How to mark the suspension of a foreigner from work on a report card

Designations and codes in the time sheet

Info

One of the more affordable options is a time sheet created in office programs. Excel is perfect for these purposes. Spreadsheets allow you to create any type and size of document. Also, thanks to the ability to set formulas, summing up and calculating intermediate data is much easier.

Using special software If the employee or management has insufficient skills in working with spreadsheets, another similar program can be selected. In this case, the time sheet will look similar to the paper version. This will help reduce the time spent working with the document. It is also worth considering that each program requires the use of licensed versions. Naturally, they have different prices from different suppliers.

Setting up a new time type

Let's create a new type of time by copying the standard type of time Suspension from work without pay .

To do this, first of all, you should enter the predefined type of working time recording Suspension from work without pay and adjust the Letter code , for example, to NB1 :

Then copy it and indicate in the copy the Letter code - NB . It is also convenient to add the Name in order to distinguish between types of time in the lists. For example, Suspension from work without pay (SU) .

Symbols in the time sheet

Important

A time sheet is a document containing information about days worked by each employee, absences from work for valid and unexcused reasons. It can be done in different ways. Information about the presence or absence of workers is recorded daily. All facts of absence, no-shows, and tardiness must be included in the report card.

The data from the Time Sheet serves as the basis for calculating and calculating wages for all employees of the company. It controls:

• labor discipline;
• standard length of the working week;
• duration of overtime work;
• work on weekends.

The Labor Code establishes a five-day working week with a duration of 40 hours and a six-day working week with a duration of 36 hours. During operation, these standards may be violated.

Registration of days off in the accounting sheet T-12 and T-13

Many employees need time off during their career.

However, often HR officers cannot accurately reflect such a day off in the time sheet, incorrectly indicating the digital or letter designation.

How to reflect the days of compensatory leave on the timesheet, depending on the basis for their provision.

What is a time sheet

01/05/04, in accordance with the decree of the government of the Russian Federation, which was founded by the Department of State Statistics on Labor Issues, an official sample report card is provided. This document is necessary to enter data on the hours worked by workers.

Based on part four of Article 91 of the Code, the main forms of the accounting sheet are used:

The administration of the enterprise is obliged to draw up a time sheet for all employees of the enterprise, including management, recording attendance and deviations from them. Time off refers to the latter.

How to indicate time off on a working time sheet

The designation is used in the form of an alphabetic or digital code, based on Russian legislation. Without the possibility of changing or replacing the proper numbers and letters.

Possible designations for time off:

• code 28 or NV - indicates the provision of time off for work on a non-working day or overtime; nothing is entered in the bottom line where the hours are indicated;
• code 27 or OB - indicates time off for donation; hours in the lower part are also not provided;
• code 16 or DO - this designation is used when an employee is given a day off without pay (at his own expense) with the permission of the employer;
• code 17 or OZ - the designation on the report card is used when a day off at one’s own expense is provided by law.

This is interesting: Article 17.6 of the Code of Administrative Offenses of the Russian Federation. Failure to provide information for compiling lists of jurors

Sample designation of time off for overtime work in the T-12 report card:

Sample designation of time off for donation in the T-13 report card:

Who is granted time off and when?

What is time off?

It's a day off. As a rule, it is taken without pay for one or more days during a period other than the annual main leave. Which staff members can take time off? According to the Labor Code of the Russian Federation, a day off is provided to:

1. On account of work on a day off or a holiday (Article 113 of the Labor Code - hereinafter referred to as the Code);
2. Those who have worked overtime (Article 299 of the Code) so that these days do not fall within work shifts;
3. Those undergoing a medical examination in personal time (Article 185 of the Code);
4. Personnel who are on duty at work, in accordance with Resolution No. 233 of April 2, 1954 “On Duty.”
5. Those who were on business trips and spent private time traveling to their destination;
6. Employees who donated blood.
7. Certain categories of citizens - pensioners, people raising disabled children, in the event of the death of a loved one, during marriage - are provided with additional unpaid days of rest.
8. To any employee at his request in agreement with the employer.

Is time off paid?

If we talk about the first six points presented above, then according to Russian legislation, a person who takes a day off independently chooses how to reward him. A worker can take one day off or double his salary.

If the worker donated blood, or underwent a medical examination, or remained on duty at the enterprise, then payment is made at the rate. In this case, double payment is not provided.

Upon dismissal, an employee has the right to choose all the time off that he or she has earned. In this case, the manager is obliged to provide the worker with such an opportunity.

According to the law, upon dismissal, the administration of the enterprise has the right to pay the balance of compensatory leave in cash upon the written application of the employee.

Time off book

Today, time off is recorded in the arrival and departure log. Very convenient in unspoken situations such as illness, natural disaster, etc. Without documentation of time off, it will be difficult to prove absence.

In the order for granting a day off, you must indicate the reason and method of remuneration. It is necessary to familiarize the worker to whom this order applies.

The order arises from the submitted application of the worker. When processing wages, the accountant takes the worker’s statements signed by the head of the enterprise and enters them into the statement.

The meaning of letters and symbols in the time sheet

Form T-13 Weekends on business trips There are different points of view regarding the coding of days off during employee business trips. Some personnel officers argue that it is necessary to designate them with the general code “K” (business trip) for such work. Others lean toward the "B" (out) cipher. Both points of view have reasonable justification and legislative argumentation. Since there is no uniform approach, when marking days off on a business trip, you should proceed from your own practice and preferences. Sick leave If an employee is on sick leave, he is considered temporarily disabled. Therefore, the missing time in the report card is o. There is no difference between working days and weekends. Leave in connection with pregnancy and childbirth, care for an infant, and unpaid leave are recorded in the same way.

Conventions used when filling out

All possible situations related to the presence/absence of full-time employees at workplaces are described under serial numbers and have a letter designation. The T-12 form tables contain 36 codified cases. Thus, vacation in a time sheet can be marked in 8 different ways, depending on its goals and reasons. An extensive list is provided for downtime, absences from work due to illness or other life circumstances.

The choice of alphabetic or numeric codes is at the discretion of the organization. As a rule, they use letter designations - they are easier to remember and understand.

Vacation

To indicate the next paid leave, the code OT(09) is provided in the working time sheet. In some organizations, in addition to the rest period guaranteed by labor legislation, additional days are provided. The procedure for compensating these days depends on the internal rules of a particular company, therefore such leave is accounted for separately and marked as OD (10).

If an employee goes on additional unpaid leave, his absence from work is coded DB(18). Sometimes there is a need to extend such time for a certain period, this is possible by agreement with the employer. Such cases are noted in the report card under the code DO (16).

Vacations related to personal circumstances also have their own designations in the timesheet:

• for pregnancy and childbirth (914);
• for child care OJ (15).

Study leaves are assigned codes U(11) and, if the employer does not pay wages during training, codes UD(13).

Absenteeism designation on the report card

Absenteeism is reflected in the time sheet in four ways, depending on the situation:

• forced, if the employee was removed from service illegally and subsequently reinstated (22);
• absence due to the need to perform duties of a state or public nature G (23);
• without good reason PR (24).

It is important to know! Absenteeism from work for unknown reasons is highlighted as a separate line NN (30). Subsequently, after clarifying the circumstances that became the reason for absenteeism, these marks can be replaced with other codes.

How is sick leave indicated on the report card?

Two codes indicate sick leave on the report card. If the employee is entitled to benefits, then this time is codified as B(19). The T(20) mark is given to a period of incapacity for work, which is not covered by guarantees or compensation.

For convenience, all these cases are combined and included in the table:

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Attention

First, we fix his inadequate state with an act of this kind.
The act describes the situation, time and place of drawing up the act. You definitely need to involve a couple of eyewitnesses. We record their positions, full names and signatures at the end of the document. Procedure for actuation As soon as the act is drawn up, we demand an explanation from the offender.
When explanations are received (possibly directly on the report) or the culprit is simply unable to provide them, we draw up a report about this and prepare an order. Order on removal from work There is no generally accepted form of the order; it can be printed out at will. This is a document on the main activity, although it is aimed at the individual. The order is prepared on the basis of an act, therefore the details of the act must appear in the order. It is necessary to indicate for how long the employee will be suspended from work.

Symbols in the time sheet *

Who should keep track of working hours and who should be responsible for it? If the organization is small, one person can keep time records. If the structure of the enterprise is significant, it is advisable to appoint a responsible person in each division. All responsible persons, regardless of their number, are appointed by orders for the main activities in order to avoid various kinds of misunderstandings. Responsibility for the completeness and correctness of filling out the timesheet lies with the person authorized by the order. The head of the department is responsible for the timely submission of timesheets to the accounting department. The employer is responsible for everyone. 8.

Career

Since 2013, many enterprises have been recording staff working hours using their own forms. To develop them, you should rely on a unified form. Conventional symbols are used to compile timesheets. Mandatory designations are not provided for by law. The existing encoding is only a recommendation and can be changed by users. Since the rules for filling out time sheets in some situations are not clearly regulated, HR officers and accountants have to resolve issues of their reflection in the register on their own. Purpose of the document The Labor Code of the Russian Federation requires all employers to keep records of the time worked by their staff. Timesheets are mandatory for both enterprises and individual entrepreneurs. For its absence, administrative liability is provided for the enterprise itself and the responsible persons.

Where is time off recorded?

There is a practice when HR officers do not record any deviations from the normal work schedule.

In the worst case, the data is remembered by the immediate supervisor, in the best - it is entered into the internal register of the enterprise, an output log or other local document.

The timesheet looks as if no deviations from the schedule occurred. This approach is bad because in the event of non-standard situations (accident, detection of theft, injury), after some time it will be difficult to prove the presence or absence of a person at the workplace on that particular day. Therefore, it is imperative to document your time off!

When a need for processing is identified, an order is drawn up indicating the reasons and method of payment, with which the employee must express his written consent. Absenteeism is issued on the basis of a signed application by the employee.

The document according to which the accounting department will calculate wages (and, after submitting information to the Pension Fund of Russia, pension experience) is the working time sheet.

Symbols in the time sheet in 2018

Note: According to Article 357 of the Labor Code, the labor inspector has the right to issue an order to remove from work employees who have not undergone safety training. And Article 114 of the Criminal Procedure Code gave the investigator the authority to demand the temporary suspension of the accused from work. The employer is obliged to comply with both the inspector’s order and the investigator’s requirement.

Removal from work at the initiative of the employer As soon as the employer considers one of the above reasons, the employee should not be allowed to enter the workplace until the reason is eliminated. In this case, the time of suspension is not paid, but with a caveat: if the employee has not passed the TB knowledge test or a medical examination through no fault of his own, then the time of suspension is paid as idle time, that is, in the amount of 2/3 of the salary. Formalization of suspension from work must begin with an act.

For example, an employee showed up to work drunk.

We correctly formalize the removal of an employee from work

A more detailed description and complete list are usually located on the first sheet of the form. This makes it easier to navigate the notation and determine in what situation what to put in the cell. Normal form filling Filling out a time sheet is a painstaking job that requires attention.

This can be done using, for example, the method of continuous appearances and no-shows. In this case, data is entered into each column. Symbols indicate both the presence of employees at the workplace and their absence, indicating the reasons. The number of hours spent at the place of work is also indicated.

In the timesheet itself, it will look like this: on a day off, put the letter “B”, under it 0, on a working day, respectively, “I” and the number of hours, for example 8. Similar to weekends, various reasons for absence from work are noted, starting with business trips and ending with absence for unknown reasons.

How are working hours recorded?

The accounting sheet can be maintained in 2 ways - electronic or printed. In the first case, the unified T-13 form is used, in the second - T-12.

It is important to note that when drawing up a timesheet as the first option, it contains additional columns for calculating employee wages.

Important! A working time recording form must be present in every company, regardless of its type of activity.

It contains information about the attendance of working citizens at the workplace, as well as the facts of their absence and time off.

If an employee was not at work on any day, the time sheet will indicate the reason why this event occurred.

Information about business trips, all types of vacations, time off granted, and production downtime is also noted. In addition, it contains information about periods of temporary disability of citizens and time spent on maternity leave.

To indicate each specific circumstance, generally accepted symbols and codes are used, the explanations of which are indicated on the title page of the T-12 form.

For example, a fully worked working day is marked with the number 01 or the letter Y.

For no-shows, there are many symbols in letters and numbers.

Based on the information displayed in the timesheet, the monthly salary is calculated for each officially registered citizen.

If the organization has established a piece-rate payment technology, special attention is paid to the payroll sheet, as well as route sheets and other similar papers.

Working time recording is carried out by a special employee responsible for performing actions of this type. This role can be played by an employee of the human resources department, accounting department, or the head of a structural unit.

At the end of each working month, the corresponding results are summed up in the report card. The number of days worked and days off, as well as other indicators present in the paper, are calculated. The received data is transferred to accountants, who, based on the information studied, calculate wages and other payments due to a specific employee.

How are the weekends celebrated?

It was already mentioned earlier that for each circumstance there is a single form of designation - a digital or alphabetic code.

Important! In the case of time off, the code depends on the reason for which the additional day off was granted.

You can indicate time off on the accounting sheet using the following codes:

• 28 or HB. It is indicated in the working time sheet in case of registration of a day off granted for previously worked time, received for carrying out professional activities on a weekend or holiday, or working overtime after the end of the working day. It is important to note that in this case nothing is noted in the bottom column of the timesheet, where the number of hours is entered;
• 27 or OV. These codes indicate time off, which is required at the legislative level for donating blood. As in the previous situation, the bottom column remains empty. Such days off are paid in full by the employer;
• 16 or before. This designation is used to mark a day off taken at the employee’s expense. Such time off is provided only with the consent of the manager;
• 17 or OZ. The specified code is noted if the additional period of rest was received due to the occurrence of legal circumstances in which the employer does not have the right to refuse the employee time off. The duration of such a mini-vacation can be up to 5 days.

If the given designations are not enough for the employer to reflect on the time off sheet, then he has the right to develop his own codes. Own codes can be entered along with the established ones.

How is suspension from work indicated on the report card?

If you lose an already closed report card, there is no need to panic. It can always be restored using other documents. For this purpose, explanatory notes, sick leave certificates, information about business trips, vacation schedules, etc. are used. Anything that confirms and explains a person’s absence from his workplace can be used to restore data.

Who might need a report card? This document is often required during various inspections. For example, the tax service checks its availability in the organization and its correct completion. The absence of a time sheet, even in the smallest company, can result in a fairly large fine. The same thing happens when mistakes are made in filling out forms. This applies to both calculations and incorrect use of symbols. The presence of timesheets is mandatory.

How to indicate suspension from work on a report card

OV 27 Additional days off (without pay) NV 28 Strike (under the conditions and in the manner prescribed by law) SB 29 Absence for unknown reasons (until the circumstances are clarified) NN 30 Downtime due to the fault of the employer RP 31 Downtime for reasons not depending on the employer and the employee NP 32 Downtime due to the fault of the employee VP 33 Suspension from work (preclusion from work) with payment (benefits) in accordance with the law NA 34 Suspension from work (preclusion from work) for reasons provided for by law, without accrual of wages fees NB 35 Time of suspension of work in case of delay in payment of wages NZ 36 Unified form T-12 Download It should be noted that the unified form T-12 can be used in any organization, regardless of the form of ownership, except for budgetary institutions.

Time off on the report card

The Labor Code of the Russian Federation obliges the employer to keep strict records of the hours actually worked by employees.

The working time sheet systematizes data on the working hours of employees, their absences for one reason or another (sick leave, vacation, time off), and work outside of normal hours.

Based on the report card, wages are calculated, a report is drawn up to the statistical authorities, and an audit can be carried out by tax services, the Social Insurance Fund, and labor inspectors.

To enter data into the time sheet, it is customary to use alphabetic or numeric codes.

A list of all major codes can be seen on the title of Form T-12.

How to arrange time off? Read our article. Is time off due on September 1st? Find out here.

How much time off is required for a funeral? See here.

How is it noted in the unified form?

Goskomstat has approved 2 forms for keeping records of time worked by specialists:

• T-12 (first section);
• T-13.

They can be used in their original form or modified to suit the characteristics of a particular enterprise.

Forms can be downloaded here:

Form T-12

Form T-13

Each specific organization may have its own specific procedures for filling out the form, which should be reflected in the appropriate document (manual or instructions).

Generally accepted codes are usually used to indicate work on days off and time off on timesheets:

• time worked on weekends and holidays - RV, 03;
• paid time off – OV, 27;
• unpaid time off – NV, 28.

If there is a need to remove an employee on a non-working day, his written consent must be obtained and a corresponding order must be drawn up.

An example of such an order:

An example of an order to hire someone to work on a non-working day

The timesheet indicates the time worked on a non-working day strictly in accordance with the order.

Example:

Completed form T-13