Inclusion of a new position in the staffing table order. Order on staffing. Order storage order

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

Preparing for changes to the staffing table

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

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

Reasons for making changes to the staffing table

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

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

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

Responsible for registration of staffing

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

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

Approval of a new staffing table

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

"Khimreaktiv"

On approval of the staffing table

I ORDER:

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

Read also: How to cancel a court order to collect a loan debt

Change due to salary increase

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

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

Limited Liability Company

"Khimreaktiv"

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

Due to the increase in the volume of work performed

I ORDER:

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

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

General Director A.Yu. Vasilkovsky

Renaming a position

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

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

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

Removing a position

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

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

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

Introduction of the position

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

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

An order to change the staffing table is an administrative act for an enterprise, in accordance with which the structure, composition or number of staff, wages, and the names of departments or positions are changed.

Approval of staffing

The staffing table in government organizations is drawn up according to the T-3 form, while in non-government organizations they can use a form developed independently. But no matter how it is drawn up, it must be approved by the Order of the head.

But the “staff” cannot be approved once and for all; sometimes various changes have to be made to it. In this case, the manager issues an order to change the staffing table.

In what cases is an order to make changes to the staffing table necessary?

By making changes to the staffing table, the manager controls the structure of the enterprise, the number of staff, and its material support. The employer has the right to issue an order to amend the staffing table (SH), if necessary, at any time during its activities. In particular, you can:

eliminate vacant positions or entire divisions of the company due to organizational changes;
introduce new units if it is necessary to expand production, sales or increase the volume of services provided;
reduce the number of employed units due to a reduction in the number or staff of the organization (individual entrepreneur);
change salaries;
rename departments or positions.

In any case, the decision on this is made by the manager, and it must be formalized by a special order. In this case, amendments to the ShR can be made in two ways:

change an old document;
approve the new ShR.

It is only important to take into account that the time period from the issuance of an order to its entry into force may vary depending on the amendments made. These deadlines are determined Labor Code of the Russian Federation. On how to approve a new ShR, . At the end of the article you can download a sample order for document approval (2019). A sample order to change the staffing table can be developed independently, using example forms; there is no unified form for this document.

The procedure for preparing and issuing an order

The employer independently decides how to change the SR. For example, when reducing the number of employees, it is not necessary to approve and introduce this new local personnel act; it is enough to make changes to the existing one. If the organization's management wishes, one SR, approved initially, can be valid all the time. The document will only have different versions, each of which will be approved by a separate order.

Once the manager has decided to make amendments, he must instruct an authorized person, usually a human resources specialist, to prepare the necessary document. Local acts related to ShR are general throughout the organization. True, in order to distinguish them from others, it is permissible to assign them a special index, for example “SR”. It is advisable to store such documents in a separate file to limit access to personal information of employees, because they contain information about the amount of salaries.

It is important to remember that if there are vacant positions in an organization, by virtue of Article 25 the employer is obliged to inform the employment service authorities about their availability. This needs to be done every month. Therefore, it is undesirable to keep “reserve places” in the ShR. If a person has quit and there is no candidate to take his place yet, or the manager considers it inappropriate to hire such a specialist, it is better to temporarily exclude the position from the HR. Moreover, it will not be difficult to return it.

There is no unified form for such an order, therefore this local act is always drawn up by the employer in any form. However, there are still requirements for its content. In the detailed article on our portal “” you can find a sample - Order on the introduction of staffing.

What information should be contained in the document

An example of an order to change the staffing table can be viewed as a recommendation before preparing the document; in addition, it is necessary to focus on the rules for filling out any administrative act. The order is always printed on the organization’s letterhead. It must indicate the full name of the company, as well as the name of the administrative act itself - “Order”. In addition, the following requirements apply to the preparation of this document:

The title of the act must contain an indication of its brief content, for example: “On amendments to the staffing table.”
The document must have a number and date of preparation.
The text should consist of two parts: stating and administrative. In the first it is necessary to indicate the reasons for making amendments, and in the second - to specify them. Reasons may include, for example, reorganization of the company, optimization of the organization's structure, or the introduction of professional standards.
If necessary, the document can give instructions to authorized persons and departments to prepare related procedures and documents (for example, dismissal of employees when staffing levels are reduced).

This local act must be signed by the director of the enterprise or an authorized person.

Please note that in some cases (staff reduction, salary adjustments for existing positions) it is necessary to make a change to the staffing table in advance (a sample order is attached), that is, the date of introduction of the amendments may not coincide with the date of the document itself, since the amendments are being introduced Later. This happens when the norms of the Labor Code of the Russian Federation require that employees be notified in advance about new conditions, for example, dismissal due to a reduction in their positions or adjustments to the terms of the employment contract (increase or decrease in salaries). Such amendments must be notified two months in advance, so the order will be issued in advance. In other cases (if positions are vacant), the new rules may take effect immediately.

When adding or deleting open positions, the employer is not obliged to familiarize employees with the amendments being made. If we are talking about innovations for existing employees (for example, reduction of their positions), then they must be familiarized with signature. To do this, it is not necessary to provide the document itself; it is enough to send notifications of changes made. If you refuse to familiarize yourself, you will have to draw up a corresponding report.

What orders should be used to approve the ShR?

Reduction of structural unit

Let's consider a sample order issued in connection with the reduction of an entire structural division of an enterprise - the accounts receivable department. All positions in the department are unoccupied, so the new conditions come into force two days later - on the first working day after the signing of the local act. There is no need to introduce anyone to the document.

Renaming a position

Elimination of vacant positions

The regulatory document reflecting the structure of the organization, its staffing and number, in accordance with its charter, is the staffing table. Changes in the staffing table can only be made on the basis of an order to amend the staffing table.

Order to amend the staffing table

The decision to make changes to the staffing table is made by the employer (the head of the organization or individual entrepreneur). This decision must be fixed. The legislation does not provide for a unified form of this order. Consequently, the employer has the right to develop it independently. The signing of an order to change the staffing table is carried out by the head or other authorized person of the organization.

Changes may concern the following provisions of the staffing table:

exclusion of a vacant position or several positions, divisions in connection with any organizational changes in the work of the employer;
introduction of new positions if a decision is made to expand production or increase the volume of services provided or work performed;
reduction of employer staff;
changes in employee salaries;
renaming departments and positions.

The employer may also decide on other grounds for changing the staffing table.

Please note that the employer has the obligation to provide monthly information about the availability of vacant positions (clause 3 of Article 25 of the Law of the Russian Federation of April 19, 1991 N 1032-1). Such information is provided to the employment service authorities.

The table below contains information about possible reasons for making changes, as well as the main stages that an employer must go through when deciding to make changes to the staffing table.

Reasons for making changes to the staffing table	Procedure (procedure) for making changes to the staffing table	The obligation to familiarize employees of an organization or individual entrepreneur with changes made to the staffing table
1. Supplementing the staffing table by introducing new positions and structural units	Creation of an order (draft order) on the introduction of new staff units, which contains the following information: names of newly introduced structural units and positions; number of new staff positions; newly established salary amount (additional payments, allowances).	not provided
2. Elimination of vacant positions	Creation of an order (draft order) on the exclusion of staff positions, which contains the following information: date from which changes are made; names of excluded positions; number of excluded staff positions.	not provided, since these positions are not occupied
3. Staff reduction	Notifying employees of the intention to make redundancies; Creating an order to exclude specific staffing units or to approve a new staffing table, which will not include the positions being reduced	Written notification to employees at least 2 months before the date of entry into force of the new staffing table/changes made to it (Part 2 of Article 180 of the Labor Code of the Russian Federation) and offer of vacant positions to dismissed employees (Part 3 of Article 81, Article 82, and 180 Labor Code of the Russian Federation (hereinafter referred to as the Labor Code of the Russian Federation)). It follows from the above rule that the changes made cannot come into force earlier than 2 months from the date of notification.
4. Changes in employee salaries	A change in the salary amounts prescribed in the staffing table leads to a change in the terms of employment contracts in terms of establishing the amount of remuneration (paragraph 5, part 2, article 57 of the Labor Code of the Russian Federation and paragraph 3 of section "Staffing table" of the Instructions for the use and completion of primary accounting forms documentation for labor accounting and payment, approved by Resolution of the State Statistics Committee of Russia dated January 5, 2004 N 1). And such a change at the initiative of the employer is possible only if there has been a change in any organizational or technological working conditions (Part 1 of Article 74 of the Labor Code of the Russian Federation). Before making such changes, the employer is obliged to take a number of measures, namely notify employees about: upcoming changes to the provisions of employment contracts. The form of notification is written; the reasons that caused the need for such changes (clause 2 of article 74 of the Labor Code of the Russian Federation). After making a decision to change salaries and duly notifying employees, the employer has the right to change salaries on the basis of an order to amend the staffing table.	The notification period is no later than 2 months before the changes are introduced. If an employee refuses to work under changed conditions, then labor legislation prescribes the employer the obligation to offer him another job available to him (Part 3 of Article 74 of the Labor Code of the Russian Federation). Moreover, this must be done in writing. If there is no such work or the employee does not agree with the proposed options, then the employment contract with the employee is terminated (clause 7, part 1, article 77 of the Labor Code of the Russian Federation).
5. Renaming positions and departments	Creation of an order (draft order) on the renaming of positions and departments, which contains the following information: date from which changes are made; names of renamed positions;	The notification period is no later than 2 months before the changes are introduced. The form of notification is written. If the employee does not agree with the proposed conditions, the employer is obliged to offer another available job. If there is no such work or the employee does not agree to work on the proposed conditions or work in the existing position, then the employment contract with the employee is terminated (

Each company uses internal regulations according to which the staff is regulated. Such a document is the staffing table, the use of which allows you to determine the organizational structure of the company. Based on this document, the size and procedure for issuing salaries is established, according to the specialty and positions of the employees. Often, while conducting business, the head of a company is faced with the need to make amendments to this document. According to the established procedure, if there is a large volume of edits, the manager needs to create a new act, taking into account the current procedure. In this article, we propose to consider a sample order to amend the staffing table.

Correct document flow of an enterprise not only simplifies life, but also eliminates disputes with regulatory authorities

Pre-preparation stage

At the initial stage, the company's management needs to analyze the effectiveness of the established structure of the company. It is important to note that this responsibility rests with specialists from various fields who will be able to study in detail the established hierarchy and various funds. Next, the heads of structural divisions submit a report that provides economic justification for the feasibility of reorganizing the company's structure. Based on such documents, a decision is made on the need to make adjustments to the current staffing table.

Both a representative of the personnel department and the chief accountant of the enterprise can maintain this document.

It should be noted that amendments are made only after the relevant management order is issued. It should also be said that these orders apply to the entire company. An order received from management is assigned the index “ШР”. This document is then transferred to the HR department for subsequent storage. One of the important requirements for storage methods is limited access of company employees to this document.

The need to make adjustments to the current schedule may arise in the following situations:

The need to rename one of the departments or a specific position.
When staffing is reduced.
If necessary, change the salary (tariff rate) for individual positions.
When switching from one payment method to another.
When introducing a new position.

The above reasons for preparing an order influence its content. In most cases, this document begins with the wording: “In pursuance of” or “In connection with.”

The staffing table allows you to formalize the structure, composition and number of the company

Who is responsible for making changes to the staffing table?

When deciding to make changes to the current staffing table, the owner of the company must appoint a responsible person who will carry out the tasks set by the administration. As a rule, these responsibilities are indicated on the pages of the employment agreement or job descriptions. In small organizations, these responsibilities are assigned to representatives of the accounting or personnel department. In large organizations with a developed internal structure, these functions are performed by the economic department. In the case of individual entrepreneurs, the head of the company himself is responsible for drawing up the staffing table. Below we suggest that you familiarize yourself with the approval process for the new schedule.

In order to enter the schedule into the company’s internal document flow, it is necessary to prepare a corresponding order. Let's look at an example of this administrative document:

"IP "Solnyshko"

On approval of the new staffing table

I order:

HR department employee V.P. Mukhina prepare all necessary documents;

Order on changing the salary amount

According to current legislation, company managers do not have the right to issue documents whose purpose is to reduce employee salaries. The only exception is cases related to reductions in staffing rates. According to the established procedure, only increases in the tariff rate or salary are allowed.

The employer has the right to make adjustments for one or several employees.

How to correctly make changes to the staffing table and approve a new resolution? First of all, it should be noted that the dates of execution of the administrative document and the day of entry into force of the new resolution must be different. This order can be divided into two sections. The first section should indicate the purpose of the adjustments being made. The second section lists orders to various officials. A sample of this document is presented below:

"IP "Solnyshko"

On making amendments to the staffing table of “ShR-3”, approved by Order No. 21 of May 16, 2018

I order:

Make a number of changes to the content of the staffing table No. “ShR-3”

To the employee of the accounting department, Alexander Petrovich Belov, in the amount of 15,000 (fifteen thousand) rubles;

HR department employee V.P. Mukhina prepare all necessary documents and develop an annex to the employment agreement;

The functions of control over the execution of this order shall be transferred to the chief accountant P.K. Samsonova.

General Director Petrov A.S.”

This order is transmitted to representatives of the personnel and accounting departments.

The staffing table contains a list of structural units, names of positions, specialties, professions indicating qualifications, as well as information on the number of rates

The procedure for introducing, removing and renaming a position

To begin with, we suggest considering the situation related to changing the job title. In this case, the head of the company must provide written justification for this action. . In the case of a vacant position, there is no need to look for justification for making changes. In the administrative document itself, the following note is made: “In accordance with the need to rename the department (individual position).” You can also use the wording: “Due to the increased load.”

The rest of the document is drawn up according to the above template. The administrative section should indicate the old and new job titles. You should also appoint a responsible person who will handle the preparation of personnel documents and filling out all the necessary forms.

Next, we propose to move on to the issue of establishing a staff unit. The need to exclude one or more positions on the staff schedule may arise in a number of situations. An example of such a situation is the presence of a vacant vacancy for a long period. In this situation, the administrative document indicates the following wording: “Due to the need to carry out measures aimed at optimizing the internal structure” or “in order to reduce the volume of work of the department.”

The following section should indicate the specific date the position will be removed from the staffing schedule. It is important to note that here you should indicate not only the specific position, but also the salary or tariff rate. This requirement is not mandatory, but the employer should take this nuance into account. If the company has several identical positions in different departments, you should make a note with the name of the specific department.

Let's look at how to make changes to the staffing table when introducing a new position. In this case, the procedure used is the same as in the example above. As a rule, when introducing a new specialty, the wording is used: “due to the need to increase labor productivity.” When opening a new department, the preamble is used: “Because of the opening of a new department.” In the next part of the form, you should list the positions entered and indicate the size of the tariff rate or salary. The main requirement for this document is to record a mark about the department where the new position is being introduced. If a new department is created, this information is also recorded in the act under consideration.

By making adjustments to the schedule, management manages the company, debugging the remuneration system and optimizing the organizational structure

Order to reduce staff

In the event of a reduction in the company's staff, a procedure for removing vacant positions is carried out. This process has several features that increase its complexity. Supervisory authorities protect the rights and interests of every working citizen. An employer conducting staff reduction should adhere to the rules of the Labor Code, according to which the laid-off employee must receive written notice two months before initiating this process.

In order to reflect this process, the employer needs to issue an appropriate order, on the basis of which amendments will be made to the pages of the staffing table. The order should provide reasons for the reduction of positions. The most commonly used formulation is: “Due to the difficult financial situation of the company” or “In connection with activities aimed at optimizing the cost item.”

The administrative section of the document should list the positions being reduced. You will also need to appoint an official who will manage this process and prepare the relevant documents. It is important to note that according to the current law, the employer must offer vacant positions to laid-off employees. Next, all information about the process under consideration is transferred to regulatory authorities.

When carrying out staff reduction, the employer must assemble a special commission that will monitor every stage of this process. As a rule, the commission includes representatives of the personnel and accounting departments, as well as a legal consultant . The main task of the commission is to monitor compliance with the rights of laid-off employees.

Changes in staffing when changing the payroll method

When changing the method of calculating wages for specific employees, the manager should prepare an order to change the staffing table, which will record the procedure for this procedure. The need to change the method of crediting funds to company employees may be associated with an increase in production volumes or changes in the work schedule. The basis for these actions is to optimize the recording of time spent on work activities . It is important to note that before making amendments, you must obtain the written consent of the employee. This procedure is necessary in order not to violate the rule associated with reducing the amount of remuneration for work.

The nature of the adjustments made to this document is determined by several possible reasons. In order to change the payment method, it is necessary to remove this unit from the staffing table. Next, a new position is entered into the state schedule with a note about the selected payroll method. This order must indicate the official who is obliged to notify the employee of the date of introduction of the new position in the staffing table. The HR department employee who will prepare all the necessary documentation is also indicated.