An example of filling out a timesheet for watchmen. Completing the time sheet. Employee falls ill while on vacation

In any organization, a time sheet is mandatory. The rules for formatting this document, its purpose and a ready-made example that can be used as a sample - all this is discussed below.

A sample form can be downloaded at the end of the article.

The planned duration of the shift and the total number of working days in the month will almost always differ from the hours and days that were actually worked. To record the fact, a time sheet is kept: it allows you to collect all the information about the working time that was actually worked out.

The purpose of this document is twofold:

1. Get information about the entire worked period of time.
2. Get data on absenteeism for the same period.

Such information is useful, first of all, to an accountant. Also, some inspectors will need information - a corresponding description is given in the table.

accountant	calculation of all payments that need to be transferred to employees: salary, vacation pay, travel allowance, etc.
representative of the Federal Tax Service	inspectors are interested in the correctness of the calculation of payments and taxes from them: often the company is checked to see if the tax base has been underestimated
FSS officer	hours worked are of interest to the fund in connection with the calculation of social benefits (for example, for child care)
labor inspector	inspectors are interested in whether the rights of workers have been violated
Rosstat representative	employees of Rosstat collect statistical data - for example, according to the information from the report card, they draw up a single

Form: blank and sample

Each company has the right to use both its own sample and keep records of working hours using a special form. T-12. You can take as a basis exactly its form (it is given below) and adapt it to the needs of the company.

The document consists of 3 main parts:

1. The title page contains a unified system of codes, which indicate, for example, additional days off (on account of overtime), sick leave, downtime due to the fault of the employer, etc. Each circumstance has an alphabetic and numeric code.
2. The second (tabular) part is the actual accounting of working hours. It is carried out on a daily basis (including days off and holidays).
3. And the third part is also presented in the form of a table. It provides information on the payment of salaries (amounts, hours and days, rate).

This is what a blank form T-12 looks like.

Along with the T-12 form, there is also a T-13. It lacks the last (third) part - that is, this document is a simple time sheet for fixing working hours, without payroll calculations. The finished sample document is shown below.

Order of conduct

The document is maintained by specially appointed employees: they fix the working time for each day. As a rule, the person responsible for the correct design is the director of the structural unit (for example, the sales department). Responsibility can be shared by his deputy. If the company is large enough, they introduce a special position of timekeeper, who records all the information.

In any case, responsible persons are always appointed by the head, which is indicated by the corresponding order (free sample) - for example, the document shown below.

NOTE. All responsible persons must familiarize themselves with the text of the order and put their signature and date.

In general, the order looks like this:

1. The responsible person records the information for each day.
2. After filling out (after a month), the document is transferred to the personnel department.
3. After the personnel department, he enters the accounting department.
4. The last signature remains with the head of the structural unit.

NOTE. When the document is filled out and signed by all responsible persons, it is filed and sent to the archive for storage. The minimum storage period is 5 years. But if the work at the enterprise is carried out in dangerous and harmful conditions, the storage time increases significantly - at least 75 years.

How to fill out a time sheet: step by step instructions

When filling out, a single notation system is used. The time sheet records the time worked in accordance with the rule “one position is intended for one position”. Only those employees who have an employment contract, including internal part-time workers, are taken into account - for them, in particular, it is necessary to register information twice.

The following employees are not taken into account:

• workers unofficially;
• external partners;
• working on the basis of a civil contract.

The filling procedure provides for the correct design of the title page and the actual tabular part.

Title page

The following information is recorded here:

1. The name of the company (a short version is allowed, for example, Alpha LLC).
2. Codes for OKUD and OKPO.
3. Number - the company chooses the numbering system independently. For example, a variant of sequential assignment of numbers during the calendar year is common.
4. Reporting period - i.e. month with start and end dates for maintaining the document.
5. Compilation date refers to the last day after which it must be signed by all responsible employees. The document is then transferred to archival storage.

tabular part

Here you need to fill in all the columns:

Payroll information

If the T-12 form is maintained, then this section is also filled out. Here, information is recorded mainly about 2 forms of payment:

1. The salary itself (indicated by the 4-digit code 2000).
2. Payments for vacation days (indicated by the code 2012).

All amounts are debited from the so-called offset account - it will be the same, regardless of the type of payment.

As usual, working hours are fixed taking into account the total number of days and hours.

At the end of the document, all authorized employees sign:

• person holding the document (if any)
• representative of the personnel department;
• department head.

Video instruction for registration

Video commentary on filling:

Additional sheet

There are several cases when the time sheet itself is not enough, since accounting involves recording additional information. Then you should issue another sheet:

1. If an employee quits in the middle of the month or at the beginning. In this case, all the days and hours actually worked are recorded on an additional sheet. And in the form they make the entry “Fired” exactly on the date when the dismissal took place. Then the document is submitted along with an additional sheet.
2. It will also be needed when the employee was not working, but at the same time he did not get in touch and did not notify the reasons for his absence. If he did not appear (or did not take documents confirming the validity of the reason), and the time has come to hand over the document, code 30 is put (letter designation "НН").

In such cases, it is better to make all marks with a pencil. If it later turns out that the employee, for example, received sick leave, you should put a mark on code 19 (letter "B").

Summary accounting: calculation features

If the normal number of hours (8 hours per day and 40 hours per week) cannot be observed, then the total length of time actually worked is determined as a simple sum. This procedure exists in enterprises that:

• work around the clock, in shifts;
• use a flexible schedule;
• organize shift work.

Then the accounting period becomes the main concept. – calendar month, 1 quarter or the whole year. The specific interval is selected depending on the characteristics of the enterprise. For example, if work is expected in hazardous and harmful conditions, then a period of 1 quarter is taken as the basis.

If for some time the employee did not perform work for good reasons, then this time is not taken into account (that is, it is excluded completely).

Non-standard situations: what to do

In most cases, it is quite simple to draw up a document, since accounting is based on a uniform, equal distribution of working time for each employee. However, this procedure is often violated due to certain circumstances, for example:

1. If a colleague asks for time off, and the manager does not mind, then only the hours actually worked (integer) are recorded. Absence is indicated by the mark "I" or two numbers "01".
2. If he is ill, then they put "B", and leave the bottom of the field empty. Of course, the presence of a sick leave is a mandatory requirement for such a mark.
3. If it was planned, and the employee took it as agreed, in accordance with the current procedure, they put the designation "NV" (in the digital version, the code "28"). There are times when the true reasons for the absence are temporarily unknown. Then you can put "НН", but in case of clarification of the situation, the appropriate designation is selected, and "НН" is crossed out.
4. If a colleague went on a business trip, mark "K". When he officially returns and begins his usual duties, they put the letter "I".

How to make changes

Accounting for working time involves fixing information that may change during the day or week, therefore, the timesheet also provides for the possibility of making changes. Adjustments must be made to reflect the actual situation, the truth of which is documented.

There are 2 ways to make corrections:

1. Inaccuracies are allowed, but the document is supplemented by the so-called corrective form. Both papers are submitted for verification together.
2. The original document is corrected, and an additional form is not drawn up. Then you need to carefully cross out all the incorrect data. This is done with a horizontal bar. If erroneous information is contained in adjacent fields, a single line is crossed out.

In this case, an appropriate entry is necessarily made, which explains the situation in detail, for example.

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 of the working week, which is 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 Guarantor.

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 summary is made 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 for compiling and designing a time sheet based on these forms.

1. Above you need to enter the name of the company. It must fully comply with the name indicated in the constituent documents.
2. Next, the sections “Date of compilation” are filled in (often this is the last day of the reporting month) and “Document number”.
3. The "Reporting period" cell contains the range from the 1st to the last day of the month.
4. The first column of the first section ("Accounting for working hours") contains the serial numbers of the personnel.
5. Columns 2 and 3 are filled out based on personal cards (form No. T-2)
6. The 4th and 6th columns are the cost code and the daily hours worked.
7. 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.
8. 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.
9. The 8th column is the sum of the top cells from the fifth and seventh columns.
10. 9th column - the sum of the lower cells of the fifth and seventh columns.
11. The 14th and 16th columns are the number of hours and days.
12. The 15th column contains the code for the reason for the absence.
13. 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:

Indicator	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 timesheet 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:

Time sheet - sample fillingyou can download it (on the basis of a unified form) on our portal - it must be maintained by the employer. Let us study the features of its structure in more detail.

We establish the procedure for recording working hours: which forms to use

In order to record the working time of employees - a mandatory procedure by virtue of the norms contained in Art. 91 of the Labor Code of the Russian Federation, - the company has the right to use:

1. Automated systems that:

• fix in special files the attendance of specialists, their working hours;
• reflect in such files the known (included in the database of the program) reasons for the absence of a specialist (for example, if he is resting on vacation or is on sick leave).

Form T-13 can be used as a form of a document in which the indicated credentials are recorded, when using an automated platform.

2. "Manual" accounting documents.

For these purposes, the T-12 form can be applied.

3. There are also various “semi-automatic” ways of keeping records - when a responsible employee does a partial filling of the time sheet, and the rest is done by a computer.

You can learn more about the features of the structure of forms T-12 and T-13 in the article. .

Accounting forms: features of filling

Filling out these forms can be carried out according to 2 principles:

• "solid" - when all events related to the accounting of visits are recorded in the tables of forms: attendance, absence, going on vacation, and others;
• “by deviations” - when the tables reflect only those events that are different from typical ones, for example, being late or not showing up.

The internal procedure for accounting (by one of the indicated methods - automated or manual) is established by the employer's local standard.

The specified forms of registration forms for employee visits were mandatory until 2013, after which employers have the right to use any other forms. However, the T-12 and T-13 forms remain familiar to HR specialists and are still actively used.

How to fill out the T-13 timesheet correctly

If the company preferred the first, file method of accounting, then when programming automated modules for entering data into the T-13 form, it will be useful for the company's specialists to pay attention to the following nuances:

1. In the column "Document number" an ordinal indicator is automatically entered.

2. The column "Date of compilation" reflects the last day of the month if the document is drawn up at the end of the month, or another date of compilation if the time sheet is drawn up for specific purposes.

3. The column "Type of payment code" may contain values ​​determined in accordance with local regulations. A guideline for the relevant values ​​​​here can be a table, which is contained in the order of the Federal Tax Service of Russia dated September 10, 2015 No. ММВ-7-11 / 387 (it contains the codes indicated in the 2-NDFL certificate).

4. Conditional codes of the table (about appearances, absences, vacations and other events), which are filled in by the program in the time sheet, must be used in accordance with the list provided in the T-12 form.

Where can I download an example of filling out the T-12 and T-13 forms

You can download samples of filling out timesheets for employees in the forms considered by us on our website:

Using, for example, a sample form T-13, prepared by our specialists, a responsible employee of the company will be able to:

1. Set up the software included in the automated accounting platform.

To know how to fill out a time sheet in practice, a software specialist for automating personnel records is simply necessary in order to correctly configure such software.

2. Use a sample of filling out a time sheet as an example of a ready-made personnel document when preparing a time sheet based on the “manual” T-12 form at your enterprise.

If your company wants to use its own accounting form, different from the unified forms, you can also download its sample on our website at the following link:

Results

The Labor Code of the Russian Federation requires all employers to keep records of indicators that reflect employees' visits to their work and the number of their working hours. For this purpose, a time sheet is used. His employer can manage manually or through automated solutions. In the first case, the T-12 form is used, in the second case, the T-13 form. What kind of form should be used by personnel officers is prescribed in the local standard.

You can learn more about the application of documents related to personnel records in an organization in the articles:

• ;
• .

To fix and have employees of an organization or an entrepreneur in production, a time sheet in the form of T-13 is used daily, and in case of their absence, a reason is established, which is also reflected in the document. It is used by employees of the personnel service or accounting department based on the data on the presence of employees submitted by the manager. Below are the download forms.

The time sheet is one of the main documents on the basis of which the wages of employees are formed, especially those for whom it is charged for the hours actually worked. The document records information about the presence of employees at work, business trips, vacations, sick days, including the fact of absenteeism and absenteeism.

According to a good time sheet, you need to draw up and submit to the accounting department 2 times a month, one for the first half of the month to calculate the advance, and the other to calculate the main part. Not everyone does this, but there are still subtleties when calculating the advance, even if the salary part of the salary is calculated based on the actual hours worked.

Time sheet template for download in excel

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Filling out the form

The time sheet is kept by an authorized person and submitted to the accounting department. There are two ways to fill:

• Option number 1 - The sheet is filled out daily, all attendances and absences of employees are noted in it.
• Option number 2 - Only deviations from the norm are filled in, i.e. only absenteeism, late arrivals, etc. are recorded.

Table of main codes for filling out the timesheet form

Event	Letter code	Digital code
Employee attendance at production, working day	I	01
Weekends and holidays, if the schedule is 5/2, then it is usually Saturday and Sunday, the schedule is floating, then in accordance with the schedule	AT	26
Annual paid vacation	FROM	09
Leave granted on the occasion of pregnancy and childbirth	R	14
Leave granted to an employee caring for a child under 3 years of age	coolant	15
Vacation at own expense, without pay	BEFORE	16
business trip	To	06
Absences, for which the circumstances are not established, are affixed until clarification	HH	30
sick leave	B	19

Basic salary code

• 2000 is set in case of payment of salaries and travel allowances.
• 2012 - when paying vacation pay.
• 2030 - sick leave payment.

Read also:

Order to send an employee on a business trip, form T-9

Time sheet form T-13 sample filling

You will not have any particular difficulties when filling out the time sheet, it is very simple, you only need to know the codes and data of the employee. This is done as in the example, which is filled out according to Option No. 1, Option No. 2 will be written in the same way, only attendance codes will not be affixed, instead of them - empty cells, weekends and deviations are filled, and also the amount of time worked.

Column 1 contains the serial number of the entry, and column 2 - the full name of the employee and his position.

In column 3, the personnel number is entered.

In column 4, data is entered by month, using letter codes for each employee. To do this, a letter code is placed in the upper cell, and in the lower cell the amount of time worked, with a 5/2 schedule, this will be an 8-hour working day. The calculation is made for the first half of the month and for the second, the data are recorded in Column 5, and the final ones - in Column 6.

Columns 7-9 are necessary for entering data on the basis of which wages are correctly calculated.

In column 7, the payment code is entered, in column 8 - the accounting account, which reflects the costs of wages, in this case account 44 is indicated, but there may be other accounts, depending on the cost allocation system.

In columns 10-13, data on the employee's absences are entered.

Possible non-standard situations when filling out the form

Illness while on vacation

If the employee was sick during the accounting annual leave and brought a sick leave, then it is necessary to put down in the report card (B) for the indicated days instead of vacation (FROM), and the vacation is extended for the duration of the sick leave.

If the employee did not return from vacation, but fell ill, then on the days of his absence, he is temporarily put (НН), and upon presentation of supporting documents, it changes to (B).

Registration of holidays during the employee's vacation

If an employee takes a vacation, and during that period, in accordance with the production calendar, holidays, then it is necessary to put down (B) on a holiday. Let's say if an employee is on vacation from June 10 to June 17, and June 12 is a holiday, that the code (OT) on this day is replaced by (B). Such a day will not be included in the period of paid vacation.

Leave without pay

In accordance with the law, an employee may have various reasons:

• “TO” - In the case of family leave, which is granted with the permission of management.
• “OZ” - Vacation provided without pay, in accordance with the Labor Code of the Russian Federation, for example, in the event of a wedding.
• “DB” - if an employee takes unpaid leave, which is provided for by an industry decision or a collective agreement.

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

The time sheet is a table in which for each employee of the enterprise, attendance and absence from work are taken into account. The total number of days and hours worked per month is displayed. In addition, codes for the reasons for absenteeism 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 appearances, absences from work are recorded daily;
• only absenteeism, lateness and other deviations from the normal working day are noted.

In our sample time sheet, the first method of accounting for working hours is used.

First of all, you need to enter data on the employee's going to work during the month in the time sheet. Form T-13 for this has a table in which a separate line is filled in for each employee.

In columns 2 and 3, the full name, position of the employee, his personnel number are put.

In column 4, attendance and absence from work are noted. For each calendar day of the month - a separate cell, the code designation is indicated above, below the number of hours worked for that day. It is possible that the bottom cell is not filled in, while the accounting of working time is kept in days.

Code designations can be found on the title page of the report card form T-12.

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

• I - the day is worked out completely;
• B - a day off;
• K - finding an employee on a business trip;
• B - on sick leave;
• OT is 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 time sheet has columns 5, 6. In the fifth - in the upper cell the number of days worked for the first and second half of the month is reflected, in the lower cell - the number of hours worked for every half month. In the sixth - the number of days worked (upper cell) and hours (lower cell) for the entire month is indicated. The figure below shows an example of filling in columns 1-6 of the time sheet.

An example of filling out columns 1-6 of the time sheet (form T-13)

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

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

• 2000 is the code for wages and travel allowances;
• 2012 - timesheet code for vacation pay;
• 2300 - code when paying for sick leave, etc.

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

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

• payment type code - column 7-9 at the top, the same for all employees;
• offsetting account - an account to which the costs of this type of remuneration are related;
• 7, 8 columns remain empty;
• 9 - the 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 wage 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 listed in the timesheet.

The remaining columns of the table contain information about the reasons for non-attendance, lateness of workers.

It also has its own codes for the reasons for non-attendance, for example:

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

Next to the indication of the reason code is the number of hours or days of absence of the employee for this reason. Filling out the time sheet is usually assigned to the heads of departments or divisions, or to personnel officers.

Filling out the time sheet in the form T-13 (columns 7-13)

The author's course by Olga Likina (Accountant M.Video Management) is great for organizing personnel records in a company for beginners and accountants ⇓

Download the time sheet (form T-13). Sample and form in Excel

Below you can download the timesheet form on one sheet, and as an example below, you can see the completed sample document.

Video lesson “Time sheet. Form T-13”

This video tutorial shows a detailed example of filling out a time sheet in the T-13 form.