How to fill out a time sheet (sample)

In this article you will find:

• Detailed description of how to fill out the time sheet
• Sample time sheet

Keeping a time sheet is the responsibility of the employer, established in article 91 of the Labor Code of the Russian Federation. The time sheet T 12 must be kept for each employee, indicating the time actually worked by him. For this use:

• timesheet T 12;
• time sheet T 13.

You can use unified forms approved by the Decree of the State Statistics Committee of Russia dated January 5, 2004 No. 1, or forms developed independently.

What is the timesheet for?

The timesheet is required in order to:

• take into account daily how employees use their working time, whether they comply with the established working hours;
• receive data on hours worked;
• calculate salary;
• prepare statistical reports on labor for statistical bodies.

Two ways to keep a timesheet

The timesheet and payroll can be maintained using one of two methods:

1) the method of continuous registration of attendance and absence from work. It is used in the summarized accounting of working hours, when the number of hours worked differ.

2) the method of recording deviations (absences, lateness, overtime hours, and so on). This method is used when the length of the working day (shift) is unchanged.

Timesheet Samples

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

As a rule, the time sheet is maintained for employees of each structural unit. In work, you can use both the time sheet T 12 and the time sheet T 13. The time sheet T 13 is used in the automated processing of data accounting.

Who keeps the timesheet

Filling out the time sheet, as a rule, is entrusted to an authorized person. He draws up a time sheet in one copy, gives it for signature to the head of the structural unit, an employee of the personnel service and transfers it to the accounting department. Based on the data of the timesheet, employees are calculated and accrued wages.

Most often, the responsibility to keep a time sheet is assigned to a personnel specialist, accountant or heads of structural divisions in addition to their main functions.

What symbols are used when filling out the timesheet

When filling out the time sheet, you can use both alphabetic and numeric codes, the list of which is given on the title page of the unified form No. T-12, approved by the Decree of the State Statistics Committee of Russia dated January 5, 2004 No. 1.

Most often, the following designations are used in the time sheet:

I am daytime work;

B - weekends and non-working holidays;

H - work at night;

RV - work on weekends;

C - overtime work;

B - sick leave (period of temporary disability);

K - business trip;

OT - annual basic paid leave;

Oz - leave without pay;

U - study leave.

The absence code for reasons in the report card is marked with the letter code "НН" (absence for unknown reasons) or the digital "30".

Generally accepted symbols for indicating any period (for example, breaks for feeding a child, provided on the basis of part 4 of article 258 of the Labor Code of the Russian Federation) may not be enough. In this case, the organization has the right to issue an order to introduce an additional symbol with an alphabetic or numeric code (Procedure for the use of unified forms of primary accounting documentation, approved by the Decree of the State Statistics Committee of the Russian Federation of March 24, 1999 No. 20).

How to keep a time sheet without errors

It would seem that filling out the time sheet should not cause difficulties, but in practice the following errors occur:

• only the surname and initials of the employee are indicated without indicating the position;
• a non-working holiday is marked as a working day;
• on a pre-holiday day, working hours reduced by 1 hour are marked, for example, instead of 7 hours 8.

You can download and fill out the unified form of the T-12 form without errors for free in the My Business Internet accounting department, after registering in the service by. All forms presented in the service are regularly updated and comply with all legal requirements.

How to keep a time sheet for a part-time worker

In the time sheet, the time actually worked by the part-time worker is noted. Its duration (in hours and minutes) is indicated in the bottom line (columns 4 and 6) of form No. T-12 or in lines 2 and 4 (column 4) of form No. T-13. If the employee is an internal part-time worker, the hours worked are reflected for each position separately.

How to mark a business trip in the report card

Timesheet No. T-12 is maintained for seconded employees. Business trip days are marked with the letter code "K" or the digital "06". Hours of work on a business trip are not noted.