Monthly work schedule. Shift work schedule according to the Labor Code of the Russian Federation - the norm of hours and the procedure for registration. Sequence of scheduling

A sample shift schedule will help form own plan activities of each employee in the enterprise. It can be downloaded for free.

The uniqueness of each profession is unconditional. Nobody will argue with this. Most of the country's population works according to the 5/2 schedule, where there are five working days and two days off. But there are many other modes of operation. The sample shift schedule offered on this page will help you create your own plan for the activities of each employee in the enterprise. Like all templates, the shift schedule example can be downloaded for free via a direct link.

A number of organizations do not have the ability to stop the process of functioning and are forced to work 24 hours a day. In this regard, there is a need for personnel to ensure the functioning. Regulation of the activities of workers is simply necessary to solve the problems of the company. Thanks to a properly drawn up shift schedule, work takes place automatically. One specialist passes the shift to another. That, in turn, transfers authority to the third.

Mandatory shift schedule items

:

• Company details in the upper left corner;
• On the contrary, on the right, a management approval mark is placed;
• The shift schedule can be specified by the structural unit;
• The main content is compiled in the form of a table, where the full names of employees are entered vertically, the day of the month horizontally;
• The duration of the shift, breaks for rest and meals, the number of employees in the shift are to be fixed.
• In the lower part, specialists and the immediate supervisor put their signatures confirming familiarization with the document.

The formation of a shift schedule for workers should not contradict the current legislation. Employees must receive all the guarantees and rights assigned to them by law. Rest time, mode, payment, social guarantees and other issues - all this must be taken into account when drawing up a shift schedule. After the final editing, the document is subject to review and approval by the head of the company.

The time sheet is the main document containing information on the number of attendances and absences for work of each employee of the company. It is transferred to the accounting department. And based on the data, wages are calculated and accrued.

The law provides for 2 unified timesheet forms: T-12 - to be filled in manually; T-13 - for automatic control of the actual hours worked (through the turnstile).

Data is entered every business day. At the end of the month, the total of attendances and absences of each employee is calculated. Report generation can be simplified by automating the filling of some cells using Excel. Let's see how.

Filling in input data with Excel functions

Forms T-12 and T-13 have almost the same set of details.

Download time sheet:

In the header of page 2 of the form (for example, T-13), fill in the name of the organization and structural unit. Just like in the founding documents.

We prescribe the document number manually. In the column "Date of compilation" set the function TODAY. To do this, select a cell. In the list of functions, find the desired one and press OK 2 times.

In the column "Reporting period" indicate the first and last day of the reporting month.

We allocate a field outside the time sheet. This is where we will work. This is the OPERATOR field. First, let's make our own calendar for the reporting month.

The red field is the dates. Puts down ones on the green field if the day is a day off. In cell T2, we put one if the time sheet is compiled for a full month.

Now let's determine how many working days are in a month. We do it on the operational field. In the desired cell, insert the formula =COUNTIF(D3:R4,""). The COUNTIF function counts the number of non-empty cells in the range given in brackets.

We manually enter the serial number, full name and specialty of the employees of the organization. Plus a payroll number. Information is taken from the personal cards of employees.



Automating a timesheet with formulas

The first sheet of the form contains symbols for recording working hours, digital and alphabetic. The point of automation using Excel is to display the number of hours when entering the designation.

For example, let's take the following options:

• On a weekend;
• I am a turnout (working day);
• OT - vacation;
• K - business trip;
• B - sick leave.

First, let's use the "Select" function. It will allow you to set the desired value in the cell. At this stage, we need the calendar that we made in the Operator's Field. If there is a day off on some date, “B” appears in the report card. Worker - "I". Example: =CHOICE(D$3+1,"I","B"). It is enough to enter the formula in one cell. Then “hook” it by the lower right corner and draw it across the entire line. It turns out like this:

Now let's make it so that on safe days people have "eights". Let's use the "If" function. Select the first cell in the row below symbols. "Insert function" - "If". Function arguments: logical expression - address of the cell to be converted (cell above) = "B". "If true" - "" or "0". If this day is really a day off - 0 working hours. "If false" - 8 (without quotes). Example: =IF(AW24="B";"";8). We “hook” the lower right corner of the cell with the formula and multiply it throughout the row. It turns out like this:

You need to do the same work for the second half of the month. It is enough to copy the formulas and change the cells they refer to. Result of work:

Now let's summarize: we calculate the number of attendances of each employee. The COUNTIF formula will help. The range for analysis is the entire series for which we want to get a result. The criterion is the presence in the cells of the letter "I" (appearance) or "K" (business trip). Example: . As a result, we get the number of working days for a particular employee.

Let's count the number of working hours. There are two ways. Using the "Sum" function - simple, but not effective enough. More complicated, but more reliable - by using the COUNTIF function. Formula example: . Where AW25:DA25 is the range, the first and last cells of the series with the number of hours. The criterion for the working day (“I”) is “=8”. For a business trip - “=K” (in our example, 10 hours are paid). The result after entering the formula.

The working time schedule for 2019 is a multi-component document informing about the following:

• working hours;
• the number of days off and working days;
• boundaries and duration of the working day;
• combination of working periods with rest periods.

IMPORTANT! In 2019 (as in 2018), those working in the usual five-day work regime need to work out 247 workers out of 365 calendar days.

Comparing the annual chart of the current period with the previous one, we can note the following:

• in 2019, the number of working and calendar days remained unchanged;
• of the working days specified in the first paragraph, the opportunity to legally underwork 1 hour is allowed 6 times: February 22, March 7, April 30, May 8, June 11, December 31 (in 2018 this was possible 6 times: February 22, March 7, 28 April, May 8, June 9, December 29);
• the number of weekends and holidays in 2019 will be 118 days (as in 2018).

Study the accounting nuances of working on a day off with the materials of our website:

• “Is it possible to take into account for profit the payment for the day of travel to or from a business trip, if it falls on a weekend?” ;
• “How to take into account for profit a day off for work on a weekend?” .

The nuances of scheduling working hours

The charting approach is as follows:

• determine the period for scheduling (week, month, quarter, year);
• if the company has different working modes for different employees, it is necessary to break down the members labor collective according to the applicable working hours (five-day, six-day, provision of days off according to flexible schedules, etc.);
• calculate the norm of working hours for each mode used in the company;
• to group working time in combination with rest days, taking into account the legally established requirement for the duration of a weekly uninterrupted 42-hour rest (Article 110 of the Labor Code of the Russian Federation).

For example, in a company, some employees work from Monday to Friday in the 8-hour working day. At the same time, the work is performed not only by adult workers, but also by adolescents 15-16 years old. Considering that a different working day is provided for them, for this age group The annual working hours must be calculated as follows:

• clarify the legislative standard for the duration of the working week for this category of workers: no more than 24 hours;
• calculate the length of the working day: 24 hours a week / 5 working days = 4.8 hours;
• determine the norm of working time for this group of workers: 247 working days × 4.8 hours - 6 hours of pre-holiday shortcomings = 1,179.6 hours.

For the rest of the employees of this company, when working in the five-day mode, the norm of working time will be: 8 hours × 247 working days - 6 hours = 1,970 hours.

IMPORTANT! The norm of working time is reduced by the total length of breaks in the performance of labor functions: vacations, sick days, donor days and other similar time periods when the employee is not working.

You can download a sample order to change the work schedule here.

Where to download a sample work schedule for free

Unlike many forms of documents personnel records, there is no special single form with the name "Working time schedule".

Companies whose working regime does not depend on the peculiarities of the operation of the equipment or the nuances of the organization of the labor process do not bother to draw up such schedules, but prescribe the specifics of the labor regime in an internal local act.

In which document to reflect all the parameters of the working regime, find out from the material "Internal labor regulations - sample 2019" .

In those companies where round-the-clock work is organized or the combination of working days with rest days differs from the usual five or six days, they develop the schedule format on their own.

Since the obligations of each employer include the mandatory accounting of the time actually worked by employees, the most acceptable form of the schedule is considered to be developed on the basis of the time sheet.

You can get acquainted with such a schedule and download its form on our website.

Results

The working time schedule contains information about the norm of working hours, the number of days off and working days, the boundaries and duration of the working day, as well as the combination of working periods with rest intervals.

The working time schedule in 2019 is in many ways similar to similar schedules of previous years. As in 2018, the current year is characterized by a standard set of weekends / holidays (118 days), as well as working and calendar days (247 and 365, respectively).

The shift schedule of employees helps to organize the work process in shift work. But you need to know how to calculate it correctly so that it does not cause confusion.

Dear readers! The article talks about typical ways to solve legal issues, but each case is individual. If you want to know how solve exactly your problem- contact a consultant:

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Shift work is very often used in organizations with continuous production process. Also round-the-clock activities are carried out by some service enterprises.

In any case, to organize the work of employees, it is necessary to draw up a work schedule. At the same time, it is important to calculate it correctly so that there is no mess in the labor process.

Basic moments

First of all, the need for a shift schedule is required for the proper organization of the work and rest schedule for each employee.

With it, you can visually systematize all data about shifts. Any shift work organization has its own individual schedule.

At the same time, the direction of the enterprise's activity and the type of products produced do not matter. However, some standard requirements apply to any schedule.

Definition

The work schedule is an independent document or an annex to the collective agreement.

For the correct scheduling of work, the duration of the labor process should be taken into account.

For example, if the activity takes place in only one shift, then the schedule approaches the working day at eight hours with an hour lunch break. The specifics of the work, its features and nuances should be taken into account.

Any aspect must be carefully analyzed. The shift schedule must comply not only with the needs of the enterprise, but also with legal regulations.

Purpose of the document

The purpose of any work schedule is to regulate the activities of the entire team. A correctly drawn up schedule reflects the specifics of labor and the requirements of the Labor Code of the Russian Federation.

By means of the schedule, the number of working days, weekends and lunch breaks. Changes to the schedule may be made as needed.

The frequency of changes is determined by management, but you can change the schedule no more than once a month. There are several options for correct scheduling.

Each of these has both advantages and disadvantages. The choice of the most suitable work schedule is the direct prerogative of the management.

There are such types of shift schedules as:

Shift work	It is considered the most suitable for organizations with a round-the-clock labor regime. At the same time, it is assumed that employees will go to work in shifts. This helps to ensure the continuity of the production process.
Flexitime	Suitable for use by enterprises in which employees often have to work on weekends and travel to. Employees with such a schedule independently decide when it is most convenient for them to work and in what mode.
Weekly chart	At the same time, employees must work a strictly defined number of hours per week, employees individually coordinate their work schedule with management

Current regulations

In order for the activities of the organization to be carried out continuously, it is necessary to draw up a shift schedule. But at the same time, the norms of the Labor Code must be taken into account.

It is required to correctly determine the duration of working hours for each employee. You will also need to calculate the required number of employees for each shift.

The shift schedule is developed in accordance with the provisions of Article 103 of the Labor Code of the Russian Federation. The employee is immediately introduced to the existing schedule.

The condition for shift work is prescribed in the internal regulations organizations. This condition is included in the employment contract as a separate clause.

The manager has the right to change the schedule at any time. Moreover, each employee must be notified of upcoming changes at least a month in advance.

When drawing up a work schedule, you need to consider some legal requirements:

If an employee's working day is twelve hours	The total amount of working time per week cannot exceed forty hours. According to the employer is free to use any schedule, provided that labor activity alternates with rest. The duration of this must be at least forty-two hours per week.
Based on the longitude of the night shift	Should be an hour shorter than the daytime. If this hour is used for work, then it must be paid at a double rate. It is also necessary to pay night hours at twenty percent higher than the daily hourly rate.
Duration of the shift before the holiday non-working day	Should be reduced by an hour, which requires. If it is not possible to reduce the overtime, the overtime is paid double
In accordance with Article 103 of the Labor Code, it is impossible	For the same employee to work two shifts in a row without the required rest. So if the longitude of the shift is twenty-four hours, then the next day should be a day off
With an eight or twelve hour work day	The duration of a shift can be extended only in exceptional cases. For example, a technical accident occurred at the enterprise, there is no one to change the employee, etc.
With a three-shift work schedule	Need to rotate shifts every week

The procedure for forming the working hours of employees

You can create a work schedule manually or with the help of special software.

If the staff of the organization is small, then you can make a schedule on a regular paper sheet using simple mathematical calculations.

If all employees come to work every day and work time always the same, then you can completely do without a shift schedule.

If the organization has a working day of more than eight hours, then it is more expedient to apply a rolling schedule with “floating” rest days. The most popular schemes are 2/2 or 3/3.

In some cases, option 7/7 is used, but this mode is used very rarely. It is believed that already on the fifth day, the productivity of an employee drops significantly due to the accumulation of fatigue.

In order for the above schemes to be successfully applied, the number of employees must be even. 24-hour establishments use a shift schedule.

2 day shifts	2 days off - 2 night shifts - 2 days off
1 day shift	1 night shift - 2 days off

The first option is more convenient, because it allows the employee to fully relax. The second method allows you to rest only the second day, the first day is spent sleeping.

But such a schematic is appropriate if the majority of the staff are working students. How to draw up a monthly work schedule in a large organization?

If the size of the staff allows it to be divided into seven teams, a 5/2 schedule can be applied. The workflow looks like this:

2 night shifts	from 21.00 to 8.00
1 evening shift	from 18.00 to 22.00
1 day shift	from 16.00 to 22.00
1 morning shift	from 8.00 to 16.00

With this schedule, each employee works forty hours a week. At the same time, two shifts work at the same time during the night period. You can use the work schedule in two days.

If the number of employees allows, you can organize work in three days. As a rule, such schemes are used in security companies.

But at the same time, one should not forget about the hours of rest required by law during the shift. This means that at least one "extra" worker should be on the shift.

Required data

When drawing up a work schedule, you should take into account how many hours each employee works and what is the total length of the working day.

It is necessary to take into account the specifics of the organization's activities and structure labor day. Each factor should be considered on an individual basis in order to maximize its importance in scheduling.

If an employee is hired with a shift condition, then all the nuances of the workflow should be immediately specified.

A properly drawn up work schedule must comply with the conditions prescribed in or annex to it.

In general, to draw up a schedule, you will need:

• organization documents;
• acting;
• applicable production calendar;
• calculator;
• Labor Code;
• blank .

Who should make

Drawing up a work schedule in an organization is the responsibility of labor specialists. Directly involved in the process should be the head of the enterprise.

You need to understand that a well-designed schedule will help to paint the rhythm and style of production activities for several years ahead.

After a Human Resources officer or other responsible employee the schedule will be drawn up, its confirmation is required.

The head must familiarize himself with the schedule, and then certify it with his signature. At the same time, the position of the manager and his personal data are indicated.

Approval of the work schedule is the responsibility CEO organizations. He is obliged to endorse the schedule. The resolution must contain the name of the position, personal data, date, signature.

You need to make a work schedule in advance. According to the law, each employee must familiarize himself with the schedule a month before it comes into force.

If the shift mode is introduced in the organization for the first time, then the employees must be familiarized with the schedule two months before the start of its application.

Sample document

There is no standard template for scheduling work. Therefore, organizations, when planning a mode of operation, a plate, template or other acceptable form, can develop on their own.

But by all means, it must have the required details:

• full and abbreviated names of the organization, corresponding founding documents or full name individual entrepreneur- is indicated in the upper left corner, below all other information is indicated;
• Title of the document;
• validity;
• the name of the structural unit for which the schedule was developed.

After designing the "header" of the document, you can start creating a table:

draw table	In the first column, the serial number is written, in the second - the personal data of the employee and the position, in the third - the personnel number of the employee
List the month by number	By selecting a separate column for each working day
Separately make a graph for review	After the approval of the schedule, employees must put their signatures and dates
Determine the required number of shifts	Necessary for the continuity of the process, and the duration of each shift
Calculate the number of employees	In every shift
Schedule working days for all employees	To do this, it is first desirable to assign a symbol to each shift

Significantly facilitate the process of compiling programs specially designed for this.

For example, using a program based on Microsoft Excel, you can create a schedule for the year ahead, as well as a production calendar for any year. To draw up a schedule, you can set any scheme of work.

Frequently asked Questions

When drawing up a work schedule, especially if this is done for the first time, many questions often arise.

Perhaps, therefore, it is worth noting the points that require special attention:

• compliance with labor laws;
• specifics of activity;
• individual approach to employees;
• peak moments of working time, when a break is most appropriate;
• mode of operation of the organization, since working days can be holidays;
• exclusion of processing, which will save on wages;
• selection of the most appropriate schedule;
• taking into account the views of the employees themselves.

How to make a work schedule for 5 people

In most cases, shift work requires an even number of workers. But what if in small organization employs five people?

After all, it is important that each employee worked the same amount of time. As an example, consider a situation where the company employs five people.

The work week consists of six days. Sunday is a public holiday for everyone. Each employee is assigned an individual serial number, from 1 to 5.

The workflow will look like this:

Monday	1,3,5
Tuesday	1,2,3,4,5
Wednesday	1,2,3,4
Thursday	1,2,3,4,5
Friday	1,2,3,4,5
Saturday	2,4,5

With this approach, each employee will work five days a week.

If in three days

To draw up a work schedule in three days, you should initially determine the norms of working hours using the production calendar.

At the same time, the annual due to employees must be excluded from the calculation.

Calculate number of hours per year	for which the work schedule is drawn up. Why is a forty-hour work week taken into account. The number of weeks in a year is determined and multiplied by forty
Determine vacation time	Each employee in hours. Forty must be multiplied by the number of weeks in twenty-eight days. It turns out one hundred and sixty hours
Subtract the amount of vacation from the number of annual hours	Divide the result by twenty-four (hours in a day). Get the number of working days per year
Divide the number of calendar days in the accounting year by the number of working days	The result will show the required number of employees for the day/three mode

• draw a graph;
• enter serial numbers, personal data into it and paint the days of the month;
• determine the dates for each employee to go to work, observing the sequence of days off;
• familiarize employees with the schedule a month before the introduction.

It may seem incredible, but often the success of an organization depends on the correct work schedule.

When determining the potential of an enterprise, the literacy of the operating mode occupies one of the leading positions.

Experienced managers, in order to obtain the greatest efficiency, try to pay maximum attention to the schedule of production activities.

Attention!

• Due to frequent changes in legislation, information sometimes becomes outdated faster than we can update it on the site.
• All cases are very individual and depend on many factors. Basic information does not guarantee the solution of your specific problems.

When I was transferred to the position of a manager, I was faced with the need to schedule work for my employees. At first, I often confused it with a time sheet, but now I understand the differences between these documents well. The schedule is drawn up in advance so that each person knows how many days and when exactly he should go to work. And the report card is compiled already on the fact of the presence of a person at the workplace or in his absence. And within the framework of this article, we will analyze in detail how to properly draw up work schedules.

Differences from 2017

Legislation annually introduces various changes and additions to the procedure for maintaining internal documentation not only in accounting, but also in personnel matters. Some changes have also been made this year. The graph is a multi-component document that contains information about the following:

• norm of time which a person must work out;
• number of days intended for work and free time in a person during a specified period;
• time limits duration of the employee's working period;
• time intervals intended for a break.

The number of obligatory days in the standard week 5/2 has not changed compared to last year. Therefore, we have to work 247 days out of 365. If we compare the schedule of 2017 and the current one, we can draw several conclusions:

1. The total number of calendar days has not changed also remained unchanged and the number of working days.
2. The number of days when a shortened day by an hour is legally declared will be 6. Last year there were only 3 such days. I remind you that shortened days are established by law before holidays. Therefore, employees can work 1 hour less, while they must be paid a full day, without having to work on that hour later.
3. The number of days off, as well as holidays, turned out to be the same and amounted to 118 days.

These holidays and weekends are relevant only for those modes of work where there are standard working weeks with fixed or flexible days off. When work is carried out in shifts, weekends do not have a significant impact on the schedule.

Compilation nuances

To correctly format this document, you need to know which approach to use. The sequence of actions should be as follows:

1. It is necessary to define a specific period for which this document will be compiled. Usually this calendar period is rounded up to a certain number of days, for example, month, year, quarter. Although sometimes you can see the schedule for the week.
2. If an organization has multiple operating modes, it is necessary to divide all employees into groups in accordance with their modes. In this case, it will be much more convenient for you to create a schedule, and you will not get confused about who should go to work on what day.
3. Next, you need to calculate the working time for each mode.. That is, you must determine how many days employees who are on a 5-day system should work on a flexible schedule.
4. Now we need to group the working days with the days off in this way to meet the 42-hour rest requirement for each employee.

It is imperative to take into account certain categories of workers who are entitled to a reduced or part-time day. For such categories, it is necessary to calculate separately the size of their working week in hours, determine the number of days that they must spend at work. And after that, it remains easy to calculate by dividing the maximum allowable number of hours by the number of days.

Remember that any time allowance for work is reduced by the total number of breaks when the employee is not actually working.

This includes non-working breaks such as:

• sick leave;
• vacation;
• other days laid down for the employee by law.

If we calculate the number of hours that an ordinary employee must work at working week 5/2, the calculation will be the following formula:

8 hours * 247 days - 6 hours = 1970 hours, where

• 8 ocloc'k- this is the standard norm for the duration of the working day;
• 247 days- this is the number of weekdays, minus holidays and weekends, which are officially established by law for the current year;
• 6 hours- the amount of time that was reduced by law as pre-holiday this year.

Thus, in 2019, all employees must work 1970 hours according to the norm. But from all this amount, you still need to subtract at least 28 days that the employee is entitled to leave. And accordingly, this is 20 working days for 8 hours = 160 hours. In total, it turns out that 1810 hours on average will be worked by each employee at week 5/2.

The type of graphs can vary significantly, as they directly depend on the set operating mode. Therefore, the legislation does not establish a certain strict form this document. You can learn more about this in the video below.

Schedule

For the convenience of compiling this document, I recommend using Excel if you do not have one of the special accounting programs installed, where all accounting and other accounting data is immediately entered.

When making your own chart, I recommend making it in the form of a table, where you will have the following columns:

1. Subparagraph number. Then it will be easier for you to navigate the table itself.
2. Full name of the employee. Here you will need to enter your entire state. I recommend pre-dividing them according to their modes. And then you have to arrange them in groups.
3. Position. It will help you visually navigate and control the correctness of the drawn up schedule and the specified mode of work.
4. Discharge. You will need this column if you have employees with different ranks and qualifications. If your company does not take into account this information, then this column can be omitted.
5. Numbers. You must create as many columns as there are days you want to include in your chart.
6. Norms. You must calculate the norms in days and hours as a result in order to check the compliance of the drawn up schedule with the current legislation.
7. Number of days off. Holidays are also taken into account. You must enter their number in order to see how many days your employees will actually have a rest.

Then, in each cell, you must fill in who, when, works and rests. I recommend doing this on a computer, as the information can be easily erased and corrected if necessary. If you need to make this document in printed form, be sure to do it in pencil, as it is often necessary to correct the entered data.

Many managers don't bother arranging shifts for their employees. They only prescribe the established norms for them and give the schedule for consideration by the team itself. And workers themselves determine the days when they will go to work. But this method is mainly used in shift mode. Because for standard 5/2 or 6/1 weeks, the scheduling is the same from week to week.

Although in some cases, with a flexible week, such a scheme can also be used. Its advantage is the ability of employees to independently determine the working days, based on their desires and capabilities, and the employer frees himself from unnecessary work.

But with a large staff, this method is difficult to use, since each employee will try to choose weekdays, and this may cause additional conflict situations.