Approve the new staffing schedule. We issue an order to approve the staffing table. How to write an order approving the staffing table

Among the local acts of an economic entity, a special place is occupied by the staffing table, which reflects the professions and employee benefits available in the company. In order for a document to have legal force, it must be put into effect, for which an order approving the staffing table is used. It is formed by the HR department and endorsed by the director of the company.

The staffing table does not apply to the enterprise, which, according to the law, must necessarily exist in the company. Nevertheless, to justify costs and for planning purposes, it is advisable to develop this act.

Very often, when inspecting a business entity, inspection authorities request the organization’s staffing table among the main documents.

Rosstat provides a standardized form for this T-3 act; the company is given the right to create a schedule in free form.

Data from the staffing table is used when drawing up employment contracts with employees. Information about the required number of employees in certain professions determines the need for labor resources.

Attention! is introduced mainly for a year. In companies where there are few changes in the workforce, this document may be valid for a long time, exceeding one year.

The developed draft of this act is agreed upon with the trade union, after which it must be put into action.

An order for approval of a new staffing table is formed in free form on the company’s letterhead. After this, it is signed by the manager and registered in the order book.

In this case, the staffing table comes with it as an attachment. The local document itself is marked as approved. At the same time, this act must reflect the details of the order on the staffing table that puts it into effect.

Attention! It is necessary to familiarize the employees of the enterprise with the staffing table upon signature. This can be done using an introductory sheet issued for each employee, or a special magazine.

A copy of the staffing table should be in the personnel service, economic department, etc.

If in the course of activity a change in the organizational structure occurs, new positions appear and old ones are eliminated, then they must be formalized by an appropriate order.

Minor adjustments do not require termination of the old document. When using it, you just need to take into account the orders for changes, which should be stored along with the act itself.

It should be borne in mind that if significant changes occur, it is recommended to develop a new staffing table and put it into effect. For this purpose it is compiled.

Attention! If changes affect official salaries for the professions in which people are currently working, then it will be necessary to reflect these innovations in employment contracts by drawing up additional provisions. agreements to them.

Sample order for approval of staffing table

Download, Word.

How to correctly draw up an order for approval of the staffing table in an organization

The order on the staffing table is formed on the company's letterhead, which indicates its full name, registration codes (TIN, OGRN), as well as address and contact numbers.

Below in the center of the line the name of the document being issued is indicated - “Order”. Here, next to it, the order number is written in order of priority, which will later be recorded in the order book.

The next line should reflect the name of the issued order “On approval of the staffing table.”

Then, stepping back a little, the introductory part of the order is indicated, which justifies the need for staffing at the enterprise.

After this, in the middle of the line is written: “I ORDER.”

Then it is advisable to state the contents of the order, indicating the points:

Approve the compiled staffing schedule at the enterprise. Here you must specify the number of staff positions provided for in this document, as well as the total salary fund for the calendar month;
To put it into effect, in this part you need to reflect from what date it comes into force. If the date is not indicated, then it is considered that such an act comes into force from the moment the order itself is issued for its approval;
If necessary, invalidate the previous staffing table;
Appoint a person responsible who will monitor the implementation of this document. If there is a chief accountant and a personnel employee on staff, then this responsibility is assigned to them.
Appoint a responsible person who will familiarize company personnel with this document.

After this, the document is signed by the head of the enterprise with a mandatory decoding of his position and personal data.

In any company there is a special document regulating the official composition of employees, as a rule, this is a staffing table. Using the staffing table, management determines the organizational structure of the enterprise, establishes the system and wages of workers according to their positions and qualifications, and the number of staff units. In different production situations, there is a need to amend the staffing table. In case of minor adjustments, an order to change it is issued. If the adjustments are significant and the staffing table undergoes numerous amendments, then a new document must be approved.

Preparing for changes to the staffing table

First, management analyzes how effectively the enterprise structure is organized. Various specialists take part in the preparation of changes, analyzing the wage fund, subordination structure, and vacant positions. The head of a structural unit must submit a memo to management with an economic justification for changes affecting his department. After completing the change project, management gives a signal to make adjustments to the specialist who is responsible for the staffing table. As a rule, this is a personnel service employee, secretary or accountant. According to the director’s verbal order, the specialist prepares an order, the director studies its contents, then approves it with his signature and seal.

Orders on staffing are general throughout the enterprise. It is possible to assign them a special index (SI), they are stored in a separate folder in order to limit access to confidential information of employees.

Reasons for making changes to the staffing table

The reasons can be very different. This is especially true if you need:

rename a position or department;
introduce or remove a position(s) from the staff;
change the salary or tariff rate for one or more positions;
replace the salary with a tariff rate or vice versa;
reduce staff.

Depending on the situation affecting the nature of the changes, the preamble of the order, which describes the grounds for its preparation, may change. As a rule, the preamble begins with the words: “In connection with”, “For the purpose of”, “In pursuance of” and the like.

Responsible for registration of staffing

After a decision is made to change the staffing table, the adjustments are carried out by an employee appointed by management to perform these tasks. Usually these responsibilities are specified in the employee’s job description or employment contract.

In small companies, the functions of drawing up and editing the staffing table are assigned to the personnel or accounting department. At larger enterprises, this is handled by the economic planning department or the labor and wages department. An individual entrepreneur performs such work himself if he does not have an accountant or HR employee on his staff. How to correctly make changes to the staffing table and approve a new one is described below in several examples.

Approval of a new staffing table

The new staffing table is approved and put into effect by order of management. It looks like this:

"Khimreaktiv"

On approval of the staffing table

I ORDER:

approve staffing schedule No. ШР-1 dated December 26, 2016;
put into effect the staffing schedule NoShR-1 dated December 26, 2016 from January 1, 2017;
HR specialist L.N. Gordeeva prepare the necessary documentation;
control over the execution of the order is assigned to the chief accountant V.V. Somova.

Read also: The entry in the work book with a number is considered invalid: sample

Change due to salary increase

Since the Legislation does not allow a reduction in employee salaries, with the exception of cases of reduction in staffing rates, changes in salary or tariff rate occur upward. At the same time, it is allowed to introduce adjustments not only for one, but for several employees at once.

The date of approval of the order may not coincide with the date of entry into force. The content of the text of the order is conditionally divided into two parts: stating and administrative. In the first part, they usually justify the purpose of making changes, in the second - specific instructions. Below is a sample order for changes to the staffing table:

Limited Liability Company

"Khimreaktiv"

On amendments to the content of the staffing table No. ШР-1, approved by Order No. 145 of December 30, 2016.

Due to the increase in the volume of work performed

I ORDER:

Make the following changes to the content of the staffing table No. ШР-1

From April 1, 2017, the official salary will be established:
To the head of the laboratory, Vladimir Semenovich Kulikov, in the amount of 37,000 (thirty-seven thousand) rubles.
HR specialist L.N. Gordeeva prepare an additional agreement to the employment contract.
Appoint chief accountant V.V. Somova to be responsible for the execution of the order.

General Director A.Yu. Vasilkovsky

Renaming a position

If the name of a position or department is changed, a written justification must be provided. The exception is a vacant position, then adjustments do not need to be justified. You can start drawing up an order with the following preamble: “Due to the need to provide the name of the department (employee position)” or “In accordance with the functional load (position indicated).”

An order for such changes is issued similar to the example described above. The administrative part of the order will be approximately as follows:

from May 1, 2017, change the title of the position “Engineer” to “Process Engineer”;
HR specialist L.N. Gordeeva notify engineer Pereverzev I.A. about the change, prepare the relevant personnel documents.

Removing a position

When positions or some staffing units remain vacant for a long time, it is reasonable to exclude the corresponding positions from the staffing table. The preamble of the order can be formulated in a similar way: “in order to optimize the organizational structure”, “due to production needs”, “due to a reduction in the volume of work of the department” and so on. In the administrative part the text with the content described below is written.

mechanic with a salary of 28,000 (twenty-eight thousand) rubles - 1.5 staff units.

Specifying the salary amount or tariff rate is optional. If the staff has the same positions in different departments, then you must additionally indicate the required department.

Introduction of the position

A method similar to the previous one on how to make changes to the staffing table when introducing a new position or staffing unit is used here. The beginning of a phrase for the preamble can be the text: “in connection with an increase in the volume of work”, “in order to increase the efficiency of the enterprise (individual division)”, “in connection with the opening of a new production facility” and so on. Let's look at what the administrative part might look like.

Advertising manager with a salary of 32,000 (thirty-two thousand) rubles – 1 pc. unit;
Warehouse manager with a salary of 30,000 (thirty thousand) rubles – 1 pc. unit.

The success of the company, as well as the transparency of its activities for clients and inspection bodies, largely depends on the proper organization of personnel work. To do this, it is necessary to clearly structure the activities of the institution, appoint specific people responsible for performing a particular task, monitor their work, as well as optimize the decision-making process and bring them to the attention of employees in a timely manner.

It is for the implementation of such tasks that the corresponding normative and regulatory documentation is required - the staffing table.

A document, the points of which serve to form the personnel and structural organization of an institution, as well as to establish regulations for its work, is called a staffing table.

As a rule, it must accurately indicate the following information:

divisions available in the company;
employee positions corresponding to UNDS and ETKS;
salaries and allowances of employees;
additional information that the head of the company considers necessary to document as part of the staffing table in order to optimally organize work.

Staffing form T-3 - you can download a sample form

Effect of staffing

The staffing table is, first of all, a guide for approving job descriptions for all employees included in it, regardless of their position in the organization. In particular, it manages the activities of the HR department and

Their function in this case is to prepare this document, as well as to make the necessary additions and corrections to it. In large companies, the staffing table approves special structural units for these purposes - labor and wages departments.

How to correctly draw up an order for the appointment of a general director and what details should be present in it - read

Registration of the staffing table

The staffing table is drawn up according to the unified form T-3 (approved by the State Statistics Committee of the Russian Federation). Each staff unit is placed in its own department, the number of units is indicated, and their names are entered in accordance with state qualification directories.

There is a notes column to indicate vacant positions. The staffing table should include both a list of main jobs and places for hourly or part-time workers. Only those company employees who work under piecework or separate lump-sum contracts may not be indicated.

Order on approval of the staffing table - you can download the form to fill out

Is staffing always necessary?

The staffing table is one of the mandatory package of documents for state enterprises and institutions. For private companies, its mandatory nature is not directly established by law.

You can find out how to draw up an employment order and download a sample of its completion in our

However, Article 15 of the Labor Code of the Russian Federation defines the signs of labor relations as work that corresponds to the staffing schedule. Therefore it is necessary first of all for a fair resolution of labor disputes, the consideration of which is within the competence of judicial proceedings.

For example, in a case where an employee was dismissed due to staff reduction, the law obliges the manager to offer him another vacancy in the organization, if available.

And if the case goes to court, the presence or absence of such a vacancy in the staffing table may influence the court decision on the legality of dismissal.

If there is no staffing table at all, the court may well take the side of the dismissed employee, as a result of which the employer will face administrative liability.

In addition, in the event of an audit of the enterprise’s activities by a social service or tax authority, if there is a staffing table for the accounting department, it will be much easier to confirm the correct expenditure of funds and the company’s social obligations, and for the human resources department to confirm the accuracy of information about employees.

How to approve the staffing table?

The staffing schedule for the calendar year usually begins on January 1. For it to come into force, a corresponding order is given to the head of the company or its branch - an order to approve the staffing table. If necessary changes are made during the year, they are approved

To ensure that this work is carried out accurately and in a timely manner, the institution has internal office management instructions for appropriate recommendations and instructions.

The issuance of an order establishing a staffing table is recorded in a special document, called

Sample order for approval of the staffing table.

The procedure for drawing up an order to approve the staffing table

The order form is usually prepared by managers and employees of the company’s human resources department. The staffing table is approved by the head of the organization, his deputy or a person authorized by management. Certification of the document form is carried out using the institution’s seal, it is endorsed by the chief accountant and the head of the human resources department.

What is an order on bonuses for employees and why this document is needed - read in the materials of this

How to approve the staffing table and avoid mistakes, read about this in the article. Everyone needs a document, so you need to take a responsible approach to its preparation, execution and approval.

From this article you will learn:

how to implement staffing;
what is the procedure for approving the staffing table;
what documents are needed to approve the document;
form and sample order for approval of the staffing table.

Introduction of staffing

The staffing table reflects information such as the number of company employees, their salaries, vacancies of the enterprise, divisions, date and order number, etc. The development of the document is carried out by a personnel specialist, but the company management can appoint another employee whose responsibilities will include drawing up and making changes to the local act. For example, this is often charged to an accountant, lawyer or economist of a company.

You must first issue an order approving the staffing table for 2017, which will allow you to avoid mistakes. It indicates the date of preparation of the document, structure and period of validity. The authors and developers must be familiar with the management order, which is signed by all involved in the document. If an error is subsequently found in the local act, the manager and developer will bear responsibility for this.

The procedure for approving the staffing table in 2017

Sample order for approval of staffing table

When preparing an order for a new staffing table, there is no need to overload the sample with unnecessary information. The name of the organization in the document must strictly correspond to what was used when registering the company. After the word “I approve,” you should indicate the current date, as well as the number of the order approving the new staffing table. Please note that it is unacceptable to write numbers in words!

The article was checked by an expert: Anna Nefedova.

At enterprises and organizations, a lot of documents for various purposes are compiled every day, the staffing table is one of them. Thanks to this order, the hiring and dismissal of employees occurs.

This document is also fundamental when calculating wages. Today we will discuss in detail the procedure for approving the staffing table, and will also consider the nuances of its preparation.

What it is?

This is a document that relates to the internal document flow of the organization, recommended for preparation and containing information about staffing levels, job titles, number of employees, salary and budget allocated for paying employees.

The SR can be quite voluminous and contain several pages, in which case it is stitched and numbered. The signature is placed only on the last sheet.

If it becomes necessary to put a signature on each page, you must first add lines to the staffing form.

Despite the fact that the ShR at the legislative level does not belong to the category of mandatory documents, the Labor Code of the Russian Federation refers to this document, indicating that the employee carries out his labor activity in accordance with the staffing table of the enterprise.

This document is a significant document management tool for the organization, has its purpose and performs the following functions:

fixes the number of workers;
ensures control of the company's organizational structure;
makes adjustments to allowances;
controls the wage system.

In addition, in the case of inspections by various government services, the presence of a ShR helps reduce the number of controversial issues.

This normative act can be used as evidence of the legality of actions taken during legal proceedings.

Registration of the schedule often occurs at the end of the next calendar year, and comes into its legal rights only after the issuance of the corresponding order.

Nuances of the approval process

There is an unspoken algorithm of actions that is used when approving the ShR:

Coordination of the form of the document. The legislation does not regulate the strict form of filling out the act.

Nevertheless, there is a unified form T-3, which is specially designed for registration of ShR, is very simple to fill out and has basic details. It is also envisaged to use the organization's own sample.

Compilation. This function is performed by any official who is entrusted with this responsibility (chief accountant, head of the personnel department, head of the organization). We summarize the main points that should be indicated in the schedule in the form of a table:

All amounts to be entered must be written in numbers only.

Also, it should be pointed out that there is a certain procedure for introducing ShR into the company’s document flow:

An order is issued on the need to draw up a ShR.
The order is recorded in the journal.
Analysis of the organizational structure of the enterprise.
Entering information into the timesheet.
Coordination of the document with the manager.
If the decision is positive, an order is issued.
The order is registered in a special book of acts.

Printing on the ShR is not provided, since it is part of the document flow for internal use. The signature of an authorized person is sufficient.

Order of approval

Drawing up an approval order. An order from the head of an enterprise is a document confirming the entry into force of a new schedule or the introduction of minor changes to the previous one.

A standard template approved by the company is used as an order form, since the law does not provide for a universal draft order.

Important! If there are fairly significant changes, then it is more appropriate to create a new schedule than to change it.

Making changes to the order. When making certain changes, it is necessary to issue an appropriate order.

The order for amendments and the order for approval have a similar structure and identical procedure for filling out. The only difference is the fact that the change order reflects the reasons.

Sample change order

Often, the basis for changes is:

optimization of administrative activities;
reorganization of the enterprise;
changes in organizational structure;
changes in the legislative framework;
elimination of duplicative functions;
expansion or reduction of the organization's core activities.

All orders regarding the introduction of certain changes or regarding the preparation of a new SR are stored in a separate folder in the personnel department for at least 5 years.

After the specified period, the documents are transferred to the archive, where they are permanently located.

If any questions arise, the SR is handed over to the manager or his authorized official.

Order structure

The order approving the schedule has the following design features:

Full name of the enterprise, including its organizational and legal form.
TIN, KPP, OKPO and other details, as well as the address and contact numbers of the company.
Location of the main management of the enterprise.
Date of preparation and order number.
The order number of the order, according to the sequence of internal document flow.

Example of an approval order

number of staff units;
the total amount of money allocated for wages;
the effective date of the new schedule, as well as the document number;
surname and initials of the official responsible for compilation;
names of departments and divisions, if the document is drawn up specifically for them, and not for the company as a whole:
number of schedule pages.

Date and number of the approved schedule (attachment).

Initials, position and signature of the head of the organization.

For what period is it compiled?

The answer to the question posed is quite clear. It all depends on how significant the changes are that need to be fixed in the schedule.

This document is drawn up, in fact, when the need arises - a change in the number of employees on staff or other circumstances, and does not require adherence to a strict frequency of registration. However, in most cases, this document is drawn up once a year.

Who approves the document in the LLC?

LLC (limited liability company) is a form of organization of an enterprise whose participants are the founders. There is a misconception that the founders have the right to approve the enterprise's SR. This option is only possible when this clause is specified in the company’s Charter.

Otherwise, the approval procedure has a similar algorithm as in any other legal form of the company.

It follows from this that the schedule is approved by the head of the organization, and, moreover, this process can take place even without prior agreement with the founder (again, unless otherwise reflected in the Charter).

The procedure for approving an order on a school schedule

A school is a municipal educational institution that has a completely different organizational structure than the previously discussed examples of legal entities.

So, for example, in most cases, the ShR is issued for a calendar year, but at school, this period is limited to the academic year, the duration of which is the time period - from September to June.

Example for school

When drawing up the SR at school, you should use the following documents:

Charter of a general educational institution.
Papers defining the structure and number of staff units.
Standard documents.
Calculation of wages, including allowances, for each employee.
Estimate.

The HR must necessarily reflect information about employees working part-time. This category is indicated equally with key workers.

It is also necessary to pay special attention to the specific features of educational activities. For example, a school may need additional specialists due to in-depth study of certain subjects.

Important! The following should be noted: if the enterprise is not one of the municipal and state structures, then the legislation does not provide clear requirements for the availability of this document, and is more advisory in nature.

Otherwise, drawing up T3 are obligations that must be fulfilled.

Most decisions in school are made by issuing orders. This issue is dealt with by the HR department or accounting department.

The order must necessarily contain standard information:

Name.
Type of order.
Number and date of compilation.
Full name and signature of the director of the educational institution.

The schedule must reflect any changes regarding changes in the number of full-time employees, positions or wages, etc.

Rules for drawing up an order

If it becomes necessary to introduce a new schedule, an order is drawn up and the manager or authorized person needs to approve it by signing, which allows the innovations to come into force.

As we said above, the document does not have a strictly defined validity period, however, when replacing the ShR with a new schedule, it is drawn up in a new edition, after which it is approved by a new order.

If there are changes in personnel at the enterprise, which requires making appropriate amendments, these issues can be resolved as follows:

Approve the schedule by issuing an order.
Approve the new edition directly from ShR himself.

The next step, in any of the proposed options, will be the issuance of an order, which should indicate the reasons that led to the changes or the introduction of a new document.

As you can see, the legislation does not provide for the mandatory presence of a staffing table in the company’s document flow, however, you can see undoubted advantages if such paper is still available.

This document really helps to monitor the dynamics of the enterprise’s labor activity, thereby achieving optimization of the enterprise’s main processes.

Order on approval of the staffing table

A staffing table is a document containing the structure, composition and number of employees of an organization. The document is drawn up according to the unified form T-3. The organization develops the composition and number of structural units. Due to the constant development of any organization, there is a need to change it.

There are two ways to change the staffing table:

changing the schedule itself. In this case, a new document is drawn up in form T-3.
issuing an order to change the staffing table (if the changes are not significant).

The order to approve the staffing table relates to documents on the main activity and is signed by the head of the organization (director) or his authorized person (for example, the head of the personnel department).

The order is drawn up on the general form of the organization, does not contain a statement part and begins immediately with the word “I ORDER”. This is due to the fact that the text of this document does not require reasons or additional explanations. Of course, a personnel specialist can indicate the reasons for issuing a new order, if any, but this is not necessary.

There is no unified form of order for approval of the staffing table in labor legislation, therefore personnel specialists draw up this document arbitrarily or according to existing samples. The order must be familiarized with the signature of the interested parties, that is, all employees affected by the changes.

The order for approval of the staffing table is registered in the journal for registering orders for core activities.

The order for approval of the staffing table is stored in the organization permanently as an order for the main activity in accordance with Art. 19 “List of standard management and archival documents generated in the process of activities of state bodies, local governments and organizations, indicating storage periods” dated August 25, 2010.

This document is used in the following procedures:

Order approving the staffing table for 2018

Articles on the topic

The article contains a sample order approving the staffing table for 2018 and the rules for filling it out

The staffing table is one of the main personnel documents for an organization or individual entrepreneur that has or is expected to have employees.

Changes in personnel documents:

This document has no specific validity period. It may be revised when new positions are introduced into the employer’s structure or when old ones are eliminated. Also, the staffing table may change during salary indexation.

In the article we will look at what document is used to approve the staffing table, and also provide a sample approval order for an organization and for an entrepreneur.

When is a staffing order needed?

The staffing table itself is developed by the employer based on the specifics of the activity, the need to attract certain personnel, average salaries operating in the region, as well as the minimum wage established in the region.

The staffing table may be revised as necessary. This need arises:

when expanding activities and, as a result, opening new vacancies;
when production is reduced and, as a consequence, the number of staffing units or rates is reduced;
when carrying out wage indexation;
during the reorganization of the enterprise;
upon liquidation of an enterprise;
in other cases.

It should be noted that if the employer has approved the Regulation on remuneration, which provides for a certain frequency of revision of wages, then the publication of a new staffing table must be carried out within the time frame established for this by the Regulation.

Each change in the staffing table must be accompanied by an order (written order) from the manager.

It should be remembered that significant changes in working conditions must be notified to employees no later than 2 months before such changes begin. Therefore, if a change in the staffing table is not planned within the framework of current internal regulations and improves conditions for employees, then an order to approve the staffing table must be issued 2 months before the start of such staffing.

Order on approval of the staffing table for 2018 - sample document structure

There is no clearly established form for the order to approve the staffing table. But there are at least 2 options for how you can arrange it:

with the wording “to approve the new edition of the staffing table”, and list all changes in the staffing table itself;
listing all changes point by point.

For example, an order may contain the following information:

1. Introduce the following changes from November 16, 2018 into the staffing table dated April 27, 2016 No. 29-sht:

1.1. Create a design department with a staff of 3 units:

head of the design department with a salary of 94,350 rubles. — 1 unit;
design engineer with a salary of 49,780 rubles. - 2 pieces;

1.2. In the “Production Group” structural unit, the position “head of the bureau” will be renamed to the position “senior manager”.

But the order may also contain abbreviated information:

1. To put into effect from November 16, 2018, a new staffing table No. 30-pcs with a total number of 45 staff units and a wage fund of 785,450 rubles. (seven hundred eighty-five thousand four hundred and fifty rubles).

2. Entrust control over the execution of this order to the chief accountant G.P. Kudryavtseva. and head of the HR department Samoilov I.A.

Where can I download the staffing order?

You can sample an order to put a new staffing table into effect download from our website. As an example, we used the case of a change in staffing due to staff reduction.

Order on staffing - sample 2018 for individual entrepreneurs

For an entrepreneur, the requirements for the content of an order do not differ from ordinary organizations.

Office work

We issue an order to approve the staffing table

A well-thought-out organization of personnel work at an enterprise allows for success and transparency. The director must distribute responsibilities among employees, appoint heads to departments, and exercise control over the implementation of assigned tasks.

The most common form of staffing, used everywhere, is T-3. This form was approved by the State Statistics Committee of Russia. The head of the organization can add in the “Notes” column the information that he considers necessary.

This information should be relevant to the matter - to the personnel structure of the organization, the issuance of wages or allowances, and the working hours of employees. The document itself is approved by order.

In what cases is it required?

With the correct structure of the company's activities, division of labor and organization of employee work schedules, the manager must draw up a staffing table at the end of each year.

If global changes have been made in the personnel system, the document can be drawn up at any time.

In some cases, just making adjustments is enough. The schedule comes into force only after the new document has been approved; it can be valid only after the Order on introducing a new schedule or making changes to the old document comes into force.

Its preparation is an important part in organizing the company’s labor activities.

This is an important document for tax and other audits. It is also necessary in court when considering a case regarding the dismissal of employees.

The employer can:

exercise control over the organizational structure of the enterprise;
record the exact number of employees in each position;
control the wage system;
exercise control over allowances.

How to draw up an order to approve the staffing table in 2016?

According to the rules, economists should be responsible for scheduling, but most often this is entrusted to accountants.

The text of the order can be prepared by employees on behalf of the director. However, the director or his deputy signs the schedule and order.

How often is it required to be published?

It is enough to publish a new staffing table once a year. If necessary, it may be reissued within a year.

Each edition or reissue is accompanied by the preparation of a new order. This is practiced if global changes have occurred in the personnel system.

When reducing staff, it is necessary to bring the number of personnel units into full compliance with real numbers.

What are the rules for hiring with a probationary period? Find out here.

Document structure and form

An order drawn up by the head of the company is a document confirming the start of a new schedule or the introduction of minor amendments to the old one.

The document contains the following sections:

company divisions;
date and order number;
date and number of the approved schedule;
the number of employees;
total salary.

The manager has the right to enter into the staffing table any information that, in his opinion, will optimize work in the organization and consolidate it with an order.

The staffing table can be drawn up for one department or the entire structural unit at once, or it can be divided by employee categories. The most common categories: workers, service personnel, administrative and technical personnel.

The table shows the main sections of the staffing table.

Until the order is signed, the staffing table does not come into force and the data indicated in it is not valid.

An order is required not only when drawing up a new document, but also when making changes to the old schedule.

Main points of the document:

Date of preparation;
serial number of the document, according to the current system at the enterprise and the number of previously drawn up Orders;
full name of the organization or branch;
requisites.

An order necessary for the staffing schedule to come into force.

You can download a sample order for the implementation of a new staffing table here:

The staffing table should be filled out in accordance with generally accepted rules:

The name of the enterprise is indicated first;
the exact date of the new schedule and its number are indicated;
The number of employees and the total amount of wages are written down from the staffing table.

An accountant or economist of an enterprise should take as a sample the standard form for an order on a new staffing table and adapt it to the requirements of the manager.

It is not recommended to make global changes to the sample. The order should be short and succinct, not filled with unnecessary information. The name of the company must fully correspond to what is specified in the constituent documents.

Under the word “Approved” the number of the order is indicated, as well as the date of its preparation.

Please note that it is unacceptable to write numbers in words in the document.

Employee rate, salary and allowances are all recorded in numbers.

If errors were made when filling out the schedule, corrections will require the issuance of a new order from the manager.

To maintain the confidentiality of information, the completed form is not distributed throughout the organization. Only 1 copy is made. The original is kept by the manager, a copy by the chief accountant.

Where can I complain about illegal wages anonymously? Find out here.

Do I need to restore my work book if it is lost? Information is here.

Who endorses?

Documents are endorsed by officials appointed by the organization. The position of the endorser, personal signature and its transcript are indicated.

Where and for how long is it stored?

Orders on staffing schedules are stored in a folder with orders related to personnel in the organization. The staffing table itself is stored in a separate folder permanently and transferred to the archive by an employee of the accounting department.

If necessary, documents can be issued from the archive to the head of the enterprise or authorized representatives.

At large enterprises, a new schedule is drawn up for a period of at least a year.

The order approving the staffing table is signed immediately after its preparation. The head of the company can announce the introduction of changes to employees personally or at a meeting. Management also informs about the introduction of a new schedule for the year.

To change the schedule, you must also issue an amendment order.

The legislation of the Russian Federation does not impose strict requirements for staffing.

Organizational managers have the right to choose the best way to maintain a document: its validity period, data included in the schedule.

Some companies do not maintain such documentation, but in most cases this has a negative impact on their activities. The schedule can be useful when conflicts arise due to staff reductions, as well as to regulate the number of employees in each position in order to avoid overpayments and reduce the organization’s budget.

Order on approval of the staffing table: what to indicate in the document

Articles on the topic

After drawing up the staffing table, the organization prepares an order to approve the new document. First, the new schedule is signed by the chief accountant and the head of the human resources department. Then the head of the company approves the schedule with an order.

When preparing an order to approve the staffing table, use this useful sample

An order must be issued to approve the new staffing table. This is a mandatory part of the procedure for putting into effect a document regulating the structure and personnel of the enterprise. Without such an order, the schedule will not enter into legal force.

Sample order on the introduction of a new staffing table

Download other orders in the Labor Disputes magazine

Read articles about staffing

Who draws up the order on staffing and according to what rules

Typically, at enterprises, writing orders on behalf of management is the responsibility of one of the ordinary employees who has certain knowledge and skills in creating such documents. As a rule, this is a legal adviser, HR specialist or secretary. But regardless of who is responsible for performing this function, the order must be endorsed by the director of the organization.

When a staffing table is adopted, the order for its introduction is prepared in free form

There are no special instructions in the law on what an order for approval of a staffing table should look like. The document can be prepared:

in any form;
according to a template developed by the company and approved in its accounting policies.

number and date of compilation;
name of company;
reference to the basis;
the essence of the order (must be indicated clearly and succinctly, using wording like “I approve the staffing table”);
number and date of publication of this schedule;
the date of its entry into force.

If desired, you can supplement the information part of the order with information about the number of staff units and the wage fund specified in it.

Finally, it is necessary to identify the persons responsible for carrying out the order. Usually this is a personnel employee of the organization and an accountant.

The order on the new staffing table is issued in one copy

As for the appearance of the document, the company has the right to design it as convenient. Acceptable:

handwritten forms,
printed forms,
on company letterhead,
on a blank A4 sheet.

The main thing is that the order contains the necessary details, the corresponding order and must be signed by the head of the company.

There is no need to put a stamp on the document, because it refers to the internal documentation of the enterprise. In addition, since 2016, legal entities have the right not to use seals and stamps in their activities.

The order is usually issued in a single copy, which during the period of validity is kept in the same place with other legal acts and administrative documents. After losing its relevance, the order on the staffing table is transferred for storage to the organization’s archive. It must be kept on file for the period required by law. The document can then be disposed of.

The staffing table must be attached to the order for its introduction

The schedule itself should be linked to the order as an appendix. It should be clear from the order what kind of document we are talking about. Write down the schedule details. If inspectors discover incorrect registration, the company may be fined. In addition, check if there are any errors in the design of the schedule itself (Decree of the State Statistics Committee dated January 5, 2004 No. 1). The document must include:

structural units,
job titles,
the number of employees,
their working conditions (schedule, salary, etc.).

Before developing a new schedule, management issues an order to begin such development. This is part of the document preparation procedure. Then the document itself is created. Once the order for its introduction is signed, the schedule comes into force.

If you need to make changes, use one of the options:

issue an order to amend the current schedule,
draw up the next edition of the schedule. In this case, a new order to put the document into effect will be required.

The choice of one option or another is within the competence of the employer. When changes are isolated in nature, it is more convenient to issue an order to make changes. For example, if the name of a position has been changed. Then the employer will reflect all changes in the order itself, and in the staffing table in the “Note” section he will indicate the number and date of the document on making changes.

If the changes are widespread or affect the names of not only positions, but also structural units, then in this case a new edition of the schedule is published.

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