What is included in the staffing schedule? What does the staffing table look like: sample filling

The staffing table in an organization is necessary to form the staffing and total number of the company. The content of the staffing table is standard for all companies - a list of positions, structural composition, staffing units, information on employee salaries, monthly wages and available allowances; determined by the regulations or Articles of Association of the company.

The staffing table is drawn up according to the T-3 form. The Labor Code of the Russian Federation does not provide for the mandatory presence of a staffing table in any company, but according to the resolution of Roskomstat, for all forms of ownership the need to take into account primary documentation for accounting wages applies.

Hiring of employees under an employment contract (regardless of whether the place of work is the main one or part-time) occurs on the basis of a staffing table, which must indicate the structural unit and position of the employee.

Usually the staffing table is an accounting activity, but the Qualification Directory of Positions states that filling out the staffing table is the direct responsibility of the labor economist. But due to the absence of this position in many organizations, the head of the company independently decides who will deal with staffing issues in the organization.

In cases where the responsibility for maintaining the staffing table is assigned to an employee who does not have this obligation in the employment contract, such an action is accompanied by the execution of an order.

_______________________________________________________________________________

Order on approval of the staffing table (example)

_______________________________________________________________________________

It should be remembered that the name of the employee’s position in the employment contract must exactly match that indicated in the staffing table.

The staffing table is drawn up for a specific calendar date, and its approval usually occurs on January 1 every year. The staffing table is put into effect by order of the manager. Changes in staffing are also entered using an order. If during the year minor changes were made to the staffing table or not at all, re-approval of the staffing table for the coming year is not required. In this case, it is enough to make a list of the changes being made.

The unified form T-3 of the staffing table should not be reduced, but some necessary additions may be made to it. For example, if one of the sections of the staffing table is not in demand (for example, the “allowance” section), then the column of the unified form is narrowed and is not filled in further. The arrangement of positions and structural units in the staffing table is determined directly by the head of the organization.

Each division includes full-time positions with a mandatory indication of the specialty of the personnel. Positions are listed in descending order - starting with senior management and ending with junior positions. Structural divisions and positions are indicated only in the nominative case. Partial staff positions (for example, part-time workers) are indicated in column 4 in shares: 0.5; 0.25.

The maximum number of errors is made when filling out the “salary” column. Very often, managers do not indicate the whole salary, but its range (for example, 3,000-5,000 rubles), which is fundamentally incorrect. In this case, you can look at the order on the staffing table (a sample of which was indicated above) and add up the salary amounts so that they coincide with the total amount specified in the order. Naturally, employees in different positions receive different salaries, but to reflect fluctuations in their salaries, there is a special “allowance” column.

Why do you need staffing?

The main purpose of the staffing table is its ability to prove in court (in case of controversial situations) that the company did not employ the employee due to the absence of the required position in the staffing table, and his dismissal was justified. It should be remembered that a well-designed staffing table is the key to winning any dispute in court. Thus, the staffing table is stitched, numbered, sealed with the organization’s seal and signed by the manager and accountant.

Signatures and seals on the staffing table

The staffing table may consist of several sheets. Persons signing it sign only on the last sheet in the corresponding line. If it is necessary to sign each sheet, the form is supplemented with lines for signature. This procedure can be used when signing the staffing table of a branch before its approval separately from the parent organization.
The unified form N T-3 does not provide for printing on the approved staffing table.

How and when are changes made to the staffing table?

Changes in the staffing table occur in cases where the composition of employees changes, new departments are formed, old positions are eliminated and new ones are introduced. Changes are made in two main ways: you can completely replace the staffing table itself, or issue an order to make changes to the staffing table. In the event that changes to the staffing table are made on the basis of an order, the following reasons are indicated:

• reorganization of the form;
• optimization and improvement of the activities of governing structures;
• all kinds of changes in legislation that require mandatory changes in staffing;
• eliminating repetitive responsibilities;
• reduction or expansion of a company's production.

When changes are made to the staffing table, adjustments must be made to employee documents - work book and personal card (for example, when renaming a position). In this case, it is necessary to obtain the written consent of the employee.

When changing salaries (registration of allowances and bonuses), the employee must be notified in writing about this 2 months before the event. Changes of this kind are made not only to the staffing table, but also with the help of an additional agreement to the contract. Also, do not forget that changes and additions made in the prescribed manner to the organization’s staffing table are brought to the attention of employees, after which appropriate changes and additions are made to their work books on the basis of an order (instruction) or other decision of the employer. This is stated in paragraph 3.1 of Instruction No. 69.

What is staffing?

Turnover for many companies is a common thing, which is why many organizations practice maintaining the so-called “working” form of staffing - staffing, otherwise it is a replacement of positions or a staff list. The main difference between this document and the staffing table is its dynamism. Unlike changing the staffing table, the staffing arrangement can quickly change depending on the ongoing (numerical and qualitative) changes in the personnel of the enterprise and, most importantly, does not require the issuance of an order for its approval and change.

Since the staffing table, showing the total number of staffing units (positions) at the enterprise, does not make it possible to determine whether a position is vacant or occupied and which of the employees occupies it, the staffing table, as a rule, indicates exactly this information - the names and initials of the enterprise employees occupying positions provided for in the staffing table, and the status of the position - closed or vacant.

The staffing table is one of the main documents designed to resolve personnel issues at an enterprise. It specifies vacancies and their number, the tariff rate for a particular specialty, and possible allowances. Only with the help of this paper can the owner or director of an enterprise enter into employment contracts or lay off employees.

Why do you need a staffing document?

Drawing up this document is mandatory, as it protects employees from unjustified dismissal (see also -), guarantees correct payment. In addition, without a schedule, it is impossible to carry out reductions in accordance with Art. 81 of the Labor Code of the Russian Federation and hire specialists and workers.

Based on this document, management makes the following decisions:

• Signing a job application;
• Removal of an employee from a position;
• Amounts of wage payments;
• Establishing the tariff rate of a particular employee.

Guided by the same document, the HR department:

• Selects the necessary labor force;
• Prepares necessary documents in the field of personnel;
• Analyzes the qualitative composition of employees;
• Makes proposals for reorganizing personnel;
• Prepares the necessary documentation.

Lack of staffing is considered a violation of the Labor Code and is punishable by fines

Extracts from the personnel document may be required by the tax service, labor inspectorate, various funds - pension and social insurance, and even the Employment Center.

Who does the compilation?

Responsibility for compilation may be assigned to different departments depending on the structure of the enterprise. So, it can be composed:

• Specialists from the HR department;
• Accountant or chief accountant;
• Economist;
• Head of the enterprise.

Documents for scheduling

When drawing up a schedule, it is necessary to rely on a number of regulatory documents, which include:

• Classifiers of professions;
• Labor Code of the Russian Federation;
• Tariff schedule approved by the state.

In addition, when drawing up the paper, it is recommended to take documentation form No. T-3 as a basis. True, this form of fixing the schedule is not mandatory for use and serves as a template or example on the basis of which each enterprise can create its own form for developing a schedule. It is worth noting that the form contains the basic details for filling out.

The document on the number of workers and their salaries is compiled independently by the enterprise and reflects all information about employees, except freelance ones.

If the established form does not suit the management of the enterprise, it can always be adapted to the requirements of the organization.

What is noted in the document?

The staffing table contains the following information:

• Information about the personnel composition of the organization and the salary of each employee;
• Enterprise structure - departments, branches, other subsections;
• Positions in accordance with special classifications, including vacant positions and places for the disabled. The position specified in the document is recorded in the work book upon hiring;
• Volume of staffing units for each vacancy. In the case of a vacancy that involves part-time work, the value 0.5 or 0.75 is recorded in the corresponding line;
• Salary for each position. When filling out this line, you must remember the minimum wage. With the help of this document, additional payments are recorded - in percentage or monetary form. Such bonuses are often provided for length of service, length of service, difficult or dangerous working conditions, and the prestige of the establishment.

When drawing up schedules for identical positions with different levels of remuneration, a profession, qualification, and tariff rate are prescribed for each unit.

The number of required specialists depends on the structure of the enterprise, previously established standards for staffing and service. This takes into account the volume of work at the enterprise.

We offer an example of the staffing structure according to Form No. T-3.

The following data is indicated in the header of the staffing table or on the title page:

• Name of the organization – the full name of the enterprise, if there is an abbreviated version, it is indicated in brackets immediately after the full name;
• OKPO code – enterprise identification number. You can find it using the “All-Russian Classifier of Enterprises and Organizations”. Read more about the OKPO code;
• Document Number – a serial number of the schedule is assigned;
• Date of preparation – indicate the day, month and year when the document was drawn up;
• Approved . This line also requires space for the order number and date. Filled out after approval of the schedule;
• For a period of – this line indicates the effective date of the schedule and its expiration date;
• Staff (units) – the total number of jobs displayed in the document.

The main part of the document is a table that states:

• Section name – departments, branches, representative offices. Usually administrative departments come first, then departments and workshops;
• Department code – number in the organization structure. At small enterprises it may not be filled;
• Position and qualifications of the employee . To fill out this column, you can use the classifiers of professions OK 016-94, the classifier of occupations OK 010-93, and other classification directories;
• Number of staff units ;
• Tariff rate, salary ;
• Allowances – are established both by law and by the employer himself. Fixed amount or percentage;
• Total – the amount of salary with all allowances is indicated. Moreover, if all payments are indicated in rubles, then their total amount is calculated. Otherwise, a dash is placed, notes are indicated and regulations for allowances are listed;
• Notes – adding additional information and explanations.

Based on the entered data on salary and allowances, as well as the number of staff units, the organization’s salary budget is calculated. This amount is indicated on the staffing table. Below, under the finished schedule, the signatures of the heads of the enterprise, the personnel department and the accounting department are required. The finished document is not stamped.

This structure can be used when drawing up the staffing table for any enterprise.

Approval and validity periods

Often a new schedule is created at the beginning of the year. The finished document is approved by the manager using an order. After this, the number and date of the order are entered in the “Approved” line on the finished document.

Due to the fact that staffing is directly related to wages, it is best to introduce a new option at the beginning of the month.

The finished document is published in three copies. One is with the head of the enterprise, the second is in the personnel department, the third is in the accounting department.

Heads of structural units receive extracts from the staffing table.

The validity period of the document is not strictly standardized. Often the schedule is drawn up for a year, but in some cases it may be valid for several years or change after a couple of months due to the reorganization of the enterprise. Typically, the management of the enterprise itself sets the validity period of the schedule and indicates it on the document itself.

Document correction

In some situations there may be a need for a valid document. Some of the most common reasons are:

• The emergence of new positions;
• Salary adjustment;
• Changes in the list of vacant positions and part-time positions;
• Job reductions;
• Renaming subsections and positions.

There are two ways to change a current document:

1. Create a new schedule;
2. Issue a decree on making changes to an already prepared document.

Management is required to notify employees of changes that involve a deterioration in working conditions at the enterprise - an increase in working hours, etc. - 2 months before they come into force.

Video: How to fill out a staffing table using 1C?

One of the simplest ways to draw up a staffing table is to use a variety of computer programs to create it. One of them is 1C. This video tutorial provides information on how to use the program to create a staffing table and format it correctly.

The staffing table is the basic document on the basis of which hiring, layoffs are carried out, and the final salary for the month is calculated. Any employee authorized by management is responsible for its preparation. There are no uniform requirements for document execution, but most enterprises use form No. T-3 to create it.

The staffing table is an internal regulatory document that is used to formalize the structure, staffing and staffing levels of an organization. The staffing table contains:

• list of structural divisions;
• names of positions, specialties and professions indicating qualifications;
• information on the number of staff units;
• salary levels;
• the amount of monthly allowances;
• monthly payroll.

You can develop a staffing table form yourself, but most enterprises use a unified form No. T-3 “Staffing table” (approved by Resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1 “On approval of unified forms of primary accounting documentation for recording labor and its payment”; hereinafter - Resolution No. 1), as it is easy to fill out and contains all the necessary information.

According to Resolution No. 1 and letter of Rostrud dated February 14, 2013 No. PG/1487-6-1 “On requirements for the preparation of primary documents,” the staffing table is a form of primary accounting documentation. Therefore, if the unified form No. T-3 is not used, you need to refer to Art. 9 of the Federal Law of December 6, 2011 No. 402-FZ (as amended on July 18, 2017) “On Accounting.” Paragraph 1 of this article lists the following mandatory details of the primary accounting document:

• Title of the document;
• date of document preparation;
• name of the economic entity that compiled the document;
• content of the fact of economic life;
• the value of the natural and (or) monetary measurement of a fact of economic life, indicating the units of measurement;
• the name of the position of the person (persons) who completed the transaction, operation and the person(s) responsible for its execution, or the name of the position of the person(s) responsible for the execution of the accomplished event;
• signatures of persons indicating their surnames and initials or other details necessary to identify these persons.

FORMATION AND APPROVAL OF THE ENTERPRISE STAFF SCHEDULE

The staffing table is formed by any employee who is assigned the corresponding responsibility. As a rule, this is done by HR specialists (HR department, labor and wages department, HR department), less often by specialists from the accounting or financial department.

IT IS IMPORTANT

Before you begin to create a staffing table, decide on the organizational structure of the enterprise. This step is not mandatory, but it greatly facilitates further work.

Organizational structure of the enterprise is a complex of relationships between different levels of the organization, aimed at the optimal distribution of responsibilities and degrees of subordination.

Elements of the organizational structure of the enterprise:

• workers;
• departments, bureaus, divisions and other internal services.

The basis of the relationship between the elements of the organizational structure is horizontal and vertical connections.

Horizontal connections are single-level, have the nature of coordination. They are built between divisions of an enterprise that are at the same management level (not subordinate to each other). Vertical communications presuppose the existence of the fact of subordination and leadership.

There are several main forms of enterprise management:

• linear;
• functional;
• linear-functional.

Linear form of control

The linear management structure presupposes the presence of a single manager, subordinate to whom are executives or heads of departments (line managers). Here are present:

• vertical connections from the main manager to the heads of departments and from the head of departments to the performers in this department;
• horizontal connections only from one department head to another. There are no horizontal connections between performers in different departments.

Functional form of management

The functional form of management is a consequence of the linear one, when there is a need for specialization of enterprise divisions. In this case, functional responsibilities are distributed between departments and performers.

Linear-functional form of management

Combining the basics of linear and functional forms of management, this structure presupposes the presence of both functional and line managers. Functional managers set tasks for line managers, who can subsequently delegate them to their subordinates.

The functional manager supervises several line managers of departments of the enterprise (for example, the deputy director for economics and finance can supervise the heads of the economic planning department, the labor and wages department, and the accounting department).

In addition to the presented management structures, there are line-staff forms, divisional, project, matrix and brigade.

Line-staff management structure

Line-staff structure - development of a linear structure. This management structure includes special units, the so-called headquarters. They do not have the right to make decisions and manage lower-level units, they are intended to assist in the implementation of any tasks, and carry out planning and analysis. In other words, headquarters units perform functions that were not previously assigned to line managers under a simple linear management structure.

Divisional management structure

In a divisional structure, a distribution of duties and responsibilities is assumed: senior management is engaged in planning and solving strategic problems, and division heads are responsible for operational decisions (at the same time, they are responsible for making a profit for their division).

Project management structure

The project form refers to the organic (flexible, adaptive) type of enterprise management. The basic principle of this form: the creation of temporary management bodies to solve specific problems (for a specific project). After completing the assigned tasks, the unit is usually disbanded.

Matrix management structure

Similar to the project form, in matrix management, project units are created, but here their managers report to the functional manager, and the performers of these units are dually subordinate (to the project and functional manager).

Brigade management structure

The brigade form is very similar to the matrix form, only it is based on a group form of labor organization. The use of this form involves the creation of autonomous teams, which consist of management, specialists and labor.

It should be noted that the linear-functional structure of enterprise management is most widespread.

Using the organizational structure of an enterprise, creating a staffing table is much easier.

There is not a word in the current legislation that all enterprises, without exception, are required to draw up a staffing table. At the same time, it does not indicate the absence of such an obligation. Thus, formation is not mandatory, but this does not mean that it can be neglected.

Situations often arise when higher authorities (labor inspectorate, judicial authorities, tax service, etc.) may request a staffing table or an extract from it (goals: to check the validity of the application of tax benefits, the reliability of the information provided on work experience, earnings, etc. ).

Filling andapproval of staffing

Let's look at the procedure for filling out the unified staffing form No. T-3 using an example (Table 1).

As can be seen from table. 1, the organization's staffing table contains a list of structural units, names of positions, specialties, professions indicating qualifications, as well as information on the number of staff units and the level of remuneration, taking into account allowances.

Number of staff units ( column 4) are indicated in units for each position or profession. Positions for which the maintenance of an incomplete staff unit is provided are indicated in the appropriate proportions (0.25; 0.5; 2.75, etc.).

IN box 5 reflect the size of the monthly salary according to the tariff rate (salary), tariff scale, etc. That is, for each position, the monthly salary is indicated here at the tariff rate for one staff unit.

FOR YOUR INFORMATION

According to Art. 129 of the Labor Code of the Russian Federation, salary (tariff rate) is a fixed amount of remuneration for an employee for fulfilling a standard of work (job duties) of a certain complexity (qualification) per unit of time.

IN columns 6-8 show incentives and compensation payments (bonuses, allowances, additional payments) established by current legislation, and allowances introduced at the discretion of the organization (for example, related to working hours or working conditions). Let's imagine possible additional payments and allowances to tariff rates and salaries:

• bonuses for continuous work experience at the enterprise;
• allowances for shift work;
• bonus for employees who train newly hired employees;
• additional payments and allowances provided for by the legislation of the Russian Federation for work in harmful and (or) dangerous working conditions;
• additional payments and allowances for work in the Far North and equivalent areas;
• bonuses for drivers' excellence;
• allowances for professional excellence;
• bonuses for an academic degree or title;
• bonuses for knowledge of foreign languages, etc.

IT IS IMPORTANT

Allowances introduced by the organization independently must be enshrined in an internal regulatory document (collective agreement, Regulations on remuneration, Regulations on bonuses, etc.).

In column 10 " Note» you can display any comments, but it is most rational to include information about the regulatory document regulating the application of a particular allowance or surcharge.

After filling out all the columns of the staffing table, in the “Total” line, indicate the total amounts for columns 4-9.

Notes

1. The staffing table is signed by the chief accountant and the head of the personnel department. There may be other signatories (the decision is made by the management of the enterprise).
2. The staffing table is approved by order (instruction) of the head of the organization or his authorized person. The authority to approve this document must be in writing.

A. N. Dubonosova, Deputy Managing Director for Economics and Finance

The material is published partially. You can read it in full in the magazine

An employer is an organization, LLC or individual registered as an individual entrepreneur who has entered into an agreement with an employee: labor or civil law. Each employee, when applying for a job, is required to familiarize himself with the staffing schedule., compiled in writing, and sign.

Reference. Labor legislation does not stipulate the direct obligation of an organization or individual entrepreneur to draw up a staff schedule. The adoption of a local document is a right for the employer in accordance with part one of Article 22 of the Labor Code of the Russian Federation.

On a note. Often there is no need to develop an individual staffing form, because the unified T-3 form succinctly contains all the necessary information about the personnel of an organization or individual entrepreneur.

You must assign a number and date to this document, as well as indicate an expiration date.

It is not necessary to put a stamp on the staffing table.

Read about the approval of the staffing table for the year, and in you will find a form and description of the document.

Editing a Document

In practice, the staffing table is subject to change under the following circumstances:

A new staffing table or its change entails the creation of an order for the main activity, which is approved similarly to the initially created one.

If a reduced working time regime is introduced for a certain person, it is necessary to individually reduce the number of hours per day or per shift that the person must work, introduce a part-time work week, or apply both methods.

This mode of operation can be established in connection with the decision of the employer, the employee’s request, or by agreement of the parties.

An employee has the right to express a desire to reduce working hours, which may be due to personal or family circumstances in which he simply cannot work according to the previously approved schedule. To do this, it is advisable to write a personal statement, accept and approve the order, conclude an additional agreement to the employment contract, therefore, it is necessary to change the staffing table.

Shelf life

Due to the fact that the document is a standard management document, its storage period, as established by the Federal Archival Agency, is three years after it loses its validity.

Thus, The staffing table not only reflects the actual availability of workers, but also the need for them, makes it possible to look at the future, make appropriate adjustments and always have an optimal structure in your enterprise.

Useful video

From the video you will learn how to make a staffing table (form T-3). Rules and recommendations:

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Personnel department employees draw up a lot of documents - all kinds of orders, agreements with employees, schedules, local regulations, etc. One of the documents that greatly affects the activities of the institution is the staffing table. It is in accordance with it that the wage fund is planned (the schedule refers to the documents establishing the wage system), it can also become evidence of a reduction in the number or staff of employees of the institution and it will definitely be requested during control and supervisory activities and in the event of a labor dispute. We'll talk about staffing today.

Mandatory staffing

In accordance with the Instructions for the application and completion of forms of primary accounting documentation for the accounting of labor and its payment (hereinafter referred to as the Instructions), approved by Resolution No. 1, the staffing table is used to formalize the structure, staffing and staffing levels of the organization in accordance with its charter (regulations on her). It contains a list of structural units, names of positions, specialties, professions indicating qualifications, information on the number of staff units.
Let us say right away that there is no rule obliging the employer to develop and approve a staffing table in the Labor Code, but there is still a mention. In particular, according to Art. 57 of the Labor Code of the Russian Federation, a mandatory condition for inclusion in an employment contract is, among other things, a labor function - work in a position in accordance with the staffing table, profession, specialty, indicating qualifications; specific type of work entrusted to the employee... If, in accordance with the Labor Code of the Russian Federation, other federal laws, the provision of compensation and benefits or the presence of restrictions is associated with the performance of work in certain positions, professions, specialties, or the presence of restrictions, then the names of these positions, professions or specialties and the qualification requirements for them must comply names and requirements specified in qualification reference books approved in the manner established by the Government of the Russian Federation.
In addition to the Labor Code, the staffing table is mentioned in other regulations. In particular, clause 91 of the Methodological Instructions on the procedure for appointing, conducting documentary on-site inspections of policyholders for compulsory social insurance and taking measures based on their results, approved by Resolution of the Federal Insurance Service of the Russian Federation dated 04/07/2008 N 81, stipulates that the Social Insurance Fund, in order to confirm the correctness of the calculation of insurance premiums for compulsory social insurance will require the employer to provide constituent and organizational documents, including the staffing table. The FSS will also require it when checking the correctness of the calculation of insurance premiums for compulsory social insurance against industrial accidents and occupational diseases.
The presence of a staffing table is also necessary for the Pension Fund, which, when collecting information about the length of service of insured employees, refers to this document to establish the names of the structural divisions of the institution and the correspondence of job titles.
The staffing table is also mentioned in the Instructions for filling out work books, approved by Resolution of the Ministry of Labor of the Russian Federation dated October 10, 2003 N 69. In particular, paragraph 3.1 of the instructions notes that entries on the name of a position (work), specialty, profession indicating qualifications are made as usually in accordance with the organization's staffing schedule.
Based on the above regulations, having a staffing table in an institution is simply necessary. Note that for some institutions the mandatory staffing table is directly established by regulations:
— Order of the Ministry of Emergency Situations of the Russian Federation dated September 24, 2008 N 563 approved the rules and terms for the preparation, coordination, approval and registration of staffing schedules for employees of budgetary and state-owned institutions of the Ministry of Emergency Situations and civilian personnel of the rescue military formations of the Ministry of Emergency Situations;
— Order of Spetsstroy of the Russian Federation dated December 3, 2010 N 540 defines the procedure and terms for drawing up, reviewing, approving and registering staffing schedules for civilian personnel of military formations and organizations under Spetsstroy, maintained at the expense of budgetary allocations.

Staffing form and rules for drawing up

The staffing table form T-3 is approved by Resolution No. 1. This form contains 10 columns, and by virtue of Resolution of the State Statistics Committee of the Russian Federation dated March 24, 1999 No. 20 “On approval of the Procedure for using unified forms of primary accounting documentation,” new ones can be added, but existing ones cannot be deleted.
Note: although the forms approved by this resolution apply to organizations regardless of their form of ownership, some budgetary and government institutions draw them up in the form approved by departmental regulations. For example, budgetary and state institutions of the Ministry of Emergency Situations must draw up a staffing table in accordance with the form of Appendix 2 to Order of the Ministry of Emergency Situations of the Russian Federation dated September 24, 2008 N 563.
In any case, difficulties when filling out the header of the document are unlikely to arise, so let’s move straight to the tabular part of the form.
Columns 1 “Name” and 2 “Code” determine the structural division of the organization. Most organizations financed from various levels of budgets, as a rule, choose the names of structural divisions independently, guided by generally accepted concepts. As a rule, the structural divisions of the administration are indicated first (directorate, accounting, personnel department, organizational and legal department, etc.), then production divisions, and finally service and auxiliary divisions (administrative department, repair services, etc.). Each division is assigned a code that will help determine the place of this department or group in the overall structure of the organization (entered in column 2).
In column 3 “Position (specialty, profession), rank, class (category) of qualifications” you must enter the name of the position (specialty, profession). We note that on the basis of Art. 57 of the Labor Code of the Russian Federation, if the performance of work in certain positions, professions, specialties is associated with the provision of compensation and benefits or the presence of restrictions, then the names of these positions, professions or specialties and the qualification requirements for them must correspond to the names and requirements specified in the qualification reference books. In particular, at present they still use the All-Russian Classifier of Workers, Employee Positions and Tariff Classes OK 016-94 and the List of Production, Shops, Professions and Positions, approved by the Resolution of the State Committee of Labor of the USSR and the Presidium of the All-Union Central Council of Trade Unions dated October 25, 1974 N 298/P-22, employment in which gives the right to an old-age pension on preferential terms.

For your information. If, for example, the staffing table provides for the position of “driver”, and the employee performs the functions of a traffic controller, then he loses the right to an old-age pension on preferential terms.

In addition, other regulations containing rules for establishing the names of positions, specialties and professions should be taken into account. For example, on the basis of Order of the Ministry of Health and Social Development of the Russian Federation dated March 28, 2012 N 278n, the title of the position of the head (manager) of the plasma center can be supplemented with the title of the medical position “transfusiologist”, taking into account the profile of the structural unit and the specialty provided for by the nomenclature of specialties of specialists with higher and postgraduate medical and pharmaceutical education in the health sector.
When drawing up and approving the staffing table of a local government body, the apparatus of the election commission of a municipal formation, you should use the names of municipal service positions provided for by the register of municipal service positions in a constituent entity of the Russian Federation (clause 3 of article 6 of the Federal Law of March 2, 2007 N 25-FZ “On Municipal service in the Russian Federation").

Note! If there is a need for an institution to hire an employee for a certain period of time, his position is also fixed in the staffing table. To do this, you need to make changes to the current staffing table, indicating information about the period for which the position is being introduced in column 10 “Note” of the T-3 form.

The sequence of filling out column 3 for each structural unit is individual, taking into account the specifics of a particular organization. However, we believe that it is more convenient to fill it out in a hierarchical order: head of a structural unit, deputies, chief specialists, leading specialists, etc.
The number of staff units by position, profession or specialty is indicated in column 4. This column can contain both whole numbers - 1 (for full-time employees), and part-time numbers - 0.25, 0.5, etc. (for part-time workers). We recommend that this column reflect not only existing positions, but also vacant positions, since new employees can only be hired for open positions specified in the staffing table.
Let us note that the number of staff positions in organizations financed from different levels of budgets is determined by higher-level organizations. Thus, staffing standards:
- personnel of institutions executing criminal penalties in the form of imprisonment (except for prisons), and institutions executing criminal penalties in the form of imprisonment, with special conditions of economic activity as a percentage of the average annual number of convicts held in them - approved by the Decree of the Government of the Russian Federation of 08/12/1994 N 922;
- employees of state and municipal cultural and leisure institutions and libraries - approved by Order of the Ministry of Culture of the Russian Federation dated September 1, 2011 N 906;
- medical and other personnel of the anesthesiology and resuscitation team, the department of anesthesiology and resuscitation of a medical organization - are given in Appendices 2 and 5 to the Procedure for providing anesthesiology and resuscitation care to the adult population, approved by Order of the Ministry of Health and Social Development of the Russian Federation dated April 13, 2011 N 315n;
- a psychoneurological dispensary (dispensary department of a psychiatric hospital), an office of a local psychiatrist, an office for active dispensary observation and outpatient compulsory treatment - approved by Order of the Ministry of Health and Social Development of the Russian Federation dated May 17, 2012 N 566n.
Some departments approve methods for calculating staffing levels. For example, this is what the Federal Archive Service did, which, by Order of January 14, 2004 No. 9, approved the corresponding methodology for state archival institutions.
Some institutions, when determining both the names of positions and their number, must be guided by standard staffing schedules approved by departmental regulations. In particular, Appendix 2 to the Order of the Federal Penitentiary Service of the Russian Federation dated January 23, 2012 N 24, approved the standard staffing schedule of the criminal correctional inspection (maintained at the expense of the estimate of the penal system), in accordance with which the territorial bodies of the Federal Penitentiary Service must bring the staffing schedules of subordinate criminal correctional inspections .
In column 5 “Tariff rate (salary), etc.” the monthly salary is indicated in ruble terms according to the tariff rate (salary), tariff schedule, percentage of revenue, share or percentage of profit, labor participation coefficient (KTU), distribution coefficient, etc., depending on the remuneration system adopted in the organization in in accordance with the current legislation of the Russian Federation, collective agreements, employment contracts, agreements and local regulations of the organization (Section 1 of the Guidelines).
The most common mistake when filling out this column is establishing a salary range, that is, different salaries for employees of the same qualifications. This is incorrect: each position should have only one salary. The only exception is the situation when positions are in different structural divisions. The establishment of a larger salary for one of the employees can be achieved by establishing bonuses or other additional payments for him (Letter of Rostrud dated 04/27/2011 N 1111-6-1).
Let us note that when setting the amount of remuneration, one should take into account regulatory and departmental acts. For example, the salaries for the professions of workers and official salaries for positions of employees of territorial bodies and subordinate organizations of the state courier service are established by Order of the State Fiscal Service of the Russian Federation dated August 29, 2008 N 262.
Columns 6-8 reflect allowances, incentives and compensation payments: additional payments and allowances of a compensatory nature, bonuses and other incentive payments. That is, if employees perform their work in hazardous working conditions, one of these columns must be called “Allowance for work in hazardous working conditions”, and below indicate the specific amount of this allowance.

For your information. Based on the Decree of the Government of the Russian Federation of November 20, 2008 N 870 “On the establishment of reduced working hours, annual additional paid leave, increased wages for workers engaged in heavy work, work with harmful and (or) dangerous and other special working conditions” to persons those performing work in such conditions, based on the results of workplace certification, are guaranteed an increase in wages of at least 4% of the tariff rate (salary) established for various types of work with normal working conditions.

Allowances in the staffing table can be set in rubles, percentages or coefficients. If the size of the latter changes, you can put dashes in the corresponding columns, and in column 10 “Note” make a link to the document that governs this change. For example, the percentage bonus for workers in the Far North varies depending on the length of their “northern” work experience. Therefore, when filling out the staffing table, you can put a dash in the “Additional payments” column (if there are no other allowances), and in column 10 you can make a reference to the relevant regulatory legal act that regulates the establishment of percentage increases in wages for employees of the Far North. This will allow you not to change the staffing schedule every time it changes.
Column 9 indicates the amount of the official salary and allowances for each position. And column 10 “Note” will remain empty in most cases, but there are cases when it will have to be filled out. This applies to workers who do not have a fixed wage as such - piece workers, time workers, etc.
How to correctly indicate the amount of an employee’s hourly wage in the staffing table? The condition on its size is indicated in column 5 “With tariff rate (salary), etc.”, which reflects the hourly rate (___ rub./hour). At the same time, in the column with a note it is indicated: “Time-based wage system,” and in the column “Total per month, rub.” you should indicate the number that is obtained by multiplying the rate established by the employer (___ rub./hour) by the average monthly number of working hours.
If the employee has piecework wages, we assume that in column 5 “Tariff rate (salary), etc., rub.” you need to put a dash, and in column 10 “Notes” indicate “Piece-piece wages/Piece-piece-bonus wages” (depending on what wage scheme the employee works under) and give a link to the internal document regulating the amount of wages (for example , regulations on remuneration or regulations on remuneration and material incentives).
At the bottom of the table there is a line “Total”. It is filled out according to column 4 “Number of staff units” and column 9 “Total per month, rub.” The total number of staffing units must be indicated at the top of the staffing table in the “Staff in quantity” line. The total in column 9 is the wage fund in the organization and can change upward (in the case of working on weekends or overtime) or downward (when employees are on sick leave, on vacation at their own expense, etc.).
The staffing table may consist of several sheets. Persons signing it sign only on the last sheet in the corresponding line. If it is necessary to sign each sheet, the form is supplemented with lines for signature. This procedure can also be applied in the case of signing the staffing table of a branch before its approval separately from the parent organization.

The procedure for approving and making changes to the staffing table

As a general rule, the staffing table is approved by order (instruction) signed by the head of the organization or a person authorized by him to do so. This is stated in the Directions. The details of the order - date and number - are entered in the header of the document in the lines specially provided for this. Please note that regulations may establish a special procedure for approving the staffing table. Thus, on the basis of clause 10 of the Procedure for approving staffing schedules for employees of budgetary and government institutions and civilian personnel of rescue military units of the Ministry of Emergency Situations of the Russian Federation, the developed staffing schedules are submitted for approval and registration:
- state institutions (with the exception of state institutions of central subordination, territorial divisions of the State Fire Service of the Ministry of Emergency Situations and the State Inspectorate for Small Vessels of the Ministry of Emergency Situations) - heads of regional centers for civil defense, emergency situations and disaster relief;
- government institutions of central subordination - to the corresponding Deputy Minister of the Russian Federation for Civil Defense, Emergency Situations and Disaster Relief, according to subordination through the Organizational and Mobilization Department of the Ministry of Emergency Situations;
- territorial divisions of the State Fire Service of the Ministry of Emergency Situations and the State Inspectorate for Small Vessels of the Ministry of Emergency Situations - heads of the main departments of the Ministry of Emergency Situations in the constituent entities of the Russian Federation.
Moreover, if it is established that in the staffing tables submitted for approval and registration, positions and professions not provided for in the staffing list or staffing standards are introduced, official salaries (tariff rates) are incorrectly established or other shortcomings are identified, the registration of staffing tables is carried out only after the elimination of these violations (p. 22 Procedure for approving staffing schedules for employees of budgetary and government institutions and civilian personnel of rescue military units of the Ministry of Emergency Situations of the Russian Federation).
Please note that the registration of staffing tables is carried out by putting on them in the upper right corner information about the number under which this schedule is registered in the staffing register, the number of registered positions and the salary fund. After registration and entry into the staffing register, the registered schedules (first copies) are returned according to their ownership.
As for changes in the staffing table, they are also made by order (instruction) of the head of the organization or a person authorized by him to do so. When making changes, the question may arise: do they need to be coordinated with the trade union body? Let's figure it out. Based on Art. 8 of the Labor Code of the Russian Federation, employers can adopt local regulations containing labor law norms, within their competence in accordance with labor legislation. However, in certain cases established by the Labor Code, other federal laws and other regulatory legal acts of the Russian Federation, collective agreements, agreements, the employer, when adopting local regulations, must take into account the opinion of the representative body of employees (if there is one).
The staffing table is a local regulatory act, which reflects not only structural units, names of positions, specialties, professions indicating qualifications, information on the number of staff units, but also the amounts of salaries (tariff rates), additional payments and allowances. And by virtue of Art. 135 of the Labor Code of the Russian Federation, remuneration systems, including the size of tariff rates, salaries (official salaries), additional payments and allowances are established, among other things, by local regulations. Since the staffing table reflects the main provisions of a collective agreement concluded in accordance with the established procedure or regulations on wages, adopted taking into account the opinion of the representative body of workers, when approving the staffing table there is no need to take into account the opinion of the trade union.
However, if the collective agreement or agreements provide for the adoption of local regulations in agreement with the representative body of workers, then coordination of the staffing table with the trade union is mandatory (Part 3 of Article 8 of the Labor Code of the Russian Federation).
After the approval of staffing tables for some institutions, the need for their registration was established. Registration is formalized by placing in the upper right corner of the title page an inscription about the number under which this staffing table is registered in the staffing register, the staffing number of registered positions and the salary fund (tariff rates).
Is it necessary to put the institution’s stamp on the T-3 form? No, the unified form does not provide for affixing a stamp to the approved staffing table.

Staffing in branches

Let's start with the fact that the branch is not a legal entity, and therefore will not be an employer for employees. Since branches, just like departments, sectors or other divisions, are structural parts of an institution, drawing up a staffing table in parts (separately for the positions of the parent organization and branches) is incorrect, because the staffing table formalizes the structure of the entire organization.
However, branch managers may still be given the right to approve the branch staffing table and then they will have their own schedule. If such a right is granted, in the “Name of organization” column it is necessary to indicate the name not of the branch, but of the parent organization in accordance with the statutory documents. The name of the branch will be indicated in the “Structural division” column, which is what it essentially is. And in local regulations it is recommended to prescribe a procedure for transferring information (for example, by transferring a certified copy of the branch’s staffing table or an extract from it to the parent organization).

Shelf life

The storage periods for documents generated in the course of the activities of state bodies, local governments and other organizations are established by the List of standard management archival documents approved by Order of the Ministry of Culture of the Russian Federation dated August 25, 2010 N 558. Subparagraph “a” of paragraph 71 of the said list establishes that staffing tables organizations and changes to them are stored at the place of development and approval permanently.
Sometimes institutions draw up draft staffing tables for structural units, which are then compiled into one institutional staffing table. Such projects also need to be stored, but only for five years (clause 72 of the List of standard management archival documents).
In addition to developing projects, it is possible to conduct correspondence on the inclusion of a particular position in the structure of a department, etc. The storage period for such correspondence is even shorter and is three years - clause 73 of the List of standard management archival documents.