Make changes to the staffing table. We draw up an order to amend the staffing table: a sample for all cases
Correct document flow of the enterprise not only simplifies existence, but also saves from debates with regulatory authorities.
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Such important changes as remuneration or reorganization of the enterprise will certainly cause a rotation of personnel or a change in the salary fund, therefore, the presence of a document confirming the fact of the event must be issued by the employer.
The need to issue an order
Any company may need to change the staffing table. In fact, a serious transformation in the company begins only when innovations are included in this local document.
It is very important for the employer to correctly draw up all the documentation accompanying this process in order to avoid all sorts of problematic issues in the future.
An order to change the staffing table is issued in the following cases:
- Exclusion / introduction of positions or entire departments, when the transformations are associated with organizational modifications in the company.
- Reduction of the staff of the company or individual entrepreneur.
- Change in the amount of wages (increase/decrease);
- Company reorganization.
- Changing job titles.
This is an incomplete list of reasons for issuing this act, but these reasons are most often found in practice, we will consider them in more detail.
salary increase
The order to change the staffing table due to an increase in wages must contain the following data:
- List of positions.
- The amount of the new salary;
- Calendar date of entry into force of the changes.
Employers should not forget that according to the legislation, remuneration is one of the essential conditions of any employment contract.
In this regard, after making changes to the staffing table, it will be necessary to draw up additional agreements with employees reflecting the changed amount of their remuneration. All specialists who are affected by the transformation, in without fail should get acquainted with them under the signature.
Why do we consider only the example in which there is an increase in salaries? Because this situation excludes any disputes between the employer and the employee. On the contrary, the decrease in salaries causes them.
In accordance with the law, provoke a change in working conditions, which include wage, the employer has the right only when it is connected with technological or organizational transformations of working conditions.
In practice, companies, in order to circumvent this limitation, try to conclude with the employee additional agreement about the reduction of salary by force, threatening with dismissal or worsening working conditions. This is illegal and may cause the development of a dispute between the parties to the employment contract.
Enterprise reorganization
The reorganization of an enterprise in any form may be accompanied by changes in the staffing table, when some positions appear and others are excluded. The latter are of interest.
In case of liquidation of positions occupied by employees of the company, they must be notified no later than 2 months before the expected moment of dismissal. In addition, they are entitled to severance pay and payments of average monthly earnings within 2 months from the date of termination of the employment relationship.
In practice, job titles are often modified during reorganizations. In this situation, Art. 74 of the Labor Code of the Russian Federation, which states that the employer is obliged to notify the employee of changes in writing two months before the expected changes.
Downsizing
The reduction in the number of employees is becoming the most common reason for issuing a local act to amend the staffing table.
This order must include the following information:
- positions that reduce and (or) the number of their units;
- date of entry into force of the changes.
Employees subject to reduction, and the person who is responsible for its execution, must familiarize themselves with the order against signature. In addition, the company is obliged to comply with other conditions for dismissal on this basis, provided for in the Labor Code of the Russian Federation. In particular, issue written notices to employees, offer them a transfer to other positions (if possible), make payments and issue termination of employment.
The employer must remember that certain categories of persons cannot be dismissed on this basis, while others have preemptive right to stay at work.
Another situation is also possible, when not employees will be reduced, but only the position that remains vacant at the time of the changes. In this case, you only need to issue an act and make appropriate changes to the local document.
Introduction of new positions or divisions
An order to change the staffing table is also issued in connection with the introduction of new positions or divisions.
Such an act shall contain the following data:
- The name of the new position or department, indicating the number of staff positions.
- Calendar date of entry into force of the changes.
The peculiarity of this basis for the introduction of changes in the staffing table is that the order comes into force immediately after its publication. Since the change does not entail any consequences for the working specialists of the company. The organization is obliged to familiarize the employees who are responsible for the creation of job descriptions with the act.
Change of position
If a vacant position is subject to change, no problems are created, and the procedure is carried out in a simplified manner.
In the event that the position that has undergone changes is occupied, it is permissible to modify the name only with the consent of the employee, since this is an essential condition of the employment contract. After the employee and the employer sign an additional agreement on changing the name of the position, an appropriate order is issued and modifications are made to the staffing table.
If the employee does not give his consent to the change of position, the employer is guided by Art. 74 of the Labor Code of the Russian Federation. It should be noted that he has the appropriate right only in the event of the transformation of organizational or technological conditions labor. After making a modification to the staffing table, the employer must make an appropriate entry in the employee's work book and his personal card (if any).
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Change in the minimum wage
A change in the minimum wage entails the need to make changes to the staffing table only if the official salary of employees is set depending on this value.
When such transformations concern the majority or even all employees of the organization, it is advisable to issue a new document.
If only a small number of employees fall under its action, make changes to the current one.
Methodology for making changes to the staffing table
Changing the staffing table is the first stage on the way to more serious transformations that are taking place in the company. Further actions and the fate of the company depend on how legally the order is executed and related procedures are performed.
Foundations
We have already considered the main reasons that make it necessary to make a transformation in the staffing table. When placing an order, they are usually indicated in the title.
A sample text looks something like this: an order "On making changes to the staffing table in connection with the reorganization of the enterprise."
Often, before the issuance of this act, additional agreements are signed to the employment contract (for example, if the name of the position, salary changes). In such a situation, you should make sure that the paperwork is correct and all the necessary standards are observed, and only after that the head of the organization prepares an order, which is the direct basis for making changes to the staffing table.
Mandatory order details
It should be noted that the legislator does not impose any strict requirements on the form of this act; the head himself decides how to write the order. But this document has its own details.
Details of the order - these are the points, the information that must be mandatory indicated in this act. Otherwise, it is considered invalid.
TO required details the order to change the staffing table includes the following information:
- The name of the act is "Order".
- Indication of the date of its signing and the date of entry into force of the new edition of the staffing table.
- The changes themselves: positions to be excluded/introduced, new wages, etc.
If a new staffing table is created, then it must necessarily comply with the form t-3. This form was developed by the legislator and is the only acceptable form of existence of this local act. In case of non-compliance with it, the staffing table is invalidated.
For those who still doubt how to make an order correctly, we recommend using ready template attached below:
Familiarization with a document for signature
The staffing table (ShR or colloquially - "staff") contains a list structural divisions, the names of positions, specialties, professions, indicating qualifications, as well as information on the number of rates (Resolution of the State Statistics Committee dated 05.01.2004 No. 1). The same resolution approved the unified form No. T-3, which is installed in all software products on personnel records and, as a rule, is used by organizations and entrepreneurs.
Please note that it is not mandatory for non-governmental organizations. federal Service for Labor and Employment (Rostrud) has repeatedly indicated in its letters that they have the right to use forms of primary accounting documents developed independently.
staffing approval
It is approved by the order of the employer, which is signed by the head of the organization or another person authorized by him.
Making changes to the staffing table
The law does not establish either the number of such documents, or specific deadlines or periods for correction. As a rule, in such cases, an order is issued to approve the SR. If the innovations are not large-scale, you can get by with an order to make changes. He approves innovations, while they can be indicated in the text of the document or issued as an application. The document is signed by the head of the organization or a person authorized by him. There is no unified form, the employer has the right to develop it independently. Main principle- Record all changes made. You can use our example of an order to change the staffing table.
Edits are made in the following cases:
- when introducing a new position or a new structural unit;
- when changing their name;
- when changing salary or tariff rate;
- when liquidating vacant positions and departments;
- downsizing or downsizing.
Introduction of new staff units
When you need to hire a specialist whose position is not provided for in the staff, or add an entire unit to the organization, an order is issued to introduce new units. It must contain information about the name of the structural unit, the name of the position, the number of rates, salary or tariff rate.
Changing the title of a position or department
Renaming, as a rule, does not entail a correction of the labor function of an employee (or an entire department). If the labor function changes, then renaming cannot be carried out. It is required to issue a transfer of an employee (or several employees) to new position. The change of name will entail making adjustments and additions to employment contract, V work book and employee ID card.
Order to amend the staffing table
Thus, such innovations not only require notification, but also the consent of employees. In case of refusal, the employer should be guided by Art. 74 of the Labor Code of the Russian Federation, not missing the mandatory notification of the employee two months before the adjustments. You can use this sample order to change the staffing table.
Salary or rate adjustments
This is a change in the terms of remuneration agreed in the employment contract. Therefore, it requires mandatory agreement with the employee, even if the salary increases. In case of refusal of the employee, the employer should be guided by Art. 74 of the Labor Code of the Russian Federation.
Withdrawal of vacancies and departments
This procedure does not require agreement with employees. These positions are not occupied, therefore, they can be liquidated by the decision of the employer.
Important point! If it is planned to reduce staff, then it is better to remove vacant positions from the HR before the start of the reduction procedure, and not simultaneously with it.
Downsizing
These are the most time-consuming innovations, they should be prepared in advance. The employer must ensure that vacant positions are excluded from the HR, and new structure meets the needs of the organization. Employees are warned about the upcoming dismissal by the employer personally and against signature at least two months in advance. The corresponding order must also be issued at least 2 months before the amendments are made. Use the sample order below to make a change to the staffing table.
Search results for the query "Order on the optimization of staffing in the Republic of Kazakhstan":
- Order of the Council of Ministers of the Republic of Crimea.
Order to change the staffing table
Sample order to reduce the number and staff of employees of the organization in 2017
Order to reduce the number and staff: a sample when eliminating the position of employees or a staff unit in the organization's schedule
M oyaFirma.com
On approval of staffing limits of ministries and other central executive bodies, taking into account the number of their territorial bodies and state institutions subordinate to them — "Adilet" ILS
Sample order to reduce the number and staff 2017 | Download the form
APPROVED | INFORMATION on the implementation of measures to optimize the network of state-owned, budgetary municipal institutions of the municipality Krasnoperekopsky district of the Republic of Crimea and streamline the staffing of these institutions as of _ to
Krpero.rk.gov.ru
On measures to optimize the staffing of bodies maintained at the expense of the state budget and estimates (budget) of the National Bank of the Republic of Kazakhstan — "Adilet" ILS
Sample order to reduce staff and number of employees in connection with optimization
vashbiznesplan.ru
Practical implementation of "EFFECTIVE
Mzdrav.rk.gov.ru
RESOLUTION | On approval of the action plan to optimize the network and staffing
The procedure for making changes to the staffing table
Reasons for making changes to the staffing table
Making changes to the staffing table.
Changes to the staffing table are made on the basis of accepted by the employer decision by order. Changes can be of the following nature:
– exclusion of vacant positions or entire units due to organizational changes in the work of an organization or enterprise;
- the introduction of new staff units if it is necessary to expand production or increase the services provided;
- reduction of staff units associated with a reduction in the size or staff of the organization, individual entrepreneur;
- changes in salaries;
- renaming of departments and positions, etc.
Schedule changes can be made in two ways:
- issuing an order on the corresponding change;
- Approval of the new staffing table.
The employer independently decides on the method of making changes to the staffing table. When carrying out measures to reduce staff or headcount, the law also does not oblige the employer to introduce a new staffing table, i.e. he has the right to make changes to the existing one by order. Thus, the employer can have one staffing table throughout the entire activity of the organization and only by orders to regulate the number of positions or structural units.
The employer is obliged to submit information on the availability of vacancies (positions) to the employment service on a monthly basis (clause 3 of article 25 of the Law of the Russian Federation of 19.04.1991 N 1032-1 "On employment in Russian Federation"). Part 1 of Article 8 of the Law of Moscow dated 01.10.2008 N 46 "On Employment in the City of Moscow" contains a similar provision. The employer provides information on the need for employees (availability of vacancies, positions) in accordance with the procedure approved by Decree of the Government of Moscow dated June 23, 2009 N 579-PP.
1. Supplementing the staffing table with new positions and structural divisions
If it is necessary to add a position to a structural unit or an entire unit to the organization, an order should be issued to make appropriate changes to the staffing table, i.e. on the introduction of new units. There is no unified form of such an order, so the employer has the right to develop it independently. This order is signed by the head of the organization or an authorized person. The date of the introduction of a new position may not coincide with the date of issue of the order, i.e. changes can be introduced later (for example, the date of issue of the order is 11/28/2009, and the position is introduced from 12/15/2009). When supplementing the staffing table, the employer is not obliged to acquaint employees with the changes being made.
The diagram below contains information on how to make changes to the staffing table by adding new posts (staff units) or structural units to it, as well as the main steps that must be completed.
Ways to supplement the staffing table
unified form
not provided.
The project should include:
- the date from which they are entered
changes;
I. Drawing up a new II. Making changes - naming new ones
staffing table into the current staffing table of structural units,
positions;
- the number of new staff
- the amount of salary (additional payments,
More about this Drafting an order for allowances).
step see "Drafting Changes can be made
staffing" from the date of issuance of the order on
of this material the approval of the staff
schedule or later.
Signing the order The order is signed
Head of the organization
or a person authorized
for approval (change)
The order is registered
Registration of the order in the journal (on paper
media or electronic
form). Unified
log form
not provided.
Storage of the order Changes to regular
timetable are kept
constantly
2. Exclusion from the staff list of vacant positions and structural units
The exclusion from the staff list of vacant positions is carried out on the basis of the order of the head or authorized person. In this case, notification of employees about a reduction in the number or staff is also not required, since these positions are not occupied by employees.
Before starting the procedure for reducing the state or number of employees, it is recommended that the employer exclude vacant positions in advance, and not simultaneously with notifying employees of the upcoming release, since the withdrawal of vacant positions without offering them to employees subject to dismissal may be regarded by the court as non-compliance with the procedure preceding the dismissal of employees for grounds, under paragraph. 2 h. 1 Article. 81 of the Labor Code of the Russian Federation.
Since the order to exclude units from the staff list is drawn up in a form developed by the employer independently, the indication in it of the salary or salary, in contrast to the order to enter staff unit, not necessary.
3. Exclusion from the staff list of staff units or structural divisions in case of reduction in the number or staff
The right to decide on the reduction of staff or headcount is granted to the employer. The main condition for holding such events is compliance with the norms of Part 3 of Art.
How to apply for a salary change for an employee
81, Art. Art. 82 and 180 of the Labor Code of the Russian Federation, i.e. written notification of employees, participation of the elected body of the primary trade union organization (if any) and offer of vacancies to employees subject to dismissal.
3.1. The procedure for making changes to the staffing table when reducing staff or headcount
The decision to reduce the staff or number of employees is taken by the employer independently and is caused by a difficult production or economic situation in an organization or an individual entrepreneur or organizational changes that do not allow maintaining the full staff of employees.
After making a decision to reduce the state or number of employees, the employer must take the following actions in relation to the staffing table:
1. Issue an order to exclude certain staff units or positions from the staffing table or to approve a new staffing table without including reduced positions in it. When determining the date of entry into force of the new staffing table or making changes to it, it is necessary to be guided by Part 2 of Art. 180 of the Labor Code of the Russian Federation, which establishes that employees must be warned of the upcoming reduction at least two months in advance. Thus, the date of entry into force of the changes cannot occur earlier than 2 months after the issuance of the order (for example, the date of issue of the order to make changes is 01/11/2010, and the changes should be put into effect no earlier than 03/12/2010).
2. Issue an order, instruction or other administrative document, which indicates the ongoing measures to reduce the staff or number of employees of the organization, the date of the proposed changes, units, positions, last names, first names, patronymics of employees to be dismissed, their rights and guarantees provided in accordance with the legislation.
3. Prepare and issue notices to employees who are subject to dismissal due to a reduction in the number or staff (if the employees were not familiarized with the order to reduce the staff or number against signature). The law does not establish the obligation of the employer to issue a copy of such a notification to the employee, therefore it is enough to familiarize the employee with it against signature (part 2 of article 180 of the Labor Code of the Russian Federation).
4. Change in salaries in the staffing table
If the employer intends to change the size of salaries, then he is obliged to take measures to notify employees about this and amend employment contracts, and if employees refuse to work in the new conditions, terminate them labor Relations on the basis provided Labor Code RF.
After the employer decides to change the size of salaries, it is necessary to issue an order to amend the staffing table, drawn up in free form, which is signed by the head or authorized person.
5. Renaming positions and divisions
If the employer intends to change the name of the position, he must obtain the consent of the employee to do so. In case of refusal of the latter, one should be guided by the norm of Art. 74 of the Labor Code of the Russian Federation.
If the employer decides to rename a structural unit or a specific position, it is necessary to issue an order to amend the staffing table signed by the head or other authorized person.
Does not apply to documents created for a long time. Personnel changes, increase or decrease in wages and other aspects of labor relations require adjustment. Changes to the staffing table are permissible, but must be carried out in accordance with the requirements of the law and the rights of citizens. Consider the main points of the procedure in order to eliminate errors in personnel documentation.
Fix or create new
There are various reasons why a document needs to be amended. They determine the sequence of further actions of a personnel officer or a person appointed by management to maintain table T-3. Their order depends on the scope of the fixes. There are two options for editing the staffing table:
- The current document is corrected if the changes are minor and concern some columns. An act-order is printed with a list of items to be changed or supplemented.
- with the assignment of the next number to the form. The previous list of personnel loses its relevance and remains in storage.
Replacement occurs due to major personnel reshuffles, reductions or labor units, reorganization of the enterprise, into another division, department, branch, or other major innovations that must be included in the personnel structure.
Minor edits
Reasons for appearing in document cells new information must be executed by order issued by the head before making changes. The reason may be personnel changes regarding:
- Renaming divisions, departments.
- Staff reductions (according to Art. 81 of the Labor Code of the Russian Federation).
- Job renaming.
- Recalculation of salaries for some employees.
- Exceptions or introductions vacant position.
- reorganization of any kind.
This list of reasons may be the reason for adjusting the current staffing table. The main stage of transformation is an order to amend the staffing table, which should contain an explanation of the changes. If the act is drawn up incorrectly, then changes in the staffing table may be invalidated in the event of any verification or contentious issues between the employee and the employer.
In addition to issuing an order and adjusting the schedule, additional measures may be required.
Let's consider a specific example.
Renaming an employee's position and increasing salary
An employee of the sales department, whose position is a sales consultant, was trained in the direction of "management". Went to promotion in the personnel branch. Changed the scope of duties, position and salary.
The director issued a decree on changes to the staffing table due to the optimization of the activities of the trading department. The order was drawn up as follows:
IP Saltykov D.G.
About making additions to the staffing table
Due to the optimization of the sales department
I order:
Make the following additions to the staff list No. 4 of February 01, 2017 from September 15, 2017
- Supplement the "Trade Department" with the position of "sales manager", one pc. units, salary - 17,800 rubles.
- Translate Ivanova N.N. from the position of "sales consultant" to the position of "sales manager".
- The position of "sales consultant" is left vacant, with a salary of 11,300 rubles.
- Responsible for making changes to appoint an assistant accountant Vasilyeva E.A.
Director: Saltykov D.G.
An employee who is transferred to a new position must give his consent to such changes by signing the order of the director.
In addition, adjustments are made to the employment contract and a job description for the sales manager is created. To do this, it is necessary to correctly draw up an agreement to TD No. ... dated ..., which indicates the reasons for the changes:
- Transfer of an employee from the position of "sales consultant" to the position of "sales manager".
- Salary 17 800 rubles.
- New official duties, which are registered in a special job description and given to the employee for review under the signature.
The contract is drawn up in duplicate and signed by both parties. Changes must be made to the T-2 personal card and work book so that there are no disagreements in the documents. All data on the employee must be identical in the employment contract and the staffing table. Otherwise, the conditions specified in the contract are considered legal.
After following all the stages, you can make changes to the staffing table. The new version comes into force on September 15, 2017, as indicated in the director's order. This is a sample change order for a specific reason, but can be used as the basis for any reshuffling situation.
Staff cuts
Often the reason for making changes to the T-3 form is the number or staff. Changes to the staffing table must be drawn up correctly in order to avoid litigation in the groundlessness of the dismissal of employees. Prior to the reduction of a department, division or specific positions, people who are candidates for dismissal for reduction must receive a notification two months before this hour (Article 180 of the Labor Code of the Russian Federation). An order is issued, with which the employee must familiarize himself and which must sign.
There is a certain nuance in the reduction of staff and the introduction of a new version of the schedule - it should not have vacant positions or staff positions that could be claimed by employees reduced by transfer. If the employee was dismissed under Art. 81, paragraph 2, of the Labor Code of the Russian Federation, and in his place after a while they accepted a new person with the same labor functions, then it can be assumed that the dismissal was illegal. Through the court, the enterprise or individual entrepreneur will be obliged to reinstate the dismissed person and / or pay compensation.
The new version of the schedule comes into force only two months after its approval, if the issue of adjustment relates to the reduction of employees. In case of disputes, this document will be proof that the employer has not violated the rights of the former employee.
The reorganization of the enterprise always entails a reshuffle of personnel and changes in the staffing table. If the process is large-scale, then it is better to issue an order to form a new form, and not an updated version of the previous schedule.
Major adjustments
Sometimes the grounds for re-registration of the staffing table are of a large scale. Usually this applies not to one or two employees, but to the entire enterprise as a whole. Then the order to amend the current schedule for staff units, even in the most detailed presentation, is not enough. It is easier and more correct to draw up a new “staff” in order to eliminate confusion. They do this, for example, when raising the minimum wage at the regional level, if the salary of employees is focused on this indicator.
If the changes do not concern individual employees, but the enterprise as a whole, an order to make changes to the current schedule is not enough, you need to prepare a new staffing table.
Changing the working conditions of several employees is also better to issue a new staffing table. This occurs when employment is reduced, that is, the number of hours of work.
Some enterprises are forced to take measures to re-register employees for a reduced working day or week when economic crisis the demand for the product is decreasing. In order not to completely shut down production and not leave people without work, managers make such a decision by coordinating it with employees and distributing notifications of upcoming changes to the team. At the same time, do not forget to sign an additional agreement to the employment contract in two copies.
It is difficult to make corrections for all staff units in the previous schedule. The number of employees does not change, but they will take only ½ of the total rate. The number of staff positions and the payroll will decrease. By order of the head, a new personnel structure is formed, the next number is assigned in order and approved by the signature of the director.
Any corrections in the local document of the enterprise are preceded by certain reasons. The director of an organization cannot just take and change the content of the personnel structure.
Usually, proposals come from other representatives of the administration or heads of departments, divisions, and the employees themselves. A memo is created outlining a proposal for management consideration. It can be in any form. For the first time, you can find a sample memo on the Internet and adjust it to fit your situation.
When issuing an order for any reason, to make changes to the staffing table or to create a new document, you need to be careful in filling out the details.
The order must specify:
- Document type - "order".
- Two dates - the signing and entry into force of the new edition of the shtatka.
- A detailed description (point by point) of all changes.
- Information on the appointment of a person responsible for completing the timetable.
- Director's signature.
If errors are made in the order, it may be invalidated, and, accordingly, new edition local document.
Summing up
Staffing is not binding document, but any serious organization considers the T-3 form useful and convenient. A table is usually created once a year, but it is impossible to foresee all situations. Therefore, any corrections are permissible if an order is signed to make changes or to create a new state schedule. If you have any doubts about how to make changes to the current form, create new form by assigning the next number in sequence, and keep the forms in a safe place.
The recruitment of employees to the company is carried out not out of necessity, but in accordance with local acts that determine both the scope of work and the number of staff units.
Dear readers! The article talks about typical ways to solve legal issues, but each case is individual. If you want to know how solve exactly your problem- contact a consultant:
APPLICATIONS AND CALLS ARE ACCEPTED 24/7 and 7 days a week.
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The number of employees is initially fixed in , which in the course of implementation economic activity may change due to production processes and optimization of personnel in the manner prescribed by law.
Normative base
The staffing table is one of the local act, which is published in the company as a document defining organizational structure, subordination and availability of structural units, as well as the form for each position, taking into account tariffication and allowances.
Its presence must be confirmed when checking the economic activities of the institution by regulatory authorities.
Based on the agreed document, workers are accepted into the company, transferred and reduced, and also receive wages, the amount of which must correspond to the minimum wage and allowances for certain working conditions. For example, irregular labor or expansion of service areas.
This document has unified form No. T-3, approved by Decree of the State Statistics Committee of the Russian Federation No. 1, which is recommended for use in all companies, regardless of the form of ownership, despite the fact that a direct instruction on the mandatory creation of a staffing table in normative documents RF is not included.
However, the same article 15 of the Labor Code of the Russian Federation states that labor relations arise on the basis of local acts, in particular, the staffing table. Article 57 of the Labor Code of the Russian Federation states that the position of the employee must correspond to the name contained in the agreed document.
And in the Instructions for Keeping Books of Labor, it is required to make entries in accordance with the same state schedule.
That is, the document must be created without fail, given its application in many aspects. labor activity sides.
Another fact should also be noted.
With the introduction of Article 195.2 of the Labor Code of the Russian Federation, when forming staffing tables, as well as making changes to the document, the use of professional standards has become a prerequisite. The job title must comply with the ETKS in case the working conditions deviate from normal and the worker will apply for.
That is, the name of the position in the staff list must fully comply with professional standards and ETKS, and tariff rates and allowances cannot be less than the minimum wage determined by the law of the Russian Federation. Moreover, this condition must be observed both when forming the staffing table at the initial stage, and when making changes.
Reasons and grounds
The staffing table is initially formed taking into account the tasks set and the available volume of labor, which determines the number of staff, not to mention the availability of fixed assets, from which the salary system is formed, in an amount not lower than the legislative norm.
But after all, companies develop, reorganize, merge, or simply change due to the expansion of service areas or changes in activities. This predetermines an increase or decrease in the volume of work, and, consequently, a shortage or surplus of certain specialists.
Also, the reason for making changes to the staffing table may be modifications tariff rates or allowances. The federal legislation is annually amended to the minimum wage, taking into account indexation, and the management of the company, due to financial capabilities, can increase the amount of wages in percentage to salary.
But the accounting documentation can serve as the basis for making changes to the state schedule.
The same reports of declining profitability or lack of deliveries could justify some job cuts. And the memorandum of the manager about the increased amount of work in connection with the development of a new project can become the basis for increasing the staff by hiring several specialists.
Change of positions
In the process of carrying out business activities, some employees have to fulfill not only their duties, but also absent employees, or the amount of work may increase due to the performance of some assignments that were not previously provided for by the job description, but they became necessary.
For example, initially an employee may be accepted by a secretary, whose duties include receiving mail, shorthand letters and, accordingly, writing them, but later it may be necessary to organize conferences for the entire team, prepare some orders, as well as a number of other duties that go beyond regular secretary.
In this case, the above specified position can be renamed as an assistant manager or manager with an increase in salary.
Entering (adding) a new position
At the initial stage, any company has a rather narrow range of services due to the lack of developments and regular customers, but after several years of work, the institution can expand its zone of influence by implementing new projects, which will result in a shortage of personnel who could perform the increased amount of work .
It is in such a situation that changes are made to the staffing table by creating new positions and even departments, with the determination of salaries and allowances, as well as subordination.
In connection with the optimization
Changes may be made to the staff schedule and in connection with the redistribution of responsibilities or the optimization of managerial work.
For example, a company may initially have only one deputy director, but later there may be a need for a second deputy for financial or economic affairs and with the right to sign. But since the required volume for the full rate may not be enough, the head of one of the departments can be renamed into a deputy with the expansion of service areas and an increase in salary.
Also, an additional staff unit of the same cashier can be introduced into the staffing table, but only by 0.5 rates due to the increased volume of payments, which the accountant may no longer be able to cope with. And so in order and the work will be done, and the employee is rewarded with payment in the amount of one and a half rates.
When downsizing
Changes are being made to the staffing table and with the reduction of posts, both vacant and existing ones. A business may change equipment that requires fewer staff to maintain, or a business may change direction economic activity, as a result of which managers will be reduced, but the staff of accountants will be increased.
They can also reduce positions in connection with the reorganization or merger of two companies. It is unlikely that anyone will agree to keep four economists with the amount of work calculated for two rates.
Job rename
In connection with the innovation of new norms in the labor legislation of the Russian Federation, providing for compliance with professional standards, as well as compliance with job titles Qualification Handbook, in many companies there was a need to rename positions.
The law obliges to bring the names of positions in line with the ETKS if there are grounds for appointment early retirement. Workers can count on the agreed guarantee only if, in accordance with the staffing table, they have worked in a certain position for at least 10 years.
Professional standards are also mandatory for public institutions and for companies in which 51% of the shares belong to the Russian Federation.
Salary changes
As a rule, the salary is set in the staffing table initially, even when the company is created, but in the process of labor activity, profit, and hence the financial capabilities of the enterprise, can increase, as well as the volume of labor. In this regard, the salary system may be subject to changes.
Also, the basis for making changes in wages may be federal legislation providing for an increase in the minimum wage, which is calculated annually, taking into account consumer basket and inflation.
That is, on the basis of the law, namely Article 133 of the Labor Code of the Russian Federation, the employer cannot set a salary less than the minimum wage. Therefore, when making changes to minimum size salary should also be increased, which implies changes in the staffing table.
Change in allowances
In accordance with the norms of the law, additional payments are made to the worker in connection with the performance of immediate duties in conditions that deviate from the norm automatically when summing up the hours worked. But allowances are already established at the request of the management in order to encourage for the same intensity of work or the conduct of certain work.
For example, an enterprise may not have the position of an engineer for labor protection due to the small number of staff, but work must be done to ensure safe conditions. Therefore, one of the workers may be required to perform the agreed duties for additional remuneration as a percentage of the salary, reflected in the staffing table.
Features of making changes to the staffing table
The staff list is a local document, the adoption of which must comply with the procedure established by law, which implies the publication of a certain package of documents, and in some cases, coordination with the Trade Union Committee.
So, in accordance with Article 135 of the Labor Code of the Russian Federation, in the event of changes to the wage system, the staffing table is adopted only taking into account the opinion of the trade union. And when making changes to the name of the positions - accompanied by a lawyer who is obliged to monitor the compliance of the name of the ETKS.
Step-by-step instruction
In accordance with Article 57 of the Labor Code of the Russian Federation, the name of the position is one of the mandatory conditions of the agreement on mutual cooperation, however, as well as the amount of remuneration. Therefore, when making changes to the agreed information, the same staffing table should take into account the norms of Article 72 of the Labor Code of the Russian Federation, according to which it is possible to make changes to the contract only by agreement of the parties.
Also, changes at the initiative of the enterprise management are also allowed in accordance with Article 74 of the Labor Code of the Russian Federation, but only subject to a certain procedure, namely, notifying employees about the renaming of the position at least two months in advance.
That is, changes to the state schedule are preceded by the publication of a certain package of documents, which is established by law.
What documents are issued?
At the initial stage, a memo is drawn up, which reflects the information that serves as the basis for making changes to the staffing table.
For example, in connection with the increase in the volume of work, it may be proposed to introduce additional vacancies. But with a decrease in the volume of deliveries, it may be proposed to reduce some positions.
By the way, if the vacancies are filled, then the procedure for registering changes in the staffing table will be initiated at least two months in advance, because employees, in accordance with Article 74 of the Labor Code of the Russian Federation, will need to be warned about the changes and given the opportunity to agree or refuse.
But if the positions are vacant, the two-month period is not respected and, accordingly, the stipulated staff positions can be reduced at any time.
A sample memo is available on our website:
Order (sample)
On the basis of a memo submitted for consideration by the management of the enterprise, an order will be issued that will reflect the data that is planned to be changed.
And again, if there is to be a reduction in positions, the order stipulates several additional conditions - the delivery of notices to the released employees, as well as the proposal of other vacant positions.
An example order can be found below:
Changes in employee documents
Considering that the name of the position is present in almost all documents drawn up when applying for a job, changes are also made to the agreed acts, the basis for which is.
Additional agreement (example)
For example, how to amend the employment contract? Only by issuing to a specified document, a sample of which can be found below.
Personal card
Changes should also be made to the employee’s personal card, because upon admission, the agreed document indicates not only personal data, but also the position held. Accordingly, when renaming a vacancy, changes to the personal card must be made without fail.
Employment history
Changes are also made to the book on labor, but only if the name of the position is changed, and not the amount of wages.
After all, a record of admission to a certain position is made in the book on labor, respectively, when the name is changed, adjustments are made to the agreed document indicating the number of the order and the date of its publication in the manner determined by the Instructions for filling out labor books.
How many times a year and how often are innovations allowed?
The number of changes to the staff list at the legislative level has not been established. Therefore, the management of the enterprise may, at its discretion, amend the agreed document as many times as it wishes, but taking into account the procedure stipulated at the legislative level. When making changes to the name of the position or the salary of an existing employee, it implies a two-month notice period.
Important nuances
The staffing table is a local act, which is drawn up not only taking into account production processes but also federal law.
On the basis of Article 8 of the Labor Code of the Russian Federation, the stipulated act should not contradict the norms of the Labor Code of the Russian Federation, as well as worsen the situation of workers.
That is, if the directorate of the institution sets a salary below the minimum wage in the staffing table, the agreed document in accordance with Article 8 of the Labor Code of the Russian Federation will be invalidated.
Do employees need to be notified and briefed?
In accordance with Article 22 of the Labor Code of the Russian Federation, management is obliged to acquaint employees with all local acts adopted in the company and related to the performance of immediate duties, not only upon admission, but also in the course of work.
If changes are made to the staffing table, it is not necessary to familiarize all employees with the agreed document, but only on condition that the changes do not affect the employee's activities.
That is, if a decision is made to introduce several positions, no one needs to be familiarized, but if a reduction is coming, then the employees subject to must be familiarized with the release order.
And of course, if the amount of wages or allowances changes, only those employees whose salary is subject to change are notified, moreover, in compliance with the procedure stipulated in Article 74 of the Labor Code of the Russian Federation.
Responsibility for incorrectly drawn up documents
Considering that not all personnel officers know how to correctly make changes to the staffing table, errors occur that lead to violation of the rights of workers, which in turn is fraught with negative consequences.
Article 5.27 of the Code of Administrative Offenses of the Russian Federation provides for administrative liability for non-compliance with the rules labor law- for example, in case of violation of the deadlines for notification of a reduction or setting a salary below the minimum wage, penalties of up to 50 thousand rubles are provided.
In the event that errors were made in the preparation of orders or a memo, the level of responsibility will depend on the degree of harm.
One of the main documents governing personnel policy in an organization of any legal status is the staffing table. In accordance with this document, specialists and managers of all levels are recruited, their official salary and other payments (bonuses, additional payments), distribution of personnel by departments and tracking of vacant positions.
Staffing is usually approved for a year. It is assumed that a team of how many specialists and at what level can implement a business plan or tasks planned for the year. Based on the staffing table, the payroll for the reporting period is calculated.
The organization is a “living organism”, and during the year certain changes may occur in its structure and system, some tasks will be completed ahead of schedule, others will require additional efforts and personnel, and third tasks, and hence specialists, will no longer be needed.
Any unplanned movement of personnel or changes in essential working conditions should be reflected in the staffing table.
At the legislative level, there are no restrictions on making changes to the staff, but any changes in the staffing must be approved at the level of the head of the organization. If changes in the organization occur regarding the size of the approved payroll and do not change the wage system, do not exceed it, it is enough to make changes using orders on personnel.
Who prepares the order?
The initiator of changes in the staffing table can be any employee of the organization. If he substantiates and convincingly proves his position, the manager may agree to revise the staffing table or make temporary changes. Most often, the heads of structural divisions are faced with such a need as the introduction of a new position, change of positions or their reduction.
The order to amend the document comes from the head of the organization or authorized official. The order is drawn up by the specialist who is entrusted with this duty.
This should be reflected in the job description or employment contract in the section " functional responsibilities"Or in a special order on the appointment of a person responsible for compiling the staffing table.
Traditionally, this work is supervised by the personnel department or the planning and economic department. Currently this work is the responsibility of the Human Resources department or by human resourses. The HR specialist creates a document that is agreed with the heads of the following structural units:
- HR department;
- accounting;
- legal service department.
After approval, the document is submitted for approval to the head. It should also be reviewed by the head of the department in which the changes were made. 
In what situations is it necessary to make changes to the schedule?
Changes to the staffing table are carried out:
- in connection with the increase or reduction of staff;
- if a new position is temporarily or permanently introduced;
- if this position is transferred from one unit to another;
- in connection with a change (increase or decrease) in salaries.
It must be borne in mind that the order introduces changes within the framework of the current staffing table on the basis of the approved payroll fund.
The document must indicate at what expense the wages for the new position will be calculated. This is possible if there are vacancies or if one of the posts is reduced.
For example, you need to enter an additional driver's position. The staff list approved 4 rates for the driver, it is necessary to introduce the 5th rate for the needs of the company. The head of the organization instructs the head of the human resource management department to develop a proposal on how this can be done within the framework of the current staffing table.
In the approved staff list there is a vacant position of a locksmith of the 4th category, the salary of which corresponds to the newly introduced position of the driver. The HR specialist develops a draft order with the following content:
“Due to operational necessity, I order:
- Enter in the staffing position of the driver in the transport department with salary the corresponding position of a locksmith of the 2nd category.
- Accountants payroll at the expense of the vacant position of a locksmith of the 2nd category of the production and technical department.
In another case, a position is reduced in one department and a new position is introduced in the same or another unit. If the positions are equal, then the salary from one is transferred to another, this does not affect the wage fund as a whole, therefore it is enough to introduce changes by order.
Making changes to employee documents
In the event that the changes made to the staffing table affect an employee working in the organization, it is necessary to sign with him additional agreement. It must indicate what essential working conditions have changed for the employee or what additional work is entrusted to him.
For example, they introduced the position of a risk management specialist into the staff list at the expense of the vacant position of an accountant and decided to instruct the economist of the financial and economic department to perform work in this position in the order of combination. It is necessary to prepare the following documents:
- Supplementary agreement on assignment, in which the amount of additional payment is indicated - 30 or 50% of the official salary for the combined position.
- Order for this employee for combination.
An additional agreement and a copy of the order are filed in the employee's personal file. There is no entry in the workbook.
In the event that an employee is hired for a new position on the terms of internal combination, a separate employment contract is signed with him, which indicates all the conditions:
- position, division;
- for how long;
- conditions of combination;
- salary amount;
- other conditions.
An order for hiring part-time is issued. An entry in the work book is made at the request of the work. 
In the third case, if the position is reduced, and the employee is transferred to another, newly introduced one, the following documents are prepared:
- Notification that the position is reduced, and the employee is offered another job. It is handed over to the employee in two months.
- In case of consent, an additional agreement on transfer to another position and an order for transfer are signed.
- In case of disagreement - an order for dismissal in connection with the reduction of the staff unit in accordance with Article 180 of the Labor Code of the Russian Federation with the payment of severance pay and compensation.
Copies of personal orders are always filed in the personal files of employees. An entry on the transfer or dismissal under this article must be made in the work book.
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