Work time sheet form. Designations and codes in the time sheet

Templates are located here time sheet in Excel. The templates produce automatic calculation of working hours and minutes.
The days of the week are automatically set depending on the month . For example: in February the first day falls on Saturday. You put in the cell under the number “1” the designation “Sat”, press “Enter” and all days of the week will change to the correct days of the week for this month.
Hours and minutes of work must be entered in the timesheet using a colon. The cells are configured this way to count time correctly. For example: 8:15 .
For more information, see the article "How to calculate time in Excel."
To speed up the timesheet completion, you can fill out the first line, then copy down the timesheet, make amendments for sick leave, vacation, etc.

How to make a time sheet, duty sheet, vacation sheet, etc., see the article “Working time sheet in Excel”.
This automatic shift schedule can be downloaded.

The working time of each employee is subject to regulation, both in establishing the norm and in observing it. For these purposes, an accounting sheet is drawn up. This document includes basic data on shifts worked. The number of employee absenteeism is also taken into account.

Time sheet - purpose and use

The main purpose of a working time sheet is to visually display information on an employee’s work output. Based on this data, the employee's wages are calculated. This aspect becomes the main purpose of maintaining this document.

However, the use of a similar model is also relevant in other matters. When analyzing a performance situation, it often becomes necessary to calculate loss of working time. This sample documentation allows you to obtain visual information for a certain calendar period. However, in a situation where it is necessary to do photo of working hours or timing, this sample documentation will not provide the necessary information.

The document form has a legally established form for providing the accounting department with personnel information.

In this case, there are two main samples that are filled out depending on the method of recording information:

• form T-12 is used to fill out a form in A4 format, this option is relevant when entering data manually;
• sample T-13 is a spreadsheet; data can be entered into it either automatically by a program or manually, but in electronic format.

The choice of form depends on the internal reporting procedure. It is acceptable to use both options or a mixed system.

Designations in the time sheet

When filling out the form, symbols may be used. Their standardized list is presented in the T-12 form, but for convenience it can be added to the electronic version. In this list letter designations They have a written code on the time sheet.

When entering data into the form, both alphabetic and digital values ​​can be equally indicated. The first option is most often used, since it is usually more convenient - it is easier to navigate using the first letters on which the designation is based.

Responsibility for maintaining time sheets

The obligation to enter information on this form depends on the size of the organization. If it is a small company, then all personnel can be accounted for by one person. However, if there are structural divisions and branches, then it is more expedient to appoint responsible persons for each department.

To determine the responsibilities, orders are issued for each employee who is assigned to fill out this sample documentation. This employee prepares the document and signs it. The head of the department in charge of these employees also signs the form, after which it is sent to the accounting department.

How to fill out a time sheet correctly

The rules for filling out a time sheet prescribe a certain order in entering information.

Since forms T-12 and T-13 have minor differences, their filling differs little. The procedure is as follows:

• in accordance with the main documentation, the name of the organization is indicated, as well as the structural department, if the sample takes into account only one of the divisions;
• the dates for filling out the form and numbering are indicated;
• the reporting period takes into account the time for which information is entered;
• to fill out the second and third columns, the data specified in the employees’ personal cards is used;
• then all attendances and absenteeism are entered into the columns, according to the employee’s attendance, both letter and code designations are used, after which the intermediate and total number of shifts worked in hours and days is calculated;
• The last column for each employee indicates the number of holidays and weekends.

Information on the second section is entered directly by the accounting department. It contains calculation data for accrual wages taking into account all allowances and deductions. At the end, the total amount to be paid is noted.

Leave without pay in the timesheet

When filling out the document, each option for absenteeism has its own letter and code designation.

Leave without pay is noted in two options:

• if it was granted with the permission of the employer, then such leave is designated by the letters DO or code 16;
• if leave is provided for by law, then it is noted as OZ or 17.

There is also a designation for annual leave that is not paid by the employer. In this case, the values ​​DB or 18 are entered into the form. To correctly fill out forms T-12 and T-13, it is important to use the prescribed designations. For this purpose, a separate instruction can be drawn up, which will become a regulatory document for a specialist. According to it, the entire procedure for entering data must be regulated in order to avoid confusion and errors.

Form for filling out the working time sheet form 0504421

The new OKUD form 0504421 is the Ministry of Finance’s recommendations and samples for filling out a time sheet. The current sample of these instructions was approved in March 2015 and is a valid form. Based on it, the organization develops its own instructions, taking into account the specifics of the company.

In addition to general recommendations, the Order of the Ministry of Finance established the current models T-12 and T-13. They replaced older options by simplifying the filling system and making it more concise. The new form also includes a list symbols, used when filling.

The report card can use alphabetic or numeric codes to indicate a particular event, for example, attendance at work has the letter I or 01 in digital expression, absenteeism - PR or 24, additional days off without pay - NV or 28.

It should be noted that the unified form T-12 can be used in any organization, regardless of the form of ownership, except for budgetary institutions.

IN budgetary institutions the accounting form approved is used, which uses other digital and alphabetic designations in the time sheet.

1. In what cases is the NN code used?

The NN code, or the absence of an employee for unknown reasons, is entered every time and as long as the employee is not at work and the responsible person does not have documents about the reasons for his absence. Even if the manager of the absent person swears that the employee is absent (PR code), do not rush to put this code in the primary accounting documents, wait until the person brings a document explaining his absence, otherwise it may happen that the time sheet with the wrong code will be provided to the accounting department, and subsequently it turns out that the employee was absent due to good reason, and then you will have to make changes to the primary accounting documents.

2. How are days off on business trips designated?

There are two points of view on the issue of code designation of weekend days when traveling on business: some believe that code K () should be used, others argue that code B () should be used. Both have their own reasonable and legally justified arguments, but there is no single approach, so proceed from your own established practice.

3. Are days off marked on the timesheet when an employee is sick?

When an employee is on sick leave, code B (temporary disability) is entered for the entire period of temporary disability, including weekends and holidays.

A similar complete registration is carried out when employees are on maternity leave (P), on parental leave when they reach the age of three years (OZ) and unpaid leave (UP).

4. How are days off on vacation designated?

If, when an employee is on annual paid leave (PA) or on annual leave (AH), a holiday falls during the period of his rest, in the report card the OT or OD code must be replaced with B (weekends and non-working holidays), because, in in accordance with Article 120 of the Labor Code of the Russian Federation, non-working holidays falling during the period of paid leave are included in the number calendar days vacations are not included.

5. What designations should be put on the report card: digital or alphabetic?

There are no clear instructions on this matter, therefore, in each organization, information is entered into the timesheet based on established practice and ease of use. If you like the letter designation on the time sheet, use it. If not, put numbers.

6. Which form of report card is more convenient to use for filling out?

The form of the report card does not matter; you can choose the form approved by Decree of the State Statistics Committee of Russia dated January 5, 2004 No. 1 (,), you can use the form approved by Order of the Ministry of Finance of Russia dated March 30, 2015 No. 52n.

Form No. 52n

In general, if you work in commercial organization, you can independently develop and approve own form with its own alphabetic or numerical designations, no one prohibits this, the main thing is that it is in fact.

7. Who should keep track of working hours and who should be responsible for it?

If the organization is small, it can be led by one person.

If the structure of the enterprise is significant, it is advisable to appoint a responsible person in each division.

All responsible persons, regardless of their number, are appointed by orders for the main activities in order to avoid various types of misunderstandings.

Responsibility for the completeness and correctness of filling out the timesheet lies with the person authorized by the order.

The head of the department is responsible for the timely submission of timesheets to the accounting department.

The employer is responsible for everyone.

8. How to properly keep track of working hours if the enterprise is small and operates on a five-day basis?

There is no single approach to record keeping; you can keep a continuous record (record all facts), or you can only record deviations (temporary disability, absences for unknown reasons, etc.). The main criterion is the correctness of recording the actual time worked on paper, since this document is the primary one for calculating wages.

In everyday work, the first option is more convenient when working periods, the second option is preferable when the working hours are unchanged, as is the case with a five-day week.

In any case, working hours are recorded daily and submitted to the accounting department monthly.

Express your opinion on the article or ask the experts a question to get an answer

Time tracking is a very important task. The employee does not want to lose his hard-earned money, and the organization, in turn, does not seek to pay for absenteeism.

Timely and correct maintenance of reporting documentation for recording working hours will help to avoid such misunderstandings.

What is it for?

Time sheet is established document, which carries information about compliance with working hours by each employee. In other words, this is a table where data on the attendance or non-appearance of each of the organization’s employees is entered.

Based on this document, wages and bonuses are calculated or penalties are imposed for lateness, absenteeism and other deviations from the work schedule.

Such a report card must exist in a single copy and be kept by the employee who was appointed responsible for its preparation. Most often, this work is entrusted to the HR and accounting department, sometimes to the head of a department or senior manager. The appointment to the position of “timekeeper,” or rather the assignment of the corresponding duties, must be reflected in the employment contract.

Form options

You can take into account how many days and hours an employee worked using various methods, but Roskomstat has prepared special forms. They are simple and easy to use; with their help, you can clearly track your work “attendance” and subsequently effectively use the data obtained.

For budgetary organizations a special form of time sheet No. 0504421 was introduced.

For all other organizations and enterprises, forms T-12 and T-13 were approved. The latter differ from each other in that the T-13 is used where appearances and non-appearances are controlled not by people, but by means of automated systems(turnstiles). I came to work, checked in at the checkpoint with a pass, and moved on. In this way, it is easy to control lateness, absenteeism and other deviations from the work schedule.

Forms on form T-13 are most often filled out in automatic mode, or with partial use of technical means.

Working time sheets in form T-12 are also filled out for the purpose of calculating wages, so it is convenient to entrust the maintenance of such a schedule to an accountant.

How to fill it out correctly

The most important aspects of keeping timesheets:

• the table exists in a single copy;
• filled out daily on the basis of official documents (sick leave certificates, orders, instructions, etc.);
• It is prohibited to remove any columns or fields from the generally accepted table.

However, you can still change the table. Sometimes situations arise when you need to add additional fields to an existing form. For example, to take into account certain working hours for non-standard shifts. In this case, making changes is possible, but only after signing the corresponding order of the manager.

Before the start of the reporting month (2-3 days in advance), the responsible employee opens the timesheet. Now is the time to decide which method of conduct will be chosen. This can be a complete registration - daily attendance/no-show marks, or only entering deviations from the regime - lateness, night shifts, overtime, etc.

Sample of filling out a time sheet using the example of form T-12

First of all, the header and the first three columns are filled in. This information, as a rule, remains constant - structural unit, full names of employees, personnel numbers.

In columns 4 to 7, marks on attendance, absence, days off and sick leave are entered on a daily basis. For this purpose, special designations are used for each of the reasons. So, sick leave is designated by code B, a working day off is indicated by RV, and annual leave- OT. The full list of designations can be found in the most unified form on the first sheet.

It is important to remember that any marks are placed on the time sheet solely on the basis of any document. This could be a sick leave, an internal order or an order for overtime work with the signature of an authorized employee.

Situations often arise when it is not entirely clear what code to put. For example, an employee is on paid leave and is assigned an OT code. But at this time he had the imprudence to fall ill and did not go to work on the appointed date.

If the employee did not warn us, then it is advisable to enter the NN codes (failure to appear for unknown reasons), and after receiving sick leave correct these designations to code “B”. If an employee has found a way to report his illness, he can immediately mark the code “B”.

Perhaps in such a situation, it is better to write down the codes “NN” and “B” in pencil first, so as not to spoil the appearance of the document, which exists in a single copy. If the form is maintained in electronic form, then such problems will not arise.

Some absences are usually counted in “days”, because an employee cannot only be on vacation for half a day, or go on sick leave for three hours. In this case, an empty column is left under the letter designation. If the employee was 30 minutes late, or worked 4 hours overtime, then the time of deviation from the work schedule is indicated under the letter designation.

Columns 5 and 7 provide an intermediate and final total of days worked, and columns 8 to 17 provide a full report for each employee - how much he worked, how much he rested, how much he missed and why. From the title of the header above each column, it becomes clear what data to summarize.

Features of timesheet maintenance in budgetary organizations

Form No. 0504421 is also used to monitor compliance with the working regime, but has a slightly different name “Accounting for the use of working time”, which reflects the specifics of the work of budgetary organizations. In this report card you can find such designations as “study days off”, “substitution in an extended day group”, “study leave”.

The procedure for maintaining such a time sheet is no different from the unified accounting forms T-12 and T-13:

• kept in a single copy;
• opens 2-3 days before the start of the billing period;
• used without changes to the standard form.

Two registration procedures have also been adopted - continuous (all appearances and non-appearances are noted) and with indication of deviations.

There are several differences in the table itself. In the header of the report card, in addition to the name of the organization, structural unit and period of maintenance, its type should be indicated with a number. If the time sheet is submitted “as is” without making changes, then it is called primary and is marked in this column as “0”. With each subsequent adjustment, you must indicate the change number in order.

The first four columns are filled in immediately - these are the full names of employees, personnel numbers and positions. The following columns are filled in as the period progresses. In the upper part of the columns indicate deviations from the operating mode in hours (if any), in the lower part there is a letter designation of the reason for the deviation. Columns 20 and 37 summarize interim and monthly results, respectively.

No additional calculations are provided in this form. At the end of the billing period, this document is transferred to the accounting department, where, on its basis, wages for employees of the budget organization will be calculated.

The list of symbols used in this work time sheet (form No. 0504421) can be found in the table:

How is vacation designated?

The word vacation in personnel matters combines many concepts. Starting from and ending with maternity leave. Many young mothers will disagree, but this is also a vacation, although it is provided to care for a small child.

Each of these vacations is marked in its own way on the timesheet and it is worth paying special attention to the most common types of vacation and their registration.

On schedule

Based on the vacation order, which must include the signature of the vacationer himself, the timesheet is marked with the code “OT” if this is the main vacation, or the code “OD” if it is additional.

At your own expense

There are times when an employee needs to receive several vacation days outside of your regular schedule. The reasons may be different, but there is only one solution - leave without pay.

The legislation provides for several reasons for such leave - a wedding, the birth of a baby, or more sad events, such as the death of a close relative. In these cases, you should enter the code “OZ”.

If the employee has a different reason, and he receives such leave in agreement with the manager, then the code “BEFORE” is used. In both cases, the mark is made on the basis of the corresponding order signed by the employee.

Training

Combining work and study in our time is more the norm than the exception, and legislation in this matter supports such workers by guaranteeing study leave. After accepting the corresponding application from the employee and receiving the order signed by the student, you can safely mark the code “U” on the report card for the entire period of study leave.

It is worth noting that if an employee falls ill while passing the next session, then such leave is not extended for the period of sick leave and code “B” can be entered only in the days after the end of study leave, in the event that the employee did not have time to recover before the end of the leave and provided a sick leave certificate confirming his absence after the end of the session.

For pregnancy and childbirth

Such a blissful period for female employees, of course, should not be overshadowed by red tape with documents; therefore, maternity leave is granted on the basis of a sick leave certificate, the code in the report card is “P”. The same code is used in the case of adoption of a newborn baby.

Child care

And after this, an order is issued for parental leave until the age of three. Such leave is marked with the code “OZH”.

Working with documents is always a responsible task, but knowing the basics of filling out time sheets will save you from disputes during payroll and other minor troubles of this kind.

Video - drawing up a time sheet and calculating wages in 1C: