Why consider working hours?
If both parties comply with the provisions of the Labor Code of the Russian Federation, it is easier to avoid any controversial situations related to this area.
The period of time employees perform their duties is called working time. The regulations and support in this case are the employment contract and internal regulations. Enterprise managers are required to monitor the actual periods it takes to complete work.
The laws provide protection to both parties to the employment contract.
The management of the enterprise cannot force subordinates to work more than specified by state regulations. Standard workweeks last up to 40 hours. Overtime work also has certain limits. 4 hours – maximum for 2 days. Maximum 120 hours per year.
During control, the employer simplifies the accounting of:
- vacations;
- sick leave;
- being late;
- business trips.
The information can be used to reward employees who are attentive to their work. Or when taking disciplinary action against those who break the rules.
Article 81 of the Labor Code of the Russian Federation allows citizens to be fired for absenteeism. This is the name for a situation where an employee is absent from the workplace without a good reason. In another way, such phenomena are called absenteeism.
Magazine Review
A time log is a notebook in which the periods of arrival and departure of employees from work are recorded. These periods necessarily include the provision of lunch breaks. This duration at each enterprise is determined individually, with the help of a collective and labor agreement, as well as by trade union representatives. During the period of performance of his work duties, the employee receives a salary.
The Labor Code, as well as some other legislative acts, stipulate that employees at an enterprise can work no more than 40 hours a week. Based on this norm, internal production regulations are developed, as well as a schedule for going to work.
All notes on time worked or the employee’s absence from the workplace are entered into the accounting journal.
Article 91 of the Labor Code obliges employers to record the time worked by their employees. From the journal, working hours are transferred to a special timesheet and used during payroll.
Article 91 of the Labor Code of the Russian Federation. Working time concept
What does he look like
The journal is a notebook that consists of a golden-colored cover made of thick cardboard, as well as a PVC film, which is easy to remove when sending the document to the archive. The magazine contains standard size holes that are used for hemming.
The title page of the journal contains the title of the document, a place to enter the name of the company, as well as a block with the following information:
- start and end dates for entering information;
- how many records does it contain;
- volume numbering;
- how long should it be stored?
On the back of the document there is a field that allows it to be certified and sealed. It is important that the stamp be placed in the appropriate place (marked M.P) and touch the sticker and tape.
It is necessary to seal the journal only if this is required by the internal regulations of the enterprise. The law does not make this operation mandatory.
The accounting book contains the following sections:
- Tables in which information about employees should be entered.
- Information about the persons who are responsible for filling out the journal.
- At the end of the magazine there is additional information (help).
The accounting journal is unique in that it contains information that is very important for accountants and personnel officers.
What is it needed for
Working time is a certain period when an employee of an organization performs his direct job responsibilities, taking into account all job descriptions and local rules.
Working hours directly affect the calculation of wages, as well as various types of allowances and bonuses. Because of this, record keeping must be as accurate and correct as possible.
For these purposes, there is a working time log. Its use is allowed in all organizations, regardless of type and form of ownership.
The main objectives of the accounting journal are:
- discipline of the enterprise personnel;
- control over the efficiency of working time;
- calculation of fair wages;
- downtime tracking;
- reporting on how many days the employee was sick or absent from work;
- calculation of hours worked overtime, etc.
The book contains data on how much time the employee actually worked for a certain period of time. With the help of the log, the enterprise is able to control the optimal duration of work for each employee.
You can also make notes in the journal about:
- absenteeism;
- delays;
- lateness.
After summing up all hours worked, wages, overtime or bonuses are calculated.
Sample employee time log:
Sample order
Such recording of working time is possible only after the head of the enterprise issues an order to this effect. In addition to indicating the existence of such a document in the organization, the text of the order will also indicate the official responsible for filling out the working time log.
This could be one of the following:
- in small enterprises this matter is often handled by the director himself;
- head of the department where control is carried out;
- one of the HR specialists.
Most employers choose the last option as the most optimal. Also, log books differ depending on the frequency of their completion. Accounting can be weekly, daily and cumulative.
By order, a journal and time sheet can not only be created, but also changed. Usually the document is drawn up in two parts: in the first, the manager orders to start keeping a journal, in the second, he appoints a responsible person.
The need to make amendments may be caused by various factors - for work in hazardous conditions and irregular schedules, the document may have a special structure. To confirm it, you will need to issue an order and confirm it with the appropriate order.
Basic ways to track working time
The Employment Agreement does not specify exactly which options to use to resolve the issue. Control of time and overtime, adherence to schedules - individual employees are responsible for these issues. The responsibilities of such a person are described in the employment agreement or in additional orders.
The following accounting methods have become generally accepted in the Russian Federation:
- annual;
- daily;
- weekly.
They rely on the interval over which it is more convenient to summarize. The employer decides which option is more convenient. The options given are not exhaustive.
The law describes the maximum period allowed for registration - 1 year. 3 months – for workers whose production conditions are harmful.
Creating an employee work schedule is the main factor for employers when choosing an accounting method. Difficulties will arise with daily accounting if duties are performed throughout the day. When working on a rotational basis, it often happens that in one period the working time is longer, in another – less.
Procedure for filling out the journal
The unified form T12 is a popular form for keeping track of working hours. This form can also be used as a document for calculating employee salaries. Instructions for filling out and using the working time log in form No. T 12 were approved by Resolution of the State Statistics Committee of Russia No. 1 of January 5, 2004.
The working time log in form No. T-12 consists of 2 sections:
- Section 1 “Working Time Accounting”;
- Section 2 “Payment payments to personnel”.
If the employer keeps separate records of working time and calculation of wages, then he may not fill out section 2. In this case, Section 1 will be applied as an independent document.
You must sign the document on the last day of the month for which it is drawn up. If this day falls on a weekend, you can sign on the first working day after the weekend. After the document is drawn up and signed, it is transferred to the accounting department.
Unified uniform T-12. Sample filling
Time log: how to keep it?
Recording the time of arrival and departure from work is mandatory for all companies; the number of subordinates does not matter. All important information related to this issue is recorded in the log book.
The document usually contains the following information:
- Indication of the exact serial number.
- Date of.
- Full name of the employee, along with their position.
- Arrival time.
- Time to leave work.
- Employee signature.
- Description of hours spent on work.
- Additional comments. For example, when a shift has been worked, but not in full.
The items included in the journal may change both in content and in order. This depends on the specific circumstances under which the document is maintained. Controlling the period allotted for work is important under any circumstances.
Is it necessary to lead?
Article 94 of the Russian Labor Code obliges all employers to record the time during which employees stayed at their place of permanent work and performed their job duties.
At the same time, the legislator does not note exceptions to the above obligation for enterprises with different forms of ownership or non-standard operating modes.
Until 2013, the main recording of information about the presence of employees at their place of work or while performing official tasks was carried out exclusively on standardized forms developed by the State Statistics Committee and approved in 2004 (T-12 and T-13).
Today, employers are authorized to independently develop the appropriate forms, and in addition to the submitted documents, put notes in the working time log.
Despite the fact that the main purpose of recording the duration of work performed by employees is to calculate wages, an irregular schedule should also be noted in such a journal.
The establishment of irregular working hours by the employer is possible on the basis of Article 101 of the Labor Code of the Russian Federation. This schedule implies:
- Occasional involvement of an employee in performing production tasks outside the standard 8-hour work schedule;
- There is no need to issue an order for each engagement;
- Inclusion in local regulations of a list of positions for which an irregular day may be established;
- Concluding an appropriate additional agreement to the employment contract;
- Compensation in excess of hours worked by providing additional days of paid leave (at least 3).
Due to the absence in labor legislation of many concepts relating to irregular work hours, the occasional involvement of an employee in performing tasks beyond the standard time can only be confirmed by keeping a log of irregular working hours.
Also, this document can be the main evidence or refutation of the employer’s abuse of the established regime in the event of an employee going to court.
Which form should you use?
The legislator does not provide a unified form of a working time log, which is mandatory for use in all enterprises and organizations.
The company has the right to record the hours worked by its employees in independently developed journals or purchase a printed version of it.
Mandatory requirements are put forward for the execution of a document, the pages of which must be bound and numbered.
The absence of a journal for recording irregular working hours may become the basis for bringing management and the legal entity itself to administrative liability in the form of a fine (Article 5.27 of the Code of Administrative Offenses of the Russian Federation).
How to fill it out?
To keep records of the time worked by employees with irregular hours, the head of the enterprise (organization) appoints a responsible person from among the employees (this may be the same employee who keeps the time sheet).
The authorized employee fills out the log in accordance with the available columns:
- Record serial number;
- Date of;
- Employee position;
- Personal data (full name);
- Arrival time at work;
- Time to leave work;
- Total number of hours worked;
- Special notes (filled in if you need to leave the workplace for a good reason or are on a business trip).
The journal must also contain columns for the signatures of the employee himself, with which he certifies the accuracy of the information entered.
The journal can be kept either electronically or by hand, but the employee’s signatures must be affixed daily and in his own hand.
log of working hours during irregular hours - word.
Journaling: Common Methods
The laws do not provide for an exact form for recording working hours. The employer has some freedom in this matter.
The behavior is allowed in two variants.
Manual version.
There is supposed to be a special book that can and should be laced. Making entries is the responsibility of the responsible employee; this occurs as needed. A number of companies agree that each individual subordinate enters information about when he arrives and leaves work. All information is certified by personal signatures.
Printing houses sell ready-made forms for such magazines. These are filler books, hardcover or softcover. The number of pages and columns should be sufficient for the maximum period. We will accept the option of printing forms prepared in advance on a personal computer. After that, they are filed in a special folder.
Electronic version.
To fill out, choose specialized software. In the simplest versions, all data is entered manually.
Sometimes an automatic reporting mode is provided. This saves time and effort. It is easier for the employer to obtain a sample regarding specific parameters that interest him at the moment. For example, on sick leave, vacations, and overtime.
Time sheets
A journal that records the period spent at work is not a document that is required under any circumstances. But how does the state control compliance with the Labor Code by both parties?
To protect against the consequences, another document has been developed. Based on it, it is also easy to keep track of hours worked. It is used in preparing reports and calculating payments for employees of different categories. This is a timesheet based on schedules and working hours. The document is compiled using information from the relevant journal. It features a unified form for companies.
The concluded agreements are the basis for issuing personnel numbers to employees. Then this combination of numbers is used when preparing other papers, such as payroll slips and personal files.
Keeping the number for the employee is a standard requirement, even after adjustment by position or department. Information is left free for three years or more after dismissal. The timesheet records information for each subordinate, based on individual numbers.
The time sheet is maintained according to two main forms adopted by the Government since 2004.
T-12 – designation of the form when filling out manually. In the case of installing a turnstile, option T-13 is used. Both forms are almost identical to each other in content.
Samples of required documents
Any overtime work begins with an order. If necessary, obtain the consent of the employee, recorded on paper, and/or the trade union. Only after the work is completed, the data is entered into the log.
Order
Example of an order
An order, like any other document, must have:
- "hat"
- input data (name, date, number)
- the main part
- conclusion (full name, signature)
Report card
Example report card
In this document, overtime is designated by the letter “C” or code “04”. The column in which this type of work is indicated is numbered 4 (form No. T-13) or 6 (form No. T-12). A number indicating the number of hours worked overtime is placed under the indicator.
Magazine
The accounting journal has a free form, convenient for a specific organization. One example of introducing an accounting document is shown in the figure.
Logbook
The Labor Code of the Russian Federation states that the manager is obliged to keep track of the overtime of his employees. The form in which the calculation is carried out is not regulated by law. The journal is an optional, but convenient and useful form of accounting for overtime work for the manager.
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Additional information about filling
Filling out the timesheets starts from the top of the pages. The full form of the name of the organization or structural unit is indicated there. Next come the dates of compilation along with an indication of the reporting period.
Below they track the results of fulfilling the duties of a citizen over a certain period of time. It is necessary to indicate the following intervals:
- total number of hours;
- omissions;
- work days.
The reasons for absence from work are described using special codes.
Filling in days is also allowed in two ways:
- Notes on attendance and absence.
- Marks only on passes. For the remaining days, a full count is kept, regardless of the results of the shift worked.
