How to correctly draw up a work schedule for two guards if the facility is guarded at night and on weekends?

In personnel records management, there are two concepts that are similar in sound, but different in meaning: a work schedule (planned) and a work accounting schedule, or time sheet (drawn up at the end of the month, using which the results are summed up). Let’s define the basic concepts, consider wage options with different work schedules and a sample employee return to work schedule, as well as other examples of documents.

So, in accordance with Art. 91 of the Labor Code of the Russian Federation, normal working hours should not exceed 40 hours per week. Planning and recording of working time worked by each employee is organized by the employer. Usually for such accounting they use unified forms T-12 or T-13. A monthly working time schedule using standardized forms can be found at the end of the article.

In what cases is a work schedule drawn up?

If an organization has adopted a single working time schedule for all employees (a 40-hour work week (five days) with two general days off), such a document does not need to be drawn up.

The need to maintain a working time schedule arises in the following cases:

• irregular working hours (Article 101 of the Labor Code of the Russian Federation);
• working in flexible working hours (Article 102 of the Labor Code of the Russian Federation);
• shift work mode (Article 103 of the Labor Code of the Russian Federation);
• summarized recording of working time (Article 104 of the Labor Code of the Russian Federation);
• dividing the working day into parts (Article 105 of the Labor Code of the Russian Federation).

The work schedule in these cases is drawn up in order to monitor compliance with normal working hours for the entire accounting period (month, quarter and others, but not more than one year). Based on the data for each employee for a certain accounting period, wages are calculated, including taking into account the time of overtime or shortfall.

In order not to waste time drawing up your own schedule form, we recommend that the HR specialist download a blank form - a sample work schedule for the month, prepared by experts (it is attached at the end of the article).

If the employee’s schedule shows that in some months he works more hours, and in others less than the norm, it will be fair that overtime in one month is compensated by underwork in another. In this case, it is advisable to set the duration of the accounting period to more than one month. The number of months in the accounting period should be set so that the sum of working hours according to the accounting document coincides with the standard working time. The number of overtime hours is determined not monthly, but once for the entire accounting period as a whole.

In what cases is the shift schedule applied according to the Labor Code of the Russian Federation?

The shift schedule (hereinafter referred to as GS) is mandatory for use in enterprises with established shift work schedules. Shift work, in turn, is introduced in cases where the production cycle, which must be provided/served by workers, exceeds the maximum permitted length of the working day (Article 103 of the Labor Code of the Russian Federation).

So, in accordance with Art. 94 of the Labor Code of the Russian Federation, the working day for workers with harmful/difficult/dangerous working conditions should not exceed:

• 8 hours - with a shortened work week of 36 hours;
• 6 hours - with a shortened week of 30 hours.

Exceptions are provided for cases provided for in additional. agreements to employment contracts. In such situations, subject to the consent of the employees, the maximum working day may be increased:

IMPORTANT! Extension of the working day is subject to mandatory reflection in the collective agreement and industry/inter-industry agreement.

The maximum working day under normal working conditions is not established by law, but Art. 91 of the Labor Code of the Russian Federation defines the maximum duration of the working week: it cannot exceed 40 hours. In this regard, many companies, in order to ensure a non-stop production process and/or increase the efficiency of industrial production due to greater equipment load and increased product output, are switching to a multi-shift operating mode.

What are the work schedules?

Let's take a closer look at the differences between flexible work schedules, irregular working hours, shift work, cumulative recording of working hours and fragmented working hours.

Flexible

A flexible working mode requires employees to independently regulate the start and end of their shift. It is important to work a specific number of hours set for a specific accounting period.

Irregular working hours provide for periodic involvement in labor duties outside the standard working day. The list of positions with such working hours is fixed by a collective agreement or internal rules of the organization.

Removable

Shift work involves working in two, three or four shifts during the day. It is needed when the work cycle exceeds the norm for one person. In this case, employees replace each other.

In this case, companies draw up work schedules - the template is shown below. Such a local act is approved by the head of the enterprise. Employees must confirm the fact of familiarization and agreement with the work according to the approved schedule by signing.

Summarized accounting

Cumulative recording of working hours allows you to count longer periods of work. The bottom line is that the average duration of work during the day should be equal to the norm for the period. This period can be a week, a month, a quarter, a year.

Let’s say you need to work 40 hours a week, but a shift can last 12 hours or a day. This is how salespeople in convenience stores, watchmen, and cleaners often work. The Labor Code does not say anything about the duration of the break between two 12-hour shifts, but earlier, when distributing the load, they took into account the recommendations of the resolution of the Council of People's Commissars of the USSR dated September 24, 1929 - which prescribed that a break between 12-hour shifts be set at least twice the duration of working hours the day before - that is, at least 24 hours. Now this resolution has lost force - but some departmental regulatory documents contain similar conditions: for example, the Order of the Minister of Defense of the Russian Federation dated December 30, 2001 N 541 “On departmental security of the Ministry of Defense of the Russian Federation” says:

We offer a sample: how to create a work schedule for 4 people, 12 hours each. The sample uses the following conventions:

• U - work from 7.00 to 19.00;
• B - work from 19.00 to 7.00;
• * - day off.

The example shown is quite universal - it can also be used as a sample work schedule for salespeople in a store, a sample duty schedule for guards for a month - if their shift lasts 12 hours. To use our example, we suggest downloading the shift schedule for 2020 in excel below.

If you need to create a cleaning schedule - for example, in a 24-hour cafe, where cleaning should be done every half hour, and managers and cleaners work 12 hours a day - this sample will do.

We recommend you a monthly cleaning schedule (blank form) - print the required number of pages (according to the number of days of the month).

The essence and purpose of the duty schedule

The essence of creating a duty schedule is to organize the activities of employees in one position, replacing each other with a specific frequency. The most commonly used schedule is “a day in two” or “a day in three”, when each worker on duty works one day, then has the right to several days of rest, and then goes back to work.

Some enterprises that have positions characterized by high intensity and tension use a schedule where several employees must relieve each other on duty during the day. They also use a monthly duty schedule template to coordinate their activities as efficiently as possible.

A shift schedule is necessary so that employees clearly know when to go to work, and managers can monitor their work activities.

Working time schedule for 2020 (timesheet): how to fill it out

There are two unified forms: T-12 and T-13. The difference between them is that the T-12 form is filled out only manually or in a text editor, and it has a special section for calculating wages. Timesheet T-13 can be filled out using specialized computer programs and access control systems, which are used to record visits by company employees to their work. This form does not have a block for calculating wages; it must be calculated in other registers.

The time sheet is the primary document on the basis of which employees’ wages, payments from them and additional payments accepted in the organization are calculated. Since the listed payments reduce corporate income tax or taxable income under the simplified tax system, the document should be fixed as a primary document in the organization’s accounting policy. It is not necessary to use the unified form from 01/01/2013. It is important to consolidate your own version of the form in the accounting policy and ensure that it contains all the necessary details, the mandatory presence of which for primary documents is established by law 402-FZ.

The time sheet is drawn up in one copy by a person authorized to monitor the control of working hours throughout the organization or in a separate structural unit. The list of persons signing it is established by the internal administrative act of the organization. At the end of each month, the completed timesheet is transferred to the accounting department.

Let's look at the procedure for filling out the timesheet using the T-13 form as an example.

The name of the organization and structural unit must be filled in the header (when monitoring working hours in structural units). The serial number is assigned in accordance with the accepted numbering in the organization. The date of compilation and the reporting period must be filled in as details of the primary document.

You can download a sample work schedule in Excel at the end of the article. Now let’s look at how to calculate a work schedule and draw it up correctly.

How and by what documents the labor regime is determined

The work schedule for each individual employee must be discussed with him in advance - when concluding an employment agreement. In general, according to the organization in the context of structural divisions or positions, the working hours are determined in the internal labor regulations.

PVTR is a local regulatory legal act of an organization that defines the main points of the relationship between a team of employees and the employer - rules for hiring and terminating labor relations, powers and obligations of the parties to an employment agreement in the process of work, general conditions regarding the working time regime, etc. PVTR are approved by the employer in agreement with the trade union organization, each employee must be familiarized with this document in writing when concluding an employment contract.

In the PVTR, the working time regime of an organization can be reflected by:

• establishing the duration of the work week and specific daily work time frames for certain groups of positions (for example, “For departments: Management, Human Resources Department, Legal Service, Accounting, Office - a five-day work week, the beginning of the working day is 8:00, the end of the working day day - 17:00, break for rest and food - from 13:00 to 14:00");
• establishing for certain positions the condition of an irregular working day, indicating the amount of compensation in the form of additional days (at least three) of vacation in accordance with Art. 119 of the Labor Code of the Russian Federation (for example, “For positions: Director, Deputy Director, driver - an irregular working day is established with compensation in the form of 4 days of additional vacation period annually”);
• establishing a work schedule for individual departments and positions (for example, “For the sales department, a work schedule is established in compliance with labor standards for a five-day, 40-hour work week”);
• establishing a summarized accounting of working time for individual positions (for example, “For the position “Seller”, a summarized accounting of working time is established, the accounting period is a quarter”);
• establishing a flexible work schedule, night (equated to daytime) work schedule, shift schedule, dividing the working day into parts for certain categories of workers (for example, “For the position “Cashier”, a shift work schedule is established, in which the third shift, falling at night, is equivalent to to daytime working hours").

The employment agreement must contain a section dedicated to the working regime. For employees whose position involves working a regular schedule of five or six days a week, the agreement specifies the exact work schedule. For those who will work according to a schedule, with cumulative accounting, with irregular working hours, with part-time working hours, with the day divided into parts, etc., these circumstances must be reflected in the specified agreement. Cases of establishing an unspecified working time regime are illegal; such a violation may entail liability for the employer under Art. 5.27 of the Code of Administrative Offenses of the Russian Federation with all the ensuing consequences (fines and other sanctions).

A section on working hours must be included in the contract

How to establish new regime rules in an organization: procedure and documents

If an employee becomes familiar with the existing regime for a particular position when being hired by signing an employment agreement and marking the reading of the PVTR, then changing the current regime is somewhat more complicated.

The decision to change the PVTR can be issued in the form of an order

The procedure is as follows:

1. To begin with, the manager must make an informed decision about for which positions or structural units new rules are being introduced.
2. Then, in accordance with all the rules for changing the local regulatory legal acts, the corresponding changes are made to the PVTR (the project must be agreed upon with the trade union within five days, then signed by the manager).
3. Based on the amended PVTR, each employee affected by the changes is warned of changes in essential working conditions (notice must be handed in against signature no later than a month before the order is issued). In case of refusal to continue the employment relationship under the changed conditions, the employee must be dismissed upon expiration of the notice period.
4. Within the prescribed period (a month after notifying employees), an order is issued for the enterprise to change the regime for specific employees (at this stage they must be listed by name). Each employee gets acquainted with the order by signing it.
5. On the day the administrative document is issued, an additional agreement to the contract is concluded with each employee, changing the terms of the working time regime.
6. From the date specified in the additional agreement and order, a new regime begins to operate with its new documentation (for example, with the drawing up of schedules).

Step-by-step registration instructions

Step 1. Design the header

Here is a sample of filling out an employee work schedule for a month, using February 2020 as an example.

Next, let's move on to filling out the columns (the template contains 13 columns in total), as the sample work schedule will show.

Step 2. Fill in columns 1–3

Column 1, serial number, is filled in according to the number of employees in the timesheet. Columns 2–3 contain identification information for each employee: Full name. employee, his position and personnel number.

Step 3. Fill in columns 4–6

Column 4 contains notes on attendance and absence from work for each date in the corresponding month. In the example of a timesheet for February 2020, there are 28 days, so there are 28 cells to fill out the data. For this information, the table has four rows (two for each half of the month).

The top line of each half of the month reflects the letter designations of the reasons for attendance and absence (the letter correspondence of the reasons is presented on the title page of form No. T-12) - these are codes for appearances and absences for the working time schedule. The decoding of the codes is given in the file at the end of the article.

Notes explaining the reasons for absence from work, about working part-time or outside normal working hours, etc., are made on the basis of documents: a certificate of incapacity for work, a certificate of fulfillment of state or public duties, a written warning about downtime, the employee’s written consent to overtime work in cases established by law, etc.

Under the letter designation there is a numerical indicator equal to the number of hours and minutes actually worked by each employee.

Columns 5 and 6 contain the total indicator of time worked for each employee for each half of the month in hours, minutes and days (column 5) and for the entire month (column 6) in hours, minutes and days.

Step 4. Fill in columns 7–9

Columns 7–9 in form T-13 are filled out using an automated accounting system, taking into account the following features:

• if for all employees of the organization, wages are calculated only according to one type of remuneration and using one corresponding account, then the indicators “type of payment code” and “corresponding account” can be placed above the group. 7, 8 and fill out only column 9 - for the total number of days and hours worked (in brackets) for each employee;
• if accruals are made for several types of payment (2 or more) and using several accounting accounts, then gr. 7 and 8 are filled in with the relevant data, in gr. 9 reflects the total number of days and hours worked (in parentheses) for each employee;
• an additional block with similar columns is provided in case the number of types of remuneration exceeds 4.

Step 5. Fill in columns 10–13

They provide information on absences for the accounting period according to the corresponding codes in days and hours (indicated in brackets). Two blocks of columns are provided in case the number of reasons for absence exceeds 4.

It should be remembered that the timesheet does not include persons working under civil contracts. The timesheet can be maintained in one of two ways, which the organization records in its accounting policies:

• in a continuous way, that is, to register all attendances and absences from work;
• a method of recording deviations, that is, registering only deviations (absenteeism, being late, overtime, etc.).

At the end of the month, the time sheet is signed by the responsible persons, the list of whom is established in the regulatory act of the organization, and is transferred to the accounting department for calculating wages and other payments.

If in an organization the salary for the first half of the month (advance) is calculated for the time actually worked, the time sheet can be drawn up separately for the first and second half of the month.

You can download a work schedule template (excel) at the end of the article.

How to change the established work schedule

Since the work schedule is established by agreement of both parties to the labor relationship, any of them can initiate its change. Changing the regime (as a more general, permanent concept) on the initiative of the employer is described in the section on establishing a labor regime at the enterprise. A change in the schedule, as a one-time event or an incident affecting one employee, occurs:

• or by adjusting an already drawn up schedule (document), if a work schedule has been established for the employee;
• or by amending the employment agreement - if the employee works according to the regime fixed in this document (that is, according to the normal production calendar).

In the first case, the scheduler, at the request of the employee or on his own initiative (due to production needs), draws up a corrective schedule, endorses and approves it according to the usual procedure for preparing this document.

You can change the working hours either for a group of employees or for one of them (for example, at his request due to family circumstances)

In the second case, at the request of the employee, an order is prepared to change the work schedule - this is enough if the schedule changes for up to two weeks. If the period of change in the working regime is longer, it is necessary to conclude an additional agreement to the contract.

If the work schedule changes for more than two weeks, it is necessary to conclude an additional agreement to the employment contract

Establishing work hours and drawing up schedules for workers is one of the employer’s primary tasks in organizing the labor process. And this is not an easy matter. The schedule must correspond not only to the production needs of the company, but also to the conditions defined by the legislator. In addition, it is extremely important to familiarize employees with the schedule in a timely manner in order to avoid possible sanctions from government bodies exercising control in the field of labor relations.

Shift schedule

It is not always the case that a standard daily work schedule for the entire team is beneficial for both the employer and the employees themselves. To ensure continuity of the production process, optimize the use of equipment and obtain maximum production volume, shift work is required in some cases. Typically, two-, three-, or four-shift schedules are established. At the same time, strict time frames are determined for each shift.

What does the mode mean?

The following provisions apply to the regime:

• Length of the week (for example, five days, part-time).
• Irregular hours for certain employees.
• Duration of one shift.
• Start and end times of work.
• Number of rest breaks.

When establishing a regime, it is recommended to obtain union approval. In addition, each of the listed provisions cannot contradict the Labor Code and other legislative acts. Information about the operating mode must be reflected in local regulations. It is expected that internal documents will document a common regime for employees. If a different regime is assigned to a number of employees, this must be reflected in the additional agreement.

Sample

About the organization's operating hours

1. Establish this operating mode for Lawyer-Plus LLC from December 1, 2020:

- Five-day week. — Closed on Saturday and Sunday. — The duration of one working day is 8 hours. — Lawyer-plus LLC is open from 9:00 to 18:00. — Employees are given a lunch break of one hour, from 13:00 to 14:00.

2. I reserve control over the implementation of this order.

The time during which an employee, in accordance with the internal labor regulations and the terms of the employment contract, must perform labor duties is working time (Part 1 of Article 91 of the Labor Code of the Russian Federation).

The working time regime provides for the length of the working week, work with irregular working hours, the duration of daily work (shift), start and end times of work, time of breaks in work, number of shifts per day, etc. (Part 1 of Article 100 of the Labor Code of the Russian Federation).

How to draw up an order about the working hours of employees?

When to use

Most often, shift work mode is used when equipment downtime causes serious damage to the enterprise. If the work requires attentiveness, regular rotation of groups of workers is essential. This allows us to maintain quality at a high level, reduces the risk of industrial injuries and increases production volumes.

Shift work is also common in institutions providing emergency assistance: doctors, emergency workers, gas and fire services, police officers. At the same time, it is quite common, for example, for guards to have a shift work schedule.

Consolidating the work order

If the management of an enterprise decides to use a shift work schedule, it must enshrine this norm in its accounting policies, or more precisely, in its Internal Regulations.

If the company has a trade union cell, these Rules, including those regarding shift work, must be approved by its representative. A five-day period is allotted for interaction with the trade union - during this period, trade unionists must either approve the Rules presented to them or challenge them with evidence.

Number of shifts and workers in them

If we talk about the time period of one shift, then the range of options ranges from 3 to 12 hours in one day. The number of shifts is set by the management of the enterprise and is determined by the specifics of the production process and the degree of workload. The shift schedule (can be found online, for example, in our article “Working time schedule”) is applied year-round or seasonally - during periods of increased demand for certain products. Social services operate in this mode all year round.

The number of workers on each shift is not limited. When drawing up the next shift schedule for 2020, the employer is obliged to take into account the opinion of the trade union and formalize the document as an annex to the collective agreement.

The updated shift schedule (Article 103 of the Labor Code of the Russian Federation) is brought to the attention of each employee at least a month before it comes into effect. The Labor Code categorically prohibits scheduling two or more shifts in a row for the same group of workers.

Work schedule 12 hours a day: sample design

This is the basis for calculating and recording employee working hours. Although it is not the main document, it has the force of accounting. It is also worth taking into account that if the work is carried out continuously, it can be checked by inspection authorities.

And the lack of a schedule can be a reason for imposing disciplinary action. The number of shifts directly depends on the characteristics of the enterprise. Shifts may range from one to four as states allow. Moreover, workers in each shift can work from 3 to 12 hours a day. How many people can work at the same time is decided on an individual basis.

The main thing is that when organizing work at night, do not allow one person to work.

Provisions on working hours in legislation The Labor Code contains information regarding scheduling.

The process of creating a shift schedule

The number of shifts, employees in them and the transition of employees from one shift to another are regulated by the schedule. When working at night, the shift is reduced by one hour. Some employees are allowed to work on night shifts only with their written consent. These categories include:

• young mothers whose children have not reached the age of three;
• disabled people or their parents (until they reach the age of majority);
• caregivers;
• single mothers or fathers, and guardians of children under five years of age.

Watchmen's shift schedule, sample for 3 people

Using this sample, it is easy to draw up a shift schedule for guards (sample) for 4 people. The employer is obliged to develop work schedules for guards in such a way that, in general, during the year the number of working hours does not exceed the established norm (1981 hours).

Order on organizing work to maintain shift work

PUBLIC CORPORATION "_________________________________________"

Document number Date

On the organization of work on maintaining shift work In connection with the establishment of a unified procedure for organizing shift work

2. Heads of structural divisions:________________________:

• maintain a monthly shift schedule according to the model attached to the order;

• keep a book of processing processing, and at the end of the year provide the required rest days to employees. Follow the procedure for providing days off: 1) The employee draws up a memo requesting the provision of days off. 2) The head of the structural unit in the resolution indicates the amount of overtime and for what period. 3) The memo is signed by the Deputy General Director _______________.

• Employees’ rest days are recorded in the work time sheet (Form T.-12) as “additional paid rest days” with the letter designation – OV.

3. The head of the HR department __________ to carry out, in the prescribed manner, measures to draw up additional agreements to employment contracts with employees.

4. The order should be brought to __________________ _________________, against signature.

5. Entrust control over the implementation of this order to the heads of the Company’s structural divisions.

General Director _________________ signature

The employee has read the order _____ “ ” ______ 201_ (employee signature)

The employee was familiarized with the order on _______ “ ” _________ 201 _ (employee signature)

The employee has read the order on ________ “ ” ________ 201 _ (employee’s signature)

Shift schedule two to two with a 12-hour working day

When drawing up such a schedule, it is important to ensure that in the case of a summarized accounting of the working period there are no violations, and it fully satisfies the requirements of the shift schedule of Art. 103 Labor Code of the Russian Federation.

When working 12 hours a day, an employee works 30 / 2 × 12 = 180 hours in a month. Therefore, there is an overtime of 20 hours. And it is necessary to strictly observe the number of days off during the week and month. The total number of working hours per month should not exceed 167. Another feature of the 2-by-2 schedule with a 12-hour shift is that the employee also works on official days off, i.e., on public holidays. Moreover, his work is paid according to the rules of Article 153 of the Labor Code of the Russian Federation.

Tip 1: How to create a watchman's work schedule

Consider one month of work as the reporting period. When drawing up a schedule, take into account the opinion of the trade union committee and the employee himself.

2 When drawing up a schedule, take into account Article 94 of the Labor Code of the Russian Federation.

Moreover, if in your organization salary calculation is carried out by summing up working hours for the reporting period, then you have the right to draw up any schedule. For example, each guard can work 24 hours, but after the work shift there must be at least 48 hours of rest. For continuous security of the enterprise you will have to hire 3 guards.

3 If you set a work schedule of 24 hours on and 72 hours off, then you will have to hire 4 watchmen. 4 Having established a schedule of 8 hours, that is, a three-shift work order, 3 guards will guard the enterprise per day of work. Each watchman, according to labor law, can work no more than 6 days a week, which means you will have to hire 1 or 2 more shift employees.

Sample guard shift schedule for 3 people

Sample guard shift schedule for 3 people

Download file - Sample guard shift schedule for 3 people

Shift work is necessary for the continuity of the work process and the alternation of work and rest time for workers. Work in a shift schedule provides that an employee, after completing working hours, is replaced by another employee who continues to work, thus ensuring the continuity of the work process and providing the necessary rest for workers. Before introducing shift work and approving the shift schedule, the employer needs to determine whether the work is actually shift work. Shift work is considered to be work in several shifts - two or more than three, four. For example, a two-shift operation of a workshop. Shift mode must be introduced at the enterprise in the following cases:. Thus, the work modes two after two, a day after three, a week after a week and others are not shiftable, and accordingly do not require approval of a shift schedule, since in the listed examples workers change their colleagues at the workplace not within one day, but for longer periods of time. These modes refer to sliding flexible work schedules. There is one more nuance that the employer must take into account when switching to a shift work schedule - restrictions on a shift work schedule. With a shift schedule, there are certain restrictions that the employer must not violate: In addition, when establishing a shift work schedule, the employer should be concerned about the mandatory breaks for rest and meals for employees during the shift. The break must be at least 30 minutes, but no more than two hours; breaks are not taken into account during working hours. The unified form of the schedule is not approved by law, so it can be drawn up in free form. When compiling it, you can use, for example, the form of a time sheet or recommended forms of a shift schedule. Please note that certain scheduling requirements apply to individual employees.

How to create a return to work schedule template, sample in excel

A sample excel template of a shift schedule 2020 is developed based on the working time sheet. An automated scheduling system reduces the amount of time traditionally spent filling out paperwork.

Correct use and formatting of the downloaded shift schedule

will allow the HR manager to control the process. Keeping track of working hours for each month separately becomes more convenient. Within a few minutes, the responsible specialist has the opportunity to submit a report for any month and year.

The functionality of the downloaded sample work schedule in Excel allows you not to think about what day of the week the month will begin. All you have to do is indicate the desired year and accounting month. Saturdays and Sundays are highlighted in a different color. This makes it easy to navigate the days of the week.

Note! The template version of the employee work schedule downloaded into Excel will look as indicated and set in the “Settings” sheet. Holidays and weekends are rationally marked in red and with a gray background. This will help you navigate the schedule much faster and simplify the current work of the responsible specialist.

A sample work schedule must be drawn up for shift work. Employees who work:

facility guards;

drivers;

police officers;

firefighters;

maintenance personnel of gas facilities, services, and so on.

When drawing up the schedule, it is necessary to take into account current legislation. Work according to schedule is carried out in organizations where the production process cannot be stopped. Round-the-clock work helps increase the output of products or services provided, and ensures the safety of citizens if the work is related to the maintenance of vital support facilities.

Shift schedules: samples

Information that the employee has familiarized himself with the schedule, and the employee’s signature, which confirms familiarization, can be placed in a special familiarization sheet, in a special journal for familiarization with local acts, as well as on the shift schedule itself, for example, on the back. If you change schedules frequently, for example, every month, then you need to put them into effect each time and familiarize employees with them no later than a month before putting them into effect. If for some reason an employee refuses to familiarize himself with the schedule, this should be documented in writing, for example, in a document. This will help you avoid questions from, for example, the labor inspectorate if the employee claims that he was not familiarized with the shift schedule. The act will serve as confirmation that you have fulfilled your responsibility and the employee is familiar with the local regulations. Do not forget that the employer must keep records of the time actually worked by each employee. This responsibility applies to all modes of operation. When working in shifts, it is advisable to keep a summary record of working hours. What is special about this type of accounting? The duration of an employee’s working hours is not taken into account per day or shift, but over the longest accounting period - for example, a month, but not more than a year. Personnel records management Wages for actual time worked. Personnel records management Occupational safety and health management system Personnel records management Change of personal data. Personnel records management Job responsibilities of a timekeeper. Personnel records management Internship at the workplace. Personnel records management Production calendar Personnel records management Five-day working week. KBK Codes of budget classification of KBK for the year. Fixed assets New OKOF classifier from the year. 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Shift mode must be introduced at the enterprise in the following cases: If the required duration of the production process is longer than the permissible duration of daily work; If there is a need for large volumes of products or the most efficient use of equipment. Restrictions on a shift work schedule When working on a shift schedule, there are certain restrictions that the employer must not violate: The employee must not work more than two shifts in a row; The standard working time, which is 40 hours per week, must not be exceeded; The duration of the shift that precedes a holiday should be reduced by one hour. If for some reason this cannot be done, then the processing must be compensated; If an employee works six out of seven days a week, then the duration of work on the eve of the weekend should not be more than five hours; If an employee works at night, then the duration of the night shift should be reduced by 1 hour without any further work. There are exceptions in this case - for example, employees who were hired specifically to perform duties at night; Continuous rest should not be less than 42 hours weekly. However, exceptions may be provided for certain categories of workers. How to draw up a two-shift schedule A shift schedule for a year should be drawn up in the following order: Development of a draft shift schedule. In a shift schedule that is current for a year, it is worth considering the following nuances: What period of time is taken for the accounting period, for example, a week or a month, but not more than a year; The duration of the work shift when it begins and ends; The time when employees can rest and eat, as well as other special breaks and their duration; How can workers move from one shift to another? What should an employee do if his replacement does not show up for work? Columns for familiarizing each employee with the schedule F. If the collective agreement stipulates that the adoption of local regulations occurs only in agreement with the representative body of workers, then it is necessary to send it a draft shift schedule for consideration and take into account its opinion. You should definitely submit it for review if changes are made to the existing schedule. If a representative body of employees has not been created, then the employer has the right to develop and adopt shift schedules independently. Next, you need to sign and endorse the shift schedule. Usually the schedule is signed by the person who compiled it, but if the employer has adopted a different procedure, then before the manager approves the schedule, some employees, for example, a lawyer, can sign it. Next, the shift schedule must be approved and put into effect. The manager finally approves the schedule by issuing an administrative document or in the approval column. Workers must be familiarized with the shift schedule. This must be done no later than one month before the schedule comes into effect. Sample shift schedule Below is a sample shift schedule for the year: Popular KBK Budget classification codes KBK for the year.

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How to fill out a sample shift work schedule to eliminate overtime

A sample shift work schedule on paper or electronic media is filled out taking into account Article 99 of the Labor Code of the Russian Federation. Based on current labor legislation, the duration of overtime work cannot exceed the established maximum norm, defined at 120 hours per year.

A correctly established accounting period will help eliminate errors and overtime. Summarized recording of working hours and a pre-compiled shift schedule for three, six, nine months or one year will allow you to comply with all the norms established at the legislative level.

Note! A sample duty schedule for a month is filled out taking into account working hours standards. When on duty “in three days”, it is rational to take a quarter, half a year and a year as the accounting period.

A shift schedule developed taking into account the specifics of the enterprise’s activities will help eliminate overtime of more than 120 hours during the year. When filling out an electronic document, enter the following information:

about the number of workers in each shift;

about the order of rotation of employees;

about the start and end time of the shift;

on the number of hours worked during one shift;

about the time of breaks;

about the total number of hours in the accounting period.

Note! Regardless of the form and method of filling out the shift schedule, employees are familiarized with the document drawn up no later than one month before the schedule comes into force.

When drawing up a sample shift schedule for guards for 3 people, the following features must be taken into account

When filling out a sample watchman duty schedule for a month, you can use an electronic form or paper media. The employer issues an order to introduce a shift work schedule. The document must list all employees for whom such a regime will be established, and list positions.

Note! All conditions for shift work of guards are reflected in the collective agreement or in the internal regulations of the organization. It is mandatory to indicate the length of the working week, shift, including part-time shift. You should also determine the start and end times of work, breaks, and the order of alternating days of work and rest.

In the excel sample of the watchmen's shift schedule, enter:

1. Full name of the employee;
2. job title;
3. number of shifts;
4. number of hours;
5. the number of total hours worked at the end of the accounting period.

HR officers need to take into account that drawing up a shift schedule for one month during shift work is irrational. The accounting period should be taken as a quarter, half a year, or a year. The schedule is drawn up for the entire period of work.

A sample work schedule for guards is filled out taking into account the requirements of labor legislation and is a mandatory document for the employer and employee who have entered into an employment contract.

. If the main contract does not contain a condition on shift work, it is necessary to draw up an additional agreement in which this condition is indicated as a separate clause.

The employer does not have the right to involve employees in performing work duties outside of the shift schedule. Overtime work is not included in the schedule and is performed in cases of extreme necessity (Article 99, 103 of the Labor Code of the Russian Federation). Hours worked overtime are taken into account in the working time sheet and should not exceed four hours for two consecutive working days, 120 hours throughout the year (parts 1, 6 of Article 99 of the Labor Code of the Russian Federation).

Shift work for guards is introduced along with summarized recording of working hours. If the duration of work during one week deviates from the established forty-hour norm, it is rational to use a shift schedule. As a general rule, the duration of a work shift is not established at the legislative level. The exceptions are employees of the following categories:

disabled people (shift is determined in accordance with a medical report);

A complete list of categories of workers for whom the maximum working day is established is given in Article 94 of the Labor Code of the Russian Federation. If an employee fails to show up for a shift, the employer has the right to involve the working guard in overtime work.

with his written consent. But it is necessary to take appropriate measures to replace it. After four hours of overtime work, the employee has the right to terminate his work duties.

Working time sheet form No. T-13 is used for automated data processing. Night time is taken into account from 22 to 6 am. The corresponding alphabetic or numeric codes are entered into the document.

Lunch break is not included in working hours. Its duration ranges from 30 minutes to two hours. It is impossible to arrange a break for the guards. Therefore, the employer is obliged to create conditions so that the employee can have lunch directly at his post. Failure to take a break is not considered a violation of labor laws.

When using a shift schedule, employees are required to work on non-working weekends and holidays. The organization pays for such work at a double rate or, at the request of the employee, an additional day off is provided. In this case, the holiday will be paid at a single rate. Employees are introduced to the shift schedule one month before the document comes into force. Employees are required to sign that they have read the schedule and indicate the date of familiarization.

Some businesses or services, such as lifeguards, operate 24 hours a day, seven days a week. This approach is objectively necessary and socially significant. For commercial enterprises, this option of using the working time of their employees is also sometimes justified. For example, the property of an enterprise requires 24-hour security.

The legislative framework

Article 103 of the Labor Code of the Russian Federation provides the concept of shift work and the grounds for introducing a shift work schedule. The legislator attributes the following objective circumstances to the reasons for introducing shift work:

1. The duration of the production process associated with technological features, in which it is inevitable that the permissible duration of daily work will be exceeded. Or with the urgent need of society for the provision of certain services around the clock. For example: organizations providing security services (private security companies/private security companies); 24-hour emergency medical assistance.
2. The need for highly efficient operation of technical equipment, a larger number of products, and certain services. For example, 24-hour operation of shops and canteens.

According to the law, a shift schedule is a document regulating the start and end of work, the type of shift (day, night, etc.), the duration of breaks for rest and food. The shift schedule is work in 2, 3 or 4 shifts.

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We draw up an order for working hours

In general, the working hours in an organization are established by internal labor regulations, collective agreements, and agreements with employees (Part 1 of Article 100 of the Labor Code of the Russian Federation). And workers must be familiarized with the specified documents against signature when hired before signing an employment contract (Part 3 of Article 68 of the Labor Code of the Russian Federation).

If for specific employees the working time regime differs from the general rules, information about it must be included in employment contracts with such employees (Part 2 of Article 57, Part 1 of Article 100 of the Labor Code of the Russian Federation).

It turns out that the working hours of employees are usually established by a local regulatory act of the employer or an employment contract, and not by an organizational and administrative document, i.e. an order. Therefore, the employer is not required to draw up an additional order on the duration of working hours. At the same time, such an order can be drawn up, for example, to remind employees about the working hours established in the organization, to establish a certain working time for newly introduced staff units or, say, when changing the working hours for all or certain groups of employees.

The established working hours may be changed by agreement between the employer and the employee, and in cases in the manner provided for in Art. 74 of the Labor Code of the Russian Federation, - at the initiative of the employer.

For the order on the working hours of employees, we will provide a sample of its completion for the case when the employer introduces new staff units with a work schedule that is different from that established for the rest of the employees of such an employer.

Formation of a shift schedule is in many cases one of the main conditions for the uninterrupted operation of an enterprise or organization.