Staffing table, staffing arrangement. Form and sample filling, Topic No. 10827

By virtue of the law, each company maintains a number of mandatory and auxiliary documents at the local level, which allow not only the efficient use of labor resources, but also analyze their inflow or outflow.

Dear readers! The article talks about typical ways to resolve legal issues, but each case is individual. If you want to find out how to solve your particular problem , contact a consultant:

+7 (499) 938-81-90 (Moscow)

+7 (812) 467-32-77 (Saint Petersburg)

8 (800) 301-79-36 (Regions)

APPLICATIONS AND CALLS ARE ACCEPTED 24/7 and 7 days a week.

It's fast and FREE !

One of these documents is the staffing arrangement, which makes it possible to track many nuances of personnel processes in a single form.

What it is?

The arrangement, or list, as it is also called, is a table based on the staffing table, but with additional information to simplify the analysis of personnel movements.

In particular, the following data is reflected in the arrangement:

• number of staff units with a simultaneous family list of employees;
• the size of salaries and allowances;
• additional information, for example, part-time work or the employee’s belonging to a preferential category;
• information about admission, transfer or dismissal.

That is, just one form contains all the information about the company’s human resources, starting from the actual number of workers and ending with the range of salaries, not to mention recording the disabled or minors, as well as mothers on maternity leave and other categories, the specifics of which have some differences.

Filling out form T-3

We draw up according to all the rules: a sample staffing table for 2022 for an individual entrepreneur who has 10 staff units.

And this sample for an LLC is based on the example of a construction company’s staffing table for 2022.

The example shown as an illustration is approximate; the document, if available, includes separate divisions, branches and other structural units of the company. Here is an example of filling out the staffing table for 2022 for an LLC with a branch.

Normative base

The law does not establish the form of staffing, as well as the rules for its implementation, which does not mean a complete absence of regulation.

Thus, clauses 98-99 of Rostechnadzor Order No. 372 dated May 30, 2008 contain explanations on the rules for creating and maintaining the specified document, including the main subsections and a list of necessary information, as well as persons who may be authorized to draw up the arrangement.

Also, a mention of a staff certificate is contained in Order of the Ministry of Culture of Russia dated August 25, 2010 N 558, which approved a list of standard management documents issued in the course of the economic activities of a particular enterprise.

That is, the law does not contain a direct indication of the maintenance of the specified document, but the company has the right to approve the procedure for registering the placement independently, based on the need to streamline personnel information or on the basis of industry regulations, if any have been created.

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.

What is it for?

As a rule, the staffing table contains only the name of the position with the number of units, while the arrangement is initially formed with the names of employees, which allows you to enter a lot of data into the table and thus solve certain problems.

In particular:

• calculate the availability of vacancies;
• track staff turnover;
• determine part-time positions;
• establish the number of disabled people or pensioners in the state, which is important when reporting to superiors or the same pension fund.

The arrangement also allows you to see the range of salaries, which is very convenient if at the enterprise positions are tied to ranks or classes, as well as bonuses and additional payments for those other achievements or working conditions.

And of course, you can enter data on vacations into the table, taking into account that some categories of employees may have several of them, for example, for long hours and dangerous working conditions.

That is, based on the staff list, you can easily quickly present a lot of data, ranging from the actual number of employees, to vacant positions and ending with preferential categories and the amount of earnings, not to mention the preparation of reports to the tax, pension fund or employment center in a short time .

Sample and form of staffing arrangement

Below we provide a sample staffing arrangement. In our opinion, such a sample is quite suitable for ordinary work. If you want to make a different option, you can simply add the columns you need to it (or exclude unnecessary ones). Based on our sample, you can reflect which units in the staffing table are occupied, indicating the full names of specific employees, their personnel numbers and payment conditions.

A completed sample staffing arrangement may look like this:

.

You can also do it for free (you can fill it out yourself).

Is it a mandatory document?

Despite the fact that Order of the Ministry of Culture No. 558 in its list of standard documentation contains the name of the document as staffing, maintaining this document is not mandatory, and personnel employees may not create it.

However, if the requirements for maintaining a staff list are contained in industry orders, which is relevant for Rostechnadzor of the Russian Federation, the list will need to be included in the list of mandatory personnel documentation.

Rules for filling out work books are presented on our website. Is an employment contract in electronic form legal? Find out here.

How is it different from staffing?

Both the staffing table and the placement of staff relate to personnel documentation, which, despite similar features, as well as the use of the same type of data, still has some differences, both in the form itself and in the order of compilation and maintenance.

Basic moments

The main differences in the two documents are as follows:

Purposes of compilation

Despite the fact that both the schedule and the organization’s staffing arrangement have similar features, both documents have different purposes:

• The schedule is intended to approve the number of workers in accordance with the available volume of work, as well as distribute them in accordance with the developed structural hierarchy.
• The arrangement is for informational purposes only to simplify the preparation of planned reporting, not to mention tracking staff turnover or the availability of preferential categories in the state.

Differences in examples

The staffing form is approved by State Statistics Committee Resolution No. 1 and has 10 standard columns reflecting basic information - from the title of the position to the salary.

The personnel list may have several more columns, where, for example, the names of workers, numbers of orders for transfer or provision of maternity leave are indicated, as well as information about the occupation of a part-time position by two employees at the same time.

What tasks does staffing help solve?

The main purpose of drawing up the document is to track vacant positions and determine the organization’s personnel needs. In addition, the use of staffing helps solve the following problems:

• track staff turnover;
• determine the availability of vacancies;
• establish the number of pensioners and disabled people in the state;
• analyze the salary range, etc.

In companies with a large number of employees and constant turnover, drawing up staffing will be especially relevant. If any position is vacated, an employee of the HR department, using this document, will be able to easily find a suitable candidate for the vacant position from among the existing employees.

Staffing in 2022

In most cases, the personnel list is drawn up on the basis of the staffing table, but taking into account some nuances consisting in additional subsections intended to enter some of the information indicated above.

What does the form look like?

The personnel list is a form in the form of a table, which is based on the standard staffing table with several additional columns entered both in the middle of the table and at the end:

• A list of employees by name is given immediately after column 4, which reflects the number of staff positions in order to clearly see who occupies what position and what qualifications they have.
• After the note, which usually indicates some nuances of payment (for example, the amount of hourly wages), another column is entered, which reflects the employee’s presence on maternity leave or holding a certain position in a part-time mode.
• This is followed by information about belonging to a preferential category and the amount of leave.
• In the last subsection, it is advisable to enter information about the date the employee was hired or transferred in order to conveniently calculate the total length of service at the enterprise or the right to the same annual leave.

The fields can be filled out either electronically or in handwritten form, supplementing with the necessary information as needed.

What is a tariff-free wage system? Find out from the article. How to issue an order to transfer vacation to another date? See here.

Can your boss refuse to let you go on vacation? Read here.

How and by whom is it filled out?

As a rule, a personnel list is maintained to summarize information about the employees available on staff, so filling out the placement is mainly carried out by the personnel inspector, who has all the information about the reception and movement of the company’s labor resources.

Completed sample 2020

Of course, if you have computer skills, creating a table for entering personnel data is not difficult, but it is time-consuming, so you can download a sample for free on our website as a basis, which can then be optimized for the specifics of a particular enterprise.

Staffing arrangement (example)

Standard form (excel)

You can download the excel form below, given that it is more expedient to create documents in tabular form and subsequently work with them using the specified program.

Staff arrangement (form)

Who signs?

Considering that the arrangement is not obligatory to maintain and is filled out only for convenience in personnel work, the specified document is signed by the employee who actually maintains it.

However, if the preparation of a personnel list is regulated by industry orders and, therefore, is mandatory, in addition to the person responsible for maintaining the placement, the signature of the chief accountant must also be present.

What is it and what does it look like

The presence of a staffing table is not a prerequisite for the functioning of enterprises. But as practice shows, in most structures it is carried out. With such a document, it is easier to track personnel movements within the organization.

The staffing table contains data about all employees of a given company, information about positions held, structural divisions, tariff schedule and salaries of employees. Such information is classified as a trade secret, so only a limited number of people can access it.

The rules for drawing up the staffing table are regulated by Resolution of the State Statistics Committee No. 1 of 2004. According to it, it is supposed to use the unified T-3 form for its management.

But this is not a prerequisite. Employers have the right to slightly adapt this form to the conditions in which the structure operates.

If a person who has the right to do so requests an extract, then he must be provided with it. It can be compiled on a separate sheet in a simple form.

However, large enterprises practice having special forms for such documents, in which all the necessary information is simply entered. But their presence is not required.

Most often, the statement is one completed sheet. But if the volume of information presented does not fit on it, then the extract can be made on several sheets, which the compiler must fasten together with thread (it is prohibited to staple such a document).

Then a stamped small piece of paper must be glued to the thread indicating the number of sheets in the document provided, the date of issue and the signature of the manager. Plus, it must be marked “Copy is correct.”

After providing the extract, the applicant should make a note in a special accounting journal, where the number of the document issued and the date on which this occurred should be recorded. In addition, it is necessary to make a corresponding note in the applicant’s personal file.

You can download the form in Excel for free using the link.

How and by what is it approved?

The staffing table comes into force only after approval of the specified document by order of the enterprise. Accordingly, in order for the arrangement to gain legal force, a similar order must be issued for the personnel list.

Order (sample)

A sample order can be found below.

Order on approval of staffing

Who's leading?

As a rule, the human resources department, which may consist of several employees, works with a personnel arrangement. That is why, when issuing an order to approve the staff list, it is more expedient to immediately specify the person responsible for maintaining the specified document.

Who prepares it and when?

The document upon request is prepared by an employee of the personnel department. He is responsible for the correct provision of information about the names of positions and the number of job units. The accountant is responsible for up-to-date display of financial information about salaries and allowances in the certificate. The document is signed by all participating officials: personnel officer, head of the personnel department and accountant. If the enterprise does not have a personnel records service, then its function in this situation is performed by the manager.

If an employee has applied for an extract from the staffing table, then from that moment on it must be provided within three days. This is a general rule for issuing certified documents related to employment relationships.

Shelf life

As part of Order of the Ministry of Culture No. 558, the standard staffing table is stored at the enterprise in accordance with paragraph 71 for at least 3 years. But the shelf life of the arrangement, by virtue of clause 74, is 75 years, given that the specified document contains personal data of the company’s employees.

Dear readers! The article talks about typical ways to resolve legal issues, but each case is individual. If you want to find out how to solve your particular problem , contact a consultant:

+7 (499) 938-81-90 (Moscow)

+7 (812) 467-32-77 (Saint Petersburg)

8 (800) 301-79-36 (Regions)

APPLICATIONS AND CALLS ARE ACCEPTED 24/7 and 7 days a week.

It's fast and FREE !

Personnel

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.