To formalize the organizational structure and determine the size of any organization (in the public sphere or business sphere), a document on form T-3 is used. To do this (in accordance with the Charter or the Regulation), before the beginning of the next calendar year, the responsible official or the corresponding structural unit or personnel management services develop, and the first manager signs an order approving the staffing table. The document attached to the order (its T-3 form is unified and uniform for all) contains a list of all structural units, job titles (managers, specialists and employees), a list of working professions, and also the number of staff units. In addition, for each category it determines the form of remuneration, establishes forks of salaries and tariff rates, surcharges and allowances.
Thus, the order on the approval of the staffing table enters into force a document defining the maximum number and size of the wage fund, on the basis of which the personnel management service draws up and constantly updates the assignment of employees to posts and professions in the organization and monitors all dismissals and admission of employees. This document shall indicate the position or profession of each employee, the salary established for him (tariff rate) and the surcharge or allowance. All this is the basis for personnel management.
The order on the approval of the staffing table (its draft) is drawn up by a labor economist or another person who is entrusted with the organization of labor and motivating employees (that is, certain personnel management functions) within the organization. Depending on the size and specifics of the organization, these responsibilities are assigned to a specific official. A special order or an employment contract (within the scope of the job description) establishes personal responsibility. That is, this or that document should contain a requirement that a particular leader or specialist should draft a decree, coordinate it and send it for approval.
Since there is no single unified form, any suitable option out of many published on the Web can be taken as a sample order for approval of the staffing table. The order must contain an administrative part, while the ascertaining part is excluded. The administrative part includes an order on approval of the document from a specific date indicating the number (in numbers and words) and the size of the payroll (in numbers and words).
After the preparation of the project and its approval in the manner prescribed by the organization, the manager signs an order approving the staffing table. A sample of this document may be as follows:
"Company name
ORDER
Date number
On approval of staffing
(further indicate the name of the enterprise)
I ORDER
To approve for the year 2025 the staffing schedule dated December 27, 2024 No. 1885 with the payroll of 910 (nine hundred and ten) staff units and with the size of the monthly wage funds of 1000100 (one million one hundred) rubles.
Head of the organization I. O. Surname
Newsletter: "
The staffing and placement are related to documents with limited access, therefore, the order on approval of the staffing list governs the mailing list (as a rule, it is indicated on the back of the document), which lists the departments and officials of the institution where the order is sent and its copies, as well as the application and its copies. At the same time, the official responsible for the preparation of the project should remember that familiarization with the staff list or the placement of any employees is allowed, if this is included in the scope of their official duties. Responsibility for fulfilling this requirement lies with the head of the personnel department of the organization.