Article from the magazine "MAIN BOOK" current as of March 18, 2013

M.A. answered questions. Kokurina, lawyer

Staffing: we solve emergency situations

Strictly speaking, according to the Qualification Directory of Positions, a labor economist should be involved in drawing up staffing Qualification reference book for positions, approved. Resolution of the Ministry of Labor dated August 21, 1998 No. 37. But it happens that such a position does not exist even in a large company. Therefore, the preparation of this document is entrusted to both personnel officers and accountants. After all, these are the people who have information about the company’s structural divisions, 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 assigned you to draw up the staffing table or make 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 With. 70 . And we provide answers to some questions from our readers who have already taken up this matter.

It is not necessary to familiarize employees with the staffing table

THEM. Pekareva, Novosibirsk

We don't have a staffing table. And one dissatisfied 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, staffing table is local normative act(LNA), in which I am fixed clause 1 of Rostrud Letter dated March 22, 2012 No. 428-6-1:

• the existing division of labor between workers;
• conditions of payment for their work.

The Labor Code of the Russian Federation obliges the employee to familiarize himself with those of the LNAs who are “directly related to labor activity employee" Art. 68 Labor Code of the Russian Federation. Therefore you are not required to show the employee a staffing table if:

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

The staffing table is kept by whoever is responsible for it.

M.A. Markulov, Kazan

Is it correct that our staffing table is kept by personnel officers? And how long should staffing tables that are no longer valid be kept?

: You can store the staffing table wherever it is convenient - no special requirements are established by law. If, according to your document flow regulations, the HR department is responsible for making changes/additions to the staffing table, let it be stored there.

But the company needs to store the schedule itself and orders that change it permanently, that is, indefinitely. clause 71 of the List, approved. By Order of the Ministry of Culture dated August 25, 2010 No. 558.

Positions that are filled temporarily can be entered into the staffing table

I.T. Plekhanov, Podolsk

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

: You can:

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

But keep in mind: even if you indicate in the staffing table the temporary nature of the position, you cannot conclude a fixed-term employment contract on this basis alone. If you hire a specialist temporarily, 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 Labor Code of the Russian Federation.

Choose the method of changing the staffing schedule yourself

THAT. Lorkovic, Moscow

Can I increase salaries 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 make such an order.

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

February 28, 2013

I ORDER:

1. Establish from 04/01/2013 salaries for the following positions:
- production site foreman - 35,000 rubles;
- assistant foreman of the production site - 28,000 rubles;
- production site technologist - 38,000 rubles.

2. Approve the new staffing table You can do it differently - indicate the following in the above order: “To make changes to the staffing table No. 2 of 01/31/2010 from 04/01/2013, taking into account the increase in salaries for the positions specified in paragraph 1.” But this option is suitable only if changes to your staffing schedule are rarely made.
It is more convenient, of course, to approve a new edition of the staffing table each time. This way it’s easier to see the current situation in the staff than to look for innovations under various orders with the heading “On making changes to the staffing table” No. 3 dated 02/27/2013 (attached) and put it into effect from 04/01/2013.

And do not forget, before approving the new staffing table, to conclude with the employees whose salaries are being changed, additional agreements to employment 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 occupied by an employee who was on maternity leave and then on maternity leave. But I doubted something, is it even possible to do this?

WE EXPLAIN TO THE MANAGER

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

: Your doubts are justified - “removing a position,” as you say, is possible only if it is vacant. Otherwise, we are talking about staff reduction.

When a woman goes on maternity leave/childcare leave before the child reaches 3 years of age, she retains her place of work. And her position cannot be reduced under any circumstances x Articles 256, 261 of the Labor Code of the Russian Federation. This position is considered occupied even if the duties for it are assigned to other employees.

Vacation pay should be indexed if salaries for the entire staff were increased

I.B. Lanina, auditor, Moscow

We are conducting an audit of a company where there is an order to change the staffing table due to the introduction of several new positions and an increase in salaries for old positions. How to correctly calculate vacation pay - taking into account the employee’s average earnings, increased by an increase factor, or not?

: First of all, look at 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 the company) were increased clause 16 of the Resolution of the Plenum of the Supreme Court of March 17, 2004 No. 2). Depending on this, you act clause 16 of the Regulations, approved. Government Decree No. 922 dated December 24, 2007:

• <если>salaries were increased for all employees of one division or company without exception, then calculate the increase factor and increase earnings by it when calculating vacation pay;
• <если>Since salaries were increased for individual employees, there is no need to calculate the increase factor and index the average earnings to it to calculate vacation pay.

There may be vacant positions in the staffing table

M.A. Pushkareva, Pushkin

Our HR inspector quit, and his duties were assigned to an accountant by 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 whether he plans to hire HR specialists in the future. If yes, then it is better not to touch the staffing table, let there be a vacant position.

If you no longer plan to hire human resources to the company, you can prepare for approval by the manager:

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

The staffing table includes full salary

S.E. Khorosheva, St. Petersburg

We are hiring two deputy directors. But one is full-time, and the other is part-time. How to reflect this in staffing units and what to write in the “Salary” column of the staffing table: the whole salary for the position or half?

There cannot be different salaries for the same positions

T.D. Pashkevich, Moscow

We are currently hiring a new employee to fill a vacant specialist position. The director said that his salary would be higher than that of an employee who already works for us in the same position.
But I doubt it: is it possible to include two “specialist” positions with different salaries in the staffing table?

: It is forbidden Letter of Rostrud dated April 27, 2011 No. 1111-6-1. Usually, if a labor inspector discovers such discrepancies during an inspection, he fines for violation of labor laws and issues an order to establish the same salaries for the same positions. Determination of the St. Petersburg City Court dated November 14, 2011 No. 33-16864.

REMIND THE MANAGER

Set different salaries for people working in the same positions it is forbidden. If you want to pay some employee more than others in the same position, you can either rename his position or give him some kind of bonus.

Therefore, discuss with your manager changes to the staffing table:

• <если>In your company, a local regulatory act (perhaps a regulation on payment) provides for any compensation or incentive bonuses to the salary, then write down the same salaries for these employees, and for a specialist more high level set allowances. Look at what suitable allowances are in the company’s internal regulations. For example, an allowance for knowledge of a foreign language, for professional excellence, for completing particularly important tasks, etc.;
• <если>your company does not have any salary allowances, then write it down in the staffing table different names positions. Let's say a specialist and a leading (senior, chief) specialist. And don’t forget to prepare a separate job description for the leading specialist if you don’t have one.

The staffing table is a document that is used to formalize the structure, staffing and staffing levels of an organization. nization.

Staffing: development, approval, unified form

According to the Qualification Directory of Positions of Managers, Specialists and Other Employees, approved. By Decree of the Ministry of Labor of Russia dated August 21, 1998 No. 37, drawing up a staffing table can be made the responsibility of a labor economist. Since not every organization has such a position, the company’s management independently decides who is assigned this work. If the head of the organization entrusts this duty for the employee who has it in the employment contract and (or) job description is not registered, then such a person is appointed by means of an order for the main activity.

An approximate form of an order assigning responsibilities to an employee to create a draft staffing table is given below.

The staffing table is approved by order (instruction) of the head of the organization or his authorized person.

In this order, unlike the standard form of an order for the main activity, there is no stating part, and the order can begin immediately with the words “I ORDER”, since no additional explanations are required to put the staffing table into effect. Although you can indicate the reasons (if any) why the new staffing table is approved.

The form of the order for approval of the staffing table is given below.

Until April 2001, legislation did not establish any requirements for the preparation of staffing tables. With the introduction of the Album of unified forms of primary accounting documentation for the accounting of labor and its payment (Resolution of the State Statistics Committee of Russia dated 04/06/01 No. 26), the employer had the opportunity to use a ready-made staffing form - form T.3. In 2004, a new Album of unified forms was published, approved. Resolution of the State Statistics Committee of Russia dated 01/05/04 No. 1, in which minor changes were made to form T.3. In fact, the approval visa signatures at the end of the form have changed. Here is an example of filling out the staffing table.

It is necessary to pay attention to the fact that in the employee’s employment contract the job title must correspond to that specified in the staffing table.

If, in accordance with federal laws, the performance of work in certain positions, specialties or professions is associated with the provision of benefits or the presence of restrictions, then the names of these positions, specialties or professions and the qualification requirements for them must correspond to the names and requirements specified in the qualification reference books approved in accordance with the procedure established by the Government of the Russian Federation (Article 57 of the Labor Code of the Russian Federation).

At the moment, there are the following reference books that can be used when establishing a profession (position) in the staffing table:

– ETKS – Unified Tariff and Qualification Directory of Work and Professions of Workers;
– Unified qualification directory for positions of managers, specialists and employees;
– OKPDTR – All-Russian classifier of workers’ professions, employee positions and tariff categories.

Making changes to the staffing table

There are two ways to make changes to the staffing table.
First, you can change the staffing table itself. The new staffing table with the next registration number is approved by the order for the main activity.

Secondly, as a rule, when changes made to the staffing table are not significant, they can be formalized by means of an order for the main activity.

If changes are made to the staffing table by means of an order, the title of the order may be as follows:

“On amendments to the staffing table”;
“On changes in staffing”;
“On a partial change in the staffing table.”

The following reasons may be stated as the basis for the order:

– improving the organizational structure of the company;
– carrying out activities aimed at improving the activities of individual structural units;
– reorganization of the company;
– expansion or reduction of the company’s production base;
– changes in legislation; – optimization of management work;
– planning and economic calculations of the HR department, elimination of duplication of functions, etc.

The form for an order to amend the staffing table is given below.

Making changes to employee documents when changing the staffing table

When a change in staffing occurs, it is necessary to correctly assess the changes occurring in connection with this.
When new positions are added to the current staffing table, old ones are eliminated, the name of a position is changed, new departments are created, these processes often affect existing personnel, and then it is necessary to make changes and adjustments to the personnel documents of employees depending on what changes are introduced. It can be:

1) renaming the position;
2) translation;
3) renaming the department;
4) assignment of additional responsibilities;
5) changes in salaries.

In all these cases, the HR employee needs to carry out different procedures for preparing personnel documents.

Let's consider all these options separately.

Renaming a position occurs when an employee currently working and performing certain duties does not change anything that would entail a change in his job function or normal workday routine. However, it must be remembered that according to Art. 57 of the Labor Code of the Russian Federation, the name of the position, specialty, profession is an essential condition of the employment contract. Article 73 of the Labor Code of the Russian Federation provides that for reasons related to changes in organizational or technological working conditions, at the initiative of the employer, changes to the essential conditions of the employment contract determined by the parties are allowed. A prerequisite is that as a result of such changes, the employee’s labor function must remain unchanged. In addition, part 2 of Art. 73 of the Labor Code of the Russian Federation also establishes a special procedure for such changes - the employee must be warned in writing no later than 2 months before their introduction.

Thus, in the case of renaming a position, in addition to making changes to the staffing table (by issuing an order on the main activity), it is necessary to obtain the written consent of the employee. If the employee does not agree, he should act in the manner provided for in Art. 73 Labor Code of the Russian Federation. After this, appropriate adjustments are made to the personal T-2 card and work book. An example of making an entry is given below.

According to Art. 72 of the Labor Code of the Russian Federation, transfer is a change in the labor function or essential terms of the employment contract, in particular the place of work (indicating the structural unit), if this is indicated in the employment contract, labor function, rights and responsibilities of the employee, characteristics of working conditions, benefits and compensation, regime work and rest, conditions of remuneration.

A permanent transfer at the initiative of the employer in the same organization is permitted with the written consent of the employee. The first document when registering a transfer should be a proposal for transfer, then - written changes to the employment contract, signed by the employee and the employer. After this, a transfer order is issued (unified form T-5), the basis for which is an amendment to the employment contract. After this, changes are made to the work book and personal T-2 card.

Below is a diagram of document preparation when transferring an employee and a scheme for making changes (additions) to the employment contract.

If the name of the structural unit is indicated in the employee’s employment contract, then its renaming (changing the name, for example, instead of “marketing department” - “marketing research department”), in the absence of a change in the employee’s labor function or other significant working conditions, is carried out in the same way, as well as a change in the name of the employee’s position (i.e., when fulfilling the requirements of Article 73 of the Labor Code of the Russian Federation).

Salary changes

When salaries change in the staffing table, changes must be made to the following employee documents:

1. Employment contract. Since according to Art. 57 of the Labor Code of the Russian Federation, the essential terms of an employment contract are the terms of remuneration (including the size of the tariff rate or official salary employee, additional payments, allowances and incentive payments), then if the salary rate changes, it is necessary to formalize changes to the employment contract (see example above).
2. Personal card T-2 (section 3) (an example is given below).

Normative base

Labor Code Russian Federation, Art. 57, 72, 73

Qualification reference book for positions of managers, specialists and other employees, approved. Resolution of the Ministry of Labor of Russia dated August 21, 1998 No. 37 (as amended and supplemented)

What is staffing?

The staffing table is a mandatory document that must be in the enterprise. This document can be developed according to your own template, taking into account all the features of your activity (for individual entrepreneurs, LLCs, hotels, cafes, private security companies, construction company) or download a ready-made one.

Filling rules

First, fill out the header of the document and indicate the name of the enterprise in accordance with the constituent documents.

The OKPO code is indicated.

The "Document number" field is filled in.

The current date of the document is entered.

In the column "For period" the period of validity of the staffing table is indicated.

The document’s approval stamp includes the details of the order for the main activity that approved this document, and below – the total number of staff units of the organization or enterprise.

• Structural subdivision:

1. Name - structural divisions include branches, representative offices, departments, workshops, etc.
2. Code - the numbers of departments are indicated in an order that allows you to determine the subordination and structure of the entire organization.

FEDERAL SERVICE FOR LABOR AND EMPLOYMENT

LETTER dated May 15, 2014 N PG/4653-6-1

In the Department of Legal Support of the Activities of the Central Office and Legal Support of the Territorial Bodies of Rostrud Federal service Labor and Employment Department (hereinafter referred to as the Department) reviewed the appeal.

Within the limits of our competence, we report the following.

According to clause 5.5.4 of the Regulations, Rostrud provides information and consultation to employers and employees on compliance with labor laws and regulations containing standards labor law. The opinion of Rostrud on the issues contained in the appeal is not an explanation or a normative legal act.

In accordance with Part 3 of Art. 68 Labor Code of the Russian Federation (hereinafter referred to as the Labor Code of the Russian Federation), when hiring (before signing an employment contract), the employer is obliged to familiarize the employee, against signature, with the internal labor regulations, other local regulations directly related to the employee’s work activity, and the collective agreement.

According to the Resolution of the State Statistics Committee of the Russian Federation dated January 5, 2004 N 1 “On approval of unified forms of primary accounting documentation for labor accounting and payment”, the staffing table (Form N T-3) is used to formalize the structure, staffing and staffing levels of the organization in accordance with its Charter (Regulation) (from 01/01/2013 is not mandatory for use). The staffing table contains a list of structural units, names of positions, specialties, professions indicating qualifications, information on the number of staff units.

Thus, the staffing table is a local regulatory act of the organization, which records in summary form the existing division of labor between employees.

In our opinion, the staffing table is not a local regulatory act directly related to labor activity. Therefore, the employer is not obliged to introduce the employee to it when hiring.

At the same time, the employer’s obligation to familiarize employees with the staffing table may be provided for by a collective agreement, agreement, or local regulation.

Deputy Head of the Department

K.A.KHARITONENKO

Change of staffing

There are two ways to change the staffing table:

• Change the schedule itself (create a new schedule with the next serial number).
• Change the current one.

All changes to the staffing table must be confirmed by orders. Only after their publication can the schedule be adjusted. The order must indicate the basis on which the change is made.

Order for amendments

The order to make changes is drawn up in free form and the following details must be indicated in it:

• Name of the organization.
• Document type.
• Registration date and number.
• Stamp with the inscription "Approved".
• Executive visas.

The order is agreed upon with the chief accountant and manager.

Change due to elimination of positions

It is possible to exclude a position from the staffing table only if there is a reduction in personnel. To do this, an order to make changes is issued, the position is removed and a new staffing table is approved.

You can exclude a certain position only if certain conditions arise, such as:

• A crisis.
• Change of working conditions and more.

When reducing staff, the dismissed employee is given two months' notice before the reduction.

Procedure for reducing staff and changing the staffing table:

1. Drawing up an order (it indicates the reason for its issuance and specifies the name of the position that is being excluded). The document is certified.
2. Changes are made to the current staffing table without deleting job codes and structural units.
3. An order is drawn up on measures to reduce personnel. The order is certified and the laid-off employees are familiarized with it.

Introduction of a new position

In order to introduce a new position into the staffing table you must:

• Draw up an order for changes to the schedule.
• Make changes to the staffing table.
• Create a job description for a new employee.

Shelf life of the staffing table

The staffing table must be kept at the enterprise for three years, starting from the year when the position became invalid.

Fines for incorrectly drawn up staffing schedules

According to Art. 5.27 of the Code of Administrative Offenses of the Russian Federation, an official may be fined in the amount of 2,000 to 5,000 rubles; for persons carrying out entrepreneurial activities without forming a legal entity - from 2,000 to 5,000 rubles; for legal entities - from 50,000 to 80,000 rubles.

Using this online service for organizations, you can conduct tax and accounting on the simplified tax system and UTII, generate payment slips, 4-FSS, SZV, Unified Settlement 2017, submit any reports via the Internet, etc. (from 250 rubles / month). 30 days free, with your first payment (if you follow these links from this site) three months free.

There are two ways to make changes to the staffing table.

First, you can change the staffing table itself. The new staffing table with the next registration number is approved by the order for the main activity.

Secondly, as a rule, when changes made to the staffing table are not significant, they can be formalized by means of an order for the main activity.

If changes are made to the staffing table by means of an order, the title of the order may be as follows:

"On amendments to the staffing table";

"On changes in staffing";

The following reasons may be stated as the basis for the order:

Improving the organizational structure of the company;

Carrying out activities aimed at improving the activities of individual structural units;

Company reorganization;

Expansion or contraction of the company's production base;

Changes in legislation;

Optimization of management work;

Planning and economic calculations of the HR department,

elimination of duplication of functions, etc. Option for filling out form T-3

In connection with the implementation of measures aimed at optimizing management work, -

I ORDER:

Make the following changes to the staffing table No. 462-l dated October 29, 2008, effective January 1, 2013:

1. Exclude:

1.1 Organizational department:

1.2 Administrative and management unit

The position of economist consists of 1 full-time position with a salary of 10,979.10 rubles;

2. Enter:

2.1 Administrative and management unit

The position of senior economist in the amount of 1 full-time unit with a salary of 13,226.73 rubles;

The position of legal adviser is 1 full-time position with a salary of 8,654 rubles;

Reason: plan to improve the organizational structure of Parus LLC.

Director signature N.K. Trubnikov

Making changes to employee documents when changing the staffing table

When a change in staffing occurs, it is necessary to correctly assess the changes occurring in connection with this.

When new positions are added to the current staffing table, old ones are eliminated, the name of a position is changed, new departments are created, these processes often affect existing personnel, and then it is necessary to make changes and adjustments to the personnel documents of employees depending on what changes are introduced.

It can be:

1) renaming the position;

2) translation;

3) renaming the department;

4) assignment of additional responsibilities;

5) changes in salaries.

In all these cases, the HR employee needs to carry out different procedures for preparing personnel documents.

Let's consider all these options separately.

1. Renaming a position occurs when an employee who is currently working and performing certain duties does not change anything that would entail a change in his job function or normal workday routine. However, it must be remembered that according to Art. 57 of the Labor Code of the Russian Federation, the name of the position, specialty, profession is an essential condition of the employment contract. Article 73 of the Labor Code of the Russian Federation provides that for reasons related to changes in organizational or technological working conditions, at the initiative of the employer, changes to the essential conditions of the employment contract determined by the parties are allowed. A prerequisite is that as a result of such changes, the employee’s labor function must remain unchanged. In addition, part 2 of Art. 73 of the Labor Code of the Russian Federation also establishes a special procedure for such changes - the employee must be warned in writing no later than 2 months before their introduction.

Thus, in the case of renaming a position, in addition to making changes to the staffing table (by issuing an order on the main activity), it is necessary to obtain the written consent of the employee. If the employee does not agree, he should act in the manner prescribed by Art. 73 Labor Code of the Russian Federation. After this, appropriate adjustments are made to the personal T-2 card and work book.

An example of making an entry:

dated March 3, 2009 No. 27-k

On renaming the position of reception secretary.

In connection with the change in staffing schedule No. 12 dated September 24, 2013, I order:

1. Rename the position “reception secretary” to the position “secretary of the management apparatus”.

2. Make changes to personnel and accounting documentation before March 10, 2013.

3. Appoint HR department specialist A.V. Panina as responsible.

and chief accountant Sokolov L.D.

If the name of the structural unit is indicated in the employee’s employment contract, then its renaming (changing the name, for example, instead of “marketing department” - “marketing research department”), in the absence of a change in the employee’s labor function or other significant working conditions, is carried out in the same way, as well as a change in the name of the employee’s position (i.e., when fulfilling the requirements of Article 73 of the Labor Code of the Russian Federation).

An essential condition of an employment contract is the employee’s labor function, and not the job title, therefore changing the job title without changing job responsibilities does not require the employee’s consent

2. Changes in salaries

Since the condition of remuneration is an essential condition of the employment contract, the employee must be notified in writing of a change in this condition by the employer 2 months before the introduction of the specified change

When salaries change in the staffing table, changes must be made to the following employee documents:

1. Employment contract.

Since according to Art. 57 of the Labor Code of the Russian Federation, the essential terms of an employment contract are the terms of remuneration (including the size of the tariff rate or the employee’s official salary, additional payments, allowances and incentive payments), then if the salary rate changes, it is necessary to formalize changes to the employment contract.

An example of making changes (additions) to an employment contract.

Once again, please note that the approximate content of the text is given, and the design must be consistent with all regulatory requirements with details of the parties.

ADDITIONAL AGREEMENT

to the employment contract dated March 10, 2008 No. 123.

Open Joint Stock Company "Sever" represented by general director Konstantin Sergeevich Kolobov, acting on the basis of the charter, hereinafter referred to as the “employer”, on the one hand, and reception secretary Marina Yuryevna Smirnova, hereinafter referred to as the “employee”, on the other hand, agreed on the following:

1. Replace the word reception in clause 1.2 of the contract with the words electronics department.

2. In clause 3.2 of the agreement, replace the phrase salary in the amount of 7,000 rubles with a salary in the amount of 12,000 rubles.

3. Add clause 5.6 to the contract as follows: The employee has the right to additional paid leave of 6 calendar days.

4. These changes are drawn up in two copies and are a mandatory annex to the employment contract concluded between the parties.

2. Personal card T-2 (section 3)

The staffing table is a long-term document, however, if necessary, changes and additions can be made to it. Changes and additions are made by order of the head of the enterprise or a person authorized by him (see Figure 2).

Changes to the staffing table are made when the number or staff of employees is reduced. When reducing numbers, individual units are excluded, and when reducing staff, individual units are excluded. At the same time, employees filling reduced positions or working in reduced professions are subject to dismissal under the relevant articles of the Labor Code of the Russian Federation.

Changes to the staffing table are also made in accordance with the order (instruction) of the manager.

You can make changes to the staffing table in two ways:

1) change the staffing table itself. The new staffing table with the next registration number is approved by the order for the main activity;

2) when changes made to the staffing table are insignificant, they can be formalized by means of an order for the main activity.

Figure 2 - Example of an order when making changes to the staffing table

If changes are made to the staffing table by means of an order, the title of the order may be as follows:

- “On amendments to the staffing table”;

- “On changes to the staffing table”;

- "On partial changes in staffing."

The following reasons may be indicated as grounds for amending the order:

Improving the organizational structure of the organization;

Carrying out activities aimed at improving the activities of individual structural units;

Reorganization of the organization;

Expansion or contraction of the organization's production base;

Changes in legislation;

Optimization of management work;

Planning and economic calculations of the HR department, elimination of duplication of functions, etc.

When new positions are introduced into the current staffing table and old positions are eliminated, the names of positions are changed or new departments are created, these processes often affect existing personnel and then it is necessary to make changes and adjustments to the personnel documents of employees depending on what changes are introduced.

In these cases, the HR employee needs to carry out different procedures for preparing personnel documents.

The renaming of a position occurs when an employee currently working and performing certain duties does not change anything that would entail a change in his work function or normal workday routine. Article 74 of the Labor Code of the Russian Federation provides that for reasons related to changes in organizational or technological working conditions (changes in equipment and production technology, structural organization of production, etc.), changes are allowed at the initiative of the employer.

A prerequisite is that as a result of such changes, the employee’s labor function must remain unchanged. In addition, part 2 of Art. 74 of the Labor Code of the Russian Federation also establishes a special procedure for such changes: the employee must be warned in writing no later than two months before their introduction.

Thus, in the case of renaming a position, in addition to making changes to the staffing table (by issuing an order on the main activity), it is necessary to obtain the written consent of the employee. If the employee does not agree, he should act in the manner provided for in Art. 74 Labor Code of the Russian Federation. After this, appropriate adjustments are made to the personal card N T-2 and the work book.

A change in the position of an employee in the staffing table of a structural unit is carried out in the event of a change in the tasks, functions, and scope of work performed by a unit of the organization. At the same time, the essential terms of the employment contract change (in particular, the labor function, the rights and responsibilities of the employee, the characteristics of working conditions, benefits and compensation, the work and rest regime, the terms of remuneration). Therefore, the employee is also warned about upcoming changes in writing no later than two months in advance.

Renaming a structural unit. If the name of a structural unit is indicated in the employee’s employment contract, then a change in the name (for example, instead of “marketing department” - “marketing research department”), in the absence of a change in the employee’s labor function or other significant working conditions, is carried out in the same way as a change in the job title employee, i.e. in accordance with the requirements of labor legislation.

The assignment of additional responsibilities to an employee provides for the expansion of his labor function as defined by the employment contract. In its content, this is similar to combining positions (professions).

Changes in base (official) salaries are carried out in the event of a change in the tasks, functions, volume of work performed by departments and individual employees of the organization. When salaries change in the staffing table, it is necessary to make changes to the employment contract, since the obligatory terms of the employment contract are the terms of payment, including the size of the tariff rate or official salary of the employee, additional payments, allowances and incentive payments; to personal card N T-2.

Creation of new divisions. The basis for organizing (reorganizing) a structural unit is:

Decision of the head of the organization;

Project structure and staffing levels of the unit with a list of categories of employees;

Draft regulations on the structural unit;

Draft job descriptions for all categories of personnel of the newly introduced unit;

Draft regulations on remuneration of department employees.

A service is created when the range of tasks cannot be completed in full within the department and when there are at least two independent divisions in the structure, one of which must be no lower than the department;

The department, as a rule, is created in the structure of the service and is characterized by the presence of two clearly defined non-overlapping areas of activity;

The positions of heads of departments are introduced in accordance with a structure that satisfies the principles set out above;

Positions of specialists and working personnel are introduced when new goals, tasks and functions arise that cannot be performed by existing personnel or when the volume of work at a given workplace increases significantly.

Introduction of a new (additional) position. A set of documents is sent to the head of the organization, including:

A memo from the head of the unit justifying the introduction of a new (additional) position into the staffing table of the unit;

Updated division structure;

Draft job description for a newly introduced position.

The position of a leading specialist and equivalent employees is introduced if there are two independent areas of work, each of which is performed by a specialist, if there is a scope of work for at least two specialists;

The position of senior specialist and equivalent employees is introduced with a significant increase in the requirements for the level of qualifications imposed on any workplace based on a business assessment or subjective assessment of the head of the department;

Positions of specialists and working personnel are introduced when new goals, tasks and functions arise that cannot be performed by existing personnel, or when there is a significant increase in the volume of work at a given workplace.

The liquidation of a structural unit is formalized by an organization order in accordance with the Labor Code of the Russian Federation two months before the entry into force of this decision, with a warning to the employees of this unit about dismissal due to staff reduction.

Job reduction. This decision is made by the management of the organization when a discrepancy (duplication) of functions, responsibilities, and scope of work performed is detected with the internal regulations adopted in the organization. The decision to reduce the position occupied by an employee of the organization is formalized by order of the organization in accordance with labor legislation two months before the entry into force of this decision, warning the employee about the upcoming dismissal due to staff reduction.

Dismissal of employees due to the liquidation of a structural unit, reduction of the position occupied by an employee, is carried out by a personnel order with the appropriate wording.

So, the staffing table is not necessarily a legally required document, but it is internally necessary document organizing the work of management and staff.

The staffing table is approved by order (instruction) signed by the head of the organization or a person authorized by him to do so.

The development of a staffing table in an organization is usually entrusted to the personnel department or the economic planning department.

The way to register the staffing table is to fill out the unified form No. T-3.

When the number or staff of employees is reduced, changes are made to the staffing table. Changes are made in two ways: by changing the entire staffing table or by making changes to the staffing table.

Drawing up a staffing table allows you to determine the number of employees, the financial resources the company needs for their maintenance and the structure of the organization itself.