Sample order to change the staffing table, 2021, 2021 - Enterprise records management documents

The staffing table (SHR or in common parlance - “shtatka”) contains a list of structural units, the names of positions, specialties, professions indicating qualifications, as well as information on the number of positions (Decree of the State Statistics Committee of January 5, 2004 No. 1). The same resolution also approved the unified form No. T-3, which is installed in all personnel accounting software products and, as a rule, is used by organizations and entrepreneurs.

Making changes to the staffing table

The law does not establish the number of such documents, nor specific deadlines or periods for correction. As a rule, in such cases an order is issued to approve the ShR. If the innovations are not large-scale, you can get by with an order to make changes. It approves innovations, and they can be indicated in the text of the document or issued as an appendix. The document is signed by the head of the organization or a person authorized by him. There is no unified form; the employer has the right to develop it independently. The main principle is to record all the adjustments made. You can use our example of an order to change the staffing table.

Amendments are made in the following cases:

when introducing a new position or a new structural unit;
when their name changes;
when the salary or tariff rate changes;
when eliminating vacant positions and departments;
when reducing staff or numbers.

How to make changes to the staffing table?

The employer has the right to make changes to the staffing table at any time. The employer determines the frequency and frequency of amendments himself (clause 1 of Rostrud letter No. 428-6-1 dated March 22, 2012).

By decision of the manager, the structure of the organization, the composition and number of employees, salaries by position, etc. can change.

You can make changes in two ways:

an order to amend the current staffing table (all changes are listed in the text of the order);
order approving the new staffing table.

"Kontur-Personnel" stores a history of changes to the staffing table: when making changes, you do not delete old data, so you can always print out the staffing table for a previous date

To learn more

Important! All employees affected by the changes must be notified.

If it is planned to change salaries, job functions or transfer an employee, the employer is obliged to agree on the planned changes before approving the new staffing table.

If the terms of the employment contract (except for the labor function) change for organizational or technological reasons (new equipment and production technology, structural reorganization of production, other reasons), the employee must be notified in writing about this no later than two months before the planned changes. In this case, you should follow the procedure specified in Art. 74 Labor Code of the Russian Federation.

According to Art. 74 of the Labor Code of the Russian Federation, before the approval of the new staffing table, the employer may offer the employee other vacant positions that correspond to his qualifications and state of health. If the employee agrees to these conditions, an additional agreement to the employment contract is concluded with him.

If within two months the employee does not agree to the new conditions and refuses all proposed alternative positions, the employment contract is terminated (clause 7, part 1, article 77 of the Labor Code of the Russian Federation).

After completing all stages, an order is issued to amend the staffing table, to which a new staffing table is attached. All employees affected by the changes must be familiarized with the order. The staffing table itself is not brought to the attention of employees (letter of Rostrud dated May 15, 2014 No. PG/4653-6-1), unless otherwise established by the internal documents of the organization (collective agreement, etc.).

The employee must be notified in writing in the following cases:

salary changes;
renaming positions;
renaming a structural unit if it was indicated in the employment contract and in the work book;
transfer to another position;
staff reductions;
in other cases of changes in working conditions specified in the employment contract.

It is not necessary to notify employees about the introduction of new positions or the abolition of vacant ones.

Changing the title of a position or department

Renaming, as a rule, does not entail a correction in the labor function of an employee (or an entire department). If the labor function changes, then renaming cannot be carried out. It is required to formalize the transfer of an employee (or several employees) to a new position. Changing the name will entail making adjustments and additions to the employment contract, the work book and the employee’s personal card. Thus, such innovations not only require notification, but also consent from employees. In case of refusal, the employer should be guided by Art. 74 of the Labor Code of the Russian Federation, without missing the mandatory notification to the employee two months before the adjustments. You can use this sample order to change the staffing table.

Staffing form

An organization may, at its own discretion:

or use a unified form of staffing, if this is approved by the head of the organization in the order on accounting policies;

or use an independently developed form approved by the manager (provided that it contains all the necessary details provided for in Part 2 of Article 9 of the Law of December 6, 2011 No. 402-FZ).

If an organization uses a unified form, it must be filled out completely. In particular, fill out the columns “Rank” and “Allowance”, if a rank is provided for a particular position, as well as the payment of bonuses or allowances.

In column 3, reflect the rank of position (if any). In column 5 - salary in accordance with the remuneration system adopted in the organization. In columns 6–8 “Bonuses”, indicate incentive and compensation payments (bonuses, allowances, additional payments) established by current legislation (for example, northern bonuses, bonuses for an academic degree, etc.), as well as those introduced at the discretion of the organization (for example, related to the regime or working conditions). In this case, the indicators in columns 5–8 can be expressed not only in monetary terms - in rubles, but also in other units of measurement (for example, in percentages, coefficients, etc.).

If the company has developed its own staffing form, then it can indicate ranks, allowances and bonuses or not indicate them at all if they are not provided for in the organization.

This procedure follows from Part 4 of Article 9 of the Law of December 6, 2011 No. 402-FZ and is confirmed by the letter of Rostrud of February 14, 2013 No. PG/1487-6-1.

The unified staffing form No. T-3 was approved by Decree of the State Statistics Committee of Russia dated January 5, 2004 No. 1.

The staffing table is an impersonal document. It does not indicate specific employees, but the number of positions in the organization and salaries for them. Employees are appointed to positions by orders of the manager after the approval of the schedule.

Advice: to protect yourself from claims from inspectors, do not set different salaries in your staffing table for positions with job functions of the same complexity.

The same job title implies the same job responsibilities. In this case, it is necessary to observe the principle of equal pay for work of equal value (Article 22 and Part 2 of Article 132 of the Labor Code of the Russian Federation). Employment contracts and job descriptions for employees can stipulate different levels of work, different rights and obligations, and different levels of responsibility. However, it is better to name the positions differently, using the words “senior”, “junior”, “leading”, etc.

Example of a staffing table

The organization has a staff of 28 people. Monthly salary fund – 367,000 rubles. The staff, in particular, includes:

director (salary 30,000 rubles);
secretary (salary 8,000 rubles);
chief accountant (salary 25,000 rubles);
accountant (salary 20,000 rubles);
assistant accountant (salary 15,000 rubles), etc.

Responsible for maintaining personnel records is the head of the HR department E.E. Gromova.

The director issued an order approving the staffing table. Gromova drew up a staffing table.

Let’s say that some categories of employees are paid an hourly wage. In this case, the employee’s salary is determined in accordance with his qualifications and the number of hours worked. This type of payment is a special case of time-based wages.

If the organization uses a unified form of staffing, then in column 5 “Tariff rate (salary), etc., rub.” indicate the amount of wages per hour of work in rubles, and in column 10 “Notes” - “Hourly wages” and provide a link to a local document that regulates the procedure for remuneration in the organization (for example, Regulations on remuneration).

This conclusion follows from paragraph 5 of part 2 of Article 57 of the Labor Code of the Russian Federation and section 1 of the instructions approved by Resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1.

Situation: is it necessary to indicate positions or other information about part-time workers in the staffing table?

Indicate the position in the staffing table, but there is no need to specify the working conditions for this part-time position.

As a general rule, the staffing table should indicate all staff positions (including part-time ones), regardless of who will subsequently occupy them: part-time employees or core part-time employees. For example, if in the staffing table in the column “Number of staff units” the value is 0.5, this does not mean that the rate is being replaced by a part-time employee. The main employee can also receive half the rate, for example, in the case of combining professions (positions) (Part 2 of Article 60.2 of the Labor Code of the Russian Federation).

Situation: is it possible to draw up a separate staffing table for a branch (representative office) of an organization?

No you can not.

A branch is not a separate legal entity (Clause 3, Article 55 of the Civil Code of the Russian Federation). The staffing table for an organization is approved by order of the head of the organization (instructions approved by Resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1). An extract from the approved staffing table or a copy thereof is submitted to the branch.

Staff reduction

These are the most time-consuming innovations and should be prepared in advance. The employer must ensure that vacant positions are removed from the SR and that the new structure meets the needs of the organization. Employees are notified of the upcoming dismissal by the employer personally and against signature at least two months in advance. The corresponding order must also be issued at least 2 months before making adjustments. To make changes to the staffing table, use the sample order below.

How often can the staffing table be changed?

The legislation does not stipulate 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 permitted by law.

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

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

Formation of a new staff schedule.

The old schedule is taken as a basis and a different one is formed , making some adjustments. They begin work on this document from the middle of the year, or from the beginning.

The state's schedule is subject to change.

Adjustments are made when the manager deems it necessary to do so . The document will indicate the reasons why the document had to be adjusted. In addition, the changes made are recorded.

Who is responsible for making changes?

Who is responsible for increasing and adding staff, whose responsibilities include making changes to the staffing table? As mentioned above, whose head has assigned him such responsibilities can draw up this document As a rule, people with a certain competence are involved in such a responsible task.

Reference. An economist or an accountant can introduce a new position into the staffing table.

If we are talking about very small enterprises, then the manager himself can apply for the introduction of a new position in the staffing table, without trusting anyone.

However, most often, an accountant is asked to perform such an action, who:

Works closely with accruals and cash flows of the company.
Knows exactly how many employees work at the enterprise and how many of them receive salaries.
Has experience working with programs that are indispensable when performing such a task.

However, from the point of view of experts, such a manager’s decision is not entirely correct. The fact is that accountants deal only with business transactions of the actual type. The best option in such a situation is to involve a person holding the position of economist or HR department employee in carrying out such a task.

If we are talking about an organization that has a complex and multi-stage structure, then an accountant can be assigned to help the personnel officer. If these two specialists can combine their professional knowledge, they will undoubtedly create a project of an impeccable schedule, even for a large and structurally complex enterprise.

Reasons for organizational reforms

After the head of the enterprise has carried out an analysis, he must evaluate the following provisions:

Assessing the performance of individual structural enterprises.
The current employee remuneration system.
The degree of participation of various specialists in the work process.

He is obliged to issue an order to make changes to the state schedule. They may be introduced based on the following reasons:

Adding new positions or structural units to the schedule. The manager is required to issue an order to make adjustments, which should contain the following information:
- Company name;
the established amount of remuneration for the company's employees;
number of employees on staff;
date of amendment;
personal signature of the employee.

Sample order for adjustments in connection with the introduction of new positions:

Changes in employee wages. In this regard, it is also necessary to adjust the schedule, as well as employment contracts concluded with employees (Part 2 of Article 57 of the Labor Code of the Russian Federation). At the initiative of the employer, making these changes is possible only in the following situations:
- change of working conditions;

This provision is regulated by Article 74 Part 1 of the Labor Code of the Russian Federation. The employer must also notify all employees working at the enterprise. Sample order for changes in connection with changes in salaries:

Due to a change in position. Most often, the reason for such adjustments is the renaming of the position itself, or an entire structural unit. This document should contain the following information:
- date of amendment;

Sample of this order:

Adjustments due to an increase in the minimum wage. According to Article 133.1 of the Labor Code of the Russian Federation, an employee’s salary cannot be lower than the minimum wage established in the region. Therefore, when changing the minimum wage, the employer is obliged to issue an appropriate order. Sample of this document:

According to Article 419 of the Labor Code of the Russian Federation, an employer who refuses to change the minimum wage at his enterprise is subject to administrative liability under Article 5.27 Part 1 of the Code of Administrative Offenses of the Russian Federation.

Changes in salary and planned accruals

There are cases when an error was made when creating a staffing approval, or you need to change accruals for a certain position. All such actions can be performed in a previously created approval document.

On the staffing form, click on the link “Open the document that approved the current staffing table.”

In the document that opens, make all the necessary changes and submit it. Also from here you can create a change in planned accruals using the button of the same name.

As a result, a new document will be created indicating which employees were assigned which accruals. The effective date of these accruals is indicated in the header of the document.

Drawing up an order

How is an order to introduce a new position into the staffing table issued? As already mentioned, there is no clearly accepted form for such a document, so it can be drawn up arbitrarily. There are some points that the order must contain:

Full name of the organization, location, date and document number.
Next comes the wording of the document itself, in this case changing the staffing table.
It is necessary to clearly indicate the reason why such changes occur. They may be associated with restructuring the organization, improving the enterprise, or increasing the number of services produced.
The next step is to list the changes that will follow when the order takes effect.
The last paragraph contains information about the person who will be directly involved in making changes and in what time frame he will do this.

Important! The order must contain the signatures of both the head of the organization and the executor who prepared it.

Then the persons to whom this paper will concern must put their signatures.

Copies of this document must be provided to the employee for review: the employee must give written consent to the changes . If everything goes well, then changes are made to the work book.

In the case when there is a reduction of positions or employees in accordance with Article 81 of the Labor Code of the Russian Federation, administrative bodies must warn people scheduled for dismissal two months in advance, as ordered by Article 180 of the Labor Code of the Russian Federation.