How to correctly indicate maternity leave on a time sheet - examples of notation

Conventions used when filling out a time sheet

Every organization is required to ensure proper recording of working time.
The employee’s presence at work or his absence must be recorded in a special accounting document - a report card. Each company has the right to choose one of two methods of recording time worked:

• mark only deviations from attendance - a mark for the corresponding day is made only if the employee worked less than the allotted time or was absent for any reason (sick leave, vacation, business trip, absenteeism or other);
• designate each day with the appropriate code, including regular attendance when a full day is worked.

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Designation codes can be found on the title page of Form T-12. You can develop your own codes. There are digital and alphabetic codes. An organization can independently choose which code designations it will use - letters or numbers.

Working hours are recorded by a responsible employee - the head of a department, a personnel employee or another person whose duties include this function.

Each organization takes into account the working time worked by staff, rest periods, and absences. This information allows you to correctly calculate employee salaries.

For this purpose, special forms of accounting documents - timesheets - are filled out. The period of maternity leave should also be noted on this form.

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It is imperative to take into account staff working hours. As a rule, standard forms of accounting forms are used for this purpose - time sheet form T-12 and T-13.

There are two ways to count working hours:

1. Mark with special designations only days other than the usual fully worked days (time off, absenteeism, vacations, sick leave, maternity days, business trips, absences for various reasons, incompletely worked days).
2. Provide designations for all calendar days of the month, including weekends and regular attendance.

The organization itself chooses a convenient method for recording employee working hours.

The codes that are entered in the report card can be expressed in the form of numbers or letters.

You can add your own designations to the list depending on the specifics of the company.

Filling out the timesheet is carried out on the basis of an order, in particular, to indicate the period of maternity leave, the basis is an order for leave under the BiR.

An employee going on maternity leave also requires entering an alphabetic or numeric code.

A maternity leave is issued on the basis of a sick leave certificate for pregnancy and childbirth. For days of temporary disability due to illness, code B or 19 is used. However, for a certificate of incapacity for work opened in connection with pregnancy, other codes are used.

How is maternity leave designated in BiR:

• P – letter code;
• 14 – digital code.

Any designation can be used. It is entered for each day you are on maternity leave. If the duration of vacation is 140 days, you need to mark P or 14 for each, including weekends (Saturdays and Sundays).

In the part of the cell where the number of hours is noted, dashes are added for maternity days.

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Upon completion of maternity leave, maternity leave begins; this maternity period is designated as follows:

• OZH – letter code;
• 15 – digital code.

Read about the designation of maternity leave here.

If a worker wishes to interrupt her maternity leave early and go back to work, then from the moment she leaves, codes I or 01 are entered on the timesheet for attendance, B for days off.

If a maternity leaver goes on part-time work while on maternity leave, then in the cells of the working time sheet two designations are entered through a fraction: the first will indicate reporting to work, the second will indicate being on maternity leave. For example, the marks could be: I/OZH or 01/15. The cell below indicates the number of hours worked.

Below is an example of filling out a time sheet when an employee goes first on annual paid leave, and then immediately on maternity leave.

Days are marked with letters.

The period of maternity leave must be recorded in the report card. For maternity days, you need to enter an alphanumeric code: 14 or P for sick leave according to BiR, 15 or OZH for maternity leave.

If an employee goes to work part-time while on maternity leave, then two designations are entered through a fraction.

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We will provide instructions for filling out, which will help you correctly reflect the data and use the timesheet rationally.

The working time sheet, approved by Resolution of the State Statistics Committee dated January 5, 2004 No. 1, helps the personnel service and accounting department of the enterprise:

• take into account the time worked or not worked by the employee;
• monitor compliance with the work schedule (attendance, absence, lateness);
• have official information about the time worked by each employee for calculating wages or preparing statistical reports.

It will help the accountant confirm the legality of accrual or non-accrual of wages and compensation amounts for each employee. The HR officer must track attendance and, if necessary, justify the penalty imposed on the employee.

A time sheet refers to the forms of documents that are issued to an employee upon dismissal along with a work book upon his request (Article 84.1 of the Tax Code of the Russian Federation).

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It is worth noting that the unified forms of timesheets N T-12 and N T-13 are not required for use from January 1, 2013. However, employers are required to keep records (Part 4 of Article 91 of the Labor Code of the Russian Federation). Organizations and individual entrepreneurs can use other ways to control the time employees spend at work. But in fact, the form format developed by Gostkomstat is quite convenient and continues to be used everywhere.

According to the Instructions for the use and completion of forms of primary accounting documents:

• the work time sheet for 2020 is compiled and maintained by an authorized person;
• the document is signed by the head of the department and the HR employee;
• after which it is transferred to the accounting department.

As we can see, the rules do not establish the position of the employee who keeps the time sheet. Management has the right to appoint anyone to perform this task. To do this, an order is issued indicating the position and name of the responsible person. If an order to appoint such an employee is not issued, then the obligation to keep records must be specified in the employment contract.

Otherwise, it is unlawful to require an employee to keep records. In large organizations, such an employee is appointed in each department. He fills out the form within a month, gives it to the head of the department for signature, who, in turn, after checking the data, passes the form to the personnel officer. The HR department employee verifies the information, fills out the documents necessary for his work based on it, signs the time sheet and passes it to the accountant.

In small companies, such a long chain is not followed - the accounting sheet is kept by a personnel employee, and then immediately transferred to the accounting department.

Two approved forms of topics differ; one of them (T-13) is used in institutions and companies where a special turnstile is installed - an automatic system that controls the attendance of employees. And the T-12 form is considered universal and contains, in addition, an additional Section 2. It can reflect settlements with employees regarding wages. But if the company conducts settlements with personnel as a separate type of accounting, section 2 simply remains empty.

There are two ways to fill out the timesheet:

• continuous filling - all appearances and absences are recorded every day;
• filling in by deviations - only lateness and no-shows are noted.

Let us give as an example instructions for filling out the T-13 form using the continuous filling method.

At the top, enter the name of the company (full name of the individual entrepreneur) and the name of the structural unit. This could be a sales department, a marketing department, a production department, etc.

OKPO is an all-Russian classifier of enterprises and organizations. Contained in Rosstat databases, it consists of:

• 8 digits for legal entities;
• 10 digits for individual entrepreneurs.

• The document number is assigned in order.
• The date of compilation is usually the last day of the reporting month.

Time sheets are submitted per month - the period from the first to the last day of August in our case.

A separate line is filled in for each department employee.

• Serial number in the report card.
• Last name and position of the employee.

• A personnel number is assigned to each employee and is used in all internal accounting documents. It is retained by the employee for the entire period of work in the organization and is not transferred to another person for several years after dismissal.

To fill out information about employee attendance and absence, abbreviated symbols are used. You will find a list of them at the end of the article in a separate paragraph. In our example for employee Petrov A.A. 4 abbreviations used:

• I - attendance (in case of attendance, the number of hours worked is recorded in the bottom cell);
• On a weekend;
• K - business trip;
• OT - vacation.

• In the 5th column indicate the number of days and hours worked for every half month.

• In the 6th column - the total number of days and hours for the month.

The payment type code determines the specific type of cash payment, encrypted in numbers. For a complete list of codes, see the end of the article. The example uses:

• 2000 - salary (wages);
• 2012 - vacation pay.

• Corresponding account is an accounting account from which costs for a specified type of remuneration are written off. In our case, the account for writing off salaries, travel allowances and vacation pay is the same.

• Column 9 indicates the number of days or hours worked for each type of remuneration. In our case, the days of attendance and business trips are entered in the top cell, and the days on vacation are entered in the bottom cell.

Tip 1: How to mark parental leave on your report card

Mark monthly in the work time sheet Form No. T-12 or T-13 the leave to care for your employee’s child from the start date of the leave to the end date with the symbol OZh or digital code 15, regardless of the period for which it was granted - up to the child reaches the age of one and a half or three years.

Please note: Labor legislation does not divide parental leave into periods of up to one and a half years and from one and a half to three years.

However, such conditional division is necessary for the purposes of payment of state benefits. Therefore, the selected period of parental leave until the child reaches the age of one and a half or three years is required to be indicated in the application for such leave.

Applying for parental leave How to reflect the use of working time in the report card Tip 2: How to mark leave in the report card When sending an employee on leave, which is due to every specialist who performs duties under an employment contract for more than six months, marks are made not only in the leave schedule, but and on the report card.

How are working hours recorded?

Time sheets are necessary to enter information about the time actually worked by employees or the reasons for their absence from the workplace.

Goskomstat provides a special form T-12 or T-13, but the employer has the right to develop its own form for recording the working time of employees. The main thing is that correct accounting is carried out.

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The document is filled out by the immediate supervisor every day; at the end of the month, it is signed and submitted to the accountant for payroll calculation.

How long does maternity leave last?

Only a woman can take the first type of maternity leave; even the baby’s father or his grandmother can count on the second.

A woman on maternity leave has the right to go to work until the end of her leave to care for the baby. If she goes part-time, she will retain child care benefits. Then the designation in the report card will be in the form “I/OZH” or in the digital designation “01/14”.

According to such a report card, the employee will be paid both child care benefits and also the actual hours worked. Hours of operation are reflected after the letter designation in a specially designated cell.

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Code “B” is noted on the employee’s day off and no hours are entered under it, as well as during maternity leave, sick leave or vacation.

The time sheet is maintained to perform a number of functions:

• control of working and non-working time;
• checking compliance with the work schedule by recording lateness and absences for various reasons;
• calculation of earnings for employees of the enterprise, proof of the correctness of calculations;
• obtaining information for the necessary reporting;
• the basis for imposing disciplinary sanctions on an employee due to violation of the work and rest regime.

The timesheet contains information about the days actually worked by employees.

A unified form (T-12 or T-13) implies the reflection of information on recording visits to the enterprise for each employee. The title page of form T-12 contains information about all designation codes that are used when filling out the timesheet.

The two types of codes (alphabetic and numeric) are used equally. In addition, the local acts of an enterprise may stipulate the use of a mixed type of filling out a document, as well as other proprietary designations.

Output of a report card for child care up to 1.5 years old with code och, not oj

A similar complete registration is carried out when employees are on maternity leave (P), on parental leave when they reach the age of three years (OZ) and unpaid leave (UP). 4. How are days off on vacation designated? If, when an employee is on annual basic paid leave (PA) or on annual additional paid leave (AP), a public holiday falls during the period of his rest, in the report card the OT or OD code must be replaced with B (weekends and non-working holidays), because that, in accordance with Article 120 of the Labor Code of the Russian Federation, non-working holidays falling during the period of paid leave are not included in the number of calendar days of leave. 5.

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Everyday work and life present different situations, so you need to know how to skillfully reflect each regular and not so regular situation in the timesheet. You also need to understand which letter designations to use on the time sheet.

Working time is an important component of accounting for any organization.

Working time sheet: explanation of abbreviations In accordance with Part 3 of Article 91 of the Labor Code of the Russian Federation, a budgetary organization is obliged to keep records of labor time.

This is a mandatory document on the basis of which wages are calculated. The codes in the document for recording the duration of work of employees are necessary for correctly filling out the paper. For this purpose, letter designations are adopted in the working time sheet; they are indicated in the methodological recommendations to Order of the Ministry of Finance of Russia dated March 30, 2015 No. 52n.

Tip 1: How to take parental leave Maternity leave until the child reaches the age of 3 years is granted to a woman in accordance with Article 256 of the Labor Code of the Russian Federation. The provision of such leave is carried out on the basis of the employee’s application.

How to indicate vacation up to one and a half years on the report card

NO 34 Suspension from work (preclusion from work) for reasons provided for by law, without saving wages NB 35 Time of suspension of work in case of delay in payment of wages NZ 36 Designation of days before taking up a position or after release from it (dismissals, transfers, etc.) .p.) X 37 Open in Word format temporary disability without assignment of benefits in cases provided for by law sample of filling out a working time sheet designation of leave in the timesheet sample of a working time sheet Type of document:

• time sheet
• time sheet

• Personnel records management and Labor law

Published on 2008-12-25 21:19 by Valeratal NataShiC 2011-12-19 15:05 and how to designate maternity leave.