Staffing schedule for 2021 - we draw up according to all the rules

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The company's staffing table is one of the mandatory documents that every enterprise must have. You can use the T-3 form as a form, or you can develop your own, tailoring it to the specifics of your activity (for DPR LLC, construction company, hotel, school, Ministry of Internal Affairs of the Russian Federation, kindergarten, cafe, preschool educational institution, restaurant, private security company, housing and communal services , municipal educational institution secondary school, agricultural enterprise).

Extract from the staffing table

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.

The general provisions of the ECSD define the concepts of “basic job title” and “full job title.”

According to the General Provisions of the ETKS, the names of workers' professions are established in strict accordance with the ETKS.

The standards established in these documents are currently used as an example and are minimal. It must be remembered that during the inspection, the inspector does not have the right to demand strict adherence to these states, due to the fact that they are advisory in nature.

Each company adapts it to its own needs. We recommend using Form No. T-3 in its usual form, since it contains all the necessary data.

The school's staffing table contains a complete list of positions defined in the organization, the number of rates for each position, information on the distribution of responsibilities of the institution's employees, and detailed information on the amounts of payments. From the document you can find out the number of employees in the administrative, pedagogical, educational and support areas.

However, it is recommended to use the staffing table at least as a basis, since the Rosstat sample contains all the necessary details.

Approximate staffing schedule of an educational institution. Staffing schedule of a general education institution according to new requirements.

What is staffing and why is it needed?

The staffing table is a local regulatory act of the company, which records all the professions used in the organization, the number of workers needed in the company for each of them, and also the wages for each specialty.

This document is presented primarily as a table containing information organized by department. Therefore, it reflects information about the departments existing in the company.

The staff records information on wages for a time period in the form of a month, while they are specified for all elements included in its composition.

Using this data, the organization’s specialists can plan the company’s costs for attracting hired personnel, as well as manage and make decisions regarding the company’s future activities.
Attention! When an employment agreement is drawn up with an individual upon joining a company, information about the profession and the corresponding remuneration for the performance of the employee’s duties is taken from the staffing table.
In addition, this document is used to determine whether the company has a need for new employees or not. The personnel officer compares the number of employees working in the company with the need for new personnel according to the staffing table.

We are drawing up a staffing schedule for 2021: rules, samples

The text of the document must contain standard details, such as name, paper number, date and place of preparation, etc. The main part indicates exactly what changes must be made and who is responsible for the execution of this order. The text is completed by the signatures of the manager and the person responsible for drawing up the schedule.

It is recommended, but not required. This means you can make changes and adapt it to your company's needs. Next, let's look at filling it out using an example template.

This is a document that describes in detail the entire structure of the organization: divisions, departments and positions assigned to them.

However, despite this provision, individual entrepreneurs are not advised to neglect drawing up the act. This is primarily due to the fact that the entrepreneur employs employees with whom an employment contract has been concluded.

Sample of filling out the staffing table

Business entities can fill out the staffing table using the T-3 form or develop their own forms.

Here you can see the staffing schedule for 2021, which is drawn up in accordance with all the rules established by law and current practice.

At the top of this act the name of the business entity is indicated, and the registration code assigned to it by Rosstat is also reflected.

Next to the name of the document its number is written according to the order of publication. For the staffing table, it is best to use separate numbering from all other internal forms. Next, the date of publication of the normative act is recorded.

Just below you need to indicate the time from which the document will be considered valid. It may duplicate or differ from the date the schedule was created. But it is not allowed for a document to have retroactive effect, therefore the date of creation of the document must be earlier or the same as the date of its entry into force.

On the right, you need to put a stamp of approval on the document, in which you need to note the details of the order establishing the staffing table as valid, as well as the total number of units included in the organization’s staff.

The staffing table looks like a form, the main part of which is occupied by a table.

The “Structural division” field indicates the names of departments operating in the company and having a place in the organizational structure. If divisions have a digital or alphabetic code, this must be reflected along with the name.

The alphabetic code can be made up of the first letters or an abbreviation of the department name. When dividing subdivisions territorially, you can indicate the name or code of the locality, district, or region.

In the “Position” field, the designations of all those positions that are required for the functioning of the organization are indicated. When creating a staffing table, its structure must be built on the following principle: after recording the name of the department in the previous field, all those positions that are included in it are listed here.

When choosing a job designation, it is best to use the accepted OKPDTR directory. Commercial organizations may not comply with this rule, and assign names there as will be convenient for their activities.

Budget employees, on the contrary, are obliged to be guided only by it, and also to indicate the class or rank of the employee for each position.

It should be noted that it will also be necessary to indicate a rank on the staff of a commercial organization if the form includes positions with dangerous or harmful labor factors. This will be necessary to accrue to these employees the preferential period of early registration of a labor pension.

In the “Number of staff units” field, the total number of employees who need to be hired for the specified position is recorded. This includes both full-time and part-time jobs. In the latter case, the number must be written as a fraction, which will express the size of the assigned monetary rate - for example, 0.25.

In the “Salary Amount” field, enter the amount of money that will be paid to the employee based on the performance of his duties. This number must be duplicated in the concluded employment contract between the parties.

• If a piece-rate payment system is assigned to a worker in a specified position, then the salary amount is entered in the column, calculated by multiplying the volume of output per month and the tariff rate.
• If an hourly payment system is adopted, then for such a position the amount of payment for 1 hour is indicated in the column. However, in addition, in the “Note” field, make a note that this is an hourly payment, and enter the details of the order or instruction on the basis of which this was established.

The next few fields of the document are combined under the single subheading “Allowances”. They indicate the amounts of additional payments established by the Regulations on bonuses, wages, etc. The amount of additional payment can be assigned not only in a fixed amount, but also as a percentage, coefficient, etc.

In the “Total” field, enter the total amount of remuneration for the position in question. It is calculated by multiplying the number of staff positions for this position by the amount of the salary of one unit.

The “Note” column is necessary for placing other accompanying notes. For example, you can check here if there are vacancies in the specified professions on the date of creation of the staffing table.

The result in the form is summarized by calculating the total volume of staffing units considered in the schedule, as well as the total fund for wages.

At the final stage, the completed document must be endorsed by the chief accountant and the employee who prepared it.

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

It is convenient to divide the form of the staffing grid into several sections according to the number of categories of employees. Administrative positions include the head of the school and his deputies. Pedagogical workers are teachers, life safety teachers, music workers, psychologists, librarians, speech therapists, physical education instructors, tutors, and senior methodologists.

Although this type of personnel documentation is not mandatory, most organizations draw up and are guided in their activities by this act. This is due to the functionality of the paper.

The version for the visually impaired does not work in authorization mode. To edit the site, use the regular version.

Regional coefficients must be indicated in the supplement column. Such payments are established in accordance with state regulations.

The schedule does not include allowances that are required by current law.

The school's staffing table contains a complete list of positions for managers, teachers and support staff, indicating the number of rates for each position.

Housing and communal services news

Increasingly, the media are discussing transparency in the housing and communal services sector. It is clear that property owners want to know what exactly is happening in their home and how much it costs them. But the main question that all employees of management organizations face in practice is “What is your salary?” We will talk about the answer to this question in this article.

Often, owners, due to ignorance of the regulatory framework, require copies of documents confirming the expenses of the management organization, as well as the staffing table. Since the owners believe that they pay wages to the director and all personnel of the management organization from their own pockets, the staffing table and other data on employee salaries act on them like a red rag on a bull. They simply do not think about the fact that the wage fund of the management organization consists of the income received from the entire set of houses under its management and the share of their house in the total wage fund can be very low. To begin with, let’s try to understand what staffing is and why the management organization needs it. According to the Resolution of the State Statistics Committee of the Russian Federation dated January 5, 2004 No. 1 “On approval of unified forms of primary accounting documentation for labor accounting and payment”, the staffing table “is used to formalize the structure, staffing and staffing levels of the organization in accordance with its Charter (Regulations)” (hereinafter according to the text – Resolution of the State Statistics Committee No. 1). For the convenience of drawing up a staffing table by a legal entity or an individual who is an individual entrepreneur, Resolution of the State Statistics Committee No. 1 contains a unified form No. T-3.

Please note that since 2013, this form is not mandatory for use, but is only advisory in nature, so the management organization or HOA can develop its own form of staffing. In accordance with Article 57 of the Labor Code of the Russian Federation, the employment contract specifies the labor function - work according to the position in accordance with the staffing table. In the Letter of the Federal Service for Labor and Employment dated May 15, 2014 No. PG/4653-6-1 “On the employer’s right to familiarize employees with the staffing table when hiring,” officials indicated that “the staffing table is not a local regulatory act, directly related to work activity. Therefore, the employer is not obliged to introduce it to the employee when hiring him.”

Thus, the staffing table is a local regulatory act of the management organization, which is necessary only to determine the labor function of employees and the “range” of official salaries.

Please note that the staffing table is not a document confirming expenses. According to clause 6 of PBU 9/99 “Expenses of the organization”, approved by Order of the Ministry of Finance of Russia dated May 6, 1999 No. 33n, “expenses are accepted for accounting in an amount calculated in monetary terms, equal to the amount of payment in cash and other forms.” That is, the presence in the staffing table of a certain position indicating the salary does not mean that this salary was paid in a certain period.

Is it necessary to provide a staffing table upon request from the owners?

Disclosure of information by management organizations is carried out in accordance with the information disclosure standard approved by the Government of the Russian Federation (clause 10 of Article 161 of the Housing Code of the Russian Federation). The list of information subject to disclosure by the management organization (HOA) is provided for in clause 3 of the Information Disclosure Standard for organizations operating in the field of managing apartment buildings, approved by Decree of the Government of the Russian Federation of September 23, 2010 No. 731 (hereinafter referred to as the Disclosure Standard). The Disclosure Standard contains an exhaustive list of information subject to disclosure, including at the request of interested parties, and the obligation to disclose information as a measure of compulsory influence can be imposed only to the extent established by law or contract.

Consequently, if the management agreement of the apartment building or the charter of the homeowners association (TSN, ZhSK) does not contain an obligation to provide additional documents at the request of the owners in addition to those specified in the Discovery Standard, the owner’s request can be refused.

Judicial practice in disputes regarding the retrieval of documents that are not named in the Disclosure Standard is on the side of management organizations and HOAs:

1. Appeal ruling of the Penza Regional Court in case No. 33-4188.
2. Appeal ruling of the Sverdlovsk Regional Court dated July 19, 2016 in case No. 33-12803/2016.
3. Appeal ruling of the Rostov Regional Court dated November 28, 2016 in case No. 33-20924/2016.
4. Appeal ruling of the St. Petersburg City Court dated August 18, 2021 No. 33-15377/16.
5. Appeal ruling of the St. Petersburg City Court dated March 1, 2021 No. 33-2857/2016.
6. Appeal ruling of the Saratov Regional Court dated December 17, 2014 No. 33-7126.

Based on materials from the Burmistr.ru blog.

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In this case, for each profession (position) an appropriate tariff rate (salary) is established.

If a company introduces a new staffing unit, then in this case the staffing table itself should be changed.

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

It is worth noting that when drawing up all internal company documents, it is important to correctly indicate the names of positions, professions and specialties of employees.

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Accuracy in the job title is very important for an employee when applying for preferential pension benefits.

Depending on whether the organization uses a UTS or a tariff schedule developed and approved in the organization (TS) or not, the form of the staffing table may vary.

As a rule, the staffing table is issued for a year and is renewed annually. However, changes can be made to the table at any time and for any need:

• reduction in the number of employees or staff reductions;
• recruiting new employees, creating new vacancies;
• increase in salaries, introduction of allowances;
• reorganization of the enterprise, renaming, merging or separating departments and divisions.

For 2021, the legislator has not developed rules regarding the uniform formation of job titles in the schedule. The norms prescribed in the standards are subject to compliance in certain working conditions and in structures of state importance. Many companies follow their own rules when naming positions.

Compilers of the staffing table should keep in mind that the columns regarding tariff rates indicate the amount of payment, which corresponds to the salary established by the company in the collective agreement.

The text part indicates the fact that the order approves the school’s staffing table, positions and total number of staff units, and the date for putting the document into effect. The order is signed by the school director, after which the document must be registered in the journal for registering orders for the main activity.

Persons performing the work of drawing up the document must be appointed by order or have this responsibility in the job description. It should be noted that in case of changes in staffing or payment amounts, the document is updated after approval of the order to change the staffing table at the school.

Therefore, it makes sense to contact qualified labor law lawyers who will help prepare the document.

Order on amendments to the staffing table sample 2021

An order to make changes is issued on a standard form and must contain the following details:

• Name of the organization;
• document type;
• registration date and number;
• place of publication;
• title;
• text;
• signature;
• stamp with the inscription “Approved”;
• visa approval at the end.

As we have already said, it is drawn up in free form, just like any other order or explanatory note.

The order should be agreed upon with the chief accountant and the manager. Once the order is issued, changes can be made.

Changes in staffing due to the elimination of positions

It is possible to exclude a position or an entire department from the staffing table only if there is a reduction in personnel. To do this, first an order to make changes is issued, the position is deleted and a new document is approved. To do this, a certain procedure is followed.

To begin with, the organization should draw up a structured list of employees so that the company does not fire important employees.

It is possible to exclude a certain position from the structure of the enterprise only when certain conditions arise (crisis, change in working conditions for workers, and so on). If staff reduction measures are taken, the dismissed employee must be notified two months in advance.

Make an order. In it, indicate the reason for the publication, what case occurred that the organization and its leader must reduce production personnel. In the administrative part it is necessary to indicate the name of the position that should be excluded. Certify the document.

Make the necessary changes to the current staffing table, but do not delete the codes of positions and structural units.

After this, place an order on reduction measures. It must indicate not only the excluded positions, but also specific employees. Certify the document and familiarize the dismissed specialists with it.

Introduction of a new position

Today, many companies, due to their small size, assign several functions of different specialists to one employee. But each employee must have his own functions.

Effective personnel management is the basis of the work of small enterprises, therefore, in connection with the increase in employees, the management structure is introducing new positions. To introduce a new position into the structure of the enterprise, you need:

• draw up an order for changes to the schedule;
• make changes;
• draw up a job description for a new employee.

In accordance with the new job description, the employee performs each of his duties. Any change, for example, renaming a position, must be notified to him against signature.

Is it necessary to use the T-3 form?

Blog for a personnel officer: labor legislation, samples of personnel documents, registration and termination of employment relationships, payments in favor of employees and many other personnel issues are discussed on this site. Our site will be useful to personnel employees of small organizations and individual entrepreneurs. The site provides free professional content.

The school's staffing table is put into effect by a separate order from the director for core activities. The approval mark and order details must then be indicated in the document itself.

Since this form is only advisory, many employers are wondering how mandatory it is. The answer is simple. Organizations are usually asked to provide this internal document to labor and tax inspectors during inspections. Despite the fact that there is no direct indication in the Labor Code that it is mandatory, there is a mention in Articles 15, 57, etc. The number of staff units included in the schedule depends on the workload (one or two shifts of teaching), the number of students and classes, sources budgeting a school, its type.

Who and how should draw up and maintain the school staffing schedule?

When considering cases in the courts, their own definition was formed. The staffing table is understood as an organizational document adopted by the head of the company.

As mentioned above, the unified form of staffing was put into effect by a resolution of the State Statistics Committee. The document was adopted in 2004 and is still in force today.

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.

This specialist will be helped in his work by a sample of filling out the staffing table 2021: it clearly shows the procedure for maintaining and filling out the document.

4. General provisions on the use of the Portal

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.

An annual change in the staffing table at a school or the development of this document in a newly opened educational institution is carried out on the basis of an order from the director. The management team is appointed responsible for the drafting.

The form of staffing is not fixed by law (with the exception of some budgetary organizations).

As approved by the staffing table

The created staffing table becomes valid by issuing an order. The latter is signed by the head of the company. There is no standard approved form for such a document.

It can be issued on the organization’s letterhead in any order. It is very important that the order approving the staffing table in the text contains the date from which the adopted document begins to be valid. Moreover, it may be the same as the date the order was drawn up, or it may differ from it.

Attention! It is prohibited to accept a staffing table on an earlier date - that is, it is impossible to write down in an order a date that has already passed on the date of its execution.

If the company’s document flow rules indicate that all significant documents from the beginning of the year begin to be numbered from the beginning, then this can also be applied to the staff. This approach will be most beneficial when changes in the staffing table within one year are repeated - this will make it possible to avoid multi-digit numbering of documents in the future.

When an order adopts a new document in place of the previous one, it would not be superfluous to add a clause declaring the old document invalid from the moment the new one is adopted.