Personnel staffing table. Staffing schedule: what it is and how to draw it up

Hello! Have you ever heard of such a document as the “Staffing Schedule of an Organization”? But this is a document on the basis of which wages are calculated, as well as employees are hired and fired. Now we will try to talk in detail about what functions the SR performs and how to compose it correctly.

What is “Staffing Schedule”

Each of you has been to the HR department of some enterprise at least once in your life. You've probably seen countless folders and personal files of employees. Surely many were interested in how the employees of this department collect and remember information about all positions, employees, etc.

And everything is quite simple. They have a document called a staffing table.

Staffing table (SH)- this is a regulatory document that provides information about all positions of the enterprise, the number of full-time employees, the size of their tariff rates and the amount of allowances.

In other words, this is a document that contains generalized information about the number of employees of the enterprise and available positions. In addition, the staffing table indicates the salary for each position, taking into account all applicable allowances.
Very often, this document helps enterprise managers during legal proceedings. For example, due to a forced reduction in staff, a worker was fired and he sued the former managers. In this case, the ShR is direct evidence of the legality of the defendant’s actions.

Due to the importance of this document, all pages are numbered, laced and sealed.

• Download a sample order for approval of the staffing table

• Download Staffing Form N T-3

Staffing functions

Like any document, the ShR performs a number of functions. The main ones are:

• Possibility of organizing staff working hours;
• Calculation of monthly salaries for employees;
• Official registration of newly hired employees;
• Remaining the rules of the internal daily routine;
• Transfer of registered employees from one position to another, etc.

Staffing table is a mandatory document

Every enterprise has a large amount of documentation. There are documents that are maintained without fail, and there are those that are created out of necessity. To the question “Is the ShR a mandatory document?” it is impossible to give a definite answer.

This is due to the fact that the labor code does not require the presence of a labor force at an enterprise. But if we consider this issue based on the requirements of Roskomstat, it turns out that this document is necessary, because it is the primary documentation for accounting for wage payments.

Although the legislation does not stipulate clear rules anywhere, most organizations maintain this type of documentation. After all, the main part of government inspections begins with the study of SR.

In fact, the presence of this document makes life easier not only for inspectors, but also for managers, human resources and accounting departments.

What is the validity period of the staffing table?

No official document indicates the exact validity period of the ShR. The manager himself has the right to indicate the period at which this document is drawn up. Most often, it is redone every year and put into effect on January 1. When drawing up the ShR, the date of its validity is indicated. But if you do not specify a date, then the document is considered unlimited and does not need to be redone.

How much and where is the staffing table stored?

Based on the decree of the Federal Archive, ShR, after expiration, must be stored at the enterprise for 3 years. And the shelf life of staff arrangements is 75 years.

Staffing arrangement– an optional document for each enterprise, which is created on the basis of the staffing table. It is a mobile version of the HR and includes more detailed information about the company’s employees (the workers’ full names, disability group, etc. are indicated).

Who makes up

Before starting to create a document, the manager issues an order to change the staffing table, where he appoints an employee who will draw it up.

This can be absolutely any employee of the organization. But most often such work is entrusted to employees of the personnel department, accounting department or labor standards engineer.

How many copies of ShR should be in production?

When compiling a SR, one copy is made. Thus, the original and a copy must be kept in the HR and accounting department.

Change of staffing

Sometimes it is necessary to make changes to the existing SR. This is done in several cases:

1. If there is a reorganization of the company;
2. If it is necessary to optimize and improve the work activity of the management apparatus;
3. If changes made to legislation require mandatory amendments to the ShR;
4. In case of changes in staffing positions ;
5. Changes in position in the staffing table;
6. Changes in salary in the staffing table.

If the changes are minor and do not require the creation of a new HR, then the manager issues an order to amend the staffing table. After which the responsible employee makes amendments to the current document.

When making changes to the staffing table, management is not required to notify employees in writing.

The second way to make amendments is to create a new ShR.

For any changes to the SR, amendments must be made to the work books and personal cards of employees. Before doing this, you must obtain written permission for this action from employees.

For example, if the wording of a job title changes slightly, the employee must be notified in writing. Only after this are changes made to his work book.

If changes concern the amount of salaries, in this case the employee is notified in writing 2 months in advance. These amendments are simultaneously made to the employment contract.

Is there a mandatory staffing form?

To compile the SR, the unified one is most often used. It is a form - a table into which you need to enter data.

Most organizations take the T-3 form as a basis and “customize” it to fit their enterprise. This is permitted, i.e. the unified form of this document is not mandatory.

In cases where the enterprise has a state form of management, then the staffing table is drawn up according to all the rules.

Structure of the organization's staffing table

The SR consists of a “header”, a table and data of the people who signed this document.

The first part of the documents contains the following information:

• Name of the organization, according to the constituent documents;
• The start date of the ShR, its number and validity period. Numbering can be assigned arbitrarily.
• Date and number of the order approving the staffing table;
• Total staff.

The second part is a collection of data for all positions. We'll look at it a little later.

The third part contains the names and positions of the people who signed this document. Most often this is the head of the personnel department and the chief accountant.

How to create a staffing schedule

We hope that no one had any questions when filling out the “header”, so let’s move on to filling out the table itself.

1 column . Name of the structural unit. They should be listed in order of subordination. For example, administration, secretariat, financial department, accounting, etc.;

2 counts. Department code. We number the divisions from top to bottom (01,02,03, etc.);

3 counts. Job title. Data must be entered in the nominative case without abbreviations, in the singular, guided by qualification and tariff directories;

4 counts . Number of staff units. This column indicates how many people of one position the enterprise needs. This value can be either an integer or a fraction. For example, 2.5 could mean that 2 employees will work full time and one part time;

5th Earl . The amount of salary, tariff rate or bonuses. Indicated in rubles for each position. If, for example, there are 2 accountants working, but the manager pays them different salaries, then a single salary is indicated in the staffing table, and additional payments are indicated in the allowance column. That is, the salary of workers in the same position should be the same;

6, 7, 8 columns . Allowances for special working conditions. They may not exist, then dashes are placed in the columns. But if an employee works at night, on holidays, or cleans the bathroom. knots, etc., then by law he must be paid certain compensation;

9th Earl. In just a month. The data in columns 5,6,7,8 is summed up, and then multiplied by the number of staff units for each position;

10th Earl . Note. A local regulatory act may be indicated on the basis of which wages are paid;

After entering the data, you need to summarize the results 4 And 9 column. Thus, we find out the number of staff units in the staffing table and the monthly wage fund.

Approval of staffing

According to the rules for approving the staffing table, after compiling and checking all the data, the HR is signed by the manager, chief accountant and head of the personnel department. After which the head of the enterprise issues an order to put this document into effect.

Conclusion

SR is not mandatory, but a very important document of any organization. Based on it, you can either accept a new one. In addition, with its help, wages are calculated for the company's employees.

This document is not strictly regulated, so it can be “customized” for each organization and altered if necessary. This is a lifesaver for a manager during inspections by government agencies.

The presence of this document is not required by law. And yet, it exists in many, especially large, companies. In this article, we examine important issues: how to fill out the staffing table, who should approve it, and whether it is possible to work without it.

From the article you will learn:

What is staffing and why is it needed?

“Personnel decide everything,” was said in Soviet times, but has not lost its relevance in the modern business world. Indeed, if we compare an organization with a living organism, then the staffing table will serve as a skeleton in it - a structure onto which personnel are “built up”: workers, managers, leaders at various levels.

How many employees does the company need in total? How many of them should be in leadership positions? How many units are required? What are the growth prospects? How much should all these people be paid? If you ask such questions chaotically, running a business will be difficult. But when an organization has a staffing table, the picture becomes much clearer. So, the first reason for drawing up a “staff” is practical, it helps:

• Form a clear structure of the enterprise.
• Recruit an effective team and always respond to vacancies in a timely manner.
• Manage the payroll and control wages.

It is not necessary to provide specific employee names. The staffing table is a structural document on the basis of which the employment service fills the staff with employees. When an employee is hired or after his dismissal, the main document does not change.

How to properly draw up a staffing schedule

Despite the fact that there are no mandatory norms or samples for drawing up the SR, everyone who is responsible for this document would like to see a concrete example of how it should be filled out correctly.

Here it is appropriate to take as a basis the unified form, which the State Statistics Committee of Russia approved on January 5, 2004. Since 2013, the regulation on this form has been canceled, and all samples have become recommended instead of mandatory. That is, if necessary, any company can make changes to the template in accordance with the internal needs of the organization. However, it is safer and easier to adhere to previously developed standards.

When developing an individual ShR form, it is necessary to ensure compliance with the second part of Article 9 of the Law “On Accounting”.

Drawing up a staffing table can be divided into filling out three main sections: header, main and final parts. Let's look at each section in detail.

Cap

Regardless of the format (in T-3 form or without it), the header part begins with the name of the document. In our case, this is the “Staffing table”. It is also necessary to indicate all company details:

• Name, including legal form (LLC, JSC or other).
• Registration number, as well as OKUD and OKPO codes.

The dates of preparation, approval, entry into force, and expiration should also be indicated here. It is also worth providing an approval stamp.

Please note: the unified form does not provide for a strict approval format, so you should be guided by existing state standards for filling out the approval stamp. Read more about the ShR approval later in the article. To understand in practice all the nuances of drafting, download a sample document.

Example of filling out the staffing table

Main part

According to the unified form, this section of the staffing table is formed on the basis of ten columns:

• Box 1: Unit name (capitalized).
• Column 2: Department code (must be taken from the document on the structure of the organization).
• Column 3: Job title and code. If there are several specialists working in a department, it is better to list them in descending hierarchy order - from managers to ordinary employees. If there are requirements for qualifications or rank, please indicate.
• Column 4: Number of vacancies for each position. Part-time workers and part-time workers are summed up for this column. For example, if a department has 3 part-time employees and one full-time employee, the value for the column is 2.5.
• Box 5: Tariff scale or salary.
• Columns 6–8: Data on bonuses and types of financial motivation, if any.
• Column 9: Final salary fund. To calculate, you should multiply the number from column 4 by the sum of the values ​​​​from columns 6, 7 and 8. This column must be filled out even if the wages are mixed or tariff-free.
• Box 10: Notes and notes, if any.

Final part

Here, as a rule, are the signatures of those who are responsible for drawing up and implementing the “staff”. For example, the chief accountant and the head of the personnel department. There is no place for a seal on the official form, so it is placed at the discretion of the manager.

If the specifics of the company involve the use of temporary or seasonal workers, it is worth adding the SR with the column “Duration of work”. If there are employees who work in hazardous conditions, their job titles must match those listed in government classifications and other regulations. If the staffing table is drawn up and approved, the job titles in the employment contracts must match those indicated in it.

Who draws up the staffing table in an organization?

The question of who should develop SR is one of the most frequently asked questions on HR forums. And this is not surprising, because there are no legally approved standards regarding staffing. The important thing is that it combines personnel issues with financial ones. Therefore, it is logical for the structure of the organization and job titles to be written down by HR specialists, and economists or accountants to deal with the columns relating to the tariff rate, allowances and other financial issues. In small companies, the chief accountant often takes on all the tasks of compiling a work report.

When is the staffing schedule drawn up?

The best option is to draw up and approve it immediately after the company is founded. If for some reason this was not done, it is never too late to create such a schedule.

There is no statutory periodicity for compiling the SR. At the discretion of management, this can be done once a year, or more or less often. Most often, companies choose this mode: the document is drawn up annually, at the planning stage for the next year. During this period, if the need arises, changes are made to it, confirming them with relevant orders.

Experts recommend establishing the form of the ShR, as well as the procedure and frequency of its updating, in a separate local regulatory act.

How to approve

The staffing table is approved by the head of the company or an employee who has such authority (this must be indicated in the constituent documents). It is necessary to issue an appropriate order, and in the document, in the approval stamp, put down information about the order: its number and the date of entry into force.

Shelf life

Like other organizational and regulatory documents of the company, ShR has a certain shelf life. To determine how long this document should be stored, we turn to the order of the Ministry of Culture No. 558 of 08/25/2010. It has several positions:

• It is stored permanently if developed at the same enterprise. If on the side, then the shelf life is only 3 years.
• Projects and working documents for the preparation of such documentation - 5 years.
• Internal correspondence related to changes in the SR must be retained for 3 years after these changes have been adopted.
• The related document (staffing arrangements) should be kept for 75 years.

The staffing table is an important personnel document that contains the most complete information about everything related to the organization’s personnel. The data in it is presented in the context of structural divisions and individual staff units, indicating their number and basic data for each position, such as position held, salary, etc.

The main value of this document is that it is a convenient tool not only for accounting, but also for managing the personnel structure of an enterprise, since based on the information it contains, it is very convenient to analyze indicators characterizing labor efficiency, as well as to develop ways to optimize the use of labor resources .

The staffing table is a unified document for accounting the personnel of an organization, containing data on its:

• Personnel structure.
• Official composition.
• Number of employees.
• Approved salaries and allowances.
• Other necessary information.

Its form was approved in 2004 and is contained in the Album of Unified Forms of Documents, but can be compiled in any way, provided that the required details are preserved.

Along with the mandatory details contained in all unified forms of personnel documents, the following indicators must be included in the staffing table:

• Name and code of the structural unit.
• Job title.
• Number of staff units.
• Salary and benefits due.
• The final amount of remuneration.
• Note.

The staffing table can be drawn up in two versions: current (based on existing data) and planned.

Staffing functions

The staffing table contains a summary of the most important information about personnel, both for the entire organization and for its structural and staffing units. Thus, along with fulfilling the tasks of personnel records, it provides an information base for effective work in the field of personnel management. The completeness and detail of the data presented in this document serves as the basis for the development and adoption of management decisions at all levels.

Several main functions of staffing can be identified. Staffing:

• Demonstrates the current organizational structure of the enterprise.
• It is one of the most important sources of information for analyzing the existing personnel structure.
• Contains data on the number of personnel for the enterprise as a whole and by departments and positions.
• Provides a snapshot of information about wages.
• Reflects current job posting needs.

The staffing table at an enterprise can be drawn up by any employee to whom management has assigned this function. The appointment of the employee responsible for performing this function is established by order of the organization. The form of the staffing table itself is fixed in a similar way, and in the order (instruction) of the head of the enterprise on its approval, all the details included in it must be indicated.

The staffing table is drawn up without specifying the names and other individual characteristics of employees working at the enterprise, and contains information about the organizational structure, indicating their positions, as well as the names of structural divisions.

The legislative acts of the Russian Federation do not establish any requirements regarding the period during which the staffing table may be in effect. This means that each organization has the right to independently determine the frequency of its approval based on the specifics of its activities.

As for the storage periods for staffing tables, they are defined in the List of Standard Management Archive Documents as follows:

• For institutions whose documents are received in state archives - constantly.
• For other organizations – within three years.

Staffing table- this is a document that contains information about positions, the number of staff units and tariff rates, taking into account various allowances of the structural divisions of the organization.

How to create a staffing schedule

The unified form No. T-3, approved by Resolution of the State Statistics Committee of the Russian Federation dated January 5, 2004 No. 1, is used as a staffing form.

The staffing table is compiled by structural divisions of the organization in the order of subordination of employees. The staffing form is filled out by a personnel service employee, labor economist or accountant. The staffing table is approved by order of the head of the organization.

Organizational staffing table: instructions for filling out form T-3

We fill in the “company name” field according to the data in the organization’s constituent documents.

We enter the OKPO code of the organization.

We put the number, the date of drawing up the staffing table (in the format day, month, year) and the period of its validity.

In the “Approved” column we indicate the date and number of the order of the head of the organization on approval of the staffing table, the total number of staff units.

Let's move on to filling out the table.

In the first and second columns we indicate the name and code of the structural unit of the organization, respectively.

In the third column we indicate the position in accordance with the Classifier of Occupations for each structural unit in order of subordination.

In the fourth column we indicate the number of staff units for each position.

In the fifth column we enter the tariff rate (salary) in rubles for each position.

Columns six to eight “Bonuses” are filled in if there are additional payments (in rubles) to employees of certain positions for special working conditions, work hours, special knowledge or incentive bonuses.

The values ​​of the ninth column are calculated by summing the numbers in columns 5-8 and multiplying by the number of staff positions in the fourth column for each position.

We add up the total number of staff units (the sum of the values ​​in the fourth column) and the final monthly wage fund (the sum of the values ​​in the ninth column).

We sign the head of the HR department and the chief accountant.

Changes may be made to the staffing table due to the introduction of a new position, its renaming, transfer to another department, change in tariff rate, etc. based on the order of the head of the organization.

* job description options
* stages of development of regulations on structural divisions, coordination and signing
* HR department work plans, personnel movement and analysis

DEVELOPMENT OF STAFF SCHEDULE

It is used to formalize the structure, staffing and staffing levels of an organization in accordance with its charter (regulations).
The staffing table contains list of structural divisions, positions, information on the number of staff units, official salaries, allowances and monthly payroll.
The Labor Code of the Russian Federation does not have a direct requirement for the presence of a staffing table in each organization, however, in the resolution of Roskomstat of Russia dated January 15, 2004. No. 1 stipulates that unified forms of primary accounting documentation for recording labor and its payment, including form T-3 (staffing), apply to organizations of all forms of ownership.
It is possible to hire an employee under an employment contract, whether this is his main place of work or a part-time job, only for the position provided for in the staffing table and for the structural unit of the organization indicated therein.
Who should do it drawing up staffing schedules? HR department? According to the Qualification Directory of Positions of Managers, Specialists and Other Employees (approved by Resolution of the Ministry of Labor of Russia dated August 21, 1998 No. 37), drawing up a staffing table is the responsibility of a labor economist.
Since not every organization has such a position, the company’s management independently decides who is responsible for this work.
If the head of the organization assigns this responsibility to the employee, who has it in the employment contract and (or) job description not registered, then this person appointed by order by main activity.
An approximate wording of an order assigning responsibilities to an employee to create a draft staffing table could be as follows:

The staffing table is drawn up for a specific date, usually approved on January 1 annually and put into effect by order of the head of the organization; as necessary, changes may be made to it (also by order).
But re-approval of the staffing table for the coming year is not necessary if minor changes have been made to it (in this case, a list of changes is drawn up) or they have not been made at all.
In this order, unlike the standard form of an order for the main activity, there is no stating part, and the order can begin immediately with the words “I ORDER”, since no additional explanations are required to put the staffing table into effect. Although you can indicate the reasons (if any) why the new staffing table is approved.
An example of the text of an order approving the staffing table:

It is necessary to pay attention to the fact that in the employee’s employment contract the job title must correspond to that specified in the staffing table.
If, in accordance with federal laws, the performance of work in certain positions, specialties or professions is associated with the provision of benefits or the presence of restrictions, then the names of these positions, specialties or professions and the qualification requirements for them must correspond to the names and requirements specified in the qualification reference books approved in accordance with the procedure established by the Government of the Russian Federation (Article 57 of the Labor Code of the Russian Federation).
At the moment, there are the following reference books that you can use when establishing a profession (position) in the staffing table:
ETKS - Unified Tariff and Qualification Directory of Work and Professions of Workers;
Unified qualification directory for positions of managers, specialists and employees;
OKPDTR - All-Russian classifier of workers' professions,
employee positions and pay grades.
Used to create staffing schedules form No. T-3 Album of unified forms of primary accounting documentation for labor accounting and payment, approved by the Resolution of the State Statistics Committee of Russia dated January 5, 2004. No. 1.
It should be remembered that the unified forms cannot be shortened(all form details must remain unchanged), but additions can be made to them. If you do not need some section of the unified form (for example, in your organization there is no such thing as an “allowance”), the corresponding column of the form can be narrowed and simply not filled out.
The order of arrangement of structural units and positions in them is determined by the head of the organization.
Each structural unit must include full-time positions for all categories of personnel, indicating their specialty, from senior to junior level.
The total number of staffing units according to the staffing table must correspond estimated number of payroll provided in the estimate.
The names of structural units and positions in them are written in the nominative case in accordance with the lists of employee positions and blue-collar professions approved in qualification reference books.
Particular attention should be paid to the correspondence of these titles for workers employed in heavy work, work with harmful, dangerous and other special working conditions, i.e. preferential category when applying for a pension.
The staffing table contains the total number of staff units.
In column 4 “Number of staff units”: for positions that require the maintenance of an incomplete staff unit, taking into account the characteristics of part-time work, it is indicated in the corresponding shares - 0.25; 0.5; 0.75.
As the results of inspections by the Rostrudinspektsiya show, the greatest number of shortcomings is revealed when filling out the “salary” column of the staffing table.
When filling out this column, entrepreneurs often make mistakes by indicating a range of values, for example, 5,000 - 7,000 rubles. It is clear that two people occupying the same positions in the same organization can work differently and receive different salaries. To reflect such features in the staffing table, there is special column "surcharges" or they introduce staff positions of essentially the same type: lead manager and manager or assistant manager, senior economist and economist, but whose official salaries are different.
must be approved at least once a year, and it does not have to be brought to the attention of employees.
The main purpose of the staffing table is to be able to prove in court that in the event of the dismissal of any employee under paragraph 2 of Article 81 of the Labor Code of the Russian Federation (reduction in the number or staff of employees) that the organization did not have the opportunity to employ this employee and that his dismissal was legal, that is the rule on the preferential right to remain at work was not violated (Article 179 of the Labor Code of the Russian Federation).
In the event of a labor dispute, the first step will be to request the staffing table. If it was not drawn up in advance and competently, but in a hurry and specifically for the court, then it will be very difficult for the defendant - the employer - to win such a dispute.
The staffing table should be stitched, numbered, sealed with the seal of the organization and the signature of the head. It is signed by the chief accountant and heads of structural divisions. If the staff is large and the staffing table takes up several sheets, then the chief accountant, at his discretion, can sign each sheet or put his signature once (at the end of the document). After this, the staffing table is approved by order of the manager or his authorized person and comes into force.

Option for filling out form T-3
(click on the picture to enlarge the image)

ORDER OPTION

Parus LLC

On approval of the staffing table.

I ORDER:

1. Approve and put into effect from January 1, 2010 the staffing table in the amount of 150 (one hundred fifty) units with a monthly wage fund of 2,915,469.14 (two million nine hundred fifteen thousand four hundred sixty-nine) rubles 14 kopecks.
2. Staffing dated October 29, 2008. No. 4 to be considered invalid
from January 1, 2010.
3. The head of the HR department, M.Yu. Bubnova, and the heads of structural divisions, in accordance with Article 57 of the Labor Code of the Russian Federation, shall be guided by the approved staffing schedule when applying for employment and transfer to another job of Parus LLC employees.

I have read the order:

Making changes to the staffing table

There are two ways to make changes to the staffing table.
Firstly, you can change the staffing table itself. The new staffing table with the next registration number is approved by the order for the main activity.
Secondly As a rule, when changes made to the staffing table are not significant, they can be formalized by means of an order for the main activity.
If changes are made to the staffing table by order, then the order header could be as follows:
"On amendments to the staffing table";
"On changes in staffing";
"On a partial change in the staffing table."
IN as a basis The order may indicate the following reasons:
- improving the organizational structure of the company;
- carrying out activities aimed at improving the activities of individual structural units;
- reorganization of the company;
- expansion or reduction of the company's production base;
- changes in legislation;
- optimization of management work;
- planning and economic calculations of the personnel department,
elimination of duplication of functions, etc. Option for filling out form T-3

ORDER OPTION

Limited Liability Company "Parus"
Parus LLC

On changes to the staffing table.

In connection with the implementation of measures aimed at optimizing management work, -
I ORDER:

Make the following changes to the staffing table No. 462-l dated October 29, 2008, effective January 1, 2009:
1. Exclude:
1.1 Organizational department:



- the position of clerk in the amount of 1 full-time unit with a salary of 6,527.57 rubles;
1.2 Administrative and management unit
- position of economist in the amount of 1 full-time unit with a salary of 10,979.10 rubles;
2. Enter:
2.1 Administrative and management unit
- position of senior economist in the amount of 1 full-time unit with a salary of 13,226.73 rubles;
- the position of legal adviser in the amount of 1 full-time unit with a salary of 8,654 rubles;
- the position of chief of staff of civil defense and emergency situations in the amount of 1 staff unit with a salary of 7,981 rubles;
- the position of labor protection engineer in the amount of 1 full-time unit with a salary of 10,729.58 rubles;
- the position of clerk in the amount of 1 full-time unit with a salary of 6,527.57 rubles.
Reason: plan to improve the organizational structure of Parus LLC.
Director signature N.K. Trubnikov
I have read the order:

Making changes to employee documents when changing the staffing table

When a change in staffing occurs, it is necessary to correctly assess the changes occurring in connection with this.
When new positions are added to the current staffing table, old ones are eliminated, the name of a position is changed, new departments are created, these processes often affect existing personnel, and then it is necessary to make changes and adjustments to the personnel documents of employees depending on what changes are introduced.
These could be:
1) renaming the position;
2) translation;
3) renaming the department;
4) assignment of additional responsibilities;
5) changes in salaries.
In all these cases, the HR employee needs to carry out different procedures for preparing personnel documents.
Let's consider all these options separately.
1. Renaming a position occurs when an employee working at a given time and performing certain duties does not change anything that would entail a change in his work function or normal working day. However, it must be remembered that according to Art. 57 of the Labor Code of the Russian Federation, the name of the position, specialty, profession is an essential condition of the employment contract. Article 73 of the Labor Code of the Russian Federation provides that for reasons related to changes in organizational or technological working conditions, at the initiative of the employer, changes to the essential conditions of the employment contract determined by the parties are allowed. A prerequisite is that as a result of such changes, the employee’s labor function must remain unchanged. In addition, part 2 of Art. 73 of the Labor Code of the Russian Federation also establishes a special procedure for such changes - the employee must be warned in writing no later than 2 months before their introduction.
Thus, in the case of renaming a position, in addition to making changes to the staffing table (by issuing an order on the main activity), it is necessary to obtain the written consent of the employee. If the employee does not agree, he should act in the manner prescribed by Art. 73 Labor Code of the Russian Federation. After this, appropriate adjustments are made to the personal T-2 card and work book.
An example of making an entry:

If the name of a structural unit is indicated in the employee’s employment contract, then its renaming (changing the name, for example, instead of “marketing department” - “marketing research department”), in the absence of a change in the employee’s labor function or other significant working conditions, is carried out in the same way, as well as a change in the name of the employee’s position (i.e., when fulfilling the requirements of Article 73 of the Labor Code of the Russian Federation).
Pay attention! Essential the labor function of the employee is a condition of the employment contract, and not the title of the position, therefore changing the title of the position without changing job responsibilities does not require the consent of the employee
2. Salary changes
Since the condition of remuneration is an essential condition of the employment contract, the employee must be informed about changing this condition by the employer written notice 2 months in advance before the introduction of the specified change
When salaries change in the staffing table, changes must be made to the following employee documents:
1. Employment contract.
Since according to Art. 57 of the Labor Code of the Russian Federation, the essential terms of an employment contract are the terms of remuneration (including the size of the tariff rate or official salary of the employee, additional payments, allowances and incentive payments), then if the salary rate changes, it is necessary to formalize changes to the employment contract.
An example of making changes (additions) to an employment contract.
Once again, please note that the approximate content of the text is given, and the design must comply with all regulatory requirements with the details of the parties.

OPTION

ADDITIONAL AGREEMENT
to the employment contract dated March 10, 2001 No. 123.

Open Joint Stock Company "Sever" represented by General Director Konstantin Sergeevich Kolobov, acting on the basis of the charter, hereinafter referred to as the "employer", on the one hand, and the reception secretary Marina Yuryevna Smirnova, hereinafter referred to as the "employee", on the other hand, agreed on as follows:
1. Replace the word reception in clause 1.2 of the contract with the words electronics department.
2. In clause 3.2 of the agreement, replace the phrase salary in the amount of 7,000 rubles with a salary in the amount of 12,000 rubles.
3. Add clause 5.6 to the contract as follows: The employee has the right to additional paid leave of 6 calendar days.
4. These changes are drawn up in two copies and are a mandatory annex to the employment contract concluded between the parties.
2. Personal card T-2 (section 3)

OPTION

AGREEMENT
to employment contract No. 16 dated October 10, 2005, concluded
between Parus LLC and Oleg Arkadevich Petrov

on amendments to the employment contract
in connection with the transfer of an employee to another job

Samara

Limited Liability Company "Parus", referred to as the “employer”, represented by the General Director Antonov Pavel Alekseevich, acting on the basis of the Charter, on the one hand,
And Petrov Oleg Arkadevich, referred to as “employee” (passport 18 04 333615, issued on 02/10/2003 by the Central District Department of Internal Affairs of Samara), on the other hand,
in connection with the employee’s application for transfer to the position of legal adviser,
have entered into this agreement to amend the employment contract.
1. Exclude the following points from the employment contract No. 16 dated October 10, 2005, concluded between Parus LLC and Oleg Arkadyevich Petrov (hereinafter referred to as the Employment Agreement): clause 1.7, clause 1.9.

2. Amend paragraphs 1.1, 4.1 and 5.1 in a new, following edition Employment contract:
"1.1. The employee is hired as a legal adviser in the legal department of the employer.
Under this employment contract, the employer undertakes to provide the employee with work according to the specified labor function, to ensure working conditions provided for by labor legislation and other regulatory legal acts containing labor law norms, a collective agreement (if concluded), agreements, local regulations and this agreement, pay the employee wages in a timely manner and in full, and the employee undertakes to personally fulfill the duties specified in this agreement and the employee’s job description, and to comply with the internal labor regulations in force at the employer.
The employee is familiar with the job description of the legal adviser.
Start date of work, that is, the date from which the employee is obliged to begin work as a legal adviser - May 20, 2009.»

“4.1 The employee is assigned a 40-hour work week, a normalized working day.
The start and end times of work and breaks in work are determined as follows:

Monday - Friday
Start of work 9.00
Lunch break 13.00-14.00
End of work 18.00
Pre-holiday days
Start of work 9.00
Lunch break 13.00-14.00
End of work 17.00

The employee is given days off: Saturday, Sunday.”
“5.1. The employer undertakes to pay the employee a monthly salary in the amount of 15,000 (fifteen thousand) rubles.”
3. The terms of the employment contract not affected by this agreement remain unchanged.
4. This agreement, and accordingly all the amendments to the employment contract specified by it, come into force on May 20, 2009.
5. This agreement is an integral part of the employment contract.
6. This agreement is drawn up and signed in two copies: one for each of the parties, and both copies have equal legal force.

Details and signatures of the parties

Employer: Employee:

PROCEDURE FOR CHANGING STAFF SCHEDULE