Staffing table

The staff unit is...

Let's see what definition of the term is given by dictionaries. So, the staffing unit is:

A job title that is provided for in the staffing schedule of an organization, enterprise, or institution.
One from the entire list of positions on the organization’s staffing table. Corresponds to one workplace.
One of the personnel (staff) positions.

Differences from related concepts

Many people confuse the staffing unit of an organization with related terms. Let's imagine the difference next.

Position and staffing unit. The first concept hides a certain set of work functions, the second - the quantitative component of the personnel schedule. Accordingly, one position may have several personnel units at once.
Rate and staffing unit. The first concept is a monetary value, the basis of the remuneration of a certain employee. And 1 staff unit is a living person, an employee. This is the difference between the terms.
Workplace and staffing unit. The first concept is an organized place for an employee to work. The second is a worker, a person. Several staff members can work at one workplace. For example, shift workers and cashiers.

State

A staffing unit is, respectively, a component of the staff (staff) or personnel of an organization. This is the name of its permanent staff. Together they form a group formed according to professional or other characteristics, indicating positions, as well as salaries assigned to each (by position).

The entire set of employees of the organization will also be entitled to be called a staff. These are those who are engaged in labor activities, and those who are on the balance sheet of the institution, but are temporarily not working due to a number of reasons (sick leave, vacation, maternity leave, etc.).

And one more definition. Staffing is the entire set of labor resources that are at the disposal of the organization and are required to carry out specific functions, achieve general goals and develop the institution.

According to Russian legislation, the terms “personnel” and “staff” are equivalent to the concepts “personnel” and “cadre”.

The staffing unit is contained in the staffing table. It means the regulatory documentation of the organization, which formalizes the structure, number and staffing of a given company, enterprise, institution, indicating the size of the salary depending on the position of the employee. This schedule reflects the existing (or planned) division of labor between employees, as prescribed in job descriptions.

"Rostrud" defines this document as a local act of the institution, which fixes in a consolidated form the division of work responsibilities and the terms of payment for labor activities. The staffing table is adopted by the employer within the scope of his competence (Russian Labor Code, Art. 8). Hence he has every right to independently make changes to this act.

The Labor Code of the Russian Federation does not require the preparation and approval of a staffing table. Moreover, it does not even contain a definition of this phenomenon.

This document is valuable for the effective use of workers' labor. With its help, you can compare divisions and departments by the number of employees and workers, salary, and qualifications. This is the necessary data for analyzing the volume of work performed, the workload of employees, and clarifying job descriptions. Also, it is the staffing table that helps to understand the feasibility of the formed structure of the organization.

This document is prepared only using the unified T-3 form. It contains the following columns:

Name of company.
Document Number.
Date of preparation.
The period of validity of this schedule.
Staff size.

Next is the schedule of a specific structural unit. Then the columns are filled in:

Name and code of this unit.
Position, rank, category, class.
Number of staff units in the staffing table.
Salary or tariff rate.
Columns where existing additional payments, allowances and their amounts are indicated. The “Total” columns are summarized.

The document is signed by the chief accountant and the head of the human resources department. Approved by order of the head of the entire organization.

Staffing structure and validity period

The current federal legislation does not provide direct instructions on how often the staffing schedule for the next year . However, taking into account the fact that the staffing table is a planning document, it should be assumed that it should be drawn up annually, at the end of the reporting period, along with other accounting documentation.

However, the staffing table can also be drawn up once and remain a valid document in the future.

The staffing table is drawn up on a certain date, ratified as a rule every year on January 1 and included in the work process by decree of the company's senior management; the document can be edited and corrected in the future.

There is no need to re-issue and re-approve the document for the coming year if it has been edited too insignificantly (in this situation you should only draw up a list of changes), or if no changes have been made to the schedule at all this year.

This document includes a list of structural divisions of the organization, data on the personal staff of the enterprise, the total number of staff, as well as data on financial accounting, salaries and salary increases for employees of the organization.

Introduction of a new staff unit

If there is an objective shortage of workers, the organization has one reasonable solution - to add another personnel unit. According to Art. 8 of the Labor Code of the Russian Federation is a completely legitimate decision. In case of organizational, production and economic need, the personnel schedule may be replenished with a new position or additional staffing unit. The frequency and frequency of making such changes is determined by the employer himself.

Russian legislation does not offer a ready-made model for introducing a staff unit. However, professionals advise carrying out this procedure in three steps.

Determining the need to add a unit to the staff.
Drawing up a new job description.
Drawing up a report document addressed to the manager.

Let's analyze the announced stages in more detail.

Sample staffing table for 2020: we draw it up according to all the rules

Step 1. Fill out the header

Everything is standard: we indicate the full name of the organization in accordance with the statutory documents. At the same stage, we indicate the period for which this document is being drawn up. The period is indicated either by a year, or they simply write that it applies from such and such a date, without specifying the terminal period.

Step 2. Specify staffing units

All names of professions and positions that exist in the company are entered here. Here they are subject to some kind of accounting and arrangement by divisions, if they exist, of course. Please note that if the profession implies the application of a professional standard or the position is indicated in the list that gives the right to early assignment of a pension, then in this document the name of the position or profession must be strictly identical to the professional standard or list.

Step 3. We register official salaries and allowances

We indicate the numbers. Please note that if you use only salaries, as, for example, in this example, then the allowance and compensation sections are not filled out. Don’t let empty cells bother you, the law allows it. This is your wage system.

Step 4. Sign

The summary information is usually signed by two people: a personnel officer and an accountant. But in small companies, one person, for example, the same accountant, can sign for two.

Step 5. Approve

Approved by the General Director by his order, which is drawn up in free form. In the future, all changes to the ShR are made exclusively by orders.

Staff reduction

Reducing staffing levels is one of the problematic points in the work of a personnel officer due to the termination of employment contracts for this reason. But at the same time, this is a completely legal tool for optimizing the number of employees in an organization.

The reduction takes place in several stages:

Issuance of the corresponding order.
Notifying the employee and offering him an alternative.
Notifications from the employment center and trade unions.
Actually, the dismissal of workers.

Let us highlight the important points of this process.

Procedure for making changes

Changes in staffing always occur on the basis of an order. Such amendments are related to:

with the exclusion of vacancies due to organizational changes in the company’s work;
introducing new staffing positions if business expansion is necessary;
reduction of staffing units associated with a reduction in numbers or staff;
changes in salaries;
renaming departments, names of structural units, etc.

Changes are allowed to be made to the current ShR form or simply to approve a new document based on the old sample. In both cases, paperwork and related documents will be required. In addition, legal requirements must be strictly observed. For example, when reducing the number of employees, it is necessary to issue an order to exclude certain positions from the staffing table and to introduce a new schedule, observing the requirements of Article 180 of the Labor Code of the Russian Federation. This article defines the employer's obligation to provide notice of layoffs at least two months in advance. The date of entry into force of the updated SR with occupied positions is no earlier than two months after the issuance of the order to make changes (for example, the date of issue of the order to make changes is November 15, 2019, and changes must be put into effect no earlier than January 16, 2010). If changes concern vacancies, this deadline may not be met.

Similarly, when changing salaries, it is necessary to comply with the requirements of Article 74 of the Labor Code of the Russian Federation, according to which a change in the terms of an employment contract at the initiative of the employer is allowed only if it is a consequence of a change in organizational or technological working conditions. All employees whose salaries are to change must also be notified of this no later than two months in advance.

Reduction process

Further events develop as follows:

Notification of employees who have been laid off - no later than 2 months before dismissal. The document is handed to each of them against signature. It must contain the rationale for the decision and the date of dismissal. It also lists the positions to which an employee can move if he or she so desires. According to the Labor Code of the Russian Federation, they must be offered until the day of dismissal.
If the employee agrees to the alternative, the transfer is processed. No - dismissal under Art. 81 (clause 2, part 1) of the Labor Code.
Notification of the trade union organization and employment service 2 months before dismissal. If a massive reduction is predicted - 3 months in advance.

When an employer is faced with a choice between several employees, it is important to remember the following:

You cannot fire employees, including pregnant women and mothers with children under 3 years of age.
The prerogative belongs to the employee with higher qualifications and labor productivity.
With equal indicators, employees with 2 or more dependents remain; the only workers in the family; employees who received an industrial injury or occupational disease in this company; disabled combatants.

Frequency of approval of staff structure

The staffing table should be approved at the very beginning of the business activity of any employer hiring employees (organizations, individual entrepreneurs, and private practitioners). It is from this document that information should be taken about the conditions included in the employment contract under which a new employee will be hired (Article 15, Labor Code of the Russian Federation).

The staffing table is approved by order reflecting the start date of applying the staffing structure. The same order may indicate the validity period of the approved structure if it is known in advance.

Meanwhile, it is not necessary to change the staffing table upon expiration or every year. You can make changes and additions to it, as well as extend the period of use.

However, if there are a large number of changes, working with this document will be inconvenient. The best way out of this situation would be to approve a new schedule. And, of course, a new document on staff structure will need to be approved if there are global changes in the organizational structure of the employer itself, for example, if:

reorganization;
significant staff reduction;
changes in the number of structural units, implying a redistribution of functions between departments and employees;
updating the approach to material incentives for employees;
massive changes in the names of positions, specialties, and professions used by the employer.

The last of these reasons, in connection with the transition from 2020 to maintaining work books in electronic form (and, accordingly, to standardizing the information reflected in them), may be significant for those employers who do not adhere to the name provided for by the current classifiers in designating the employee’s labor function :

professions of workers, positions of employees and tariff categories (OK 016-94) - it was approved by Decree of the State Standard of Russia dated December 26, 1994 No. 367;
classes (OKZ) OK 010-2014 (MSKZ-08), approved by Order of Rosstandart dated December 12, 2014 No. 2020-st;
positions of managers, specialists and other employees (approved by Resolution of the Ministry of Labor of Russia dated August 21, 1998 No. 7);
unified tariff and qualification standards used to determine the jobs and professions of workers by industry;
professional standards, reference to which in relation to the performed labor function is given by Art. 57 and art. 195.1 Labor Code of the Russian Federation.

A staffing table is formed for the employer as a whole, including data for all its structural units, including separate divisions.

Completing the reduction

The final three stages:

Issuance of a dismissal order in form T-3. The basis is an order to reduce staff.
The corresponding entry in the employee’s work book under clause 2. part 1 of article 81 of the Labor Code.
Calculation of due payments: severance pay, as well as average earnings during 2 months of searching for a new job. Additional compensation for those workers who decided to quit without waiting for the end of the 2-month period.

Thus, the number of staff units is the number of employees employed in a certain position. It is also important for the HR employee to know the basic aspects of entering and abbreviating these units.

Document requirements

The law does not require any special rules regarding the staffing schedule, except that the position or profession specified in it must correspond to the positions and professions that the employer writes in the employment agreements executed with each employee.

However, practice has developed a number of recommendations that it is advisable to follow:

It is recommended to adhere to the staffing form established by Rosstat (form T-3).
The local act must be approved by order of the manager.
It is allowed to draw up a staffing table on several sheets, but it is not necessary to lace and seal them with a signature and seal. You can simply fasten the sheets with a paper clip.
In some situations, professions reflected in the staffing table must necessarily correspond to directories of professions and positions, and in addition to the name, their codes must also be reflected in the documents (For example, the presence of professions with dangerous and harmful factors).
The presence of a company seal on the staffing table is not mandatory.
When changing the staffing table, if they are minor, you can simply issue an order for these adjustments, and leave the staffing itself as is.