Sometimes managers of enterprises and organizations consider it necessary to rename the positions of certain categories of employees. In order to carry out this procedure correctly, among other measures, it is necessary to notify the personnel representatives who are directly affected by this renaming.
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Why are positions renamed?
A change in the title of a particular position can occur for various reasons. For example:
- due to the greater euphony of the new name - for the purpose of non-material incentives for the employee (instead of a cleaner - a territory cleaning manager or a cleaning specialist);
- due to better correspondence of the new designation to the essence of the work performed (sales consultant or salesperson-cashier instead of just a salesperson).
It happens that a name change occurs due to its obsolescence, for example, for historical reasons the names of such professions as “doctor” were changed to doctor, “attorney” to lawyer, “barber” to hairdresser, etc.
Procedure for changing the name
To change the title of a position, you first need to issue a corresponding order at the enterprise.
It states:
- the reason why management decided to carry out this “reform”;
- old name and new;
- the date from which the innovation will come into force;
- the requirement to introduce these innovations and employment contracts with employees (by concluding additional agreements with them on changing working conditions), as well as their work books.
Employees who are directly affected by the change in job title must put their signature under the management order.
When should the employee be notified?
To notify an employee about a change in the name of his position, the legislator has established a standard period of time - two months before these changes enter into legal force.
In this case, the employee is required to sign the notification received - his autograph will indicate that he is familiar with the management’s decision and agrees with such metamorphoses.
If the employee refuses to change the job title
If the employee refuses to change the name of his position (which is still unlikely if other working conditions are maintained), the employer must act in accordance with Art. 74 Labor Code of the Russian Federation. It states that he is obliged to provide the subordinate with options for available vacancies within the enterprise that correspond to his qualifications, and in the absence of such or the employee’s refusal, he has every right to dismiss him.
Notification of position renaming, general points
Before moving on to a detailed description of the notification, we will provide general information about all such notification papers.
The first and most important thing to say is that the notification can be written in any form, since today there is no unified template established at the legislative level. It is also acceptable to use your own document template developed and approved by the organization - if, of course, there is one. In any case, the format of the notification should be specified in the local regulations of the enterprise (since a representative of the labor inspectorate may inquire about this issue when checking an employee’s complaint).
The document must be signed either by the director of the organization or by an employee who is authorized to endorse such forms on his behalf (for example, the head/specialist of the personnel department).
If it is customary for an enterprise to certify documents using a seal, the form must be stamped.
The notification can be drawn up on a simple blank sheet of any suitable format (usually A4 or A5 is used) or on company letterhead (again, if such a condition is specified in the company’s accounting policy). You can write it manually or type it on a computer and then print it out - both of these options are quite acceptable.
It is better to formulate a notification in two identical copies. One must be given to the employee, the second must be left in the organization (after having previously received the employee’s signature on it that a copy has been handed over to him). Information about the notification must be entered in a special accounting journal (it is stored either in the personnel department or in the secretariat).
Sample notification to an employee about renaming a position
At the beginning of the document (on the right or left), you must write the following information:
- addressee - the position and full name of the employee for whom the notification is intended;
- assigned outgoing document number;
- date of its preparation;
- the locality in which the enterprise operates.
Then comes the actual message. In the main section of the document you need to indicate:
- Company name;
- the reason why the employee’s job title was changed;
- previous and new job title;
- the date from which the changes will become legal;
- a link to the article of the Labor Code justifying the employer’s actions (in this case it is Article 74 of the Labor Code of the Russian Federation);
- a note stating that the employee’s other working conditions, including wages, will not change.
Finally, the notification is signed by the responsible person and handed over to its destination.
How to give a notification
There are several ways to deliver a notification to an employee:
- the easiest and fastest way is to transfer the document at the workplace from hand to hand;
- send a notification by registered mail via regular mail - this method also guarantees receipt of the message by the addressee;
- you can send the form by courier to the employee’s place of actual residence - but in this case you must also obtain the latter’s signature stating that the letter was delivered to him at the appointed time.
An employee’s position is not just his designation as a labor unit, but also a “career step”, a certain status in a particular enterprise and in society in general. When an employee represents his company in relations with partners, he also names his position, which should inspire respect and trust in the other party. Therefore, sometimes companies that attach great importance to this come to the conclusion that it is necessary to give the employee’s position a different name. In this article we will look at how to rename a position without changing the job function, and an example of such a renaming.
Position and job function
The employer is free to name positions at his own discretion, only if the provision of benefits and compensation to employees does not depend on the name of the position. In this case, you must be guided by the Handbook, approved. Resolution of the Ministry of Labor dated August 21, 1998 N 37.
The employee’s labor function - the set of labor tasks that are assigned to him - is fixed in the employment contract and is consistent with the name of the corresponding position in the staffing table. The job title is a characteristic of the job function. It turns out that changing the job title also entails changing the job function. What if nothing really changes?
First, let's figure out what will be a change in the labor function. These may be considered:
Such changes can be made only with the consent of the employee with mandatory notification of this at least two months in advance. Since the terms of the employment contract change, an additional agreement must be concluded between the parties.
The name of the position is also an essential condition of the contract, and if the changes affected only the position, but the labor function remained the same, an additional agreement is still concluded. At the same time, the renaming of a position can be justified by a change in organizational or technological working conditions.
Step-by-step instructions for renaming a position
There are two ways to change the job title of a specific employee without changing his job function:
We will consider the first situation.
So, in the store owned by Romashka LLC, there are two salespeople working. The employer, having decided to “modernize” the positions in its staffing table, wished to rename the salespeople as sales managers. To do this, he needs to take the following steps.
Step 1. Preparing a rationale for renaming the position without changing the job function. An example is “due to an increase in sales volumes.” This step should not be underestimated, because inadequate justification for changes may serve as grounds for declaring them illegal.
Step 2. Written notification to the employee of upcoming changes two months before renaming the position, done in one of the following ways:
The notification must indicate the essence, reasons for the changes and the date of their entry into force, as well as a proposal to conclude an additional agreement.
Proper notice to the employee is also fundamental to making the changes legal.
Step 3. Concluding an additional agreement with the employee, in which the clause of the employment contract containing the name of the position is given in a new edition.
Step 4. Issuing an order to amend the staffing table. It must contain the details of the relevant additional agreement to the employment contract with the employee.
Step 5. Making entries in personnel documents - the employee’s personal card and work book. The entry on the renaming of the position is made in the work book by analogy with the entry on the renaming of the company: “The name of the position “salesman” from DD.MM.YYYY has been changed to “sales manager.”
Compliance with the given procedure will ensure the legality of the changes, and the former “salesman” can safely be called a “sales manager”.
Sample order to change employee salaries
Although the current labor legislation does not contain a direct requirement for the employer to issue any administrative document on an increase or decrease in salary, it is used by some structural units, for example, the accounting department. It should be remembered that it does not replace a written agreement with the employee, which is mandatory and drawn up in the form of an additional agreement to the employment contract.
In what cases does the salary change?
An increase or decrease in wages of public sector employees occurs, as a rule, in connection with indexation, changes in the structure of the employer and are introduced by regulations of the relevant executive authorities. It can be:
A wage reduction can be initiated on the basis of Article 74 of the Labor Code of the Russian Federation - only for reasons related to new organizational or technological working conditions. The list of grounds is closed.
The employer is obliged to notify the employee in writing of the upcoming changes, as well as the reasons that necessitated the need for innovation, no later than two months in advance. The size of the increase, its frequency, minimum and maximum wages are set by the relevant government body, local government or employer (however, it cannot be lower than the minimum wage).
Changes in salary and staffing
In most cases, if innovations concern all personnel, and the organization maintains a staffing table (SH), the employer formalizes the changes in the form of a SH. Amendments to it are made in accordance with the order of the head of the organization or a person authorized by him. You will find a sample SR below.
If the changes affect only part of the staff, it is more advisable for the employer to draw up an order to change salaries in free form. To do this, use our sample.
It should be remembered that if the organization has a ShR, a new salary is assigned to the position. Therefore, if a position is occupied by several employees, and only one of them needs to increase their salary, a new position will have to be introduced.
We issue an order to rename the position in the staffing table
A few words about job titles
There are many professions with obvious names: no one will have any questions about what to call an accountant, director or salesperson in the staff list. But it also happens differently: there is functionality, a list of responsibilities, but it is not clear what to call the employee who will perform them. And does it matter? Why not call the cleaner a cleaning manager?
Whatever the reasons for which it is necessary to change the name, first of all you need to decide whether the employee’s functionality is changing - the algorithm of actions for these two situations will differ.
Let's remember two important rules when you need to approach the name with special attention:
In addition, sometimes it is necessary to rename due to changes in qualification reference books (previously it was “occupational safety engineer”, now it is “occupational safety specialist”).
Example 1. If a miner involved in surveying work is simply called a worker, the Pension Fund will not count the period of his work as a preferential period for granting an early pension. It is necessary that the name corresponds to that specified in the Unified Qualification Directory and lists approved by the Resolution of the Cabinet of Ministers.
Example 2. If you hire a minor as a loader, the labor inspectorate may have questions (a 17-year-old teenager should not lift more than 4 kg), which means it is better to name the position not “loader”, but, for example, “logistics department employee” .
Renaming a position without changing functions
In this case, the algorithm of actions is as follows:
- Get the employee to sign an additional agreement to amend the employment contract with the following content: “State clause 1.1 of the employment contract as follows: “The Employer accepts the Employee for the position ____________.”
- Prepare an order to rename the position in the staffing table.
- Make an entry in your work book: “The position has been renamed based on the employer’s order to amend the staffing table dated __.__.____.”
- Make changes to your personal card (Form T-2).
Renaming a position with a change in functionality
The need for such adjustments may arise for various reasons:
In all these cases, not just cosmetic changes occur - it is a transfer to a new job, which must be formalized accordingly (as required by Article 72 of the Labor Code of the Russian Federation).
The algorithm of actions is similar to the first case, but the content of the documents will be different.
In this case, the act must indicate:
Please note: there is no need to change the staffing table in this case.
Order for transfer to another job, form T-5
Order on introducing a position into the staffing table
A situation is possible when there is simply no new position (as, for example, in the case of an occupational safety engineer). In this case, you need to rename the employee “occupational safety specialist,” but first create such a position, that is, change the staffing table.
Order to remove a position from the staff list
Sometimes it becomes necessary to eliminate a position altogether. For example, continuing the case discussed above, Order of the Ministry of Social Development No. 559n abolished the position of “labor safety engineer”. Therefore, it is necessary to remove it by issuing an Order to exclude positions from the staffing table. Or you can combine two operations by issuing one general order (excluding one and introducing another). Don't forget to make an entry in the Order Book.
Renaming positions
A change in job title is not a transfer and does not require the employee's consent. Therefore, to formalize it, you just need to issue an order to make changes to the organization’s staffing table and familiarize the employee with it.
There is no unified form for such an order, so it can be issued, for example, as follows.
About changes to the staffing table
1.1. Rename the position “secretary” to “secretary assistant” while maintaining job responsibilities and salary.
1.2. Head of HR Department S.I. Ivanova, bring the change specified in clause 1.1 of this order to the attention of Secretary M.B. Petrova for signature.
LLC "ХХХ" A.A. Savelov
After this, an entry about changing the position title must be made in the employee’s work book. Such an entry is made as follows:
Job details
Information about hiring, transfer
for another permanent job, qualifications, dismissal (indicating the reasons
and a link to the article, paragraph of the law)
Name,
date and document number,
on the basis of which the entry was made
Limited Liability Company "ХХХ"
Hired as secretary
Order No. 55-k dated 01.09.2008
The title of the position “secretary” was changed to “secretary assistant”
Order dated 01.10.2010 No. 3
The renaming of a position caused by changes to the qualification directory of positions is formalized in the same way.
Let us remind you that the name of the employee’s position must coincide with that indicated in the reference books, if the provision of compensation or benefits to the employee (for example, early retirement) is associated with the performance of work in this position (profession, specialty).
At the same time, in the order to amend the staffing table, it is better to indicate that the renaming of the position was caused by changes in the qualification directory.
www.eg-online.ru
Order to amend the staffing table - change of position
The need to adjust the job title entails making changes to the staffing table. Renaming a position at enterprises with a state share or a tariff payment system is carried out in strict accordance with the Qualification Directory.
Private companies, without special working conditions, are free to come up with names on their own, only taking into account that the special experience depends on this. Thus, by performing some legal work for a company, and being only a personnel manager, a person is deprived of the opportunity to confirm relevant legal work experience. The legislator made it optional to use the unified form of staffing as a primary accounting document approved by the State Statistics Committee, and this relaxation also applies to the issue under consideration.
Order to amend the staffing table
There are a number of stages in making amendments to the primary personnel document that approves the structure and number of employees.
1. Formation of the initiative. Job descriptions of specialists at various levels in the “Rights” section should contain information about the possibility of initiating such a personnel issue. In addition, the head of the personnel department and the chief accountant are obliged to monitor the current legislation in their field and take appropriate initiatives. An internal memo on the need for personnel adjustments is prepared addressed to the manager or his deputy in the direction, who, in turn, with the help of a resolution, sends the document to the work of the required department.
2.
Notifying employees of upcoming changes two months in advance. It is noteworthy that an analysis of judicial practice shows that the employee’s written consent to the new job title and his signing of the TD can shorten this period. However, withdrawal of consent, if an additional agreement has already been signed, is not allowed.
If a specialist refuses the proposed rename, he can be fired only after a two-month period.
3. Preparation of the text of the order by the personnel service.
4. Coordination. Includes approval of the document by the heads of structural units that are directly affected by the issue, the accounting department and the legal department.
5. Signature by the manager.
6. Registration and familiarization with interested parties.
7. Making an entry in the work book, registration card, job description, re-conclusion of TD.
The advisability of adjusting the old schedule or approving a new one depends solely on the scale of the changes. If they are isolated in nature, then you can do without approving a new schedule.
Order on amendments to the staffing table - sample 2018
The order template is not established by law, and when preparing it, one should be guided by the rules of office work and legal technique. Vague wording that allows for double interpretation is unacceptable.
Order structure:
- Name, number, date;
- Grounds and reasons, which may include amendments to the law, improvement of working conditions, optimization of the system, etc.;
- A link to the document being changed with the obligatory indication of its details and name;
- Contents of edits;
- Administrative activities related to the publication of a document, as a rule, the HR and accounting departments are entrusted with a set of activities;
- If necessary, a link to the canceled items of the main staff;
- Effective date, which may not coincide with the date of publication.
- Changing the name of a structural unit;
- Bringing the job title into compliance with the ETKS if there is work under harmful conditions that give the right to a preferential pension;
- Correction of the name of the profession in professional standards;
- Bringing the name in line with the all-Russian classifier of professions;
- Renaming to a more prestigious name in order to increase motivation.
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Important: There is a legal position according to which an event is impossible if an employee refuses to simply rename his position, without any particular reason.
This local act refers to documents registered in the journal for the main activity, and therefore it is subject to permanent storage at the enterprise. The total storage period for such documents is 75 years.
It is necessary to strictly distinguish between renaming a position and transferring an employee to another job. In the first case the specialist’s working conditions, as stated in the contract with him, do not change.
Reasons for renaming may be:
So, only renaming takes place if the position of occupational safety engineer is changed to occupational safety specialist. However, when there is a move to a new department, then we can only talk about transfer.
In the second case , an employee on a permanent or temporary basis may be assigned other duties. This process may not be accompanied by a schedule correction.
Judicial practice knows cases when, wanting to exclude an employee from the team, an organization initiates a reorganization, during which positions are simply renamed, without changing functions. Analysis of the new and old job descriptions can convince justice of the illegality of the enterprise’s actions and, as a result, reinstate the person at work.
A sample order for making changes to the staffing table and renaming a position can help with the correct execution of the document.
Order to amend the staffing table in connection with a change in salary
The official salary is an essential condition of the employment contract and can be varied downward only in connection with the development of production technology, structural improvements, and other significant changes that led to a reduction in labor costs.
The employer is required to notify the employee of upcoming reforms two months in advance. , at the same time, it is permissible to communicate about alternative vacancies if a person refuses to conclude an agreement on new terms. The dismissal of an employee due to disagreement with a salary reduction is carried out under clause 7, part 1, article 77 of the Labor Code of the Russian Federation.
A feature of the process of increasing payment is that that the procedure for mandatory notification two months in advance can be omitted and immediately after issuing an order to adjust the staffing table, an additional agreement on increasing the salary can be concluded. Sometimes a contradiction arises between the personnel department and the accounting department due to the need to additionally issue an individual order establishing a new salary for each employee. Since the primary documents for calculating wages are staffing and time sheets, the issuance of an order by name for each employee is not required.
An order to make changes to the staffing table and a change in an employee’s salary should be approved by the head of the enterprise only with the approval of the accountant.
There are many professions with obvious names: no one will have any questions about what to call an accountant, director or salesperson in the staff list. But it also happens differently: there is functionality, a list of responsibilities, but it is not clear what to call the employee who will perform them. And does it matter? Why not call the cleaner a cleaning manager?
Whatever the reasons for which it is necessary to change the name, first of all you need to decide whether the employee’s functionality is changing - the algorithm of actions for these two situations will differ.
Let's remember two important rules when you need to approach the name with special attention:
- The law provides for benefits and compensation (see Resolution of the USSR Cabinet of Ministers of January 26, 1991 No. 10) - example 1.
- There are restrictions (for example, Article 265 of the Labor Code of the Russian Federation, as well as Decree of the Government of the Russian Federation of February 25, 2000 No. 163) - example 2.
In addition, sometimes it is necessary to rename due to changes in qualification reference books (previously it was “occupational safety engineer”, now it is “occupational safety specialist”).
Example 1. If a miner involved in surveying work is simply called a worker, the Pension Fund will not count the period of his work as a preferential period for granting an early pension. It is necessary that the name corresponds to that specified in the Unified Qualification Directory and lists approved by the Resolution of the Cabinet of Ministers.
Example 2. If you hire a minor as a loader, the labor inspectorate may have questions (a 17-year-old teenager should not lift more than 4 kg), which means it is better to name the position not “loader”, but, for example, “logistics department employee” .
Renaming a position without changing functions
In this case, the algorithm of actions is as follows:
- Get the employee to sign an additional agreement to amend the employment contract with the following content: “State clause 1.1 of the employment contract as follows: “The Employer accepts the Employee for the position ____________.”
- Prepare an order to rename the position to .
- Make an entry in your work book: “The position has been renamed based on the employer’s order to amend the staffing table dated __.__.____.”
- Make changes to your personal card (Form T-2).
Renaming a position with a change in functionality
The need for such adjustments may arise for various reasons:
- “vertical” movement of an employee, that is, promotion;
- “horizontal” movement, when an employee begins to perform another job, but at the same level of the company hierarchy;
- the need to take into account the restrictions required by law (as in Example 2: a minor needs not only to change the title of the position, but also to correct the job description).
In all these cases, not just cosmetic changes occur - it is a transfer to a new job, which must be formalized accordingly (as required by Article 72 of the Labor Code of the Russian Federation).
The algorithm of actions is similar to the first case, but the content of the documents will be different.
- Signing an additional agreement on transfer to a new job.
- Issuance of the act “On the transfer of an employee to another job” (form T-5).
- Making adjustments to the work book and personal card (form T-2).
In this case, the act must indicate:
- Full name of the employee;
- term of transfer (permanently or temporarily);
- information about the old place of work (structural unit, position);
- reason for transfer;
- information about the new place of work, including the new salary;
- grounds (link to additional agreement to the employment contract);
Please note: there is no need to change the staffing table in this case.
Order for transfer to another job, form T-5
Order on introducing a position into the staffing table
A situation is possible when there is simply no new position (as, for example, in the case of an occupational safety engineer). In this case, you need to rename the employee “occupational safety specialist,” but first create such a position, that is, change the staffing table.
Order to remove a position from the staff list
Sometimes it becomes necessary to eliminate a position altogether. For example, continuing the case discussed above, Order of the Ministry of Social Development No. 559n abolished the position of “labor safety engineer”. Therefore, it is necessary to remove it by issuing an Order to exclude positions from the staffing table. Or you can combine two operations by issuing one general order (excluding one and introducing another). Don't forget to make an entry in .
Resolving the issue of renaming specific positions on the staff of a company, enterprise or organization is necessary to transform the schedule in accordance with the accepted professional standard or the current qualification directory. The functionality does not change with this action.
The renaming of a position is determined by the introduction of new rank characteristics into the TKS (tariff and qualification reference book), and new names into the Qualification reference book for positions of management, specialists and employees. In this case, the previous name is considered incorrect, and a corresponding new one is introduced in its place. Renaming a position is not considered a transfer.
For commercial (non-state) enterprises, professional standards are nature of the recommendation.
The employer’s obligation to necessarily apply professional standards when renaming positions arises in cases where the performance of functions by employees is associated with the presence of compensation, benefits or restrictions (Article 57 of the Labor Code of the Russian Federation, Part 2).
If the professional standard for a given position has not yet been approved, the name must be adjusted in accordance with the qualification directory.
Example. There is no position with the title “occupational safety engineer” either in the Directory or in the professional standard. The changed position should be called “occupational safety specialist”.
Procedure options
The choice of one or another procedure for adjusting names is provided for cases when:
- vacant jobs;
- job responsibilities are already performed by the hired employee.
In the first option, the procedure proceeds without certain difficulties and ends with adjustments to the staffing table following the signing of the corresponding order by the manager. If the professional duties for this position are already performed by the hired employee, the procedure will be complicated by the implementation of certain mandatory steps.
Algorithm of actions
The employer himself can initiate the procedure directly in the event that there are organizational, structural or technological changes. The previous working conditions cannot be preserved, and only the list of professional job responsibilities of a particular person remains in effect.
Justifications and notification of the employee
To explain to a company employee why it is necessary to change the terms of the previous employment agreement, he needs to give specific reasons explaining the actions of the administration. It is necessary to refer to Art. 57 of the Labor Code of the Russian Federation, which states that the name of the position is an integral condition of the employment contract with the employer.
The reasons that prompted the employer to make this change may be:
- reorganization of the structure where individuals work;
- introduction of some changes to the staffing table;
- the introduction of a technical or technological innovation that changes the nature of production or the form of service provision.
The employer must provide a written notification to the employee about the upcoming adjustment of the title of his position no later than two months before the planned action (Part 2 of Article 74 of the Labor Code of the Russian Federation).
It is necessary to notify the employee of a change in the organizational structure against signature, by delivering the document to his residence address, or using another opportunity. A copy of the notification must be given to the addressee.
The text of the notification must contain a link to Art. 74 of the Labor Code of the Russian Federation and the wording as in the sample below: “Due to changes in working conditions (expansion of the department, increase in production volume or sales - enter the necessary one) two months from the date of receipt of this notification, your position will be called differently (name according to the Directory). The functionality will not change."
Ignoring this step by the employer may lead to negative consequences in possible court proceedings related to the illegality of renaming a position or dismissing a dissenting employee. If there are no objections from the employee, the procedure moves to the next stage.
Additional agreement
When mutual agreement is reached between the employee and the administration, an additional agreement to the employment contract is created, add. no contract is drawn up between the company employee and the employer.
The form of the agreement can be arbitrary, but must include:
- document's name;
- preamble - an indication of the two parties signing the document;
- subject of the agreement: renaming the position with additions to certain clauses of the agreement;
- signatures of the parties indicating details.
There are cases when an individual disagrees to upcoming changes in the organizational structure and refuses to work in the new conditions. Then the employer is obliged offer in writing to fill a vacancy that is adequate to the employee’s qualifications and with similar pay. If there is no similar vacancy, he will be offered a job available to the employer. Sometimes it is also lower paid. Whether to agree or not is up to the employee to decide.
It is also possible to change the title of a position held by a woman on maternity leave before giving birth. This action is permitted by Art. 72 of the Labor Code of the Russian Federation only according to an additional agreement drawn up in writing. If the woman does not agree, it is impossible to dismiss her at the request of the employer in accordance with the provisions of Art. 81 Labor Code of the Russian Federation.
In the case where the employee is not satisfied with either the rename or any of the proposed places of work - he has the right to fire him. This provision is written in paragraph 7 of Art. 77 Labor Code of the Russian Federation. A dismissed individual may go to court, considering the dismissal illegal. If the judge finds evidence of non-compliance with the procedure when adjusting the job title, the former employee will be reinstated to his job.
Issuance of an order
The actual renaming of the position occurs from the time the order for this action is signed and approved.
The basis for issuing the order is an additional agreement signed by the parties.
The creation of the order is carried out by an authorized company employee, most often a HR specialist. There is no unified form of the document; the company usually has a sample, but the mandatory points in its edition are the reflection of the new job title and the time when the rename comes into force.
The order is signed by the manager and registered in a special journal. The employee is familiarized with its contents against signature, one copy is given to him by an authorized employee
Entries in personnel documentation
New wording is being introduced:
The renaming of a position in the staffing table occurs on the basis of the provisions set out in Resolution No. 1/05.01.2004, approved by the State Statistics Committee of Russia.
Changes in staffing
Changes to the staffing table can be made in two ways:
- issuing an adjustment order listing all amendments to the order;
- approval of the changed staffing table.
In the case where there are many changed items and they are significant, a new staffing table is approved.
If there is a change in the names of a department or position, you can make changes to the existing schedule by changing the content of specific columns. The method of changing the information that is in the staffing table is chosen by the head of the company or organization himself.
Changes to the staffing table follow after the issuance of an order on the need to adjust job titles. The procedure is initiated by the personnel officer, who informs the manager about this in his report. Here, the HR employee lists those structural units and positions whose names need to be changed.
Based on the contents of the memo, the manager issues an order to enter the changed information into the staffing table. The text of the document contains a link to a previously created order on organizational and staffing measures.
In contact with
The staffing table refers to certain regulatory documentation of an organization, which contains information about the number of personnel of the enterprise, the wages received by employees, taking into account their positions. The form of this document was approved on 01/05/2004 by Resolution of the State Statistics Committee of the Russian Federation No. 1. Over time, the organization may need to attract additional staff, or the need to rename the position of an existing employee for one reason or another.
In accordance with the legislative framework, such changes must be automatically reflected in the staffing table. How a position is renamed in the staffing table, what is the procedure and a sample order - this is discussed in this article.
A detailed algorithm of actions when renaming a position is not specified in labor legislation, and therefore raises a number of questions among personnel service workers. In accordance with the content of Article 57 of the Labor Code of the Russian Federation, information about the employee’s functions must be included in the employment contract and any change in the conditions established by this agreement is permissible only by mutual agreement of the parties in writing, in accordance with Article 72 of the Labor Code of the Russian Federation. An agreement will not be required if this is a vacant position. For its part, the employer just needs to make adjustments to the current staffing table after issuing the accompanying order.
But if the designated position is not vacant, the whole situation will look different. Before entering into an agreement, the employer must complete the following steps:
- Determine justified reasons for requiring changes in the organization's staff. Such reasons may be changes in the company’s technological process, its reorganization and other circumstances that may be considered necessary, according to Article 74 of the Labor Code of the Russian Federation;
- Send notice to the employee no later than 2 months prior to the upcoming changes. The notice may be sent by registered mail to the employee’s place of residence, or delivered to him personally;
- If the employee gives a positive answer, an additional agreement to the current employment contract is concluded. If an employee refuses, he is dismissed on the basis of clause 7, part 1 of Article 77 of the Labor Code of the Russian Federation.
Note! The concluded agreement is not a separate document, but is an additional annex to the employment contract already in force between the employee and the employer.
Changing the title in the job description
A job description is understood as an internal distribution document of an organization of a normative nature, which describes the job responsibilities of an employee, taking into account the specifics of the enterprise. If necessary, such as renaming an employee’s position, changes are made to the job description, since the main purpose of this document is to determine the employee’s responsibilities, his powers and responsibilities.
Important! If a citizen’s work activity occurs without a job description, or is not specified in the employment contract, it is practically impossible to bring the employee to disciplinary liability for any violations on legal grounds.
Based on the fact that the procedure for making changes to the job description is not regulated by current legislation in the field of labor relations, the manager himself makes the decision on how to draw it up and how to make changes to the documentation. This largely depends on what form was initially chosen for this document:
- If the job description is an annex to a concluded employment contract, changes are made to the contract itself by concluding an additional agreement;
- If the job description form is a separate document, it is more expedient to approve a new document, produced in two copies, one of which can be provided to the employee at his request.
Important! Changes to the job description can be made only on the basis of consent received from the employee, who has been duly notified in advance.
Order on changes in staffing Based on Resolution No. 1 of 01/05/04, the approval of the organization’s staffing table occurs on the basis of the issued order. In the same way, that is, by issuing an order to amend the staffing table, new data is entered into this document.
The order is issued directly by the manager, or by a person whose competence includes this function. The changes made to the staffing table must be made known to the employee affected by the changes.
Order to transfer an employee to another job
The actual transfer of an employee to another position within the organization, after consent has been received from the employee himself, occurs on the basis of a transfer order. This document can be either a standard form or a relatively free form. The unified form is called form No. T-5. The HR employee prepares the document, after which the order is certified by the head of the organization with a personal signature and seal. The main requirements that are put forward for the form of an order to transfer an employee to another job:
- Drawed up on company letterhead;
- The text begins with the word “transfer”, then the full name of the transferred citizen and his position are indicated in the text;
- Write down the new position, the name of the unit, branch where the transfer is being made;
- Information is entered about the date from which the citizen will begin to perform new assigned duties, general conditions of work, including wages due;
- The reasons on which the transfer is made must be indicated.
Changes in the work book
After changes have been made, new information must be entered into the employee’s work book. By analogy, a similar entry is made in the employee’s personal card. The information you enter looks like this:
- In column No. 1, relating to the “Information about work” section, enter the serial number of the entry made;
- Column No. 2 indicates the date corresponding to the transfer to a new position;
- In column No. 3 it is written that the employee has been transferred to a position (indicating the new position);
- In the fourth column the number of the order on the basis of which the transfer was made is entered.
The employee is introduced to the changes made to the work book with a personal signature. The same data that was entered into the work book of the transferred person is also displayed in the employee’s personal file.