How to compose?
Speaking about how to make an extract from the ShR, it should be noted that the compiler needs to take into account the nuances of drawing up the document in question.
The drawn up act specifies the details assigned to the ShR. Corrections are made to the name by inserting the word “Extract” before the name of the act.
The act indicates the date and number assigned to the original schedule when compiled. You cannot indicate the date of drawing up the act and its registration number.
A person holding a leadership position in an organization should not sign the document drawn up. After drawing up the act, at the end, indicate the surname and initials of the person who signed the ShR. It also indicates what position he holds.
An extract made from any type of documentation is equivalent in value to a copy. In order to give it legal significance, it is certified with the appropriate seal, and a mark is also placed indicating certification.
The rules for compiling extracts from documents are regulated by local acts adopted by the organization where the extract needs to be made. The act can be drawn up on a form developed by the enterprise. When the documents are missing a part that is introductory, then the necessary fragment is entered, as an example, “I approve”, “I order”, etc.
In practice, there are recommendations for inserting the word “signature” between the initials and position of the person signing the act. However, these provisions do not have documentary support.
If we consider such a recommendation in essence, then we can say that it is unnecessary, since all documentation goes through the registration process after it is signed.
When documentation is used within one enterprise, it is allowed not to certify it with a seal indicating the authenticity of the copy. The contents of the document must be completely identical to the original schedule.
If a document is drawn up on several sheets, then it is possible not to certify each sheet separately. That is, there is no need to put a stamp and signature on each page.
In this case, a special certification procedure is applied: the sheets must be stitched together, the thread on the back of the last sheet must be sealed and a tag must be applied.
The tag indicates how many sheets are stitched, stapled and numbered, and the word “correct” is also inserted. The signature of the person holding a managerial position or those authorized by him/her is affixed under this inscription. A stamp is affixed. It is worth pointing out that the seal impression should be placed in such a way as to capture part of the tag.
Shutter form
The act in question has the following components:
- title of the documentation;
- the date of its adoption (for example, “Extract from the staffing table for 01/01/2019”);
- name of the enterprise that issued the documentation (“LLC 1234”);
- columns similar to those contained in the ShR are filled in;
- notes;
- the position of the certifier and his signature;
- seal for certification of documents.
Signing and certification of the extract
An extract from the list is signed by the compilers and approved by the head of the enterprise. The need for a confirming signature arises when using this certificate outside the enterprise. these may be judicial, pension and insurance institutions.
To certify such an excerpt, the designer needs:
- write the phrase “copy vein” or the word “true” at the bottom of the document;
- Next to write down the surname, first name and patronymic of the person whose signature is certified by the certificate;
- indicate the position, with its full description;
- sign the responsible person and certify it with the wet seal of the company;
- If the extract contains more than one page, then each must have a certification signature.
If you follow all the nuances and rules for drawing up an extract from the staffing table, you will get a multifunctional document that has legal force. And also when analyzing it, obtain all the necessary information that relates to the personnel policy of the company as a whole and the individual worker of this company.
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Who can request?
The authorities performing inspections have the authority to request the acts under consideration from the schedule. In this case, the document is drawn up in accordance with all the rules. According to labor legislation, it is stated that every employee has the opportunity to receive an excerpt. To do this, you must submit a request in writing.
The completed document must contain information regarding a specific employee, his position and the payments due. Information about other employees is not subject to inclusion in the act under consideration.
This is due to the legal ban on the transfer of personal data. The protection of such rights is established in the Labor Code.
The document can be sent to structural units by the main institution. As a rule, the main organization takes actions aimed at creating and approving the schedule. After this process, extracts from the act are sent to departments.
Nuances
When compiling an excerpt, it is necessary to pay attention to the order of compilation of the documentation in question, the time of its storage, and also the issue of approval.
Procedure for compilation
An extract from any document, including from the ShR, can be compiled in a variety of ways. It is acceptable to fill out the form designed for the schedule. In this case, filling out occurs in a short form. It is also possible to make a copy of part of the schedule.
According to the current GOST, to certify a photocopy of documentation, you need to put down:
- inscription "Verna";
- date of certification of documentation;
- the position of the person authorized to certify documents, as well as his signature and transcript thereto.
Sample of a certified extract from the ShR
When an organization has a seal, it is allowed to use it on a document. The act requested by the employee must indicate the information that the person needs.
If we are talking about participation in a tender or SRO, then it is required to indicate as accurately as possible the names of the positions of the workers who will take part in these works. The number of workers required to complete the assigned tasks is also indicated.
The information written in the extract must fully comply with the following documentation:
- an order according to which a person is hired;
- excerpts from work books, etc.
The job titles in all documents must be exactly the same. In addition, the act contains all the details assigned to the staffing table. The document also contains the date and registration number of the schedule.
Who approves?
The person performing managerial functions at the enterprise has the authority to approve. The manager may also authorize an individual employee to perform this action. The employee’s authority regarding the preparation and approval of statements must be reflected in the relevant management orders.
As a rule, the powers in question are vested in the HR department. Information regarding the provision of reports at the request of employees or third parties is subject to mandatory entry into a special journal reflecting accounting information.
How long does it last?
The issued act is valid for one year. After the specified period of time, the document is considered invalid. A period is also established regarding the storage of extracts in the archives of enterprises.
According to local regulations, the document must be stored for a five-year period.
Compilation rules
At the top of the document is written the name of the organization that issued the extract. The name is indicated accurately, based on how it is enshrined in the statutory documentation. The name can be specified as a multiple or full name.
Next, indicate the title of the act being drawn up, “Extract from the staffing table.” The date when the document was drawn up, as well as the details of the order through which the schedule was approved, must be indicated.
An example of a compiled extract from the staffing table
You must specify the period during which the schedule is considered valid. In this case, it is recommended to use the phrase “The schedule came into force from ....”. The final validity period is not specified.
The content of the extract begins with an indication of the number of staff units in the company. The full quantity is written down. The following document is presented in a table consisting of 10 columns. They must be filled out in the same way as ШР. It is worth considering that only information regarding one employee is entered.
The prepared act is signed by the company’s chief accountant and the head of the human resources department. Certification of documentation is carried out by the person who compiled it.
The basis for drawing up the act is a statement drawn up in writing. After submitting the application, the authorized employee enters the necessary information into the developed form. The right to draw up an act is vested in: an accountant, director or HR employee. It depends on the size of the company.
When it comes to a large organization, the extract is approved by the head of the human resources department, the management of a structural unit or the chief. The signature of the employee who requires excerpt is also affixed.
If the act is presented on several pages, then it must be drawn up in a special way. All sheets must be stitched with one thread, after which a comparison with the original is carried out. The node at the end of the document must be sealed. The number of sheets and the signature of the artist are written on the seal.
When the enterprise has established it, then approval is carried out. After this, the extract is recorded as an outgoing document. Recording is carried out by personnel department employees or an accountant. It is assigned a number and the date and time of approval is indicated. A similar mark should be reflected in a special journal.
When an excerpt is used within a company, it is not required to formalize it as outgoing documentation.
Generating an extract
Resolution of the Federal State Statistics Service (Gomkomstat) of the Russian Federation No. 1 dated January 5, 2004 approved a unified form “T - 3” for extracts from the staffing table. But the law allows the head of the organization to change the content of this certificate at his discretion, or to develop a personal form suitable for the conditions of a particular company.
To generate an extract from the work schedule, you must perform the following procedure and display:
- full name of the organization and its branch (if any). This information must be placed at the top of the document, centered;
- the title of the certificate, that is, in the center, print in large letters the phrase “extract from the staffing table”;
- the number when the shutter speed was generated;
- the date and number of the order that approved the roster;
- the effective date and expiration date of the certificate;
- main part. Involves exact copying of data from the original documentary act;
- surnames and initials of the responsible persons who generated the certificate, as well as their signatures.
In order for a worker to receive the necessary supporting document from the staffing table, it is necessary to draw up an application on the developed form and submit it to the employer for further resolution. From the moment of submitting the application until receiving the extract, the manager is given no more than three days. This procedure is regulated by Article 62 of the Labor Code. The process of obtaining such an excerpt is free.
Many departments issue a certificate without indicating the salary amount or tariff. This is the most common mistake. Since without indicating any information provided for by the Order of the State Statistics Committee, the issued certificate will not have legal force.
Corresponding to the original
The compiled extract must fully comply with the original ShR. This is an important point, since the document can be submitted to the judicial system and used as evidence.
Example of an extract from ShR
To acquire legal force, certification is carried out in the appropriate way. An employee who has the necessary authority makes a note “Verna” below, indicating the position he occupies, his initials and signature.
A stamp is also affixed. When a document has several sheets, it is not possible to certify each page separately. In this case, it is enough to stitch the extract and seal the thread.
An example of a memorandum for preparing an extract
General Director of OJSC "Prestroy"
Mikronov V. G.
Legal Department
Service memo
26.06.2021 №12357
To prepare a package of documents in order to submit a tender application for the construction of a real estate property in the 3rd microdistrict, it is necessary to provide an extract from the current staffing table indicating the number of employees in the following specialties:
builder;- foreman;
- finisher;
- civil works engineer;
- electrician;
- handyman
The extract must be prepared no later than 07/02/2021.
Head of Department P. D. Grigoryan
Sample filling
The photo shows a sample:
Example of filling out an excerpt
In practice, it is possible to design in two options:
- a copy of an extract from the approved ShR;
- document in printed form.
A copy of the act is its image, which has been photocopied, without making additions or adjustments.
The main difference between a copy and a printed document is that the extract is drawn up in form T-12 or T-13. While the copied sheet is represented by a second copy of the schedule.
An employee has the opportunity to request an extract from the schedule or a copy of it. The employer cannot refuse to provide the document in question. However, it is worth considering that the schedule contains personal data regarding other employees.
Example of a copy of an excerpt
Taking a copy of a document and transferring it to a third party is in itself a violation of the rights to protect personal information. Based on this provision, the organization prepares an extract and issues it to the employee. It contains information about only one employee.
What is an extract from the staffing table?
This is a special document that reflects information from the staff schedule that relates only to a specific employee. That is, information about other employees of the organization is not indicated.
Laws governing the provision of this document
The employee’s right to receive full information from the employer about the fact of his employment in this organization and working conditions is clearly enshrined in Article 62 of the Labor Code of the Russian Federation.
Such personal data must be provided by the applicant, as they say, upon first request (by drawing up an application addressed to the head of the institution).
Without salaries and extract from the factory
Often, in enterprises where managers have the goal of reducing employee salaries, they draw up a schedule without indicating this value. It is worth noting that such an action is considered unacceptable. This is indicated in the Resolution of the State Statistics Committee of 2004. The document states that the schedule must contain a column where tariff rates are indicated.
In the section under consideration, the salary indicated in the form of salary, the percentage depending on the amount of revenue, the tariff grid, the percentage of the profit received, etc. should be displayed. It is also indicated that the salary cannot be completely absent. This provision is enshrined by the legislator.
Employers must remember that wages today cannot be less than the minimum wage. Based on the above data, we can come to the conclusion that drawing up a schedule without indicating the salary is not allowed.
When an act is required by a plant worker, he has the right to make this request to an employee of the human resources department or another person authorized to draw up the documentation in question. The extract contains information regarding the employee who applied. Its certification is carried out on the basis of the rules that were specified above.
Despite the fact that the legislative norms do not indicate a specific form in which an extract should be drawn up, general provisions regarding acts in organizations apply to the preparation of this type of document. The authority to draw up and approve extracts belongs to persons whose powers are confirmed by the relevant order.
