Order on approval of the staffing table: how to draw it up correctly in 2020

Why do you need a staffing order?

The staffing table (or “shtatka”) is drawn up from the moment the organization is created and changes based on the needs or financial capabilities of the employer. It is used to formalize the structure, personnel composition and number, contains a list of structural divisions, names of positions, specialties, professions indicating qualifications, and information on the number of employees. In order for the document to have legal force, it is additionally required to issue a sample order on the staffing table for 2020. All rules and instructions for the use and completion of forms of primary accounting documentation for recording labor and its payment are approved by Resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1.

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

Description of the structure and form of the document

The order confirms that the new version of the schedule has come into effect. Or that the old document has undergone minor edits.

Sections dedicated to

Sections of the unified staffing form T-3

following questions:

• total salary;
• number of employees of the enterprise;
• date, number of the approved document;
• date and order number;
• indication of a specific division of the company.

Managers have the right to enter into the document any information that is related to the further organization of work. After this, everything is secured by the appropriate order.

Staffing schedules are drawn up for the entire department or for a structural unit. An option is allowed with division into separate categories of employees, such as: workers and service personnel, management departments, personnel departments.

Main sections of the staffing table:

1. Full name along with the code of the structural unit. An abbreviated form of the name is also given.
2. Next come the positions. You need to write about everyone that operates in the company.
3. The next part is about the number of units in the state.
4. Next, salaries are described, with various types of allowances. Information about specific amounts must be provided.
5. Finally, the last column is the total amount of all charges related to wages.
6. If necessary, various notes are written.

Until the director’s signature is on the order, the document does not come into force. The data provided earlier is not considered valid.

When an order for approval is drawn up

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

An approval order is required during the planning process, since information from it is used when forming the salary budget. The same document explains the costs of payment for work for tax purposes.

How to write and its sample

Regardless of whether the responsible person uses a sample order to approve the staffing table in 2020 in a unified form or uses a schedule form, the document must contain information:

• about the name of the organization and details;
• about OKUD and OKPO code;
• about the number and date of creation of the document;
• about the period of validity;
• about the order number;
• about the exact number of staff;
• on the name of each position, category and classification;
• about the salary of each employee. In this paragraph, it is necessary to indicate the allowances that a person can receive, and then indicate the final amount, taking into account all allowances;
• about the total salary of all employees of the enterprise;
• about note.

Some types of orders additionally indicate the reason why a new document is being issued.

At the next stage, after the word “I order”, it is necessary to state all the orders that must be carried out, including:

• on the adoption of a new staffing table in the organization. It is necessary to indicate the exact number of staff units contained in the document and the total amount of the payroll fund;
• about document entry. Here you must indicate the date from which the new schedule will be considered fully valid. If for some reason the order does not indicate a date, then the document will begin to be effective immediately after the order is issued;
• on termination of the previous schedule;
• about the person who is responsible for executing the order. Most often this is an employee of the personnel department or the chief accountant;
• about the need to familiarize all employees whose staffing schedule has been changed with signature with the new type of document.

Also in the order you need to indicate the presence of an application, which is the form of the new schedule.

At the very end, the document must be presented for review and signature to the manager and the responsible persons specified in the order.

Standard type sample:

Due to the increase in minimum wage

If the minimum wage is increased, then it is necessary to draw up a staffing table of a new type, to which all amendments will already be made. You will also first need to make several accounting documents, which will indicate the final amount for each employee individually.

The minimum wage does not include regional coefficients and bonuses for difficult working conditions, including in the Far North.

Before making changes to the order, it is necessary to familiarize each employee with the changes and obtain his signature. The creation of a new staffing table is mandatory for any salary increases. Otherwise, penalties will be imposed on management.

At school

The staffing schedule at the school is introduced according to the order. The order itself approves an already updated schedule based on changes in financial factors or the number of staffing units.

An accountant or the head of the accounting department is responsible for creating the schedule. Most often, the schedule for each school is compiled in the main accounting department of the regional body that controls educational institutions.

The approval is proceeding according to the standard plan. All employees must first meet and sign for the information. Next, an order is drawn up that approves the staffing table.

For individual entrepreneurs

For individual entrepreneurs with employees, it will be necessary to draw up a staffing table, as well as approve it using an order. The documents specify tariff rates, positions, as well as the number of staff units of such a plan and the structure of the organization.

The absence of a staffing table and the order that approved it will result in an administrative fine.

How to compose

A sample order for approval of a new staffing table is drawn up on standard enterprise letterhead. It states:

• amount of workers;
• wage fund;
• the date from which the schedule comes into effect.

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

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

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

The procedure for approving the staffing table in 2019

The staffing table becomes mandatory for a business entity if it attracts employees under labor agreements.
It must be drawn up even if the company’s only employee is its director. Labor law standards require that wages reflected in the staffing table correspond to the amounts accrued to employees for their work.

This act is of great importance if the enterprise carries out planning, budgeting, etc. After all, the staffing table is the company’s budget for labor costs. Also, the staffing table allows you to justify labor costs from an economic point of view for the purpose of calculating taxes.

The staffing table reflects information on the number of employees of each specialization that the organization needs to carry out its activities.
Attention: during most inspections, regulatory authorities request this report to learn more about the company structure, number of employees, and labor costs.
Many company specialists can be involved in its creation - QA inspectors, lawyers, economists, etc.

Statistical bodies have created a specialized form T-3 for staffing, which is used in practice by many organizations. However, there are also business entities that can create their own forms based on it.

The main requirement of labor legislation is that the name of the employee’s profession reflected in the concluded contract, as well as the amount of remuneration, corresponds to the same information specified in the staffing table.

It is customary to introduce staffing for one year according to the calendar. But entities that are small businesses can develop it for several years.

Attention: the prepared document must be agreed upon with representatives of the trade union body, if it has been created and operates in the organization. Only after the draft staffing table has been approved can we begin to put it into effect.

Many organizations prefer to put staffing into effect by issuing a manager's order to this effect. The order is drawn up by the HR department and then sent to the manager for signing and registration. With this method, the staffing table is an appendix to this order of the manager.

To give the schedule legal force, the stamp “Approved” is stamped on it, and the details of the order are recorded - its number and date.

After this document receives official status, each employee must be familiarized with its contents. For this, introductory sheets are used or a visa is affixed in a special journal.

Many departments require staffing for their work, so certified copies may be held by a wide range of specialists.

Important: as soon as a new staffing table is put into effect, it is advisable to reflect in the order for its introduction that the previous local act is recognized as having lost its force.

When an order is drawn up to change the staffing table

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

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

You can make such changes:

• developing an order for changes;
• by approving the new staffing table.

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

IMPORTANT!

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

Who signs

Regardless of who drew up the document (lawyer, secretary, HR employee, accountant), at the end it must be submitted for signature to an authorized person who, according to the charter, is appointed to the post of head of the organization’s activities, usually a director, general director or chairman.

In addition, after drawing up the order, those responsible for its execution and employees whose interests were affected in connection with changes to the staffing table should familiarize themselves with it. Also, Resolution of the State Statistics Committee No. 1 obliges the chief accountant and the head of the personnel department to sign on the last page of the staffing table.

How to draw up an order to change the staffing table

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

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

Changes are introduced:

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

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

The order is signed by the manager.

How often do you need to approve a new schedule?

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

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

Document storage period

Any orders regarding changes or approval of the staffing table must be transferred, after the signature of the responsible person, to the personnel department. There they are filed in a folder specifically intended for orders to change the composition of personnel.

The document must be stored in a fireproof safe at the enterprise for 5 years, after which it must be moved to the archive. After 75 years, the document must be disposed of in accordance with all requirements of regulatory and legislative acts.