No. 69 of October 10, 2003) indicated that records about the name of the position, profession, specialty, etc. are made “ as a rule , in accordance with the organization’s SR.”

Consequently, it is not indicated anywhere that SR is mandatory for use.

Attention! The FSS, the Pension Fund of the Russian Federation, and the Federal Tax Service agree with the first point of view.
The FSS document is needed to verify the correctness of the calculation of insurance premiums, the Pension Fund of the Russian Federation - to clarify information about the length of service. Tax authorities may request SR during on-site audits.

Renaming a position

A change in job title must be justified. Not for the sake of beauty, but, for example, to bring the job title in line with the workload performed by the employee. This can be formulated as a change in working conditions. If you plan to rename the position of salesperson-cashier to sales floor manager, you will need to make changes to the staffing act.

If the position is vacant, there is no need to justify the change. If busy, they comply with a number of requirements. The employee must be notified of the planned changes no later than two months before the change takes effect. The essential terms of the employment contract change for the employee, so the director needs to obtain his consent. Then they act based on the situation of agreement or disagreement.

An order to change the staffing table can be issued as follows:

The main tasks of staffing in the company

ShR can be useful for an economic entity by performing the following tasks:

1. It describes the structure of the company, departments, divisions. By looking into it, you can immediately get an idea of ​​the system of divisions of the company.
2. It contains information about the total number of employees in the entire company, in each division, and about how many staff units there are for each position.
3. Provides information about what wage system was adopted by the personnel of each department, workshop, etc.
4. Sets the amounts of allowances for staff.
5. Using this paper, you can easily track the number of vacant positions.

Thus, one should not diminish the importance of such a document as the HR, the organization and its personnel department, if there is one.

Validity

The company can choose the validity period of the staffing schedule independently. In most cases it is drawn up for 1 year. If the organization is small, with a small number of employees and is not actively developing, then the staffing table can function for several years. In large organizations whose staff is growing rapidly, the document is filled out annually.

If new positions appear throughout the year, the number of staff positions, vacancy names, and salaries change, then amendments and additions can be made to the document. This is done by issuing a special order (we will discuss it below) and introducing changes to the ShR.

Salary change

If the employer needs to formalize a change in salaries, he will have to make a change to the staffing table.

The salary clause is an essential condition of the employment contract. Therefore, new information is entered into the contract in compliance with the procedure established by Article 74 of the Labor Code of the Russian Federation. The law requires that employees be notified in writing two months before the change takes effect.

As a rule, problems do not arise if the size increases larger. In this case, the parties sign an additional agreement to the contract.

If the proposed salary is lower and the employee refuses to work under such conditions, the director should offer him in writing another available vacant position. It must correspond to the qualifications of the worker. If there is no vacancy or the employee refuses all the employer’s offers, the contract with him is terminated in accordance with Art. 74 Labor Code of the Russian Federation, paragraphs. 7 hours 1 tbsp. 77 Labor Code of the Russian Federation.

Is it necessary to use the T-3 form?

The staffing table in form T-3 was fixed by Resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1. All unified forms have ceased to be mandatory for use in work since January 2013. From this moment on, company managers received the right to work with independently created forms. It has become possible to supplement existing unified forms with new details.

In most cases, business entities use the T-3 form, since it is familiar to many accountants, experienced personnel officers, and employees of inspection departments and contains all the necessary data. And what's the point of reinventing the wheel?

Important! Management decides which forms the business entity will use, unified or developed independently. The choice must be recorded in the company’s accounting policies using a separate order to make appropriate changes there.

Procedure for making changes

Sometimes it becomes necessary to change the staffing table. For example, they reduced or added a position, increased or decreased the salary.

If the amendments are minor, then it is enough to indicate the reasons for the changes in one order and approve them. If a lot of things need to be changed, then an order is issued from the manager about the need to change the staffing table. Then a new T-3 form is drawn up, with the following serial number and the necessary amendments. The new staffing table is approved by the manager or authorized person .

A well-designed staffing schedule is the key to business success. Skillfully formed divisions make it possible to establish a production process that brings profit to both personnel and the enterprise.

How to correctly fill out the T-3 form for a personnel employee

The staffing form consists of two parts: introductory and main (tabular). Let's look at how to fill out each of them.

Introductory part

The first thing to do is indicate the name of the company. It must match the one written on the registration certificate. If the “name” contains Latin letters or words, then this should be indicated. If the registration document contains a short and full name, then any of them can be entered into the ShR.

Next they write the OKPO code, the document number and the date of its preparation. Then you should indicate the period of operation. Usually only the approval date is written, because the end date is not always known, since the schedule may be subject to change by creating a new document during the operation of the company.

Main part

This part contains a table. Let's look at how to correctly fill out each column out of 10.

Column 1. Here you need to enter the name of the structural unit. These include workshops, departments, and branches. It is more convenient to indicate divisions in a document in a hierarchical order. For example, first of all, indicate the administration, legal department, accounting, personnel department, that is, those departments that deal with general management. Next are the departments that carry out the main tasks of the enterprise, for example, production, sales department, etc. Units performing auxiliary or service tasks are listed last. For example, these are warehouses, the supply department.

Column 2. You need to enter the code of the structural unit. The number is assigned by the employer. This is usually done like this: the main department is assigned the code “01”, the departments that are part of it are assigned the codes “01.01”, “01.02”, etc. In this way, you can designate the place of a department in the overall hierarchical system of a company or enterprise.

Column 3. This contains information about the citizen’s position, rank, and qualifications. If you can choose a job title in accordance with OKPDTR (stands for the All-Russian Classifier of Worker Occupations, Employee Positions and Tariff Classes), then it is better to choose it. Since it has been operating since 1994, many professions and positions are outdated, and new ones have not been introduced.

It is imperative to select a name from this directory if the employee is entitled to any guarantees: benefits, compensation, etc. Otherwise they will not be provided.

Column 4. Here for each position you need to note the number of staff units. If the company practices part-time work, then the number is indicated in the form of decimal fractions: 0.25, 0.5, 0.75, 1.25, etc. Let's look at an example: the company has 2 designers, one full-time, the second part-time; in this case, in the ShR they write - 1.5 staff units.

In addition, vacant positions can be added to the HR. If it is planned to expand the staff, then they can be entered into the document in advance so as not to make adjustments to it in the future.

Column 5. In this field you need to indicate the tariff rate for each position, that is, the monthly salary.

Columns 6-8. This includes data on existing allowances in the organization. These may include bonuses, additional payments, incentive and incentive payments. In some cases, they can be set by the employer himself, and in some they have already been introduced by the Labor Code of the Russian Federation: various allowances for the number of years worked, for harmfulness, etc. The amount of allowances can be fixed or expressed as a percentage of the salary.

Column 9. In this column you need to note the total amount, which is calculated by adding columns five to eight for each of the personnel in specific positions.

Column 10. It indicates comments, if any. Here you can enter details of orders for personnel, etc.

The “Total” line at the end of the table should contain the total number of staffing units of the business entity and the monthly salary fund (total amount in the ninth column).

At the end, the head of the personnel department (may have a different name) and the chief accountant of the enterprise or company put their signatures. The seal is placed at the request of the management.

Still have questions about filling out the document? We will answer on the FORUM!

How to approve the company's staffing table

The HR is put into operation by the employer with the help of an order approving the staffing table. Management can approve HR department employees, accountants, and legal department employees as responsible for developing and filling out the form. The manager himself may be responsible, especially if the enterprise does not have a large staff of employees. If work on the ShR is entrusted to a specific person, then he must be designated in the order. In addition, you can specify this task in the employment contract with him.

Remember! The dates for document approval, implementation and creation may vary. It is not forbidden to approve the staffing table even after it has been completed, but it can be put into operation much later than it has been compiled and approved.

The text of the order must contain the following information:

• name of the business entity;
• name and number of the order;
• place and date of creation of the document;
• dates of approval of the schedule, its introduction into work (here you should also note the number of staff positions and enter data on the monthly salary fund);
• Full names and positions of those persons entrusted with the preparation of the SR;
• indication of the annex to the order - the ShR itself and its details;
• signatures and positions of the manager and persons responsible for drawing up the document.

For your information! It is more convenient to introduce the staffing table from the 1st day of the month, since staff salaries are calculated monthly.

New staffing units are being introduced into the staffing table

If it is necessary to introduce a new specialty, position, or structural unit into the document, the employer issues an appropriate order reflecting this change. There is no unified form for such an order.

The order is issued in accordance with the general rules:

• the name of the enterprise is indicated in the header of the document;
• below they write: Order No., put down the corresponding number;
• on the left indicate the locality, on the right - indicate the date when the order was issued;
• indicate each change, the reason for which the adjustment is being made must be indicated;
• indicate proposals for solving the described issues;
• assign those responsible for the execution of the order;
• if necessary, indicate those who should be familiar with the document (for example, an accountant);
• signature of the author and its transcript.

When a new unit is introduced into the state, an example of an order to change the staffing table will look like this:

The order indicates the name of the structural unit, the name of the position, the number of rates, the tariff rate or salary. Please note the sample order to change the staffing table: the date the position was introduced does not coincide with the date the order was issued. This situation is possible when the functioning of the position is expected from a certain time, after the date of issue of the order.

We will draw up a sample order for approval of the staffing table

LLC "Aphrodite"

Order No. 34-OD

Sarapul

December 30, 2021

On approval of the staffing table

I ORDER:

1. Approve staffing schedule No. 3-ShR dated December 30, 2021 in the amount of 35 staff units and a monthly wage fund in the amount of 1,238,000 (one million two hundred thirty-eight thousand) rubles. 2. Introduce document No. 3-ШР dated December 30, 2021 into operation from January 1, 2021. 3. Control over the implementation of this order is entrusted to the HR manager Nikolaeva E.A.

Appendix: ShR No. 3-ShR dated December 30, 2021.

General Director: Simonov / R.O. Simonov

I have read the order:

HR Manager: Nikolaeva / E.A. Nikolaev

Extract from the staffing table

An employee may request such a document to submit it to the Social Insurance Fund, Federal Tax Service Inspectorate, Pension Fund and other institutions. In some organizations, the receipt of such an extract must be preceded by writing an application for its issuance. The manager does not have the right to refuse to issue this document to his employee, since the employee has the right to receive from the employer all information that concerns him personally.

The extract is prepared by an employee of the personnel service, certified by the employer, the head of the personnel service and the employee who compiled the document. The employee who requested the extract also signs.

The paper is not a copy of the SR; it contains only those data that are relevant to the employee who ordered it.

The document must contain only the following information:

1. The name of the paper and the date of its preparation.
2. Company name.
3. A table with the following data: structural unit in which the employee is registered, his position, number of pieces. units, salary, allowances, monthly wage fund for this position, notes.
4. Validity period of the statement.
5. Signatures of the above employees.

Important! The fact that the employee was issued an extract must be noted in the journal of documents issued by the personnel department, as well as in the employee’s personal file.