The order on making changes to the staff list - change of position. We draw up an order to amend the staffing: sample for all cases
In any company there is a special document regulating the staff of employees, as a rule, this is the staffing table. Using the staffing table, management determines the organizational structure of the enterprise, establishes the system and the size of the 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 is issued to amend it. If the adjustments are significant and the staffing table undergoes numerous amendments, then a new document must be approved.
Preparing for staffing changes
First, the management analyzes how efficiently the structure of the enterprise is organized. In the course of preparing the changes, various specialists take part, analyzing the wage fund, the structure of subordination, and vacant positions. The head of the structural unit must submit a memo to management with an economic justification for changes relating to its department. After the completion of the draft changes, the management gives a signal on making adjustments to the specialist who is responsible for the staffing. As a rule, this is a personnel officer, secretary or accountant. By oral order of the director, the specialist prepares the order, the manager studies its contents, then approves it with a signature and seal.
The staffing orders are common across the enterprise. It is possible to assign them a special index (SR), they are stored in a separate folder in order to restrict access to confidential information of employees.
Reasons for making staff changes
The reasons can be very different. This is especially true if you need:
- rename a position or unit;
- introduce or withdraw from the state position (s);
- change the salary or tariff rate for one or more posts;
- replace salary with the tariff rate or vice versa;
- cut staff.
Depending on the situation that affects the nature of the changes, the preamble of the order may change, which describes the basis for its preparation. As a rule, the preamble begins with the words: "In connection with", "In order", "In execution" and the like.
Responsible for staffing
After a decision is made to change the staffing table, the employee appointed by the management to carry out these tasks is involved in the implementation of the adjustments. Usually these duties are specified in the job description of the employee or the employment contract.
In small firms, the functions of compiling and editing the staffing list are assigned to the personnel or accounting service. In larger enterprises, the planning and economic department or the department of labor and wages are engaged in this. An individual entrepreneur performs such work himself if he does not have an accountant or a staff member on his staff. How to properly make changes to the staffing table and approve a new one is described in a few examples below.
Approval of new staffing
The new staffing table is approved and enforced by order of management. It looks like this:
Chemical reagent
On approval of staffing
I ORDER:
- approve the staffing schedule No. ШР-1 dated December 26, 2016;
- put into force the staffing NoShR-1 from December 26, 2016 from January 1, 2017;
- hR specialist Gordeeva L.N. prepare the necessary documentation;
- supervise the execution of the order to assign to the chief accountant Somova V.V.
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Change due to increase in salaries
Since the legislation does not allow a reduction in the wages of employees, with the exception of cases of reduction in staff rates, changes in salary or tariff rate occur in a big way. At the same time, it is allowed to introduce corrections 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: ascertaining and administrative. In the first part, they usually justify for what purpose changes are made, in the second - specific orders. The following is a sample order for changes to the staffing table:
Limited liability company
Chemical reagent
On making changes to the content of the staff list No ШР-1, approved by Order No. 145 dated 12/30/2016.
In connection with the increase in the volume of work performed
I ORDER:
Make the following changes to the contents of the staff list No ШР-1
- From April 1, 2017, establish the official salary:
To the head of the laboratory Kulikov Vladimir Semenovich in the amount of 37,000 (thirty seven thousand) rubles.
HR specialist Gordeeva L.N. prepare an additional agreement to the employment contract. - Responsible for the execution of the order to appoint the chief accountant Somova V.V.
General Director A.Yu. Vasilkovsky
Rename Position
In the event of a change in the name of a position or department, a written justification must be drawn up. An exception is a vacant position, then adjustments are not necessary to justify. You can start issuing an order with the following preamble: "In connection with the need to bring the name of the unit (position of employee)" or "In accordance with the functional load (the position is indicated)."
An order is issued for such changes, similar to the example described above. The administrative part of the order will be approximately as follows:
- from May 1, 2017, change the name of the position “Engineer” to “Process Engineer”;
- hR specialist Gordeeva L.N. notify engineer I. Pereverzev about the change, prepare the appropriate personnel documents.
Post removal
When a long time of a post or some staff remains vacant, it is reasonable to exclude the corresponding positions from the staff list. The preamble of the order can be formulated in a similar way: “in order to optimize the organizational structure”, “in connection with the production need”, “due to the reduction in the volume of work of the unit” and so on. In the administrative part, the text of the content described below is written.
- mechanic with a salary of 28,000 (twenty eight thousand) rubles - 1.5 staff units.
An indication of the amount of salary or tariff rate is optional. If the state has the same positions in different divisions, then you must additionally indicate the necessary division.
Position Introduction
Similar to the previous method, how to make changes to the staffing table when introducing a new position or staff unit, is used here. The beginning of the phrase for the preamble can be the text: “in connection with the increase in the volume of work”, “in order to increase the efficiency of the enterprise (separate unit)”, “in connection with the opening of a new production facility” and so on. Let's consider how the administrative part may look.
- 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.
Sometimes the director needs to rename a specialty. For this purpose, an order is issued to change the position in the staff list. Often this is necessary in order to give the name of the profession a modern sound. For example, there was a "seller", became a "manager". At the same time, the functional responsibilities of the employee do not change.
If the place is vacant, the procedure is carried out in a simplified manner. If busy, a number of requirements must be observed.
When an employee agrees
First of all, the director should obtain the consent of the employee, as they change. After obtaining consent, the employer prepares an additional agreement to the contract and issues an order to rename the post in the staff list.
Based on the order in the workbook of the employee is entered.
When an employee is against
If the worker does not agree, proceed according to art. 74 Labor Code of the Russian Federation.
An order to change the staffing table can be issued as follows:
Introduction to SR a new specialty
If it is necessary to introduce a new specialty or structural unit into the document, the employer should issue an order on the introduction of the position in the staff list.
Here we have posted an example of an order to change the staffing table in connection with the introduction of a new post in the “staff”. There is no approved form for this order. It is drawn up in any form, after which the head of the enterprise puts his signature on it. It is worth noting an important point: the date of introduction of the post may not coincide with the date of publication of the order. This situation sometimes occurs if the position is entered later than the publication date.
What information should the document contain?
- The name of the profession to be entered;
- name of structural units of the organization;
- number of new specialists;
- salary sizes.
Salary change
If the employer needs to make a change in salaries, he should issue an order to amend the staffing table.
The salary clause is an essential condition of the contract. Therefore, new information is entered into the contract in compliance with the procedure established by art. 74 Labor Code of the Russian Federation.
As a rule, there are no problems if the size increases upwards. In this case, the parties shall sign.
Express your opinion on the article or ask a question to experts to get an answer
The work of enterprises is associated with the constant development and increase in the pace of work. For this reason, it may periodically be necessary to introduce a new position in the staffing table. This procedure actually has many serious aspects. It is important to determine not only the name of the vacancy, but also to substantiate the innovation with documents.
How to enter a new position in the staff list?
The introduction of vacancies in the organization’s staff should be carried out in several main stages. They can be divided into organizational and documentary.
In carrying 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 head, draw up a document indicating all current vacancies, as well as newly introduced ones.
The name of the posts in the staff list must correspond to the approved state list.
How to justify the introduction of a new post in the staff list?
The laws of the Russian Federation determine that the organization itself can coordinate the number of employees hired. Also, at the initiative of the head, employees can be added, existing positions can be renamed or reductions may 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.
The increase in staff and the innovation of an additional unit usually occurs for the following reasons:
- Scope of work has been increased;
- Additional technologies or directions have been introduced;
- Adding a vacancy will help improve the productivity of the department, structural unit or the enterprise as a whole.
The list is not final and other reasons may arise in the company that may justify the need for innovation.
An example of the rationale is the introduction of a new position in the staffing table
An example rationale is also called a memo. Consider the example of justification for the introduction of an additional unit in the staffing table due to an increase in workflow. Following the rules for storing documents, in each department there is a person who is responsible for the timely delivery of file folders to the enterprise archive or zone archive. Especially a lot of such documents are formed in the process of work of accountants, staff workers and economists.
Employees of these departments can prepare a memo to justify the need for the introduction of a unit, which should timely stitch, file and transfer documents to the production archive. In addition, they can be issued on demand only for signature.
In the example justification indicate:
- The number of cases formed annually;
- Time spent on their binding, binding, acceptance and delivery.
The time spent per month is calculated. Based on this, the size of the rate and the salary of the future employee are determined.
Order on the introduction of a new post in the staff list - sample
The introduction of a new position in the staffing list is by order of the head. An order is issued on the basis of a submitted memo.
The following items are indicated in the order:
- The need to draw up a different structure in connection with the application for a change;
- Indication of the department where the vacancy will be introduced;
- The name of the vacancy to be entered;
- The size of the rate, official salary and other constant allowances.
The order is approved by the head and secured by the seal of the enterprise.
Memo on the introduction to the staffing of a new post
The application for the introduction of a new position in the staffing table is expressed by the memo of the head of the department or structural unit, which needs a new employee. The memo not only expresses a request for changes, but provides an official justification for this action. The new structural unit will require certain material costs from the enterprise. Therefore, it is very important in a note to calculate the feasibility of these costs and obtain financial benefits from a new employee.
In addition to the memo itself, the following applications must be developed:
- Calculation of the volume of work formed;
- Provide data on labor standards for specialties from the Resolution of the Ministry of Labor of the Russian Federation of 2002;
- Give an economic calculation of the profit from the introduction of a new vacancy.
The resulting benefit can be expressed, for example, in the fact that the introduced work unit will unload significantly different specialists who can spend the free time on developing new ideas and concepts.
Verification and collection of information supported by
Making changes to employee documents when changing staffing
Salary changes
Staffing is a document that is used to formalize the structure, staffing and staffing of an organization.
Staffing: development, approval, unified form
According to the Qualification directory of posts of managers, specialists and other employees, approved. Decree of the Ministry of Labor of Russia dated 08.21.98 No. 37, drawing up the staffing table can be imputed to the duties of an economist for work. Since this should not be in every organization, the management of the company independently decides the question of who is entrusted with this work.
If the head of the organization assigns this obligation to an employee for whom it is not specified in the employment contract and (or) job description, then such a person is appointed by order of the main activity.
An approximate form of the order to assign the employee responsibilities to create a draft staffing table is given below.
In TKRF there is no direct requirement for the availability of staffing in each organization, however, the resolution of the State Statistics Committee of Russia dated 05.01.04 No. 1 stipulates that standardized forms of primary accounting documentation for accounting for labor and its remuneration, incl. form T-3 (staffing), apply to organizations of all forms of ownership
The staff list is approved by order (order) of the head of the organization or an authorized person.
In this order, unlike the standard form of the order for the main activity, there is no ascertaining part, and the order can begin immediately with the words “I ORDER”, since no additional explanations are required for the introduction of the staffing table. Although you can specify the reasons (if any) for which the approval of the new staffing.
The order form for approving the staffing table is given below.
Until April 2001, the legislation did not establish any requirements for staffing. With the introduction of the Album of unified forms of primary accounting documentation for labor accounting and its payment (Decree of the Goskomstat of Russia dated 06.04.01 No. 26), the employer has the opportunity to use the already prepared staffing table - form T-3. In 2004, the new Album of Unified Forms, approved. Resolution of the Goskomstat of Russia dated 05.01.04 No. 1, in which minor changes were made to the T-3 form. In fact, the signatures of the approval visas at the end of the form have changed. We give an example of filling the staffing table.
It is necessary to pay attention to the fact that in the employee’s employment contract the name of the position must correspond to that indicated in the staffing table.
If, in accordance with federal laws, the performance of work in certain posts, specialties or professions involves the provision of benefits or the existence of restrictions, then the names of these posts, specialties or professions and qualification requirements for them must correspond to the names and requirements specified in the qualification handbooks approved in the manner 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 directories that can be used when establishing a profession (position) in the staff list:
- ETKS - Unified tariff and qualification reference book of jobs and occupations of workers;
- A single qualification directory of positions of managers, specialists and employees;
- OKPDTR - All-Russian classifier of occupations of workers, positions of employees and tariff categories.
Making staff changes
There are two ways to make changes to the staffing table.
Firstly, you can change the staffing itself. The new staffing list for the next registration number is approved by the order for core activities.
Secondly, as a rule, when changes made to the staffing table are not significant, they can be formalized by order of the main activity.
If changes are made to the staff list by order, then the title of the order may be as follows:
"On amendments to the staffing table";
"On the change of staffing";
"On a partial change in staffing."
The following reasons may be indicated in the order as a basis:
- 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 production base of the company;
- change of legislation;
- optimization of management work;
- planning and economic calculations of the personnel department, elimination of duplication of functions, etc.
The order form on making changes to the staffing table is given below.
When there is a change in the staffing, it is necessary to correctly assess the changes taking place in connection with this.
When new posts are added to the current staffing table, old ones are eliminated, the name of the position is changed, new departments are created, often these processes affect already working personnel, and then it is necessary to make changes and adjustments to the personnel documents of employees depending on what changes are introduced. It can be:
1) renaming of a post;
2) translation;
3) renaming of the department;
4) the imposition of additional duties;
5) a change in salaries.
In all these cases, the personnel officer must carry out different procedures for filling out personnel documents.
Let's consider all these options separately.
Renaming of a post occurs when an employee who is currently working and performing certain duties does not change anything, which would entail a change in his job function or the usual schedule of the working day. However, it must be remembered that according to Art. 57 of the Labor Code of the Russian Federation, the name of the post, 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, it is allowed to change the essential terms of the employment contract specified by the parties. A prerequisite is that as a result of such changes, the labor function of the employee must remain unchanged. In addition, part 2 of article 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 case of renaming a position, in addition to making changes to the staff list (by issuing an order for core activities), it is necessary to obtain the written consent of the employee. If the employee does not agree - it should act in the manner prescribed by Art. 73 of the Labor Code of the Russian Federation. After that, appropriate adjustments are made to the personal card T-2 and the work book. An example entry is given below.
According to Art. 72 of the Labor Code of the Russian Federation, translation is a change in the labor function or the essential conditions of the labor contract, in particular the place of work (indicating the structural unit), if this is indicated in the labor contract, labor function, rights and obligations of the employee, characteristics of working conditions, benefits and compensations, the regime labor and rest, wage conditions.
Permanent transfer on the initiative of the employer in the same organization is allowed with the written consent of the employee. The first document when completing the transfer should be a proposal for a transfer, then - written changes to the employment contract, signed by the employee and the employer. After that, a transfer order is issued (unified form T-5), the basis for which is a change to an employment contract. After that, changes are made to the workbook and T-2 personal card.
Below is a diagram of the paperwork for the transfer of an employee and a scheme for making changes (additions) to an employment contract.
If the management of the organization decided to review salaries for employees, to reduce or introduce a new position, it will be necessary to issue an order to change the staffing table. In the article, we will consider in detail how to draw up an order, as well as give samples ordering a change in the staffing table for 2018.
Reasons for staff changes
- The emergence of a new position or unit: executed by order of a new staff unit, which should indicate the name of the position or new unit, the number of new units, as well as their salary (including surcharges and allowances);
- Exclusion of position: executed by order on the exclusion of the staff unit (or units), which indicates the date of change, name and number thereof;
- Reduction of staff: prior to issuing an order, they notify employees of a reduction in rates in the staff list (2 months in advance), and also offer other vacant positions. After that issue an order for a new staffing table;
- Salary change: prior to issuing an order, employees are notified of salary changes (2 months in advance), and they are also offered new positions if, for example, an employee refused to work with a new salary. After that issue an order for a new staffing table;
- Changing the name of the unit or position: they act the same as when changing the salary.
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Modification Procedure
You can make changes to the staffing list at any time, as the need arises.
Important! The head of the organization decides how many times to change the staffing. You can do this as often as there is a need.
If you change the schedule of the position of any employee or his salary, you will also need to change the labor contract concluded with him. In this case, before making changes to the schedule, it is necessary to arrange for the transfer of an employee to another position. This can be done using an order on the approved T-5 form (see →), or on a self-developed form. It will be required to conclude an additional agreement with the employee to the labor contract, as well as to make a note in the labor book about the transfer.
How to notify an employee of a change in staffing
The employee retains the right not to agree to new working conditions, in this case, the employer sends the employee a proposal for another job, also in writing. If the employer cannot offer a position similar to the previous conditions, then he has the right to offer the position both lower-paid and lower-ranking. In case of refusal of the employee, it will be necessary to formalize his dismissal, the basis of which will be: "refusal of the job offer due to changes in the terms of the labor contract determined by the parties", that is, clause 7 part 1 article 77 of the Labor Code of the Russian Federation.
Depending on what is the reason for making changes to the schedule, they also distinguish how to draw up an order.
Here are examples of the main orders when changing the staffing table depending on the reason:
Those employees who are directly affected by the changes must sign the familiarization. A new schedule is applied to the order itself, containing all the changes. The order should indicate the date on which the new schedule comes into force, as well as appoint a person responsible for the execution of the order. The responsible person may be the head of the organization, or an employee of the personnel department.
Staff changes
As mentioned above, there are no restrictions on the number and frequency of changes made to the staffing table. The head has the right to decide when to change the staffing. This can be done both from the beginning of the year, and in its middle.
Important! Even a temporary transfer of an employee to another position should be reflected in the staffing table. After completing the transfer, an order is issued to change the schedule, and also indicate the period by which a new position is introduced.
Responsibility for not making staff changes
Violation of the requirements of labor legislation, for example, a mismatch of the number of employees to the staff list, etc., entails administrative liability with a fine on the organization and officials:
- 30,000 - 50,000 rubles - per organization;
- 1 000 - 5 000 rubles per official.
In order to avoid unnecessary fines for the organization and its leader, it is necessary to make timely changes to the organization’s staffing list according to the requirements established by law.