All about staffing in 1C

How to justify the introduction of a new position in the staffing table – Legal Expert

The work of enterprises is associated with constant development and increasing the pace of work. For this reason, from time to time there may be a need to introduce a new position into the staffing table. This procedure actually has many serious aspects. It is important to decide not only on the name of the vacancy, but also to justify the innovation with documentation.

How to introduce a new position into the staffing table?

The introduction of a vacancy into the organization's staff should be carried out in several main stages. They can be divided into organizational and documentary support.

To carry out this procedure, you must follow these steps:

• Identify the need for changes;
• Write a memo about the need for an additional unit;
• By order of the manager, draw up a document indicating all existing vacancies, as well as newly created ones.

The names of positions in the staffing table must correspond to the approved state list.

How to justify the introduction of a new position into the staffing table?

The laws of the Russian Federation determine that an organization can itself coordinate the number of hired workers. Also, at the initiative of the manager, employees can be added, existing positions can be renamed, or reductions can be made. But for each of the listed actions it is necessary to have serious justifications, which are expressed through the preparation of official calculations and documents.

An increase in staff and the addition of an additional unit usually occurs for the following reasons:

• The scope of work was increased;
• Additional technologies or areas have been introduced;
• Adding a vacancy will help improve the performance of a department, business unit or enterprise as a whole.

The list is not final and other reasons may arise in the company that may justify the need for innovation.

Example justification - introducing a new position into the staffing table

An example justification is also called a memo. Let's consider an example of justification for introducing an additional unit into the staffing table due to an increase in document flow.

I follow the rules for storing documents; in each department there is a person who is responsible for the timely delivery of filed folders to the enterprise archive or zonal archive.

Especially many such documents are formed in the process of work of accountants, human resources workers and economists.

Employees of these departments can prepare a memo to justify the need to introduce a unit that must timely bind, file and transfer documents to the production archive. In addition, they can be issued upon request only upon signature.

An example of justification indicates:

• Number of cases generated annually;
• The time spent on binding, filing, receiving and issuing them.

The time spent per month is calculated. Based on this, the rate and salary of the future employee are determined.

Order on introducing a new position into the staffing table - sample

A new position is introduced into the staffing table by order of the manager. The order is issued on the basis of the submitted memo.

The order specifies the following points:

• The need to draw up a different structure in connection with the submitted application for amendments;
• Indication of the department where the vacancy will be posted;
• Name of the entered vacancy;
• The size of the rate, official salary and other permanent allowances.

The order is approved by the manager and sealed with the seal of the enterprise.

order

Memo on the introduction of a new position into the staffing table

A request to introduce a new position into the staffing table is expressed by a memo from the head of the department or structural unit that needs a new employee.

The memo does not simply express a request to introduce changes, but provides official justification for this action. The new structural unit will require certain material costs from the enterprise.

Therefore, it is very important in the note to calculate the feasibility of these costs and obtain financial benefits from the new employee.

In addition to the memo itself, it is necessary to develop the following applications:

• Calculation of the volume of work generated;
• Provide data on labor cost standards for specialties from the Decree of the Ministry of Labor of the Russian Federation of 2002;
• Give an economic calculation of the profit received from the introduction of a new vacancy.

The resulting benefit can be expressed, for example, in the fact that the introduced work unit will relieve significantly different specialists who will be able to spend the freed-up time on developing new ideas and concepts.

memo

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How to introduce a new position into the staffing table?

The introduction of a vacancy into the organization's staff should be carried out in several main stages. They can be divided into organizational and documentary support.

To carry out this procedure, you must follow these steps:

• Identify the need for changes;
• Write a memo about the need for an additional unit;
• By order of the manager, draw up a document indicating all existing vacancies, as well as newly created ones.

The names of positions in the staffing table must correspond to the approved state list.

How to justify the introduction of a new position into the staffing table?

The laws of the Russian Federation determine that an organization can itself coordinate the number of hired workers. Also, at the initiative of the manager, employees can be added, existing positions can be renamed, or reductions can be made. But for each of the listed actions it is necessary to have serious justifications, which are expressed through the preparation of official calculations and documents.

An increase in staff and the addition of an additional unit usually occurs for the following reasons:

• The scope of work was increased;
• Additional technologies or areas have been introduced;
• Adding a vacancy will help improve the performance of a department, business unit or enterprise as a whole.

The list is not final and other reasons may arise in the company that may justify the need for innovation.

Example justification - introducing a new position into the staffing table

An example justification is also called a memo. Let's consider an example of justification for introducing an additional unit into the staffing table due to an increase in document flow. I follow the rules for storing documents; in each department there is a person who is responsible for the timely delivery of filed folders to the enterprise archive or zonal archive. Especially many such documents are formed in the process of work of accountants, human resources workers and economists.

Employees of these departments can prepare a memo to justify the need to introduce a unit that must timely bind, file and transfer documents to the production archive. In addition, they can be issued upon request only upon signature.

An example of justification indicates:

• Number of cases generated annually;
• The time spent on binding, filing, receiving and issuing them.

The time spent per month is calculated. Based on this, the rate and salary of the future employee are determined.

Order on introducing a new position into the staffing table - sample

A new position is introduced into the staffing table by order of the manager. The order is issued on the basis of the submitted memo.

The order specifies the following points:

• The need to draw up a different structure in connection with the submitted application for amendments;
• Indication of the department where the vacancy will be posted;
• Name of the entered vacancy;
• The size of the rate, official salary and other permanent allowances.

The order is approved by the manager and sealed with the seal of the enterprise.

Staffing: rules for drawing up, legislative norms, pitfalls

Issues discussed in the material:

• What are the rules for compiling an organization's staffing schedule?
• How to draw up a staffing schedule in 1C
• As approved by the staffing table
• How to make changes to the approved staffing schedule
• Why do you need staffing?
• What can an organization face for lack of staffing?

The company's staffing table is a document that reflects the composition and number of full-time employees. Its standard version includes a list of job positions, information about the number of employees of the enterprise and their remuneration.

Regarding the last point, indicate the size of salaries, bonuses and monthly deductions. Filling out the staffing table must take into account a number of rules. “Staffing table: we arrange it according to all the rules” - this is the topic of our article.

What are the general rules for drawing up staffing schedules?

A labor economist from the company's and remuneration department is required to draw up the staffing table (Qualification reference book for positions of managers, specialists and other employees, Resolution of the Ministry of Labor of Russia No. 37 of August 21, 1998).

But in fact, drawing up a staffing table is a task that falls on HR specialists, lawyers and accountants.

Official responsibility for the document lies with the head of the company and the chief accountant, since these persons sign it.

Draw up a staffing schedule for any period. But, as a rule, they formulate a staffing table for the year (a sample is available on the Internet). To avoid problems with the preparation of the document, it is better to reflect the procedure for its development in the office work instructions, indicating:

• according to what rules and within what time changes need to be made;
• what form should the order for approval of the staffing table have (the 2021 sample is available on the Internet);
• who is responsible for creating and signing this document and orders;
• what the employer’s legal and local regulations consist of, which become the basis for creating a staffing table;
• With which employee should the draft staffing table be agreed upon along with changes to it?

When drawing up a company’s staffing table, you should rely on such regulatory documents as:

• All-Russian classifier of workers' professions, employee positions and tariff categories;
• Labor Code of the Russian Federation;
• Unified tariff schedule of the Russian Federation.

The staffing table indicates: the name of the company’s structural units; names of positions, specialties, categories; number of units in the state; the amount of remuneration in accordance with the tariff rate (salary); the amount of allowances and the total amount of financial resources that are allocated each month for the payment of wages to staff.

The names of the departments are indicated from most important to least important. Example:

• management department or administration (directorate, accounting department, personnel department, etc.);
• production departments;
• auxiliary or service units.

The column “Profession” is filled out strictly on the basis of tariff and qualification reference books and the All-Russian Classifier of Employee Positions and Worker Specialties.

The staffing table must include an indication of positions in the company along with their salaries. There is no mention of specific employees. The appointment of employees to certain positions is made in accordance with the order of management after the approval of the schedule.

It should be remembered that if the positions are named the same, then the labor functions of the workers must be the same. From a legislative perspective, it is important that equal work activities be paid equally (Article 22 and Part 2 of Article 132 of the Labor Code of the Russian Federation).

Often, enterprises use Form No. T-3 to develop their own staffing schedule.

Since the albums of uniform forms of primary accounting documents contain recommended, and not mandatory forms of forms, they may change.

In the unified forms (with the exception of forms for recording cash transactions) approved by the State Statistics Committee of Russia, the company can enter additional details if necessary.

As for the details of the unified forms, they must remain unchanged. It is prohibited to remove individual details from unified forms.

The staffing table of an organization in the established form No. T-3 looks like a table of 10 columns. Their list can be supplemented if necessary. If the necessary information for a particular column is missing, the cell is simply not filled in.

Staffing table for 2021, sample form No. T-3

How to draw up a new staffing schedule for an organization

First of all, the staffing table indicates the name of the company (full or abbreviated name), OKPO code, the actual date of creation of the documentation along with the number.

In order for the drawn up staffing schedule to be approved, an order/instruction is issued from the head of the company or an employee who has the appropriate authority to do so.

The date, along with the serial number according to the order of issue of internal documents, is entered in the line of the staffing table, which begins with the words “Approved by order.”

The next line, which begins with the words “for a period,” is necessary to indicate the validity period of the staffing table (a year, as a rule) and the date when it begins to be valid. Then staff members are entered into the document and the main columns are filled in.

1. Structural subdivision

The first column “Name” is filled in arbitrarily. Traditionally, the structural departments of an enterprise are arranged hierarchically. The administration is indicated first, and the service departments at the end.

The second column of the table indicates the codes of the company’s structural departments, established by management. This column is used to determine what place each department occupies in the overall organizational structure of the enterprise.

Here's what a completed staffing column might look like:

• the financial department of the enterprise has code 02. In this case, the accounting and economic departments within it will have codes 02.01 and 02.02;
• if departments have additional groups, then their codes will be reflected as follows: for example, the accounting group will have code 02.01.01.

1. Positions (specialty/profession), rank, class/category of professional qualifications in the staffing table

The third column of the staffing table indicates the names of positions. Traditionally, they are arranged in a hierarchy - from senior positions to junior employees.

It should be remembered that in Art. 57 of the Labor Code of the Russian Federation states that specialists holding certain positions are entitled by law to compensation and benefits. There may also be some restrictions. That is, the title of each position must correspond to the following sources:

• All-Russian classifier of worker professions, employee positions and tariff categories (OK 016-94 adopted by Resolution of the State Standard of the Russian Federation No. 367 of December 26, 1994);

Source: https://sales-generator.ru/blog/shtatnoe-raspisanie/

“Shtatka” – the necessary document

Let us say right away that labor legislation does not contain a direct requirement for employers in the commercial sector of the economy to draw up a staffing table. This means that whether or not to draw up a staffing table remains at the discretion of the company. That is, management decides for itself whether it is needed or can be done without it.

However, despite the optionality, it is better to draw up a “staff”.

An enterprise may have an entire legal department - and in this case, the head of this department decides which employee to entrust with drawing up the order.

• A draft order based on a standard template is drawn up by office workers. This approach is more typical for institutions than for commercial companies.

Therefore, who exactly will prepare the order to introduce a new position into the staffing table depends on the job responsibilities approved in a particular organization.

Document on amendments due to the addition of staff

The staffing form T-3 was approved by Decree of the State Statistics Committee of the Russian Federation No. 1 of 2004. Although it is not mandatory now, it is used in practice.

But, unlike the schedule, the form and structure of the order to change it is not regulated by law.

List of replacement positions in the staffing table

The job replacement list is an auxiliary tool for the employer.

This document allows you to increase the number of positions without going beyond the established wage .

Introduction of new staff units

When it is necessary to hire a specialist whose position is not provided for in the staff, or to add an entire unit to the organization, an order is issued to introduce new units.

How to introduce a new position into the staffing table in 2021?

The procedure for introducing a new position consists of several stages that combine organizational activities and documentation.

Procedure, steps and rules

Determining the need to add a staff unit

This is the most crucial and difficult moment in the entire procedure.

There must be strong arguments for increasing the staff, so you need to analyze the standard of performance of individual duties with the scope of work of the future position.

First you need to collect statistical information regarding the position being entered (types of work, employee functions, time costs, etc.).

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.

From July 1, 2021, exclude the following positions from the staffing table:

• 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.

Especially many such documents are formed in the process of work of accountants, human resources workers and economists. Employees of these departments can prepare a memo to justify the need to introduce a unit that must timely bind, file and transfer documents to the production archive. In addition, they can be issued upon request only upon signature.

Reasons for making changes to the staffing table

The reasons can be very different.

With minor changes, the staff schedule remains the same. Then the corrections are directly implemented into the document.

In case of significant adjustments, for example changes in the salary volume of the entire department, a new publication of the staffing table is recommended.

Thus, the introduction of a new position into the staffing table is considered a minor adjustment. The main difficulty in this issue is the argumentation for introducing a new vacancy. To do this, it is recommended that the manager carefully analyze the existing responsibilities of employees and the amount of work required.

• offer vacant positions to persons subject to layoffs;
• bring information about the dismissal of employees to the attention of the employment service authorities.

Appoint a staff reduction commission with the following composition:

• Chairman of the Commission - General Director A.Yu. Vasilkovsky
• members of the commission are HR specialist L.N. Gordeeva, legal consultant S.O. Pilipenko, chief accountant V.V. Somova.

The tasks of the staff reduction commission include ensuring that documentation is completed correctly and serving notices to employees who have been laid off.

Changing the payroll method

There are times when it is necessary to change the method of calculating wages for one or more employees by replacing the salary with a tariff rate or vice versa.

The word usually used is: “I command.”

• List of changes made to the staffing table. Here the name of the position, the number of rates for it, the amount of salary, etc. are indicated (“Add to the structural unit “Administration” the position “Deputy Director for General Issues”, the number of staff positions is 1, the official salary is 40,000 rubles...”) .
• Persons responsible for execution of the order. Typically they are HR managers.

Stamp and signature available

Thus, in order to determine who should sign the order regarding the introduction of a new position, you need to understand the scope of authority of the company’s management. There are several options here:

• Signed directly by the head of the entire organization as a whole (director, general director, etc.)

Source: https://spravedlivost73.ru/raschety-obosnovaniya-dlya-vklyucheniya-dolzhnostej-v-shtatnoe-raspisanie