How to fill out the timesheet. Drawing up a time sheet with a shift schedule and other nuances

Working time and its accounting are important components of any organization, allowing you to control the activities of the company and discipline employees. In order to simplify this procedure, a special form was developed - a time sheet. It exists in both paper and electronic versions. And each type has its own nuances in filling.

Who completes the sheet

Each organization appoints a person responsible for maintaining the time sheet, focusing on the specifics of the activity and the number of staff. If the organization is small and all the work is done in the office, then the personnel inspector, accountant or other authorized person will report the employees.

In the event that an enterprise has several facilities, it is much easier to schedule employees directly at their places of work. In this case, this obligation is assigned to the foreman or head of the unit by a separate order or is prescribed in the employment contract.

Algorithm for working with a time sheet

First of all, you need to know that every enterprise must have a regular (that is, in paper version) time sheet. The form can either be printed on your own or ordered from a print shop.

There are two approved forms: T-12 and T-13. Their difference is that the first not only takes into account working time, but there are also columns for calculating the monthly. They are filled according to the same scheme, namely, every month on the first day they open a new time sheet. It is necessary to fill in the columns:

Company name (by serial number and date of completion.
The period for which the timesheet is opened.
Ordinal numbers of personnel and their data from personal cards.

The rest of the data is entered within a month, and filling in the part that relates to wages remains with the accounting worker.

For faster and more convenient filling of the time sheet, a notation system was developed and approved. They also reflect other nuances. 36 designations are provided. But sometimes this number is not enough to accurately display all the information about the employee.

Symbols in the timesheet

	Name	Letter designation	Numerical designation
1	Daytime and evening hours	I	01
2	Night work	H	02
3	Work on weekends and holidays	RP	03
4	Overtime work	With	05
5	Business trip	To	10
6	Basic vacation	from	14
7	Additional leave	one	15
8	study leave	At	16
9	Reduced work time for students	HC	17
10	Additional study leave without pay	UD	18
11	and childbirth	R	19
12	Parental leave (partially paid)	och	20
13	Parental leave (unpaid)	oh	21
14	Unpaid leave	before	22
15	Unpaid leave for reasons prescribed by law	OZ	24
16	sick leave	B	25
17	Unpaid disability	t	26
18	Hours of work reduction	lc	27
19	Downtime (for reasons not related to the employee)	vp	28
20	Absence for reasons established by law (with the preservation of wages)	G	29
21	Walking without good reason	ETC	31
22	Hours not worked (if the employer has set a part-time job)	NS	32
23	Weekend	in	33
24	strikes	ZB	34
25	Absences for unknown reasons	HH	35

The table discusses the most commonly used symbols in the time sheet. A more detailed description and a complete list are usually located on the first page of the form. This makes it easier to navigate the symbols and determine in what situation what to put in the cell.

Normal form filling

Filling out the time sheet is painstaking work that requires attention. It can be performed using, for example, the method of continuous attendance and absence.

In this case, data is entered in each column. Symbols indicate both the presence of employees on and their absence, indicating the reasons. The number of hours spent at the place of work is also indicated.

In the time sheet itself, it will look like this: on a day off, put the letter "B", under it 0, on a working day, respectively, "I" and the number of hours, for example 8. Similar to weekends, various reasons for absenteeism are noted, starting with business trips and ending with absence for unknown reasons.

The calculation of the time sheet in this case is a little easier to carry out, because all the necessary numbers and symbols are in front of your eyes. This is especially true for specialists with little work experience - so they will be less likely to get confused and make a mistake.

Fill out the time sheet with the mind

There is also a method for registering deviations. It is applied when the working day has the same duration throughout the period. In this case, only non-standard situations are noted, that is, absenteeism, business trips, etc. When using this method, much less time is spent, and the final result is the same in both cases.

On the sheet, it looks like this: in the top line, information about the absence of the employee at the workplace is entered - V, K, FROM, HH, PR, B and others. The bottom line is left blank. Indeed, in the final calculation of hours worked, zeros do not matter, and with the same length of the working day, it remains only to perform the simplest actions: count the number of empty cells in the top line (these are turnouts) and multiply by the number of hours.

This method is more convenient for experienced personnel officers and accountants. It is also well suited for small organizations where the number of employees is small. If your management doesn't know about a simpler time tracking system, then it's time to suggest it to them.

Maintaining a time sheet on a computer

In addition to the paper version, there are also several electronic ones. As mentioned above, the timesheets must be duplicated without fail. This is necessary so that data on the work of employees is not lost and their reliability is confirmed (after all, it is not possible to use a computer everywhere).

One of the more affordable options is a time sheet created in office programs. Excel is perfect for this purpose. Spreadsheets allow you to create any type and size of a document. Also, thanks to the ability to set formulas, summing up and calculating intermediate data is much easier.

Using special software

With insufficient skills in working with spreadsheets, another similar program may be selected by the employee or management. The time sheet in this case will look similar to the paper version. This will help reduce the time of working with the document.

It should also be borne in mind that each program involves the use of licensed versions. At different suppliers, they, of course, have their own cost. For example, the program "Timesheet" will cost users from 1000 rubles. and above - depending on the number of employees.

Another advantage of such utilities is that you can not fill out a paper time sheet. The form with all the marks is easy to print at any time. This function is for sure in every similar program.

About document storage

What is the table used for? This is the basis for accounting for one amount or another, as well as the main evidence that the employee was at the place of work and performed his duties. Without a doubt, this document is very important for every organization.

Then how long is this form kept? The time sheet must be kept for a year. It is established by law, and such rules must be observed.

If you lose an already closed time sheet, you should not panic. It can always be restored using other documents. For this, explanatory, sick leave, information about business trips, vacation schedules, etc. are used. Everything that confirms and explains the absence of a person at his workplace can be used to restore data.

Who might need a timesheet?

This document is often required for various checks. For example, the tax service checks its presence in the organization and the correctness of filling.

The absence of a time sheet, even in the smallest company, can be a reason for a rather large fine. The same thing happens when making mistakes in filling out the forms. This applies to both calculations and the misuse of symbols.

The presence of tables is mandatory. They are needed both for the company itself (accounting, disciplining employees), and for inspection organizations. And most importantly - correctly apply the symbols in the time sheet. Then you can avoid a number of problems with employees and regulatory authorities.

In practice, the rules for maintaining such a document as a time sheet cause many specialists to have a large number of questions. Difficulties with the execution of this document often appear, especially when it comes to part-time employees, underage employees, etc.

Every company must keep records of working time. These duties can be assigned to a personnel officer, manager, accountant, etc. Registration is carried out using a special form approved by Rosstat. This is form 0504421 or simply a time sheet, which is necessary to register the attendance or absence of an employee at work.

The time sheet (form 0504421) is required for the following:

Control over working hours for the entire enterprise or a separate department.
Accounting for the working days of employees, as well as sick days, business trips, vacations, etc.
Walk fixes.
Entering information about new subordinates into the timesheet.

Each employee in the enterprise receives his own unique code, which is used to fill out the time sheet. This number does not change even with internal employee transfers.

Time sheet template

There are two forms of the time sheet - T-12 and T-13. Also, the law does not prohibit the use by the company's management of documents of its own design. Two types of timesheets are designed for different needs:

T-12. It is filled in manually by the personnel officer. Today they are used much more often.
T-13. This document form is intended exclusively for automatic data processing. All information is entered using a computer, after which the time sheet must be printed and signed.

Reference: if the manager wants to use his own forms, he can take standard ones as an example.

Filling rules

Knowing how to fill out the document correctly, it is very easy to minimize the number of mistakes made. A sample form can be found online. The rules for maintaining a time sheet are as follows:

The person who fills out the document must indicate exactly how many days and hours the subordinate worked.
Information in the timesheet is entered exclusively by an authorized person.
After the forms are filled out, they are signed by the head and the person responsible for the personnel.
Then all signed time sheets are transferred to the accounting department.

This order is never broken. Instructions for filling out the document are as follows:

The person whose authority is to fill out this document is obliged to indicate the name of the company, the time sheet number, accounting terms, etc.
Next comes Section 1.

In this section, the personnel officer should fill in the appropriate columns and indicate the codes that the accounting department will subsequently use to calculate wages. Section 2 will also be completed there.

As for the codes, the most common are:

"I" and "01" - work according to the usual schedule;
"C" and "05" - processing;
"P" and "14" - decree, etc.

Days off on the timesheet can be indicated in two ways, depending on the reason for which they are provided. Example: if the day off was received additionally and is not paid, then “B” is indicated, and if it is a paid day off, then “OB”.

Work in holidays also fixed differently. Example: when a subordinate receives payment for work on a holiday, then "RV" is used. But if he takes an extra day off for this shift, then the personnel officer puts "NV".

In many enterprises, situations often occur when the information in the timesheet can be erroneous. Suppose an employee fell ill and did not report it, and the personnel officer indicated that the reason for his absence is unknown. After recovery, the person brings it to the right, but the time sheet has already been drawn up and handed over by the employee for calculation. What to do?

Then the specialist must use the corrective time sheet. Usually it is issued after the end of the billing period. Correct information is entered into the document, and a memo from the filling person is also attached. The note indicates the reasons why the primary time sheet was filled out incorrectly.

There is no special form of the document, so it can be drawn up on the letterhead of the organization. Usually, the document to be filled out is of two types:

Completely identical to the original form. The corrective time sheet duplicates all the information from the first document, except, of course, erroneous information.
Contains only fixes. This type of document is less common, but it is not prohibited by law.

Based on the corrective time sheet, the necessary recalculation of payments will be made in the accounting department.

Timing

As for settlement periods, young professionals should be aware that such a period is always one calendar month. You can not fill out a report card for a quarter or a year. And at the end of each working month, an authorized employee is obliged to draw up documents for each employee and transfer them to the one who signs the time sheet.

There were no changes in this regard either in 2015 or 2016. If any changes are made by the employer, then personnel officers will be the first to know about it.

A responsibility

Correct completion of the timesheet is the responsibility of the person authorized to do so. However, inspectors often fix various kinds of violations:

mismatch of information regarding the person's earnings;
incorrect use of codes;
incorrect calculation of payments based on sick leave.

For these errors, an official may be held administratively liable, implying a fine of up to 5,000 rubles. But if the company does not draw up a working time record at all, then the manager can be fined 50,000 rubles.

Fill Features

Timekeepers often have to make marks in the document indicating deviation from the standard operating mode. It is important to remember that this is allowed only on the basis of supporting papers (medical certificate, etc.).

But most often, difficulties with paperwork appear if the subordinate is sent on a business trip. In order to avoid mistakes, personnel officers should know some nuances:

The employee is on a work trip on holidays and weekends, which means that the payment is double. Put "KM".
The employee is on vacation. This means that in the empty cells corresponding to weekends, "FROM" is put. If there are non-working holidays, then they should be excluded.
Appears new employee. Therefore, in all empty cells for the dates that preceded his employment, you need to put "XX". These characters should be used when the employee has already quit and the monthly time sheet has not yet been closed.

Before embarking on the duties of maintaining timesheets of employees, you should read the relevant instructions and find out all the nuances of registration. After all, the mistakes made in this case affect, first of all, the wages staff, absenteeism and vacation duration. All documentation provided by employees should be carefully checked.

Attention! Due to recent changes in legislation, the legal information in this article may be out of date!

Our lawyer can advise you free of charge - write a question in the form below:

Labor law obliges employers to keep records of the hours worked by employees. Organizations regardless of legal status and individual entrepreneurs should take into account hours worked. Especially for this, the State Statistics Committee developed and approved the forms of the Timesheet N T-12 and N T-13.

Here are instructions for filling out, which will help to correctly reflect the data and use the time sheet rationally.

Why do you need a time sheet

The time sheet, approved by the Decree of the State Statistics Committee of 01/05/2004 No. 1, helps the personnel service and accounting department of the enterprise:

take into account the time worked or not worked by an employee;
monitor compliance with the working time schedule (attendance, non-attendance, lateness);
have official information about the time worked by each employee for calculating salaries or compiling statistical reports.

He will help the accountant confirm the legitimacy of accruing or not accruing wages and compensations to each employee. Personnel officer - to track the turnout and, if necessary, justify the penalty imposed on the employee.

The time sheet refers to the forms of documents that are issued to the employee upon dismissal along with the work book at his request (Article 84.1 of the Tax Code of the Russian Federation).

It should be noted that the unified forms of timesheets N T-12 and N T-13 from January 1, 2013 are not mandatory for use. However, employers are required to keep records (part 4 of article 91 of the Labor Code of the Russian Federation). Organizations and individual entrepreneurs can use other ways to control the time spent by employees in the workplace. But in fact, the format of the form developed by the State Statistics Committee is quite convenient and continues to be used everywhere.

Who keeps the timesheet in the organization

According to the Guidelines for the application and filling out forms of primary accounting documents:

the time sheet for 2019 is compiled and maintained by an authorized person;
the document is signed by the head of the department and the employee of the personnel service;
after which it is transferred to the accounting department.

As we can see, the rules do not establish the position of the employee who maintains the timesheet. Management has the right to appoint anyone to perform this task. To do this, an order is issued indicating the position and name of the responsible person. If the order to appoint such an employee is not issued, then the obligation to keep records must be spelled out in the employment contract. Otherwise, it is unlawful to require an employee to keep records. In large organizations, each department has a designated employee. He fills out the form within a month, gives it to the head of the department for signature, who, in turn, after checking the data, passes the form to the personnel officer. An employee of the personnel department checks the information, fills out the documents necessary for his work on its basis, signs the time sheet and transfers it to the accountant.

In small firms, such a long chain is not observed - the time sheet is kept by a personnel worker, and then immediately transferred to the accounting department.

What is the difference between forms N T-12 and N T-13 of the Timesheet

The two approved forms differ in topics, one of them (T-13) is used in institutions and firms where a special turnstile is installed - an automatic system that controls the attendance of employees. And the T-12 form is considered universal and contains, in addition, an additional Section 2. It can reflect settlements with employees for wages. But if the company keeps accounts with personnel as a separate type of accounting, section 2 simply remains empty.

Filling out the time sheet

There are two ways to complete the spreadsheet:

continuous filling - every day all appearances and absences are noted;
filling in by deviations - only lateness, absenteeism are noted.

For example, we give instructions for filling out the T-13 form using the continuous filling method.

Step 1 - the name of the organization and structural unit

At the top, enter the name of the company (full name of IP) and the name of the structural unit. It can be a sales department, a marketing department, Production Department etc.

Step 2 - OKPO code

OKPO - all-Russian classifier enterprises and organizations. Contained in the databases of Rosstat, consists of:

8 digits for legal entities;
10 digits for IP.

Step 3 - document number and date of compilation

The number of the document is assigned in order.
The compilation date is usually the last day of the reporting month.

Step 4 - reporting period

The time sheet is handed over for a month - the period from the first to the last day of August in our case.

Step 5 - Employee Information

A separate line is filled in for each employee of the department.

Ordinal number in the table.
Surname and position of the employee.

A personnel number is assigned to each employee and is used in all internal accounting documents. It is retained by the employee for the entire time of work in the organization and is not transferred to another person for several more years after the dismissal.

Step 6 - Attendance and Hours Details

Abbreviated symbols are used to fill in information about attendances and absences of employees. You will find a list of them at the end of the article in a separate paragraph. In our example, for the worker Petrov A.A. 4 abbreviations used:

I - turnout (in the case of turnout, the number of hours worked is recorded in the bottom cell);
On a weekend;
K - business trip;
OT - vacation.

Step 7 - the total number of days and hours for the month

In the 5th column indicate the number of days and hours worked for every half month.

In the 6th column - the total number of days and hours for the month.

Step 8 - Payroll Information

The payment type code defines a specific type of cash payment, encrypted in numbers. See the full list of codes at the end of the article. The example uses:

2000 - salary (wages);
2012 - vacation.

Corresponding account - an account from which the costs for the specified type of remuneration are written off. In our case, the account for writing off wages, travel payments and vacation pay is the same.

Column 9 indicates the number of days or hours worked for each type of wage. In our case, the days of attendance and business trips are entered in the upper cell, and the days of being on vacation are in the lower cell.

If one type of remuneration (salary) is applicable to all employees during the month, then the type of payment code and account number are written on top, columns 7 and 8 are left blank, indicating only the days worked or hours worked in column 9. Like this:

Step 9 - details of the reasons and time of no-show

Columns 10-12 contain the code for the reason for the absence and the number of hours of absence. In our example, the employee was absent for 13 days:

3 days - in connection with a business trip;
I was on vacation for 10 days.

Step 10 - signatures of responsible persons

The time sheet is signed at the end of the month:

the officer responsible for the maintenance;
department head;
personnel worker.

How to mark vacation in the time sheet

Before marking a vacation in the time sheet, it is important to know the following points:

what type of vacation to put down;
vacation period - from what date to what date the employee rests;
what method the time sheet is filled in - solid or only deviations are recorded.

Different types of leave are indicated in the report card by the following abbreviations:

	another paid vacation
	additional paid
	administrative (without saving salary)
	training with saving salary
	on-the-job training (shortened day)
	training without saving salary
	for pregnancy and childbirth
	caring for a child up to 3 years
	without saving the RFP in cases provided for by law
	additional without saving RFP

When using both methods of filling out the time sheet, the leave symbol is affixed for each day the employee is absent. It’s just that when using the continuous method, the remaining days are filled with turnouts (conditional code “I”), and when using the method of accounting for deviations, they remain empty.

Other designations and codes in the table

We give the letter designations used in the time sheet in the form of tables.

Workplace presence:

Absence from work:

	temporary disability (sick leave) with payment of benefits
	temporary incapacity for work without payment of benefits
	reduced working hours in cases provided for by law
	forced absenteeism during illegal suspension (dismissal)
	failure to appear in connection with the performance of state (public) duties
	absenteeism without good reasons
	part-time work
	weekends and public holidays
	additional paid holiday
	additional unpaid holiday
	strike
	unexplained reason for absence
	downtime due to the fault of the employer
	downtime for reasons beyond anyone's control
	downtime due to employee
	suspension from work (paid)
	suspension without pay
	suspension of work with a delay in the RFP

We give only main digital codes of types of remuneration(The full list is in the Order of the Federal Tax Service of Russia of October 13, 2006 N SAE-3-04 /):

Completed timesheet template

The time sheet is maintained by any company, as it reflects important information about all employees, allowing you to control labor discipline. The time sheet contains information about the amount of time worked by each employee. Based on them, the management decides who to encourage, who to punish with bonus deductions, and the accountant calculates the salary.

The mode of working time is the distribution of this time within the range of any calendar period. It strictly regulates the duration working week, which happens as follows: five working days / two days off; six working days / one day off; sliding (replaceable) schedule; as well as irregular working hours, start and end hours, consecutive work/non-work days, and more.

Shift work- this is a type of employment in which the production process does not fit into the permitted duration of the working day. In such cases, shifts are introduced - two or more, depending on the need.

The special mode is irregular working hours. It provides for the possibility of involving the superiors of the employee to perform his duties outside the established working hours.

Another mode is flexible schedule. Here the working time is determined by the consent of the parties. Management controls the working hours of the staff.

In practice, three types of accounting are used:

daily— the duration of daily work complies with the established legislation. The beginning, end and duration of the working day do not change;
weekly– daily hours of operation may vary, but weekly norms will be strictly observed;
summarized- similar to the previous one, only the reporting period is a month, a quarter, etc.

Rules for maintaining a time sheet or how to draw up a time sheet correctly

Time sheet: how to fill it out? Below we will answer this question in detail. The time sheet is maintained both in electronic form and in paper form, the latter form being obligatory. Filling in data only on the computer is not allowed.

You can download the time sheet, its form, sample or form, for free on the Internet. A sample of filling out a time sheet, as well as a completed time sheet, can also be viewed in programs such as Consultant Plus and Garant.

The opening of the time sheet occurs on the first day of each month. It is usually provided to the accounting department twice: before the advance payment, and then before the payroll.

All employees of the organization are assigned a personnel number used in documents on labor control and payment.

Changes due to the admission of new or dismissal of old employees are made only on the basis of official orders from management.

Temporary workers, interns, who are paid, are also included in the time sheet. But! Those working under a civil law contract are not time-sheeted, and part-time workers are provided with a separate personnel number.

It is necessary to fill out the time sheet every day for a whole month, and on the last working day, a total is summed up for each employee: how many absences there were and how many hours worked. To fill out the time sheet, you need the T-12 or T-13 form; in terms of the availability of details, they are almost identical.

Consider step by step instructions on the preparation and execution of a time sheet based on these forms.

Above you need to enter the name of the company. It must fully comply with the name indicated in the constituent documents.
Next, the sections “Date of compilation” are filled in (often this is the last day of the reporting month) and “Document number”.
The "Reporting period" cell contains the range from the 1st to the last day of the month.
The first column of the first section ("Accounting for working hours") contains the serial numbers of the personnel.
Columns 2 and 3 are filled out based on personal cards (form No. T-2)
The 4th and 6th columns are the cost code and the daily hours worked.
The 5th and 7th columns are the intermediate results for the first half of the month and the second, respectively. The top cell contains days worked, the bottom cell contains hours worked.
Columns 8 to 17 are filled in at the end of the month. The total of days worked does not include weekends, business trips, absenteeism of employees, i.e. those days when a person was not actually at the workplace.
The 8th column is the sum of the top cells from the fifth and seventh columns.
9th column - the sum of the lower cells of the fifth and seventh columns.
The 14th and 16th columns are the number of hours and days.
The 15th column contains the code for the reason for the absence.
17th column - the total number of days off per month.

The second section of the timesheet is maintained by accounting.

Time sheet: symbols, codes and abbreviations

In total, 36 codes are provided in the timesheet of employees. Each indicator has an alphabetic and numeric designation. Below is a transcript of the time sheet:

Index	Letter designation	Numerical designation
Duration of work: - day time; - night time; - weekends/holidays; - overtime work; shift method.	YANRVSVM	102 030 405
Business trip	To	06
Advanced training: - there is a break from work; - there is a break from work with a trip to another area.	PCPM	0708
Leave: - basic paid; - additional paid; - additional paid in connection with education; - reduction of working hours in connection with education while maintaining a partial salary; - additional unpaid in connection with education; - for pregnancy and childbirth; - for child care up to his 3 years of age; - unpaid, provided with the permission of the management; - unpaid, provided for by law; - annual additional without pay.	OTODUUVUROZHDOOZDB	9 101 112 131 415 161 856
Temporary incapacity for work: - with the appointment of benefits under the law; - without the appointment of benefits.	BT	1920
Reduction of working hours provided by law	Champions League	21
Forced absenteeism (due to dismissal, transfer to another job)	PV	22
Absence due to public or government duties	G	23
Walking for no good reason	ETC	24
Part-time work at the discretion of the manager	NS	25
Weekends and holidays	AT	26
Additional paid holidays	OV	27
Additional unpaid holidays	HB	28
Legal strike	ZB	29
Absences for unknown reasons	HH	30
Downtime: - due to the fault of the employer; - for reasons beyond the control of either the employee or the employer; - due to the fault of the employee	RNSAP	313 233
Suspension from work provided for by law: - with pay; - without pay	NONB	3435
Suspension of work due to delayed salary	NZ	36

Programs for maintaining a time sheet

To fill out the time sheet on a computer, there are many programs that can be ordered on the Internet. Thanks to them, it will not be difficult to create an electronic time sheet. Consider the most popular among users.

All operations, functions and features are simplified as much as possible and are designed to reduce such a laborious and time-consuming process as the calculation of working hours.

The program has an intuitive interface, allows you to create shift schedules. To learn how to work on it, no courses are required. The timesheet program is written in Excel. It has the ability to record:

working hours;
night working hours;
daily working hours;
employee's time of incapacity for work;
hours worked during weekends and holidays;
absenteeism;
defects or processing.

Program "Time sheet"

This program is also designed to take into account working hours. It can be ordered online for 700-800 rubles. To get acquainted with the principle of its work, you can download a trial version of the time sheet for free. If it has everything you need, then you can buy it. This will require registration and payment, after which a registration key will come that removes all restrictions.

Write a question in the form below:

The time sheet is designed to enter information about the time actually worked by employees of organizations. I must say that the time sheet form is not strictly mandatory - in principle, it can be arbitrary, that is, each enterprise is free to use its own time sheet if such a need arises. However, the form was developed and recommended for use by the State Statistics Committee of the Russian Federation and is preferred.

FILES 4 files

Who completes the timesheet

The form is filled out either by an employee of the personnel department or by the head structural unit, or a timekeeper specially hired for this function. Based on the information entered into it, the specialists of the accounting department accrue salaries and other payments to the employees of the organization. In fact, the time sheet is one of the most important accounting documents. And if small companies can do without it, then large enterprises must keep such time records.

Depending on the personnel accounting system adopted at the enterprise, the time sheet can be formed either one for all employees of the organization, or kept separately in each unit.

The time sheet is a regular document, that is, a new copy must be compiled every month, so the serial number of the time sheet will be equivalent to the serial number of the month in which it was created. The timesheet period covers all days of the month.

You can fill out the time sheet both electronically and in writing. However, after entering all the necessary information, it will still have to be printed out for the signatures of the responsible persons.

Form T-13. Form Features

Let's start with the T-13 form, which is now used much more often to keep a time sheet.

The unified form T-13 or the electronic time sheet is well known to employees of the personnel department. This is not the only way, but definitely the most standard way to account for hours worked. If you are keeping records manually, Form T-12 should be used.

The time sheet is a familiar tool for tracking employee attendance. Form T-13 allows you to record in detail the reasons for absenteeism, including student leave for the duration of the session, advanced training and several types of disability leave. The period for which the document is filled out may be less than 31 days.

The completed T-13 is the basis for payroll.

The format for filling out the time sheet in T-13

Unlike arbitrary tables of similar content, T-13 contains data about the enterprise, including the form of ownership and OKPO. The document number is affixed in accordance with the internal requirements for maintaining time sheets.

The name of the department is also indicated at the top. It must be remembered that the head of this department (even if filling out the time sheet is not part of his or her duties) should sign the completed form.

The order of employees is determined by the decision of the responsible person. The most common sorting is alphabetical, as in our example, but a variant of arrangement by personnel number is possible (column 3).

In column 4 we put marks by day:

I- (appearance) working day,
AT- day off,
FROM- vacation,
RP- turnout on a day off (working off),
To- business trip,
PC- training,
At- study leave with a call from an educational institution,
B- sick leave with sick leave,
T- unpaid sick leave without a sick leave.

Under the mark I put the number of hours worked that day. In column 5, we summarize the number of I in the line and the number of hours. We get 4 values for 2 halves of the month. In column 6, we summarize the values \u200b\u200band get the final figure for the work for the month.

The number of hours for V, OT, K, B and other cases is not indicated in the fourth column. To do this, there are columns 10-13.

Accounting for sick leave, vacations or absences for other reasons

Designation codes may be different (for example, numeric). Legislatively, a specific filling format is not prescribed.

The notation X shows that we do not take into account this day: for convenience, the month is divided into two lines with unequal values. For months that have 30 days (for example, November, the column will look like this (for convenience, the “non-existent” 31st number is highlighted in red):

T-13 for November

By analogy, T-13 is filled out for visits in February.

Columns 7-9 indicate the payment code, the number of days and the type of charges. In our example, the codes are:

2000 - Common workday,
2300 - sick leave (disability allowance),
2012 - vacation.

Alternative Solution

Some enterprises approve a slightly simplified version of the time sheet without detailing the reason for the omissions. In column 4, only 2 codes are indicated:

I- working day,
H- unworked day.

This method may be inconvenient in that it does not record sick leave.

Special cases

How to fill out T-13 for employees participating in conferences and other training events?

Depends on the position of the enterprise. These days can be counted as working days (I), or they can be counted as advanced training (PC). The pay rate may also vary.

Can the code I have a value of more than 8 hours?

Yes. Maybe, if there is a special order for extended working hours. Overtime hours can be marked with the designation C.

What is the difference between T-12 and T-13 timesheets?

The first is a manual attendance form. Second - electronically. Many accounting departments today have switched to T-13, since it can be automatically collected using a special program.

Form T-12

First of all, as in any other personnel records document, you first need to enter the details of the organization in the timesheet: its full name with the OKPO code (to be taken from the registration documents), organizational and legal status (IP, LLC, CJSC, OJSC), as well as the structural unit (department) for which this time sheet is maintained (if necessary).

Then you need to enter in the appropriate column the document number for the internal workflow, as well as indicate the reporting period that takes into account this time sheet.

Numeric and alphabetic codes in the time sheet

This part of the timesheet includes the alphabetic and numeric ciphers used to fill in the necessary information on employees, as well as their decoding. They must be entered in the main part of the time sheet in order to briefly and clearly reflect the amount of time actually spent by one or another employee at the workplace, as well as the reasons for his absence from work. In case the specialists personnel department there is a need to enter some additional codes in this form of the time sheet, they can be developed independently and entered in this table.

Accounting for working time in T-12

This section in the report card is the main one - it is in it that records of working hours are kept. First you need to enter the employee’s serial number in the first column of this section, then, in the second column, his full name (preferably the full name and patronymic, so that there is no confusion and errors). In the third column, you need to insert the personnel number of the employee assigned to him during employment (it is individual and never repeats).

There are two lines for each employee in the time sheet - they contain encrypted information about the presence or absence at the workplace on each calendar day of the month. In addition, it is also necessary to indicate the reason for non-attendance at the workplace if one has been installed.

In the top line opposite the name of the employee, the reason is indicated, and in the bottom line - the number of hours actually worked, and if the employee did not appear at the workplace, the bottom cell can be left empty.

The next step is counting. total hours and days actually worked for two-week periods, and at the end of the table - the result of calculations for the month.

At the same time, you should carefully monitor that the total number of calendar days in a month coincides with the amount of working, weekends and holidays indicated for each employee.

It should be said that sometimes the persons responsible for filling out the time sheet enter into it only those information that relate to the days when the employee was absent from the workplace. However, this option can lead to personnel and accounting errors, so it is not advisable to use it.

Date and signatures of responsible persons

After the time sheet is filled out, the employee responsible for it must indicate his position, as well as put down a signature in the appropriate cells with a mandatory transcript. The report card must also be approved by the head of the structural unit or the director of the enterprise - also indicating the position and signature with a transcript. The last thing you need to put is the date the timesheet was filled out.