Order on approval of the staffing table: how to draw it up correctly in 2021

Why is this document needed?

The staffing table (or “shtatka”) is drawn up from the moment the organization is created and changes based on the needs or financial capabilities of the employer. It is used to formalize the structure, personnel composition and number, contains a list of structural divisions, names of positions, specialties, professions indicating qualifications and information on the number of employees. In order for a document to have legal force, you need to know how to correctly draw up an order for approval of the staffing table and what documents to follow. All rules and instructions for the use and completion of forms of primary accounting documentation for recording labor and its payment are approved by Resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1.

“Statka”, being one of the main documents of the employer, includes information about the structure, number of employees, and salary fund. The need to change any of these elements is associated with the development and publication of an updated format, which is approved by a new administrative document.

Why is the staffing table drawn up in an organization?

Managing an organization involves planning not only business processes, but also personnel work. The director or founders determine in advance how many and what departments there will be in their company, how many and what kind of specialists they plan to hire. In small companies this problem is solved quite quickly. But for enterprises with more than 10 employees, it is better to document this decision.

A staffing table is a document that describes the structure and personnel composition of an organization:

• all structural divisions, their subordination to each other (if any);
• names of positions, their affiliation with structural divisions and subordination;
• total number of employees, number of personnel in each department, workshop;
• employee work schedule;
• wage.

Such an administrative document indicates precisely the number and working conditions of positions, and does not give the names of employed specialists. It helps plan personnel work and payroll for the years ahead. In commercial organizations, managers have the right to use any names of positions and departments. Directors of state, municipal and any other budgetary institutions do not have such a right: when preparing the schedule, they use a single qualification directory.

The document is not mandatory. The legislation allows commercial organizations to operate without strict planning of structural units and their number. However, while a small business will not suffer any harm by refusing to approve staff schedules, larger businesses will almost certainly be harmed by such a cavalier approach. The document can help with inspections by the labor inspectorate and other regulatory authorities.

Coming up with a system of structural divisions and departments and determining the number of employees in them is not enough. For the order to come into force, it must be approved by order of the head.

The staffing table is approved by order of the head of the organization

When an order is drawn up for approval by the ShR

This is the starting point to enable the document to be used within the institution. The paper must be developed in those organizations where hired labor is used. The Labor Code of the Russian Federation (Article 57) establishes that the employment contract reflects both the labor function in accordance with the staffing table and the amount of income determined in the “staffing schedule”.

In the process of planning, a local administrative act is drawn up on the implementation of the staffing table, since the information from it is used when forming the salary budget. The same document explains the costs of payment for work for tax purposes.

ConsultantPlus experts discussed how to formalize a reduction of 0.5 pay rates in the staffing table. Use these instructions for free.

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How to compose

There is no single unified form of order for approval of the staffing table, so employers form it in a free format.

The document is drawn up by the responsible employee who is entrusted with this function (manager, head of the personnel department, accountant). It is first necessary to determine the general structure of the organization in order to correctly distribute human and material resources. The document does not include the names of employees or other data (address, phone number, etc.), since the main goal is to determine the structure, number and size of wages. The administrative act is signed by the head or another person authorized by him.

The document is drawn up on standard enterprise letterhead, approved by the employer and includes the following information:

• amount of workers;
• wage fund;
• the date from which the new is put into effect and the old is cancelled.

The charter allows you to determine another procedure, for example, at the board of the organization or a meeting of the board of directors. In this case, the details of the relevant document (protocol) are additionally entered. But, as a rule, it is not posted on the organization’s website and is not sent out through postal resources (mail, etc.).

Use free instructions from ConsultantPlus experts to create a staffing schedule for the next year.

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The State Statistics Committee approved the unified form No. T-3, which is installed in all personnel accounting software products. The form is not mandatory for use. The Federal Service for Labor and Employment (Rostrud) has repeatedly indicated in its letters that non-governmental organizations have the right to use forms of primary accounting documents developed independently.

Order structure

The order approving the schedule has the following design features:

• Full name of the enterprise, including organizational and legal form.
• TIN, KPP, OKPO and other details, as well as the address and contact numbers of the company.
• Location of the main management of the enterprise.
• Date of preparation and order number.
• The order number of the order, according to the sequence of internal document flow.

  
  Example of an approval order

• The contents of the administrative act include the following points:
• number of staff units;

the total amount of money allocated for wages;

• the effective date of the new schedule, as well as the document number;
• surname and initials of the official responsible for compilation;
• names of departments and divisions, if the document is drawn up specifically for them, and not for the company as a whole:
• number of schedule pages.

For what period is it compiled?

The answer to the question posed is quite clear. It all depends on how significant the changes are that need to be fixed in the schedule.

This document is drawn up, in fact, when the need arises - a change in the number of employees on staff or other circumstances, and does not require adherence to a strict frequency of registration. However, in most cases, this document is drawn up once a year.

Who approves the document in the LLC?

LLC (limited liability company) is a form of organization of an enterprise whose participants are the founders. There is a misconception that the founders have the right to approve the enterprise's SR. This option is only possible when this clause is stated in the company’s Charter.

Otherwise, the approval procedure has a similar algorithm as in any other legal form of the company.

It follows from this that the schedule is approved by the head of the organization, and, moreover, this process can take place even without prior agreement with the founder (again, unless otherwise reflected in the Charter).

The procedure for approving an order on a school schedule

A school is a municipal educational institution that has a completely different organizational structure than the previously discussed examples of legal entities.

So, for example, in most cases, the ShR is issued for a calendar year, but at school, this period is limited to the academic year, the duration of which is the time period - from September to June.

Example for school

When drawing up the SR at school, you should use the following documents:

• Charter of a general educational institution.
• Papers defining the structure and number of staff units.
• Standard documents.
• Calculation of wages, including allowances, for each employee.
• Estimate.

The HR must necessarily reflect information about employees working part-time. This category is indicated equally with key workers.

It is also necessary to pay special attention to the specific features of educational activities. For example, a school may need additional specialists due to in-depth study of certain subjects.

Important! The following should be noted: if the enterprise is not one of the municipal and state structures, then the legislation does not provide clear requirements for the availability of this document, and is more advisory in nature.

Otherwise, drawing up T3 are obligations that must be fulfilled.

Most decisions in school are made by issuing orders. This issue is dealt with by the HR department or accounting department.

The order must necessarily contain standard information:

• Name.
• Type of order.
• Number and date of compilation.
• Full name and signature of the director of the educational institution.

The schedule must reflect any changes regarding changes in the number of full-time employees, positions or wages, etc.

When make up for change

Such an order is issued when it is necessary to consolidate innovations:

• exclude vacancies or structural units due to organizational changes in the activities of the institution;
• introduce new vacant units in case of expansion of production or increase in the number of services;
• reduce units;
• change salaries;
• change the names of positions or entire departments.

You can make such changes:

• having developed an order approving the new staffing table and canceling the old one, indicating the date of implementation;
• approving the new one.

The head of the enterprise himself decides which method to choose.

IMPORTANT!

When carrying out the procedure for reducing staff or numbers, the employer is not obliged to introduce new staffing. He has the right to make changes to the existing one. This means that the organization in the process of activity has one “staff” and regulates its changes with orders.

Contents of the order on staffing

The algorithm for drawing up the staffing order itself is quite simple. On the form for orders (usually the employer himself decides whether to prepare the document on company letterhead or limit himself to indicating the name) indicate:

• Number, date and place of publication.
• Name of the order – Order on staffing
• Next is an optional column - the basis. For example, as in our reception. Or “in connection with reorganization”, etc.
• And the order itself is to approve, put into effect, control.

The employer does not put a stamp on the order. And the signature of the person authorized to act on behalf of the head of the person is required.

The staffing form itself is an appendix to the order.

How to write a change order

A unified document format has not been approved. The employer has the right to use an independently developed form. The project should include:

• date of introduction of changes;
• names of new departments or positions;
• new number of staff units;
• the amount of salary, additional payments and allowances.

Changes are introduced:

• from the date of issue of the order;
• from the date indicated in the order for the entry into force of the changes.

This means that changes are introduced later: for example, the date of issue of the order is 06/10/2019, and the changes are from 07/01/2019.

The order is signed by the manager.

What it is?

This is a document that relates to the internal document flow of the organization, recommended for preparation and containing information about staffing levels, job titles, number of employees, salary and budget allocated for paying employees.

The SR can be quite voluminous and contain several pages, in which case it is stitched and numbered. The signature is placed only on the last sheet.

If it becomes necessary to put a signature on each page, you must first add lines to the staffing form.

Despite the fact that the ShR at the legislative level does not belong to the category of mandatory documents, the Labor Code of the Russian Federation refers to this document, indicating that the employee carries out his labor activity in accordance with the staffing table of the enterprise.

This document is a significant document management tool for the organization, has its purpose and performs the following functions:

• fixes the number of workers;
• ensures control of the company's organizational structure;
• makes adjustments to allowances;
• controls the wage system.

Example
In addition, in the case of inspections by various government services, the presence of an SR helps reduce the number of controversial issues.

This normative act can be used as evidence of the legality of actions taken during legal proceedings.

Registration of the schedule often occurs at the end of the next calendar year, and comes into its legal rights only after the issuance of the corresponding order.

How often do you need to approve a new schedule?

The law does not require an approval order to be issued annually. But if changes were made to the document in the form of additions during the year, then at the beginning of the calendar year a new version of the “staff” is introduced - it’s more convenient to work with. For budgetary and non-profit organizations, the period for which it is approved is determined by the owner of the property and depends on the allocated budget.

When a new option is introduced, the old one is phased out. Does it need to be stored? Necessarily! In accordance with the List of standard management archival documents generated in the process of activities of state bodies, local governments and organizations, indicating storage periods (approved by order of the Ministry of Culture of Russia dated August 25, 2010 No. 558) at the place of development and approval, they have a permanent shelf life .

Is it possible to change the order on staffing?

The order itself, as a rule, does not change. Staffing changes. Usually the employer forms it for a long period depending on his needs. And if it is necessary to change the document, an order to amend the staffing table is prepared. Or a new schedule is approved.

If we are talking about carrying out organizational and staffing measures, then the employer is engaged in the dismissal of employees in compliance with the requirements of the Labor Code of the Russian Federation (termination of an employment contract). The reduction of a position in the approved order on the staffing table is proven in court by the employer, as well as compliance with all formalities.