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Excel sheet with formulas. Simplified working time sheet form

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 electronic version. In this list, the letter designations in the time sheet have a prescribed code.

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 this small company, then all personnel can be accounted for by one person. However, if there are structural divisions and branches, it is more expedient to appoint responsible persons for each department.

To determine the duties, orders are issued for each employee who is assigned to fill of 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, as well as the structural department, is indicated 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 quantity shifts worked in hours and days;
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 calculated data on payroll 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 with 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 in the form. For correct filling 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 valid form. Based on it, the organization develops its own instructions, taking into account the specifics of the company.

Except general recommendations, The order of the Ministry of Finance established the current samples of 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 of symbols used when filling out.

The accounting sheet is determined by Resolution of the State Statistics Committee No. 1 of 01/05/2004 (the accounting sheet is mandatory to fill out, but the law does not provide for strict limits on the form of the document). A specialized form is established, which is filled out by personnel services or accounting. This document is necessary in order to clearly control and take into account the time worked by employees. For accountants, this form becomes the basis for monitoring the legality of all types of accruals. For HR department employees, this timesheet allows them to track the attendance of employees at assigned jobs according to a previously established schedule, which includes workdays and weekends. The time sheet also helps to impose penalties if one or another employee systematically violates this schedule.

The time sheet allows you to control lateness, attendance and absence of employees, that is, it is the basis for monitoring compliance with the work schedule. With the help of the timesheet, it is possible to obtain official information on the issue of time worked for each employee. Accordingly, this document has an important composition for special statistical reporting and formation of wages.

In fact, a timesheet is a well-developed form of a document, which is presented in the form of a table. The table contains information about the employee, as well as all data relating to his working time, attendance and absence, the reasons for non-appearance are indicated, and then the total number of those days, as well as hours that were worked by the employee during a clearly defined period of time, is displayed. When filling out the document, codes are used to indicate the reasons for the absence of specific employees from work. The legislator determines the possibility of developing its own form of this document, on the basis of which time worked should be recorded.

The T-13 report card form is not mandatory, since in 2013 certain adjustments were made to legislative acts, who determined that the employer may refuse to use this document. But, in part 4 of Art. 91 of the Labor Code of the Russian Federation states that all employers bear the obligation to draw up a document taking into account the working time of all employees. That is, it is possible to create your own document, the filling of which will be convenient for the employees of your company. Traditionally, enterprises use the T-13 form.

Who leads the T-13 in the organization?

The legislation does not establish who exactly should maintain the time sheet. But, rules of conduct primary documentation define the following:

The timesheet must be maintained, and maintenance is carried out authorized person;
The head of a separate department is obliged to sign the document, and it is also signed by a specialist from the personnel department;
Based on the timesheet, the calculation of wages is generated; accordingly, the document is sent to the accounting department.

The authorized person who fills out and maintains the timesheet is appointed by management, with a description in the employment agreement of all obligations in this area. A document (order) is also created, which indicates the employee’s position and his individual data. In large enterprises, an employee is selected in each department who carries out the process of keeping records of actual time worked by all employees of the organization. Over the course of a month, the employee fills out the form, after which he submits it to the head of the department for study and signature. The boss, in turn, transfers the document to the personnel employee. The data is verified and other data is filled in. necessary documents, and the time sheet is transferred to the accounting department, which allows you to correctly calculate wages. In small organizations, as a rule, filling out the timesheet is carried out by an employee of the personnel department.

Procedure for maintaining form T-13

Each employer can independently supervise and control the order of document maintenance. It is best to work out a manual or instruction that will provide the employee with clear instructions on all issues of document preparation primary type. It will also become the basis for choosing a clearly defined form for recording actual time worked (the law defines two main document forms - T-12 and T-13, and the legislator also allows the employer to develop his own document form), etc. In the instructions or guide for drawing up a time recording form which the employee actually worked, it is best to indicate the following main points:

If the enterprise is large, then indicate that the time sheet is compiled by division. That is, in each department a separate employee is appointed who will keep track of the time worked by the employees of the department;
A description of the structure for selecting the responsible employee who will carry out the process of keeping records of the attendance of all employees of the organization is being developed;
Compile a description of all additional codes that can be used to determine absenteeism or an employee’s return to work (most often, codes indicate the reason for absenteeism);
Define complete order filling out the accounting form: indicate how the facts of presence/absence, tardiness, reasons for absence, etc. are reflected;
Determine a procedure that will help reflect exit/non-exit data in non-standard situations.

Methods for filling out the T-13 form, basic codes for filling out the timesheet

Are being formed various options registration of a form for recording actual time worked. This can be a reflection of all the data for each day, and data that relates to the presence or absence of employees must be indicated. There is also a second option for filling out the document, which involves indicating only deviations from the norm. That is, in fact, a description of absences and tardiness is formed.

Two variants of codes are determined by which information is reflected in the report card. Let us remind you that the time sheet is a specialized table in which it is simply impossible to indicate all the data in writing. Therefore, there are generally accepted codes, the use of which allows you to quickly and easily fill out the timesheet.

Employee attendance at workplace on a clearly defined day it will be reflected with the letter “I”, or with the digital code 01;
The standard vacation option, which is determined by the organization’s schedule and is considered annual paid, is noted in the “OT” sheet, or with a digital value - 09;
If we're talking about on leave granted to women during pregnancy and childbirth, the letter designation “P” is used, or the number 14 is used;
If an employee receives leave related to caring for a young child, then “OL” or 15 is indicated;
Vacation without payment, that is, at one’s own expense, is marked “BEFORE” or 16;
If an employee is sent on a business trip, then the letter “K” is indicated, and in the digital value it is noted as 06;
If an absence from work occurs, taking into account the fact that the circumstances of this event are not yet known, “NN” is indicated, with a digital value of 30;
Sick leave in the document is reflected as “B” or 19.

The document must contain information about the employer. In the header part you will need to enter the name of the organization and information about the OKPO code. In addition, the name of the department is indicated if we are talking about a report card that is filled out for a clearly defined department of the enterprise. Information is indicated in the form of the date and document number, that is, based on this information, you can determine the exact period of the document.

The following is information about the employee. Each employee is assigned a specific personnel number. This number subsequently used to compose all other internal documents at the enterprise. Information about the position and individual details of the employee (full name) must be indicated. At certain enterprises, this column also indicates information on the basis on which the employee was hired at the enterprise, that is, the details of the order for hiring the position are indicated.

The timesheet contains all data on the working hours of all employees (for each individual). That is, in the column for each employee, a daily description of all data on attendance, absence, vacation, day off, etc. is formed. All data is indicated in alphabetic or numerical values.

The document also reflects the total number of days and hours worked at the enterprise, taking into account all the data on working hours that were indicated in the timesheet. The second and fourth lines, which are located below the lines indicating presence at work, determine the need to indicate the actual time worked in hours. These lines may not be in the document; accordingly, their completion is not considered mandatory.

The document has a column in which you can enter all the data on no-shows. That is, in fact, this is where information is reflected that concerns the reasons that became the basis for the employee’s absence from his place on a given day. The document contains an indication of the hours that the employee was absent from the enterprise. It also indicates how many days the employee was absent for one reason or another (for example, the employee did not work for ten days, 4 days due to a work trip, and 6 days due to vacation at his own expense).

After the T-13 form is drawn up by the responsible employee, the process of signing the document is necessarily carried out, which actually makes it legally significant, and then makes it a kind of basis for the accrual of funds in the form of wages. The document is signed by the responsible person, the head of the department, as well as an employee of the personnel department.

Vacation must be indicated on the work time control sheet. IN in this case, it is determined what type of leave is provided, and the dates when the person is on this leave are indicated. There are various letter designations that are entered into the document. The standard option is the next vacation, marked “OT”, but if we are talking about additional leave that will be paid for by the employer, then “OD” is marked. If the vacation is not paid, then “BEFORE” is indicated. Often, workers carry out parallel distance learning, and for the period of study - sessions, paid leave is provided, which is reflected in the documents as “U”. There are situations when an employee attends training, but remains to perform his direct duties at the company or enterprise; in this case, it is envisaged to use a shortened working day, and in the accounting sheet this fact is reflected in the form of the letter value “UV”. Leave associated with childbirth, as well as pregnancy, is indicated as the value “P”, for child care “OZH”. Also, in certain cases, leave is provided without pay, and in this case, the letter value “OZ” is formed.

How is absence from work marked?

To indicate temporary absence from work, it is also provided specific code. All data in the timesheet is indicated in letter form, which allows accounting employees to clearly determine all the nuances of wage calculation, and necessarily vacation payments and sick leave payments. If a person does not go to work, but provides information that he is sick, then temporary disability under this condition is indicated by the letter “B”. There are situations when removal from professional duties occurs. “NB” is indicated on the report card. If the enterprise does not pay wages, then the employee has the right not to attend his work, and not to fulfill the obligations established by the employment agreement, in accordance with the provisions of the law. This fact is reflected in the report card with the letters “NZ”, which actually indicates a suspension of work due to the employer’s failure to fulfill all of its obligations to pay for the work performed. If removal from professional duties is carried out with accrual of payment from the employer, then in this case the value “BUT” is indicated, which allows accountants to accrue the amount of payment labor activity, taking into account that the employee was not present during certain working days.

How is downtime noted on the report card?

It should definitely be noted that in enterprises there is such a thing as downtime. That is, in fact, the employee is present at his workplace, however, certain work processes are not carried out. In this case, the employment agreement initially contains data that determines the structure for calculating wages in the event that downtime is due to the fault of the employee, the employer, or due to reasons that do not depend on the employee or employer. The timesheet also contains data related to downtime. If it is formed due to the fault of the employee, “VP” is indicated, if the employer’s fault is traced, “VR” is indicated, but if the downtime is formed by other factors, then “NP” is indicated.

In accordance with the Labor Code of the Russian Federation, employees must receive days off. However, in certain cases, days off do not fall on the employee's weekend, in other words, employees have to work on weekends, but at an increased rate. The law establishes that an employee who works on holidays and weekends receives higher pay. If absenteeism occurs due to a day off, “B” is indicated on the timesheet; if the day off is incomplete, “NV” is indicated. The employer can also provide an additional day off, which will be indicated on the “OB” sheet if it is paid. If the additional day off is not paid, it is reflected in the document with the letters “NV”.

Non-standard situations when filling out a timesheet

There are unusual situations when specialists do not know how to correctly mark certain values in the accounting sheet. For example, consider a situation where an employee falls ill while on annual leave. The legislation establishes that if a worker falls ill while on vacation, a sick leave certificate is issued, and the vacation is extended for a clearly established period, which is determined by the sick leave certificate, if any. The report card is marked with “B” instead of “OT”. If, after the vacation, the employee does not return to work, then “NN” is indicated, that is, it is indicated that the absence was due to an unknown reason. After documents are provided that determine the existence of a valid reason for non-appearance, for example, sick leave is provided, “B” is entered on the report card instead of “NN”.

Where can I find codes for filling out the T-13 form?

When preparing the T-13 form, it is the letter values that are used. Since it is simply unrealistic to indicate everything in words. Most often, already developed additions are used, in the form of codes, which are provided in Appendix 1 to the official order of the Federal Tax Service of Russia dated September 10, 2015 No. ММВ-7-11/387@. However, the manager can develop his own code values. In this case, a special addition to the instructions for preparing the timesheet is drawn up, in the form of a fairly simple table.

What are the differences between the T-13 and T-12 uniforms?

As you already know, there are two well-developed forms of the document, and the legislator does not limit the employer in choosing the form that can be filled out in the process of recording working hours. These forms are almost identical, but there are still certain differences. Practice shows that modern employers most often give preference to the T-13 form, since it is easier to draw up.

Shape differences:

Form T-12 also contains columns for the days of the month that relate to a clearly defined employee, but these lines are located horizontally. As for the T-13 form, they are divided into two parts and are parallel. That is, in fact, in the T-13 form, you indicate all the data about visiting work in the first lines, in the second lines you indicate the amount of total working time in hours. It's more convenient;
It should also be said that for each employee in the T-13 form, four lines are allocated regarding the reasons for absence from the workplace, which allows you to control all the nuances of absenteeism and the presence of valid reasons. In the T-12 form, such data is also reflected, but only two lines are allocated to them;
Form T-13 contains a final part, which is not reflected in form T-12. In fact, the first option reflects not only information about the attendance and absence of each employee, but also codes of payment types, which allows accountants to quickly navigate the issue of calculating payment for work performed.

In the specified form there is a special department that reflects all the data on the accrual of funds as payment for activities, taking into account time worked, vacation pay, absences, etc. That is, in fact, by indicating all the data on recording total working time, the opportunity is created correct and fast enough accrual cash in accounting. The document must indicate codes cash payment. These codes are indicated exclusively in digital values:

2000 - accrued wages provided in the form of wages;
2012 - the amount of vacation payments, which is determined by the schedule next vacation for each employee.

This section also necessarily indicates the corresponding account, that is, a specialized account from which all costs for paying for activities are written off.

The number of days or hours worked is also indicated, taking into account certain type wages. For example, standard working hours (days of attendance) are entered, and information on travel and vacation pay is entered. The code of the type of payment and the account number from which the process of crediting the payment for certain working hours of the employee will be carried out.

Conclusions

Report card - mandatory document, which must be filled out at any enterprise. After all, it is on the basis of this document that the following processes are carried out:

Monitoring the work of all specialists at the enterprise;
Monitoring timely attendance at working hours;
Control of hours worked, taking into account the possibility of correct calculation of wages.

In other words, the time sheet is a document, using which the manager receives all the necessary data about the responsibility of employees and their fulfillment of the terms of the employment agreement, as well as staffing table. And accountants, on the basis of this document, have the opportunity to correctly calculate wages in order to follow all the norms of labor legislation.

The legislator does not establish strict requirements for drawing up a form for proper recording of working time, but determines the need for this recording. There are two developed forms, all the nuances of which we discussed with you above; in fact, you just have to study this information to learn how to compose a document yourself. It should also be noted that there are specialized programs that allow you to carry out the process of recording working hours in a simplified mode; to study the nuances and features of such programs, we invite you to watch this video.

The main document on the basis of which a company calculates wages to its employees is a time sheet. As a rule, a unified form is used (can be downloaded here). Let's look at a sample of how to fill it out.

What forms can be used

As the main document for recording working hours and payroll, a company can use:

unified report forms approved by the State Statistics Committee;
independently developed forms that contain all the details provided for by Law No. 402-FZ “On Accounting” and approved as an element of accounting policy.

Use the free online timesheet generation service:

Unified form of time sheet

There are two types of unified time sheet form:

Timesheet for recording working hours and calculating wages (form No. T-12);
Time sheet (form No. T-13).

The company has the right to choose any form. The law does not contain any restrictions. Both forms were approved by Decree of the State Statistics Committee dated January 5, 2004 No. 1.

Timesheet form

The blank forms of the above forms look like this:

Form No. T-12. Time sheet and calculation of wages

Form No. T-13. Time sheet

Methods for compiling a time sheet

The Labor Code imposes on companies the obligation to keep records of the working hours of their personnel (Article 91 of the Labor Code of the Russian Federation). There are two ways to compile a timesheet:

Registration of all attendances and absences from work.
Registration of only deviations: vacations, illnesses, absences for other reasons, work beyond the established time limit, etc.

The choice of any option is at the discretion of the employer. It does not depend on the working hours established in the company.

As a rule, they choose the method that is convenient for HR specialists. For example, the first is appropriate for cumulative accounting of working hours, when shortfalls on some days are compensated by overtime on others.

This procedure for recording time worked allows us to identify all overtime or shortcomings during the accounting period.

The second method (registration of deviations) is convenient when the working day is constant and known. In this case, the person who fills out the document knows exactly the number of working hours in each working day. Therefore, it is more convenient to register only deviations.

The timesheet is filled out either by an accountant or a human resources employee (timekeeper). Typically, the person responsible for its registration is appointed by the director of the company. To do this, an order is issued, signed by the director.

How to fill out a time sheet

When filling out, they are guided by the Instructions for the use and completion of labor accounting documentation forms, which the State Statistics Committee approved by Resolution No. 1 of 01/05/2004. To record time worked, the forms have several columns and lines:

T-12 (columns 4, 6) - two lines;
T-13 (column 4) - four lines (2 for half of one month) and columns 15 and 16.

The top line of either of these two forms is needed for symbols (codes) of working time. The bottom shows the length of time that was worked or not worked (in hours, minutes) according to the corresponding codes. The employer has the right to increase the number of columns in the timesheet to record additional data on the work schedule. For example, enter the start and end times of a shift. This is advisable if personnel work in conditions that differ from usual ones.

In columns 5 and 7 of the T-12 form, the top lines indicate the number of days that were worked. The bottom lines are for hours worked.

When registering absences (deviations) in the timesheet, which are counted in days (for example, days of illness or vacation), a letter code is placed in the top line symbol no-shows. The lower columns are left empty.

In Form T-12 (Section 2) indicate the amount of payment. In addition, it reflects the corresponding account into which wages are calculated for the time worked. In most cases, these are expense accounts (20, 26, 44, 91). Similar data is indicated in column 8 of form T-13.

Prepare timesheets online for free

Samples of filling out timesheets

Let's look at how to fill out a time sheet using the two forms presented above.

Filling out form T-12:

Filling out form T-13:

Symbols in the report card

The information in the report card must be encoded according to the requirements of the State Statistics Committee. The table below shows the codes and their interpretation.

Decoding	Code letter	Code-digit
Duration of work
Daytime work
Night work
Work on weekends and non-working holidays
Overtime
Shift work
Reduced duration of time for students
Shortened duration of time versus normal duration
Part-time work
Business trips
Business trip
Advanced training
Advanced training
Off-the-job training
Vacation
Annual leave (basic)
Annual leave (additional)
Additional leave in connection with training (with preservation of salary)
Additional leave in connection with training (without pay)
Maternity leave
Parental leave up to 3 years
Vacation at your own expense
Leave without pay
Annual additional leave without salary
Sick time
Illness at the time of benefit assignment
Illness without benefits
Absenteeism, no-shows
Forced absenteeism
Absenteeism during the execution of the state. responsibilities

Absences for unknown reasons
Weekends
Weekends and holidays
Additional days off (paid)
Additional days off (no pay)
Strike
Strike
Simple
Downtime due to the employer's fault
Downtime for reasons beyond the control of the organization and employee
Downtime due to employee fault
Suspension of work in case of delay in salary
Suspension from work
Suspension from work with payment of benefits
Suspension from work without payment of benefits
Designation that the employer can enter independently
Passing a medical and social examination
Dispensary examination
Baby feeding breaks

For example, coding of working time for piecework wages:

and putting down codes when giving a woman breaks to feed her baby

Features of filling out the timesheet

In practice, there are situations when filling out a timesheet has its own peculiarities. Thus, the pre-holiday day is shortened by one hour. For example, on March 7, the law stipulates a 7-hour working day. If the timesheet shows 8 hours, then the employees worked overtime for the last hour. The eighth hour must be paid at least one and a half times the amount (Article 152 of the Labor Code of the Russian Federation). Otherwise, the company may be fined 50,000 rubles. (Article 5.27 of the Code of Administrative Offenses of the Russian Federation).

The same fine threatens the company if the report shows individual workers on the day before the holiday it costs 8 hours. For example, minors and pregnant women. They should not be required to work overtime.

The rule about a shortened pre-holiday day applies to all employees. Even those that work part time. If an employee works 7 hours, then on the day before the holiday they put 6 on the report card.

The time sheet for part-time workers indicates the time actually worked. The restrictions set for part-time workers should be taken into account. When a person is employed in his main job, the daily duration of his part-time work cannot exceed 4 hours. He can work more than 4 hours on days when he is not busy at his main place. The monthly working hours of part-time workers should not be more than half monthly norm working hours.

The length of time worked by part-time workers (in hours and minutes) is reflected in the bottom line (columns 4 and 6) of form No. T-12 or in the second and fourth lines (column 4) of form No. T-13. Specifying fractional numbers is not prohibited. For example, if a part-time worker works for 3 hours 12 minutes, then you can enter in the timesheet fractional number– 3.2 hours (3 hours + 12 minutes: 60 min/hour).

in 1C and programs similar in functionality, you can fill out the timesheet automatically.

A practical example of filling out a timesheet

Let's look at an example of the procedure for filling out a timesheet when recording working hours in total.

Example
A person is assigned a summarized accounting of working time (a month is an accounting period) and a schedule of 2 every 2, ten hours a day. In June the schedule looks like this:
01-02, 05-06, 09-10… 29-30.06.
According to the production calendar, the standard working time in June is 159 hours. The schedule must be drawn up without exceeding this number of hours. To achieve this, work hours on some days were reduced to 8-9 hours.
From 01 to 07.06 the employee was on a business trip. At the same time, no order was issued regarding employment on days off. On a business trip, a person works according to the schedule of the company to which he was sent. But when calculating the average earnings for the days of a business trip, the accountant will take the number of hours according to planned schedule.
The employee was on the way to the place of business trip and back on 01 and 07.06. Moreover, the 07th is a day off for him. For the purposes of calculating wages, days on the road on a day off are equated to days of work on a day off. In this case, the time is determined from the moment of departure of the transport on which the employee left until the end of the day of departure. According to the example - 9 hours.
The remaining days of the schedule (from 08 to 30.06 inclusive) were worked in in a planned manner.
Time worked table
The standard working hours in June were determined as follows. From 159 working hours (according to the production calendar), we excluded the time scheduled for the business trip:
159 hours – (10 hours × 4 days) = 119 hours.
The amount of time actually worked after the business trip (from 08 to 30 June inclusive) is 128 hours. It is less than 159 hours. Therefore, there is no additional payment for overtime hours. 128 hours will be paid according to the salary.
The time that a person misses while on a business trip (including days of arrival and departure) is 49 hours. Of these:

40 hours will be paid based on average earnings;

9 hours will be paid as work on a day off.

Each organization must keep daily records of the presence of employees at their workplaces; for this, the HR department uses a unified form of time sheet in the T-13 form. It allows you to record their presence, tardiness and absence, the reasons for which may arise due to for various reasons, both respectful and non-respectful. Based on the data from the timesheet at the end of the month, the accounting department calculates the wages of employees, especially for those employees whose wages are based on the time they are present at the workplace.

Timesheet fulfills important role in the operation of the enterprise, from recording employee attendance at the workplace to calculating their wages. Each event has its own special code, which can reflect the time of the working day, illness, business trip, vacation, including lateness and absence of the employee from work. In addition, this document allows you to track the norms of the working week and make certain adjustments to the work process.

Thus, based on the report card data, the manager can make certain decisions on changing the employee’s work week if there is overtime; this can quite often occur with a flexible schedule or replacing a sick employee. Also, based on the report card data, you can make a decision both on bonuses and incentives for the employee, and on depreciation and imposition of penalties.

Please note that the first part of the timesheet, for the first half of the month, is submitted to the accounting department to calculate the advance payment for wages, and on the basis of a fully completed time sheet, a full calculation of wages is made.

Sample of filling out a time sheet

The timesheet can be filled out in two ways; you should choose the one that is most convenient and understandable:

Data is entered daily - the form indicates data on employees’ attendance at work and absences, if such a fact was detected.
Data is entered into the form only in case of deviations from the standardized values, for example, if an employee suddenly does not come to work, in this case his absence is noted.

Designations in the time sheet

Event	Digital code	Letter code
Standard working day, employee is present at the workplace	01	I
Holidays and weekends. With a standard 5/2 schedule, this is usually Saturday and Sunday. With an individual schedule, for example, 2/2 it can be any day	26	IN
The employee is on annual paid leave	09	FROM
Leave to care for a child whose age does not exceed 3 years	15	coolant
Vacation provided at your own expense, without pay	16	TO
Maternity leave	14	R
Sick leave	19	B
Business trip	06	TO
Absenteeism of an employee due to unknown circumstances	30	NN

Code of the type of remuneration in the timesheet

Salary and travel allowances – 2000
Payment to employees under civil contracts (royalties are not included) – 2010
Vacation pay – 2012
Payment for temporary disability – 2300

Form T-13 sample filling

Filling out the timesheet is not particularly difficult; to do this, select the accounting option that is convenient for you and enter the appropriate data and codes:

IN “Count 1” you must specify the next serial number.
IN “Count 2”– personal data for each employee of the organization, in accordance with their position and full name.
“Count 3” contains the employee's personnel number.
IN “Count 4” using letter codes For each employee, data is entered for each day of work, the corresponding code is in the upper cell, and the duration of the employee's working time is indicated in the lower cell. So, if a 5/2 schedule is set, then the working day is 8 hours, and the duration of the working day with a 2/2 schedule will be 11 hours. Data for the first half of the month and for the second are entered in separate columns. Above is for the first half, and below for the second half. If overtime occurs, the employer must compensate the employee for overworked time either in cash or with time off.
IN “Count 5” The total time worked is indicated separately for the first half, and separately for the second half of the month.
“Count 6” contains the total value of time worked (sum of column 5).
IN “Count 7” data on the wage code is entered.
“Count 8” contains account information accounting to reflect wage costs.
Columns 10-13 are used to record employee absences, indicating the corresponding code and number of days.

Non-standard situations

Leave without pay

According to the law, the following types of such leave can be distinguished:

For family reasons – “BEFORE”
Leave without pay, provided in accordance with the Labor Code of the Russian Federation, for example, on the occasion of a wedding - “OZ”
Based on a decision under a collective agreement or an industry decision - “DB”

If there are holidays during your vacation

If there are holidays during the allotted vacation, in accordance with production calendar for the current year, such are not marked with code “B”. So, for example, if an employee went on vacation from June 9 to June 16, and during this period there is a holiday on June 12, then instead of the code (OT), it is necessary to write the code “B”. This day is not included in the paid vacation period.

Illness during annual leave

If during vacation an employee suffered an illness and provided sick leave as confirmation, then instead of the “OT” code, you must write down the “B” code, in accordance with the sick leave. In this case, the leave will be extended for the duration of the illness.

Time sheet– serves as the basis for calculating employee salaries. This document contains information about the presence of employees at their workplaces or their absence, indicating the reason. To fill out, you can use the unified form T-13 or form T-12. Within the framework of this article, we will look in detail at the features of filling out the T-13 time sheet, and will provide an example of filling out a time sheet using the T-13 form as an example. You can also download both forms below.

A time sheet is a table in which attendance and absence from work are taken into account for each employee of the enterprise. The total number of days and hours worked for the month is displayed. In addition, codes for the reasons for absence from work are indicated.

Time sheet form T-13 - sample filling

First of all, it is worth noting that filling out the form can be done in two ways:

All attendances and absences from work are recorded daily;
Only absenteeism, lateness and other deviations from the normal working day are noted.

Our sample timesheet uses the first time tracking method.

First of all, you need to enter data about employees going to work during the month in the time sheet. The T-13 form for this purpose has a table in which a separate line is filled out for each employee.

Columns 2 and 3 include the full name, position of the employee, and his personnel number.

Column 4 records attendance and absence from work. For everyone calendar day month - a separate cell, the code designation is indicated at the top, below is the number of hours worked for that day. It is possible that the bottom cell is not filled in, but working hours are recorded in days.

Code designations can be found at title page report card form T-12.

In the sample below for filling out the T-13 form, the following letter codes were used to record working hours:

I – the day has been fully worked;
B – day off;
K – the employee is on a business trip;
B – on sick leave;
OT - on vacation.

At the end of the month, you should calculate the number of days and hours worked in the first and second half of the month, for this the timesheet has columns 5, 6. In the fifth - the upper cell reflects the number of days worked for the first and second half of the month, in the lower cell - the number of hours worked for each half of the month. In the sixth - the number of days worked is indicated ( top cell) and hours (lower cell) for the entire month. The figure below shows an example of filling out columns 1-6 of a time sheet.

An example of filling out columns 1-6 of a timesheet (form T-13)

Columns 7-9 of the T-13 form contain information that will be useful for.

For each type of remuneration there is a separate code designation, for example:

2000 is a code for wages and travel allowances;
2012 – code of the timesheet for payment of vacation pay;
2300 – code upon payment sick leave etc.

Our example of filling out a time sheet contains the three codes indicated above.

If only one type of remuneration is used for all employees, then the following data should be filled in:

wage type code - column 7-9 at the top, the same for all employees;
correspondent account - an account to which expenses for this species wages;
Columns 7 and 8 remain empty;
9 – number of days (hours) worked per month for each employee.

If several types of remuneration are used, then all three columns must be filled in: 7, 8, 9.

The seventh is the labor remuneration code, the eighth is the account for allocating costs for this type of payment, the ninth is the number of days or hours corresponding to this type of payment. This data is filled in for each employee indicated in the time sheet.

The remaining columns of the table contain information about the reasons for absences and lateness of employees.

It also has its own codes for the reasons for absences, for example:

K – business trip;
B – sick leave;
OT – vacation, etc.

Next to the reason code, the number of hours or days of absence of the employee for this reason is indicated. Filling out time sheets is usually the responsibility of heads of departments or divisions or HR employees.

Filling out a time sheet according to form T-13 (columns 7-13)

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