Completing the timesheet sample. The procedure for filling out the time sheet correctly. Maternity leave and parental leave

Accounting and control are two basic tenets of business. therefore timekeeping relevant for all companies that have at least one employee. And these are not just internal documents for calculating remuneration and identifying violations. This is the duty of each employer, established by the legislation of the Russian Federation. Labor and tax regulators, Rosstat and the labor inspectorate control the correctness of time-keeping. Therefore, in a company that has hired personnel, the entire package of internal documents regulating time-keeping should be implemented.

Timesheet - standards, rules and methods of keeping

The procedure and rules for keeping records of working hours in an organization are regulated primarily by Article 91 of the Labor Code of the Russian Federation (Part 4), which states that all employers are obliged to keep regular records of working hours for each employee of their enterprise. Only on the basis of this register can salaries and bonuses, compensation payments for vacation and sick leave, as well as other subsidies to the employee be calculated. All enterprises with hired personnel, regardless of their legal status and organizational form, must fill out the timesheet on a monthly basis: and legal. persons, and individual entrepreneurs.

Secondly, the timesheet, being the primary accounting document and hR administration, is subject to the regulatory requirements reflected in the Resolution of the State Statistics Committee of Russia No. 1 "On approval of unified forms of primary accounting documentation for labor accounting and payment."

The main requirements for the accounting primary:

Only an employee of the enterprise assigned to this function by order has the right to keep track of working time, otherwise his actions during the check will be recognized as illegal, and the register itself will be invalid. At the same time, the employer must first offer the employee to perform this functionality for an additional fee, and he has the right to refuse this obligation. The unpaid work of keeping a register is also illegal. As a result, before filling out the timesheet, the company must ratify the order on the induction of the timekeeper with all the details, including the employee's visa for familiarization. The position of the employee does not matter, it can be:
Methods of maintaining the accounting primary for hours worked are not regulated by law. Key rule here - the use of any of the methods is fixed by the local regulations on time keeping and the internal labor regulations.
Without regulations that approve the rules of internal accounting, the timesheet will be invalidated
Back in 2013 regulations it was found that each employer has the right, at its discretion, to choose the accounting method that is more convenient for the enterprise, it can be:
- manual method, when the timekeeper keeps a register on hard copyfilling it in by hand regularly. This method takes place in companies where the number of employees is minimal and accounting is elementary, for example, when everyone works the same amount of time, without overtime;
- electronic form, for example, keeping a time sheet in excel program... This is the most common method for small and medium enterprises. Excel enables the timekeeper, using formulas previously entered into the file, to automatically calculate the final figures for each employee, department, organization and store all timesheets in electronic form for the whole year;
  It is convenient to keep a timesheet in Excel format
- automatic timesheet is the most efficient online method, which, being connected with 1C and the access system of the enterprise, allows you to control the entry / exit of each employee in real time. Each head of a structural unit or general director has the opportunity to view the hours worked for each subordinate (and for himself). It is clear that such accounting is used at large enterprises, as well as in departments and government agencies. This method makes it possible to reduce errors to zero, reduce the influence of the human factor and automate the process.
  In the 1C program associated with access control, accounting is actually carried out automatically
According to the form, there are four possible options for maintaining a timesheet:
The storage of accounting documents must be carried out on the basis of archiving requirements, as well as Article 29 of Law No. 402-FZ. Shelf life is 5 years.

The correctness and regularity of filling out the timesheet are monitored at office and field checks... The labor inspectorate can also check how the timesheet is being maintained. Therefore, the control of primary documentation is a serious process for all employers.

Participates in the accounting of working time and in the statistical reporting of the enterprise.

The timesheet is useful for correct internal accounting for certain types of employees' working time. It provides a full justification for monetary demotivation, as well as the dismissal of negligent employees, being the employer's insurance in labor disputes (both internal and judicial). And also time management, if used correctly, is a good analytical tool for management accounting, on its basis you can regularly build schedules and analyze the efficiency of using working time at the enterprise.

Video review: competent organization of time records

How to fill out the time sheet correctly

First of all, you need to learn the fundamental requirements for time keeping:

The accounting register should be based on the production calendar approved at the level of the Government of the Russian Federation. The normative basis for determining non-working days is regulated by Article 112 of the Labor Code of the Russian Federation. The production calendar for each year determines the number of working days, holidays, as well as pre-holiday days reduced by 1 hour. The number of working hours for each quarter is regulated, transfers are established for the standard work schedule.
The timesheet opens on the first calendar day of the month, closes on the last day. If there is a production need, interim reporting is allowed, which is submitted on the fifteenth day of each month.
It is forbidden to enter data in advance. Therefore, the time sheet must be completed and sent for approval in the first working days after the end of the month. The timing of the procedure must be set in an internal act.
Accounting can be kept both by structural divisions of the organization, and by the enterprise as a whole. You need to set this item in the internal regulations for accounting. If accounting is done separately, as many timesheets are drawn up as there are departments in the organization.
Each cell on the timesheet must be completed.
When applying for a job, each employee is assigned a personnel number. It is considered incorrect to change this code during labor activity a person at the enterprise, that is, when the position of the employee changes, he remains the same. And even when a person is fired, his personnel number is not assigned to anyone for another three years.
When filling out the timesheet, unified codes are used for recording working hours, approved by the State Statistics Committee. There are two options to choose from here - alphabetic and numeric. Which one will be used must be determined in the accounting regulations.

The Ministry of Finance of the Russian Federation, in its comments on the accounting of working time, drew the attention of declarants that there are 2 types of timesheet registration (see Letter No. 02-06-10 / 32007):

continuous method - information on the amount of time worked is recorded for each day of the month;
method of deviations - when only indicators that are not related to the standard are recorded production process (a person was absent from work, was on a business trip, was on regular vacation or had a rest without maintenance, etc.).

Step-by-step algorithm for filling out the timesheet

For a sample, let's take a unified form T-13, which reflects the scheme as fully as possible. The filling procedure is as follows:

First of all, the time sheet header is drawn up, where the standard details for personnel records should be indicated:
The daily data of the accounting register is filled in in a tabular form. Column content:
The report card must be printed on paper and endorsed by the responsible employees:

Table: code designations of time keeping established by Goskomstat

Digital cipher	Letter cipher	Value	Note
01	I AM	Daytime turnout	Used to indicate the actual presence of an employee
02	H	Turnout at night	Carrying out official functions from 22.00 pm to 6.00 am
03	RV	Public holiday turnout	Performing duties on days that, according to the approved schedule, are holidays
04	FROM	Overtime	With a five-day weekly schedule, the work week is 40 hours. Exceeding this indicator is considered overtime.
06	TO	Business trip period	The time spent by the employee on a trip for the organization is recorded
09	FROM	Vacation period	The time spent by the employee on vacation is indicated
10	OD	Additional vacation period	Some categories of citizens (for example, women with children under 14) are eligible for additional leave. It is paid in accordance with the law.
14	R	Length of stay on maternity leave	It is placed in the presence of a sick leave, which is provided to a woman for the prenatal and postnatal period
15	Coolant	Maternity leave time	Affixed to women who have expressed a desire to take leave to care for a child under three years old
18	DB	Vacation period at own expense	The designation is applied in cases when the employee is on additional leave without pay
19	B	Disease period	Paid sick leave. First, it is affixed on the basis of the employee's application. The final fixation is possible only after providing a sick leave.
20	T	Time of incapacity for work without payment	The fact of the disease is confirmed by a certificate from a medical institution. Absence from work is associated with the need to care for a sick relative without providing sick leave.
26	IN	Days of weekends or holidays	The days are marked when the company or individual employee does not work according to the schedule
30	NN	No show at workplace without explanation	Usually a temporary designation when the reason for the employee's absence is not clear. After explaining the reason, the lettering may change.

Video instruction: how to fill out the T-13 form

Incorrect filling of the timesheet - typical mistakes and an algorithm for their correction

The most common mistake when filling out the form is the code fixing of vacation days during the period when the production calendar provides holidays... If vacation falls on holidays, the standard code for all is put down in the report card - "B" or "26" (day off). But weekends during the vacation period are not taken into account, so on Saturday and Sunday the employee must have "OT" or "09" (vacation).

An equally typical discrepancy is the incorrect design of business trip days on a weekend or holiday. It happens that a person returns from a business trip at 00.01, according to labor law, this is recognized as a business trip day. And if this fact appears in the advance report on a business trip, then the code "К / 06" (business trip), not "B", should be on the report card both on weekends and on holidays.

It is okay to make corrections to the timesheet and is allowed by the accounting policy. If an error is found after the registration and signing of the timesheet, then the timekeeper must draw up a revised document. It is drawn up similarly to the primary time sheet with one difference - in the head of the document it is recorded that the form is correcting, and the correct accounting codes are put. The form is assigned the next after the primary serial number. Adjustments must be documented. You will need to attach a service sheet to the report card, which should reflect the reasons and grounds for clarifications, using copies of documents.

For example, a non-standard situation when an employee does not go to the workplace and his manager is not aware of why this happened. According to the rules of HR administration, you need:

The head - to prepare a report and an act of absence from work.
Two employees - to sign the act as witnesses.
Timekeeper - indicate in the document the code "НН / 30" (failure to appear due to an unclear reason).
Upon return of the person to the workplace, ask to explain the absence. Here are the options:
- the employee presents a certificate of incapacity for work - in the corrective document the entry is changed to "B / 19", a copy of the sick leave is filed;
- there is no document confirming good reason - the offender labor discipline must write an explanatory note. If the reason is not recognized as valid, absenteeism is indicated in the correction report. A copy of the act and the explanatory note is attached to it.

The correction sheet can be completed in two ways:

Duplicate indicators in the report that are not subject to correction, and amend only those lines where necessary.
Fill in only those timesheet lines where you want to change the data.

A corrective sheet is drawn up when it is necessary to make changes to an already signed document

Responsibility: if the timesheet is not kept, if there are errors

Time keeping records the fact of hours worked, the amount of the wage fund, the amount of social contributions and figures on business expenses that reduce the tax base depend on it. Therefore, if, during fiscal control, the IFTS finds errors in the report card or its absence at all, this may entail the recognition of business costs as documentary unjustified. And from here 2 variants of sanctions may follow:

Fine and penalties for deliberately underestimating the tax base.
Recalculation of the amount of tax collection.

The main shortcomings in the maintenance of time records are subject to Article 52.7 of the Code of Administrative Offenses of the Russian Federation, it provides for sanctions:

1,000-5,000 ₽ - a fine that is imposed on an official or individual entrepreneurif the violation was recorded for the first time;
30,000 -50,000 rubles - fine for the organization upon the first violation;
10,000-20,000 rubles - a fine for an individual entrepreneur or management, when a violation is recorded for the second and subsequent times, and for this they can also deprive the position of the general director of the company for a period of one to three years
50,000 -70,000 ₽ - fine for legal entities face in case of repeated violation.

Fines are not imposed on the direct executor - the timekeeper can only be demotivated by internal acts. The management of the company as a whole and the responsible person who certifies the document is responsible for the timekeeping of the enterprise.

Keeping a report card is a constant and responsible work that must be paid, and this obligation must be treated accordingly. Everyone who has been entrusted with this mission must scrupulously and accurately record every minute of the company's employees' working time. This affects motivation, regulates both the internal relationship between the employee and the employer, and external labor disputes. There is also a rather serious responsibility on this issue, which is imputed to the management of the company (up to the disqualification of the CEO), and the entire organization as a whole.

Every employer should know how to fill out a time sheet correctly. The obligation to maintain this document rests with absolutely all heads of organizations and enterprises where hired labor is used (Article 91 of the Labor Code of the Russian Federation). For the absence of this report card, the labor inspectorate has the right to bring the administration to justice in the form of a fine for violation of legislation in the field of employment - Part 1 of Art. 5.27 of the Administrative Code of the Russian Federation. Violation of documentation can also become a reason for bringing to justice by the tax authorities on the basis of Art. 120 of the Tax Code of the Russian Federation.

The main purpose of the timesheet is to record information on attendance and absence from work of personnel for accurate calculation of employee salaries. In addition, document maintenance is necessary for the following purposes:

control over the observance of the labor regime;
calculating the efficiency of using working time;
compilation of statistical reports at the request of Rosstat.

The report card must be kept correctly and accurately. The information in it must be documented. This is required, firstly, to present the grounds for entering information in the accounting document to the labor inspection authorities. Secondly, upon dismissal, the employee has the right to demand from the administration, in addition to the calculation and work book, other certified documentation that relates to his work (Article 84 of the Labor Code of the Russian Federation). If the information is entered in the report card incorrectly or does not correspond to reality, this may serve as the basis for the former subordinate's appeal to the court.

Document form

There are approved timesheet forms: T-12 and T-13. Forms were developed by Goskomstat (Decree No. 1 dated January 5, 2004) and are the most convenient for recording information about the work schedule. Can I use another form of timesheet? Yes, the use of these forms of accounting is optional. The management of organizations has the right to develop their own forms of documentation, making them part of the internal policy of the enterprise. With the introduction of accounting forms other than standard ones, an appropriate order for the enterprise is drawn up and brought to the attention of the personnel.

Accounting documents T-12 and T-13 have the form of a table with the number of columns corresponding to the number of calendar days in a month. The data on the hours worked are summarized for each full-time employee separately. Information about employees is entered in horizontal lines with the personnel number and position. With a large staff of employees, it is convenient to keep a time sheet for each department or department separately.

Forms T-12 and T-13 have the same purpose and contain identical details. Form T-12 is universal and suitable for absolutely all enterprises. It is convenient to fill in the T-13 time sheet when the company keeps track of working time electronically using an automatic pass system (turnstiles). Another difference is the presence in T-12 of Section 2, where the employee's accruals for labor are reflected (it is not necessary to fill it out, for the purpose of calculation, it is possible to issue other forms of accounting documentation). Maintaining electronic system accounting for T-13 is simplified by the fact that charges are made automatically.

Who should keep the timesheet? At large enterprises, for the purpose of maintaining tables, a separate position is introduced - timekeeper. If the management cannot afford to keep an additional staff unit, the employee of the personnel department carries out the accounting of working time. Also, the administration may appoint another person responsible for maintaining the document - filling it out and approving it from the authorities.

The standard document for recording the working time of 2019, form T-12, has 17 vertical columns, which are designed to reflect:

attendance at work;
absence at the place of performance of duties specified in the employment agreement;
the length of time worked;
the number of working days per month;
the number of days when the employee did not appear at the workplace, indicating the reasons for the absence;
weekends as well as holidays.

Form T-12 is filled in manually by the responsible employee every day. At the end of the billing period, the document is submitted to the accounting department for data verification and payroll.

Table T-13 contains 13 columns, which, in addition to those listed, include payment codes and correspondent accounts for automatic accrual of earnings. Filling out the form is carried out using special programs, access to which are available to responsible employees involved in entering the necessary numbers and controlling the calculations.

How to fill in the table

The rules for filling out the timesheet, approved in 2004, contain alphabetic and numerical designations of the stay or absence of subordinates at the place of performance of their labor duties. A complete list of codes is indicated on the second page of the T-12 form. Do I have to use them? No, the list is of a recommendatory nature, but because of its ease of use, they work with it in enterprises to this day.

How to maintain a timesheet? For daily accounting, columns four and six are reserved in the form T-12, and columns four are in T-13. The upper line displays an alphabetic or numeric designation in accordance with the fact of attendance or non-attendance of an employee (for example, I - means attendance, K - business trip, BUT - dismissal, etc.). Under this mark, the duration of the working or non-working time is recorded in hours. Absence from the workplace is always recorded as "0", even if the subordinate was on a business trip.

The procedure for filling out the timesheet allows two options for entering information into the document.

By the method of continuous registration - all facts of attendance and non-attendance are reflected, indicating the length of time:

By registering only deviations - only days of no-show are reflected, the lower columns remain blank:

The management independently has the right to choose the filling mode, depending on the specifics of production.

It should be borne in mind that each type of work and rest has its own designation code. For example, night work (from 10 pm to 6 am) is indicated by the letter N. Stays at the place of duty from 8 pm to 8 am will be recorded as follows:

How to fill out the leave on the timesheet? Each type of vacation is assigned a special code: main - OT, student, paid - U, no payment - UD, and so on. The duration of stay at the workplace is always indicated as "0".

Summarizing

At the end of the billing period, the person in charge calculates the number of hours worked and unworked hours. Information is entered in the fifth (for the first part of the month) and seventh (for the second part of the month) columns of the T-12 report card. Columns 8-13 contain summary information. No-shows are reflected in the columns of Table 14-16. If an error is found in the compiled report card, it is necessary to draw up an adjustment sheet.

Important! The employees responsible for filling out the timesheet, the heads of the personnel department and the structural unit are required to sign at the bottom of the document for the accuracy of the data entered.

Time sheets should be kept at the enterprise for five years, since this document is the basis for calculating staff wages. If the enterprise uses hard labor or harmful working conditions, the records should be kept for a period of 75 years.

Our life is subject to time. All kinds of temporal components of human life, the concepts of sleep and rest, activity and passive observation, and many other categories have long been studied. Labor occupies the most important place in human life. Labor is not the end in itself of life, but without it it is impossible.

Accounting working hours

Labor is the primary condition for human existence. The main "measure" of labor is the time spent on it. The most acceptable parameter for such a measurement of labor is considered to be work time.

Working time, its value, rate - the main categories of accounting time.

Work time - the time when the employee performs his duties at a certain place of work. It is not always identical to the actually worked, actually spent on work time. During this time, the employee receives a salary and "earns rest". It is measured in the same way as time in general - in days, hours.

In terms of duration, it is divided into three types:

normal. It is legally stipulated that the normal working week should be forty hours;
abbreviated. Reduced working week by 1-4 hours for special categories of workers (hazardous working conditions, work of "youngsters", etc.);
incomplete. When applying for a job, both parties agree on a "shortened" working day or week. Usually housewives, students, retirees, disabled people work this way. Moreover, the duration of the vacation and seniority do not suffer from this. This only affects vacation pay.

Working time accounting also includes such concepts as:

work at night;
part-time job;
overtime work.

At the same time, an important and multifaceted concept is the working time regime, which establishes:

duration of shift, week, day of work;
working conditions with an irregular day;
time frames for starting and ending work;
rest time and so on.

Time attendance systems

There are two types of work time accounting:

1) daily;

2) summed up.

In the first type of accounting, the time is recorded per day (shift). Such accounting is common in most enterprises, institutions with normal working conditions.

Summarized accounting is usually carried out at enterprises of a continuous cycle and in some other cases (for example, when changing 24 or 12 hours with two or three days of rest in between). In this case, for a certain time period (month, year), it is necessary to work out the time norm established for the employee. Exceeding it in some periods is compensated by a "flaw" in others.

Employees' working time is recorded in timesheets, time cards, employee time logs. This accounting monitors employees' compliance with the working hours.

Basic designations of the timesheet

Information about the employee's working time is reflected in the timesheet. This is one of the main documents for the calculation and payment of wages. Goskomstat of Russia recommends special forms No. T-12 for manual and No. T-13 for automatic accounting... All indicators in these forms are identical. I must say that the law requires the maintenance of a timesheet, but the forms of this accounting may differ and take into account the specifics of the enterprise.

Before you know how to draw up a timesheet, you need to understand the requirements for filling it out.

The time sheet is developed in one copy, "assigned" to the employee. It is signed by the head of the relevant department and the "personnel officer". Then it goes to the payroll department, where it is stored for a year. The obligation to fill out the timesheet is formalized by the appropriate order of the employer, it can be negotiated in job description employee or his employment contract.

Since the salary must be paid twice a month, two such documents are drawn up monthly. A small enterprise usually maintains one general timesheet, and large enterprises have a separate one for each department. The top line indicates the name of the enterprise or structural unit, the OKPO code. The employee is “entered” and “removed” from the timesheet by the appropriate order of the employer.

So how to draw up a timesheet correctly?

The time sheet is filled out without blots, corrections are carried out according to the established rules - by crossing out the wrong one and affixing the correct entry on top with the signature of the authorized person.

In the forms for recording the working time of employees of the automated form T-13, the conditionally constant part of the data can be filled in according to the existing databases of employees. It includes:

the name of the employee;
structural subdivision;
position;
personnel number, etc.

It is allowed to enter additional information into the timesheet. For example, recording the time of work with harmful conditions of employees who work for them non-stop (to calculate their additional vacation). Such additions to the accounting form are drawn up by order. Removing any information from the standard form is not allowed.

The first section of the timesheet - accounting of working hours - is a table where all days of the current month are entered in horizontal lines, with two lines allocated to each day. The first contains ciphers - symbols for all possible types of expenditures of working time with their decoding on the front side of the document. A list of the names of employees is displayed vertically.

This data allows you to control the time worked by each employee, all absences for work for various reasons, downtime and overtime.

Separately reflected:

opening hours - day and night. Night time is considered to be from ten in the evening to six in the morning;
overtime - hours of work in excess of the established norm;
working hours on weekends and holidays - regardless of the type of compensation. Such work is rewarded twice. If the employee transfers the worked day of rest to another, then in the report card this day is counted as a day off, payment for this day is made in the usual way, the transferred day of rest is not paid at all;
non-appearance by type - vacation, sick days, business trips, study leave and others.

Transcript of timesheet

In the upper line, only the codes for the designation of no-shows are recorded, the lower line is not filled. Being on a business trip is accounted for in accordance with a suitably issued travel certificate. The days of departure and arrival are confirmed by the enclosed tickets. These days are marked in the report card with the code "K".

Vacation time is taken into account on the basis of orders separately for each type. If during the vacation there are holidays, they are marked in the report card with the letter "P", and weekends are not marked (they are taken into account in vacation days).

The accounting of absences for reasons is carried out only with the attachment of supporting documents, which are provided to the timekeeper before the end of the accounting time. For example, among the designations of the time sheet, the following is used: before the sick leave is provided, the mark "NN" is made in the report card, which means failure to appear for an unexplained reason, and after that it is corrected to the code "B" - illness.

The final data sheet in the form T-12 for the month, entered in columns 8-17, are used in calculating wages. The first section of the timesheet is signed by an authorized person and the head of the enterprise and transferred to the accounting department. The second section is completed by the accountant when calculating the salary. This is a table with the personnel numbers of employees, data on their salaries, the number of days worked (hours) and the amounts of wages charged to each of the employees. There is no such data in the T-13 form.

The last page of the T-12 form is intended for compiling a statistical report.

Unfilled lines in the report card must be crossed out. A fully completed time sheet is signed by the person in charge and the head of the company.

All data in the report card must be reliable, documented. After all, this document can be used, for example, in court as one of the proofs of the good faith (dishonest) performance by the employee of his duties in case of his illegal dismissal or recovery for violation of labor discipline (truancy).

Timesheet software

Recording of working hours is greatly simplified by various programs (for example, an electronic time sheet in MS Excel), which do not require lengthy training, are simple and understandable to each user. These are tables with columns like this:

1. Settings of working forms. The name of the organization, its divisions is indicated here. The accounting schedule is selected or configured by the user himself.

2. Calendar of working days.

3. Directory of employees.

4. Vacation schedule.

5. Overtime hours.

6. Reduction of personnel.

7. Vacation applications.

8. Report card for the month.

9. Information about the program.

Information in any column is entered in a matter of minutes, it can be corrected during the entire time of compilation. The timesheets received at the end of the month are printed. Moreover, it is possible to print data for past periods. The employee time tracking software allows several users to work in the network simultaneously.

Biometric employee time tracking

The most modern method of time tracking is biometric. It excludes inaccurate accounting, since biometric identifiers are unique, they cannot be deceived, lost, and easy to use. In practice, recognition systems based on images and fingerprints are used. Such terminals record the time of arrival and departure of employees to work. The user places his finger on the touch device. When recording intermediate events (break, leaving on business, etc.), before identification, you must additionally press a key on the terminal.

Some devices have a built-in camera for taking pictures after recognition. In addition to simplifying and reliable accounting, such a system also provides additional security for the enterprise.

Well-organized time tracking, like any other type of accounting, helps successful work enterprises. Application modern methods and programs of such accounting allows in the shortest possible time to eliminate errors in the calculation of wages, which sometimes occur, make accounting accessible and "transparent", help in timely and high-quality reporting to statistical and other organizations.

Provisions

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1. General Provisions

1.1. This Regulation is introduced in order to systematize the process of collecting and processing information on the costs of working time by employees of the enterprise.

1.2. To keep time records of working hours in the divisions of the enterprise, by order of the director, responsible persons are appointed from among the employees of these divisions.

1.3. IN job duties of employees responsible for time records, functions are introduced: control of the actual time spent by employees of the unit at work and maintenance of time records with responsibility for the correct reflection in the time sheet of employees and the timely submission of the time sheet for calculation.

1.4. To fulfill his duties, the employee responsible for time keeping:

1.4.1. keeps records of the staff of the department's employees;

1.4.2. on the basis of documents (orders on personnel and general issues) makes changes to the list related to admission, dismissal, relocation, changes in the work schedule, grades, leave, etc .;

1.4.3. monitors the timeliness of attendance at work and leaving work, the presence of employees at the workplace, notifying the head of the department about absences, late arrivals, premature departures and the reasons that caused them;

1.4.4. monitors the timeliness of the provision and correctness of execution of documents confirming the right of employees to be absent from the workplace: sheets of temporary disability, certificates of nursing, signed by the head of the leave and others;

1.4.5. prepares lists of employees for issuing work orders on weekends and non-working holidays.

1.5. If it is impossible to temporarily fulfill the duties of keeping time records by the appointed employee, the head of the unit, by his order for this period, appoints the responsible executor and notifies the Department for Personnel Management and Regime.

1.6. All employees, whose duties are charged with keeping time records, without fail familiarize themselves with this Regulation on receipt.

2. Definitions

We fill in the timesheet correctly

Category A workers have the right to freely leave (enter) outside the enterprise during working hours. The list of posts belonging to category A is determined by Appendix 1 to these Regulations (developed by the Department for Personnel Management and Regime and approved by the director of the enterprise in agreement with the Board of Directors).

2.2. Category B workers - employees who have the right to leave the territory of the enterprise during the work shift, only by providing supporting documents (dismissal, summons, statement signed by the head, etc.).

Employees' applications for administrative leave, leave of absence are endorsed by the heads of departments, workshops, services.

2.3. Absent workers register - a document reflecting the last name, first name, patronymic of the employee, his position, division, affiliation to the LLC, date, current (from ___ to ___) and total (in hours) time, the reason for absence from the workplace. Personal information about the employee, as well as the date and time of the employee's absence, are recorded by security officers at the checkpoint. Every month, the information from the journal is checked by employees of the departments responsible for time keeping, who check the data from the journal with the available documents and, if necessary, find out the true reasons for the absence of workers at the workplace. In case of failure to submit supporting documents in accordance with the established procedure, the reason for the absence is considered to be unauthorized leaving the workplace (late - at the beginning of the shift). If the employee was absent for more than 4 hours in a row, and the documents confirming his right to be absent were not provided in the prescribed manner, the employee is put on absenteeism and the working day is not subject to payment. Absenteeism is formalized in the manner prescribed by labor legislation. The rules for keeping a register of absent workers are developed by the HR Department together with the security service and approved by the director of the enterprise.

3. Rules for filling out the timesheet

3.1. The time sheet is kept in electronic and paper versions.

3.2. The electronic version of the timesheet is entered by employees responsible for timekeeping into the 1C database, taking into account the following requirements:

3.2.1. In the timesheet, data entry is done by day.

3.2.2. All types of working time (total hours worked, night hours worked, overtime hours) are indicated in a single report card for each department.

3.2.3. The name of the division in the time sheet is indicated in the "comment" column.

3.2.4. In the column "date" of the timesheet, the last day of the reporting month is indicated.

3.2.5. The time sheet entered into the 1C electronic database is carried out directly by the employee who entered the data.

3.3. In addition, the employees responsible for timekeeping fill out a timesheet in Excel format according to Appendix 2 and print it on paper. The signed timesheet is transferred to the accounting department for storage.

3.4. The timesheet contains the signature of the employee responsible for its maintenance (in the lower left corner), the visa of the immediate supervisor of this employee (in the lower right corner) and the visa of the head of the relevant Department, service, workshop (below the signature of the employee responsible for maintaining the timesheet). The signature of the responsible employee and the visas of the managers contain: the title of the position, full name, signature, date of signing, telephone and E-mail of the signer.

3.5.1. Employee data are entered into the timesheet in strict accordance with the execution of the department staffing table.

3.5.2. In the event that the actual place of work of an employee is in another department, an entry in the report card is made responsible for maintaining the timesheet of the department in which this employee is included, but on the recommendation of the head, in whose immediate subordination he works. In this case, the immediate supervisor, with his signature (below the signature of the person responsible for maintaining the time sheet with a decryption and date), certifies the correctness of filling out the time sheet for his subordinates. For example:

- place of work inspector of quality control department is Shop No. 1. The time sheet for it is drawn up by the DCC timekeeper on the recommendation of the shift foreman in which this controller works. The foreman signs on the report card below the signature of the DCC timekeeper.

- the actual place of work of the cleaning lady of the economic department is the picking warehouse. The report card is submitted by the economic department in agreement with the head of the picking warehouse.

3.5.3. If an employee is transferred (moved) to another division during a calendar month (later than the first day), a separate time sheet is drawn up for him for the hours worked, which is submitted simultaneously with the transfer application. The time sheet indicates the hours of work for the last working day (inclusive) in this division, and from the date of transfer (movement), an "X" is affixed. This employee is not included in the final report card of the month by department. In the new division, the time sheet is drawn up from the day of the actual transition, but after the order is issued. In the preceding days, an "X" is affixed.

3.5.4. In case of dismissal, a separate report card is submitted to the employee, simultaneously with the application for dismissal (with a memorandum - in case of dismissal at the initiative of the employer). The time sheet states the hours of work up to the last working day (inclusive), and after the day of dismissal, an "X" is put down. This employee is not included in the final report card of the month by department.

3.5.5. Employees who are on parental leave for a child under the age of 1.5 or 3 years are not included in the report card.

3.5.6. The list of employees is compiled in alphabetical order (by the first letters of the surname).

3.5.7. In the upper right corner of the timesheet, the monthly norm of working time is indicated according to the production calendar.

3.5.8. Sequential numbering in column 1 is based on the rates of employees entered in the timesheet (and not by surname). If an employee in a given department works at different rates, as many serial numbers are allocated to him as he takes rates.

3.5.9. Column 2 with Arabic numerals (1, 2, 3) indicates the employee's disability group. A dash is inserted for healthy workers.

3.5.10. Surname, name, patronymic are recorded in column 3 in full. At the same time, the spelling of the last name, first name and patronymic is carefully checked in case of a discrepancy between the accepted name of the employee and his documents. In the event of a change of surname, first name, patronymic, new data are entered into the report card only after the personnel department issues a corresponding order on the personnel of the enterprise.

3.5.11. Column 4 (position) indicates the position of the employee in strict accordance with the staffing table. The same column indicates the number of bets (1, 0.5, 0.25, etc.).

3.5.12. Column 6 indicates the KTU (coefficient of labor participation), determined by the head in accordance with the rules adopted at the enterprise.

3.5.13. Attendance (no-show) are indicated in columns 7-22. In columns 7-22, 4 lines are allocated - two for each half of the month. The first and third lines are used to mark legend (codes) costs of working time, and the second and fourth - to record the duration of hours worked or unworked time (in hours, accurate to tenths of an hour) according to the corresponding codes of costs of working time for each date.

3.5.14. Columns 23 and 24 indicate, respectively, the total number of days and hours worked by the employee in the first and second half of the month. For this, two lines are allocated in the indicated columns. The top line indicates the number of days (column 23) and hours (column 24) worked by the employee from the 1st to the 15th day of the month inclusive. The bottom line indicates the number of days and hours worked by the employee from 16 to the last day of the month, inclusive.

3.5.15. Column 25 indicates the total number of days (shifts) worked by the employee during the month. The number of days entered in column 25 should be equal to the sum of the values \u200b\u200bof the upper and lower lines of column 23.

3.5.16. Column 26 indicates the total number of hours worked by the employee during the month. The number of hours in column 26 should be equal to the sum of the values \u200b\u200bof the upper and lower lines of column 24.

3.5.17. Columns 27 and 28 indicate the overtime worked by the employee, respectively, paid at one and a half and at double rates. If the employee does not work without a valid reason the monthly norm of working time, overtime hours are not assigned to him.

3.5.18. Column 29 indicates the number of hours worked by the employee at night. In accordance with the Labor Code of the Russian Federation, night time is considered to be the time worked from 2200 to 600.

3.5.19. Column 30 indicates the number of hours worked per month by the employee on weekends and non-working holidays according to the orders of the director.

3.5.20. Column 31 indicates the number of night shifts worked by the employee during the month.

3.5.21. Columns 32-40 indicate the number of days of absence from work by type.

3.5.22. Column 41 indicates the total number of days of absence of the employee. The value of column 41 should be equal to the sum of the values \u200b\u200bof columns 32-40.

3.5.23. Working hours for employees with a salary are set in strict accordance with the work schedule (8 hours, 4, 2, 24, 12, 1.5, etc.). Employees who have an hourly wage rate are assigned the actual hours worked with an accuracy of tenths of an hour.

3.5.24. On pre-holiday days, the length of the work shift for full-time workers is reduced by 1 hour. For employees who have a shorter working day (7 hours per shift or less), the duration of the shift on the pre-holiday day is not reduced. For employees who have a reduced working day of more than seven hours, the duration of the work shift on the pre-holiday day is reduced to 7 hours.

3.5.25. If it is necessary to work on a pre-holiday day of a full work shift (8 hours), an order is issued to organize overtime work. In this case, the employees are put down in the report card with the time worked by order. The order on the organization of overtime work is prepared by the department of organization and remuneration at the direction of the director of the enterprise and is sent to the appropriate divisions no later than one working day before the shift specified in the order.

3.5.26. If it is necessary to organize work on a weekend or a non-working holiday, a corresponding order is issued. The time worked on a non-working holiday or day off is indicated in the report card in strict accordance with the order. The order on the organization of work on weekends (non-working holidays) is prepared by the department of organization and remuneration at the direction of the director of the enterprise.

3.5.27. Work on a weekend (non-working holiday) is carried out in accordance with the regulations on the remuneration of employees of LLC "XXXXX" in double the amount. At the request of an employee who worked on a day off or a non-working holiday, he may be given another day of rest. In this case, work on a non-working day is paid in a single amount, and the day of rest is not payable.

3.5.28. If a public holiday and a weekend coincide, the day off is transferred to the next working day after the holiday in accordance with the Labor Code of the Russian Federation.

3.5.29. Attracting workers to overtime work, as well as work on a weekend (non-working holiday) is allowed only with the written consent of the employee in cases provided for by the Labor Code of the Russian Federation, and is drawn up by order. Works that are not properly executed are not reflected in the report card and are not subject to payment.

3.5.30. The reporting period for accounting in the time sheet is one calendar month (from the first to the last day, inclusive).

3.5.31. If the employee fulfills labor functions on the territory of the enterprise (regardless of the production site), the number of hours worked in accordance with this Regulation is entered in the report card for each day worked.

3.5.32. If the employee is not in the territory of the production sites of the enterprise, or if he does not fulfill his labor functions, the letter designation of the use of time is affixed in the report card in accordance with Appendix 3.

3.5.33. In the case of using several types of time on one day (for example, 6 hours of work and 2 hours of downtime), the timesheet is kept by one employee in two lines.

3.5.34. Holidays (annual and administrative), sick leave are affixed to all calendar daysincluding weekends (excluding holidays).

3.6. Payroll to employees is carried out by the accounting department of the enterprise on the basis of timesheets entered into the 1C electronic database by employees of the departments responsible for time keeping.

3.7. The data on the costs of working time entered into the 1C electronic database must correspond to the data of the timesheets filled out in accordance with Appendix 2.

3.8. No corrections or additional notes are allowed in the report card.

4. The procedure for the formation and presentation of timesheets

4.1. At least once a week, the employee responsible for time keeping collects data on the use of working time for his department

4.2. When workers leave during the work shift, the security service fixes the time of exit and return. If the employee did not leave due to work needs (there is no dismissal, and the employee does not belong to category A), the time of absence is deducted from the balance of hours worked.

4.3. All delays and early departures from work are recorded by the security service and deducted from the balance of working hours. The exception is employees who come to work later or leave earlier on leave, as well as employees belonging to category A.

4.4. By way of exception individual workersarriving to work by public transport of suburban or intercity communication, at the request of the employee and the request of the immediate supervisor, the start time of the work exchange may be shifted. In this case, the employee's application, endorsed by the head of the relevant division (Department, service, workshop), is sent to the deputy head of the Department for personnel management, regime and internal control, and a copy to the security service.

4.5. Data on cases of delays, unauthorized departures from work are sent by the security service to the Deputy Head of the Department for Personnel Management, Regime and Internal Control no later than the 1st day of the month following the reporting month. The Deputy Head of the Department for Personnel Management, Regime and Internal Control prepares analytical notes on violations by employees of the work and rest regime and, before the fifth day of the month following the reporting month, sends them to the heads of the relevant departments, workshops, services.

4.6. Data on the use of working time is entered by employees of the departments responsible for time keeping in the 1C electronic database until 1700 on the third day of the month following the reporting one.

4.7. Employees of the departments responsible for time keeping, before 1700 on the first day of the month following the reporting month, fill out the timesheet form in accordance with Appendix 2, print them out and, after checking and signing by the relevant officials, transfer them to the accounting department for storage.

How to fill out the timesheet?
The time sheet not only reflects the number of hours worked by each employee, but also allows you to record information on attendance and non-attendance on a daily basis. Some of the workers are sick, some are absent for unknown reasons, and some have gone on vacation. Let's see how to correctly mark all these cases in the report card.

All organizations are required to keep a time sheet. This document is required in order to:

make up statistical reporting for labor for statistics bodies.

Goskomstat of Russia has approved two unified forms for the time sheet - T-12 and T-13 *. The forms differ in that the T-12 is a universal option, and the T-13 is conducted if the organization has an automatic attendance control system (turnstile) installed. In this case, the data is entered into the form via a computer. Most often, of course, they use the T-12 form, since access systems are not installed in all organizations.

The report card is drawn up in one copy. At the end of the month, the completed report card must be signed by the heads of structural divisions and an employee of the personnel service. Then the document goes to the accounting department for payroll calculation.

Who keeps the report card

Previously, many organizations had a special position - timekeeper. Now managers consider it irrational to keep a separate staff unit only to register exits and absenteeism. Most often, the responsibility to keep a time sheet is assigned to a human resources specialist, accountant or heads of structural units, in addition to their main functions. Remember that this responsibility must be enshrined in the employee's employment contract and job description, or assigned to him by order of the director of the organization.

How to show the use of working hours in the timesheet

Forms T-12 and T-13 practically do not differ in the composition of the details, so we will consider filling out the timesheet using the example of one form - T-12. Or rather, its first section, which is called "time use accounting." A sample time sheet is shown on page….

The timesheet is maintained throughout the month, and at the end of this period, it summarizes the number of hours worked by each employee.

Timesheet forms: rules and sanctions

There are also intermediate results (for the first and second half of the month). Attendance and absenteeism for work are recorded by the method of continuous registration. This means that for each day of the month, some designation is put in the corresponding cell - attendance or non-attendance for certain reasons (or for unclear circumstances). However, it is allowed not to mark the attendance, but to register only deviations from the work schedule (non-attendance, lateness, etc.). If there were no deviations for the month, then the report card will reflect only the final data on the results of work for the first and second half of the month and the grand total, and other cells will remain empty.

Now let's see how exactly you need to put down the designations in the report card.

Columns 4 and 6 of the T-12 form have two lines. The top line contains a letter designation of the types of costs of working time for each day of the month (attendance, vacation, business trip, sick leave, etc.). At the bottom, the number of hours for them is recorded. Letter designations are shown on the title page of the T-12 form. For example, if an employee came to work on June 13 and was present full-time, then in the June report card, in the cell with the number 13, we will put "I" and 8 working hours opposite the employee's name. If on this day he was on a business trip, then you must put "K". But he did not have working hours in your organization that day, so we put zero on the bottom line. There is also a designation for weekends and holidays. The top line is "in", and the bottom - zeros.

Remember: you must have a good reason to use this or that code. For example, you can mark the sick leave in the report card only if it is known for sure that the employee has a temporary disability certificate. The table on page… contains a list of documents for all cases of absences and deviations from the established work schedule. If you do not have documents confirming the reason for the absence of the employee, then you can mark in the report card only the failure to appear for unclear reasons ("NN").

Symbols of worked and unworked time, which are presented on the title page of the T-12 form, are also used in the T-13 form

How to sum up

At the end of the month, you need to calculate the total number of days and hours worked. At the same time, weekends, truancy, absenteeism for unexplained reasons, sick days, business trips - in general, all those days when the employee was absent from work are excluded from the calculation of days worked. To calculate the number of hours worked, you just need to add the numbers in the second line of columns 4 and 6, and enter the results in column 5 (for the first half of the month), column 7 (for the second half of the month) and columns 8-13 (for the whole month) ...

Separately, it is necessary to count the number of days of absences and enter information about them in columns 14-16. In column 15, numerical codes of the reasons for non-appearance are put (these codes are given on the title page of the form, along with letter designations). For example the code next vacation - 09, and absences for unexplained reasons - 30. And finally, it is necessary to determine the total number of days off for each employee per month and enter it in column 17.

Legends in the timesheet

The material is posted on the website HRM.RU

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Features of filling out the timesheet

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1. The concept and content of the timesheet

In every organization Russian Federation working hours are always kept.

The procedure for drawing up a timesheet

In large organizations and enterprises, a special structural unit (group, bureau, sector, etc.) of time keeping is created. In small organizations, a separate position can be introduced - the timekeeper. In offices where the use of such an employee to keep track of working hours is irrational, this function is assigned to an authorized (appointed by order of the head) official. Time tracking often becomes the responsibility of the secretary.

A worker is the time during which an employee, in accordance with the internal labor regulations of the organization and the terms of the employment contract, must perform labor duties, as well as other periods of time that, in accordance with laws and other regulatory legal acts, refer to working time1.

The employer is obliged to keep records of the time actually worked by each employee. The time sheet keeping is organized taking into account the specifics of the organization's work.

Accounting for the use of working time is organized in order to:

- ensuring control over the timely appearance of workers and employees at work, identifying latecomers and those who did not appear;

- control of the presence of personnel at workplaces during working hours, as well as the timely departure and arrival of employees during the lunch break;

- fixing the timely departure of employees from work at the end of the working day;

- accounting for actual hours worked, idle time, illness, vacations and other forms of using working time;

- registration of absenteeism.

When maintaining a time sheet, you must be guided by the following rules:

1) Accounting for attendance and departure from it is carried out for the organization as a whole or separately for structural units.

2) The inclusion of an employee in the timesheet and exclusion from it is carried out on the basis of primary documents for personnel records (order of employment, employment contract).

3) Each employee is assigned a personnel number, which is affixed in all documents on labor and wages accounting and is retained by the employee during any movements within the organization. If an employee is dismissed, his personnel number, as a rule, is not assigned to another employee for three years2.

Calculations of wages are made on the basis of data on working time accounting The same information is used to compile statistical reporting forms.

Working time is recorded daily, the results are recorded in a unified time sheet form developed by the statistics authorities. At present, the forms approved by the decree of the State Statistics Committee of the Russian Federation of 01/05/2004 No. 1 are used.

The duty to keep the timesheet can be prescribed by the employee in the employment contract, job description, or assigned to him by a separate order for the main activity. For violation of the obligation to record working hours, the guilty officials bear administrative responsibility imposed by the Federal Labor Inspectorate.

The report card is kept in one copy. At the end of the month, the total number of days and hours worked by the employee is calculated. The timesheet is signed by the heads of structural units (in small organizations - the head of the organization) and the employee responsible for maintaining the timesheet. The signed document is sent to the accounting department for payroll calculation.

Time sheets according to Art. 281 List of typical management documentsformed in the activities of organizations, indicating the storage periods, approved. Rosarchiv 06.10.2000, stored for one year.

To record working hours, the unified forms T-12 "Timesheet of working hours and payroll calculation" and T-13 "Timesheet of working hours" 3 are used.

2. Completing the timesheet

Filling out the T-12 form. To fill out the timesheet form, the established letter designations of the worked and unworked time are used (see Appendix 1). These designations are placed on the title page of the T-12 form, they are also used when filling out the T-13 form.

It is important to observe next rule filling out the timesheet. For each conventional mark (except for the mark on the normal duration of working hours), appropriate documents are required. Notes on the reasons for non-attendance at work, part-time work or outside normal working hours at the initiative of the employee (or employer), reduced working hours, etc. are entered in the timesheet only on the basis of properly executed documents. Such documents can be, for example, a certificate of incapacity for work, an order for granting leave, an order for business trip, etc.

If the employee does not provide the relevant documents, the letter code "NN" is noted in the report card - the employee is absent from the workplace for unknown reasons. Subsequently, when clarifying the reasons for failure to appear in the time sheet, corrections can be made. If it turns out that the recorded absenteeism (for example, according to the memorandum of the head of the structural unit), then the report card can serve as a document - the basis for the application of disciplinary actions or the dismissal of the employee under the relevant article of the Labor Code of the Russian Federation.

In the form of the T-12 timesheet, two columns are allocated for each employee to reflect the daily costs of working time - 4 and 6. Each column is divided into two lines. In the upper lines, the symbols for the types of costs of working time are put down, in the lower lines - the actual number of hours and minutes worked4.

When filling out the T-12 form in the upper lines of columns 5 and 7, the number of days worked is put down, in the lower lines - the number of hours worked by each employee during the accounting period; in column 5 - for the first half of the month, in column 7 - for the second.

Any organization has the right to use one of the following methods of keeping a timesheet:

- both attendance and non-attendance at work are noted in the report card;

- only deviations are noted in the report card (absences, late arrivals, overtime work, etc.).

When using the second method in the report card in columns 5 and 7 in the top line, only the legend codes for absenteeism (holidays, days of temporary disability, business trips, leave in connection with training, public duties etc.), and the bottom lines of these graphs remain empty.

If the organization applies one type of payment and a corresponding account for all employees, then when compiling a timesheet in form T-12 in section 2, columns 18-22 are not filled in. columns 18 - 34.

If an employee goes on vacation, then in the timesheet it is necessary to indicate holidays, since non-working holidays falling on the vacation period are not included in the annual leave and are not paid5.

If an employee is on vacation, there is no need to mark weekends, since they are included in the concept of "calendar days of vacation".

Suspension of an employee from work is taken into account in the corresponding column of the report card by stating the time of absence from work, absences from work.

If an employee is on a business trip on a weekend or a holiday, it is necessary to indicate in the report card the fact of his stay on a business trip, since such days will be paid to him in an increased amount.

Filling out the T-13 form. Form T-13 "Timesheet" in small organizations, as a rule, is not used. This form is used to record working hours if the organization has automated processing of credentials (see Appendix 2).

Timesheet forms in the T-13 form with partially filled details can be created using the tools computing technology... Such details include: structural unit, last name, first name, patronymic, profession (position), personnel number, i.e., the data contained in reference books of conditionally permanent information. In this case, the form of the timesheet is changed in accordance with the accepted data processing technology.

In the T-13 form, the daily expenditures of working time are noted in column 4. It contains four lines (two for each half of the month) and the number of columns corresponding to the month (15 and 16).

If the organization uses one (common for all employees) type of payment and a corresponding account, the details "type of payment code", "correspondent account" are filled in the table of form T-13 above the table with columns 7-9 and column 9, without filling in columns 7 and nine.

If the organization calculates wages for several (from two to four) types of payment and corresponding accounts, columns 7 - 9 are filled in when recording credentials.

If the number of payment types and corresponding accounts exceeds four, an additional block with identical column numbers is provided in the T-13 form for filling in data by type of payment.

Twice a month (for the first and second half of the month), the total amount of working time is calculated - days and hours worked. The counting is carried out by summing the numbers in the second line of columns 4 and 6 and entering the result in column 5. Data for the second half of the month is also obtained by summing columns 4 and 6, but the result is entered in column 7. In columns 8 - 13, the data of the accounting of working hours are entered as a whole per month.

Time sheets are kept for one year in the department (at the employee) where the working time is recorded.

Bibliographic list

1. Andreeva, V. I. An example of filling out a time sheet / V. I. Andreeva // Reference book of a personnel officer. - 2006. - No. 2. - p. 72 - 73.

2. Mitrofanova, V. V. Table of accounting of working hours / V. V. Mitrofanova // Reference book of the personnel officer. - 2004. - No. 11. - P.63 - 67.

3. Sankina, L. V. Time sheet / L. V. Sankina // Directory of the secretary and office manager. - 2007. - No. 8. - S. 36 - 39.

4. Labor Code Russian Federation. - M.: Prospect, 2008. - 208 p.

Appendix 1

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