Shelf life of work schedules 2020

How is summarized working time recording used?

18898 Contents of the page Remember, SURV stands for summarized accounting of working time. There are organizations with such peculiarities of labor organization that do not allow establishing daily or weekly working hours, for example, seasonal production.

But the employer is obliged to regularly count hours worked in any case. For such enterprises, the Labor Code of the Russian Federation provides for a special accounting regime - summarized.

No matter how labor hours are distributed over the course of a week, ten days, month, quarter, their total number for an accounting period that does not exceed a year must comply with the standards established by law.

Let's consider the nuances regarding the schedule of such accounting, and also analyze how it will be implemented during a shift work schedule. Let us touch upon the issues of calculating remuneration for labor using this accounting method, including in situations where there was overtime. Let us show how working hours are calculated when summing up using a specific example.

Summarized accounting is, in essence, a special operating mode based on compliance with certain schedules (usually “” or). The basis for establishing such schedules is the reason “by contradiction” - when it is not possible to plan the regime in such a way that the working week is the fixed number of hours provided for by the norms of Art.

91-92 Labor Code of the Russian Federation: 24 – for youth under 16 years of age; 35 – for those with a disability group; 36 – for teachers and workers in hazardous industries;

Order to change working hours: sample 2020

The work schedule and working hours are usually established once and for a fairly long period. But sometimes there is a need to change it.

Read about how to draw up an order to change the work schedule. An order to change the work schedule can apply to the entire staff of the organization, or to a separate department, or to a specific employee. This order fixes changes in the Internal Regulations. It is issued in advance, usually 2 months before the start of the new schedule.

There is no single mandatory form for the order. Each organization has the right to develop and use its own template for this document.

Working hours and schedule: all the principles of proper organization of work routines

The work of hired workers in different spheres of economic activity requires completely different schedules of their involvement in the work process. If office workers work, as a rule, under conditions of a five- or six-day work week, then, for example, the service sector requires a completely different regime. A schedule is drawn up for each employee, which may include night work, shifts, and “floating” days off.

In the meantime, it is impossible to draw up a schedule, guided only by the own wishes of the employer and employee - there are a lot of rules that are enshrined in labor legislation. Table of contents Time worked is the basis for remuneration for employees with a time-based payment condition. Labor law obliges the employer to keep strict records of working time for each employee, after all, it is during time (with the exception of quite rare cases of piecework) that payment for work occurs. The labor regime is determined first of all by law, and secondly by the employer in agreement with the trade union and the employee, the rules for the distribution of time. The Labor Code of the Russian Federation contains a section devoted to working time, a separate chapter of which (Chapter 16) regulates precisely the regime. Working time according to the Labor Code of the Russian Federation can be represented by several varieties in duration: normal, shortened and incomplete.

In addition, special varieties include night work, overtime work, and work with the possibility of irregular days. The main difference between

Changing the work schedule without the employee’s consent: deadlines and algorithm

quoted1 > > Current labor legislation defines it as one of the essential working conditions.

It is the subject of discussion with the future employee at the interview stage. For many candidates, it is the work schedule that is decisive for making a hiring decision. Therefore, the decision to change the schedule cannot be made unilaterally, destroying the agreements reached.

An unscrupulous employer can use it as a tool to put pressure on an employee. Understanding this, the legislator obliges both parties to the labor relationship to discuss such prospects together. Neglect of the letter of the law often becomes the reason for administrative and fine sanctions against the organization. Contents: It is necessary to clearly differentiate them in order to correctly indicate the grounds in the accompanying documents, which will be discussed below.

What is the storage period for orders to work on weekends and what is the procedure for registering them?

The storage period for documents is determined during the examination of their value and is its result.

“Planned” deadlines are first recorded in the nomenclature of cases, during the calendar year they are monitored in the process of forming cases in the current office work, and then checked and confirmed in the process of preparing cases for transfer to the organization’s archive and drawing up inventories of cases or acts on the allocation of cases for destruction, not subject to storage. See the answer to the question about creating cases with orders, which has grown into an entire article “Problems of creating cases with orders.” At all these stages of conducting an examination of the value of documents, the records management service needs to systematically apply the criteria for the content of the document. This means that when determining the storage period, it is necessary to be guided not only by the name of the type of document and its authenticity, but also by the significance of the management situation,

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Shelf life of work schedules

› so read better Order of the Ministry of Culture of the Russian Federation dated August 25, 2010

N 558 On approval of the List of standard management archival documents generated in the process of activities of state bodies, local governments and organizations, indicating storage periods.” and, for example, this: Question: The organization has introduced a summarized recording of working hours with an accounting period of 1 year for sellers.

Employees do not replace each other within one calendar day; they alternate by day of the week or week. For such employees there are shift schedules that are drawn up monthly. For how long should shift schedules be kept?

What liability is provided for non-compliance with the storage of the above schedules?

Having considered the issue, we came to the following conclusion: We believe that work schedules (shift schedules) must be stored for 5 years, and if the working conditions of the workers for whom this schedule is drawn up are classified as harmful or dangerous working conditions - 75 years.

The answer was prepared by: Expert of the Legal Consulting Service GARANT Mazukhina Anna Quality control of the response: Reviewer of the Legal Consulting Service GARANT Elena Voronova November 17, 2020 The material was prepared on the basis of an individual written consultation provided as part of the Legal Consulting service. For detailed information about the service, contact your service manager.

draw up a single timesheet on a monthly basis and agree on the procedure for submitting the timesheet to the accounting department twice a month: for calculating the advance and at the end of the month;

Employment contract and list of employees engaged in hazardous work

At first glance, it is difficult to discern what is common in these 2 documents. An employment contract is a written agreement between an employee and an employer, which defines the main responsibilities and rights of the parties to the contract, indicates the work and rest schedule, specifies payment terms, as well as other necessary conditions. It is drawn up individually for each hired employee and contains the signatures of the employee and the director.

You can familiarize yourself with a sample employment contract and download its form in the article “Unified Form No. TD-1 - Employment Contract” .

The list of employees working in hazardous work is drawn up in the form of a list and does not contain employee signatures. But with each employee indicated in the list, his employment contract must agree, for example, on such an important feature of remuneration as compensation for hard work and work in harmful and (or) dangerous working conditions (with a description of the features of working conditions in the workplace).

IMPORTANT! If a company employee works in difficult, dangerous or harmful conditions (if he has relevant experience), a pension is assigned to him in accordance with sub-clause. 1–10, 12 p. 1 tbsp. 30 of Law No. 400-FZ.

However, these documents have an important unifying feature - their shelf life is 75 years.

IMPORTANT! The storage period for personnel documents in an organization is determined on the basis of the List of standard archival documents approved by order of the Ministry of Culture of the Russian Federation dated August 25, 2010 No. 558.

For information on the storage periods for other documents generated in the activities of a legal entity, read the material “What is the storage period for documents in the organization’s archive?”

Storage periods for shift schedules

In this article we will look at the difference between a shift schedule and a work schedule. What should an employer consider when creating a schedule? Should employees be familiar with work schedules or shift schedules?

What are the storage lines for the graphs. From this article you will learn:

difference between shift schedules and work schedules;
what is needed when developing a schedule;
schedule requirements;
shelf life of the shift schedule.

A shift schedule is used in enterprises where there is a continuous production process.

Often employers do not take this fact into account and mistakenly introduce such a regime. In which cases is a shift schedule applied, and in which work schedules?

Shift work is considered to be work in two, three or four shifts. It is introduced when the duration of the production process exceeds the duration of daily work, as well as to increase the volume of output, efficient use of equipment, etc.

(Part 1 of Article 103 of the Labor Code of the Russian Federation). As can be seen from the definition, the operating mode involves a continuous, non-stop process. For this kind of work, it is necessary to draw up shift schedules, which should stipulate the rotation of shifts and the provision of days off. Art. 103 of the Labor Code of the Russian Federation indicates the mandatory requirements for shift work:

drawing up a shift schedule in compliance with the established working hours;
taking into account the opinion of the representative body of workers when drawing up the shift schedule;
Employees are familiarized with the shift schedule no later than one month before it comes into force.

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What you need when developing a schedule

1. Correctly determine whether a given mode of operation at the enterprise is shiftable:

if there is no turnover in the organization, then it is necessary to develop schedules without familiarizing employees with them a month in advance, but take into account the opinions of representative bodies of employees;
if it is impossible to organize work breaks at the enterprise, then the employer must introduce familiarization periods and take into account the opinion of the representative body of employees. if such a body is not on the schedule, it is necessary to leave a note with the following content: “At the time of approval of the shift schedule, a representative body has not been created”;

2. Observe the number of shifts and the length of the working day.

3. Provide for the start and end times of work per shift or day, taking into account holidays and non-working days, work at night;

4. Provide for alternating weekends and working days, taking into account the law and standards for weekly rest for employees;

5. Provide time for breaks and rest between shifts, in accordance with established standards.

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How long are employee work schedules stored?

Contents The most common length of a working day is 8 hours.

Under this work schedule, citizens should work 5 days a week with a regular lunch break of 48 minutes. Despite this, some companies decide to introduce a 24-hour working day and draw up a shift schedule.

Shift schedule - uninterrupted work in several or more shifts, the sequence and duration of which are set out in the company’s local documentation.

For information: Article 103 of the Labor Code of the Russian Federation states that an employee is prohibited from working several shifts in a row. This article indicates that an enterprise of any form of ownership uses no more than 4 shifts. This is done for the purpose of:

efficient operation of equipment;
increasing the volume of goods produced.
eliminating the possibility of worker overwork;

In case of shift work, the company can work around the clock.

Based on the developed shift schedule, the working time used in calculating wages is recorded. It follows from this that the schedule refers not only to one of the options for organizing work, but is also considered a fairly serious accounting form.

If there is a shift schedule, the schedule is subject to regular inspection by various government regulatory agencies.

The main regulatory document is the Labor Code of Russia. Moreover, issues related to the formation of the schedule and related nuances are set out in:

Article 91 of the Labor Code of the Russian Federation - indicates that the work week should not be more than 40 hours;

How to draw up a work shift schedule, its approval and storage

Its relevance is due to the fact that a large number of misfortunes and illegal actions of third parties happen in the dark. Also, round-the-clock operation allows you to fully utilize the useful capacity of equipment in industrial enterprises. Machines and devices, operating at night, provide greater efficiency with minor losses in electricity (at night it costs less).

In this way, it is possible to significantly increase the volume of production and provision of services, and increase production output. This has a positive impact on the company's profit.

Shift work is carried out both on railway trains and on airline flights. Otherwise, an unscheduled interruption in international and intercity communications can lead to irreparable consequences: flight delays, delays and disasters. The shift schedule involves dividing employees (workers and other personnel) into equal groups.

How long should a time sheet be kept?

December 19, 2020 0 Rating Share How much timesheets need to be kept is fixed at the legislative level, and in some cases it is adjusted by decision of the organization’s management.

We will tell you in our article what specific deadlines need to be observed when organizing timesheet storage.

According to the norms of the Federal Law “On Archiving in the Russian Federation” dated October 22, 2004 No. 125-FZ, a number of documents, without which it is difficult to imagine office work in a company, receive archival status.

But the period during which such documents may be required by the company itself or by the inspection authorities varies depending on the importance of the document. However, these deadlines are not specified in the law; it only says that individual government agencies can issue lists of documents frequently used in office work and indicate storage periods for them.

A similar list was approved by Rosarkhiv on October 6, 2000, even before the law called

“List of standard management documents generated in the activities of organizations, indicating their storage periods”

. But this act has lost force.

Don't know your rights?

This regulation was used by many personnel employees. It stipulated how long the time sheet should be kept: in section 7.2, line 281 it says that it is kept for 1 year.

Order to change working hours

8193 Each employer decides independently how much, in what mode and according to what schedule employees work. The main condition is that working hours do not exceed the thresholds established by law. As a rule, the operating mode is set once and for a fairly long period of time, but sometimes, due to various circumstances, there may be a need to change it.

The main document on the basis of which changes occur is the order to change the working hours. FILES Documents that record the working hours of employees:

internal labor regulations.
collective or individual labor agreement,

Moreover, if there is a trade union organization at the enterprise, its opinion must be taken into account when establishing the working regime.

If any changes are made to this parameter of working conditions, the company must draw up a corresponding order, also approved by the trade union.

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Where should the timesheet be kept?

Contents In this case, work on weekends and holidays is paid in a single amount in the month when the employee worked on a day off, and the other day of rest is not subject to payment, regardless of the month in which it is provided. When reflecting absences from work, which are recorded in days (vacation, days of temporary disability, business trips, leave in connection with training, time spent performing state or public duties, etc.), only codes are entered in the top line of the timesheet in the columns symbols, and the columns in the bottom line remain empty.

The time spent by an employee on a business trip is taken into account on the basis of a properly executed travel certificate, which contains marks on the time of arrival and departure of the employee at each destination, certified by the signatures and seals of the receiving parties. When compiling these books, you need to remember that officials not only approved their forms and rules for maintaining them, but also clearly defined the department that should fill out each of them.

Thus, maintaining the receipt and expenditure book is entrusted to the accounting department, and maintaining the book of accounting for the movement of work books is assigned to the division of the organization that deals with the registration of hiring and dismissal of employees.

Storage rules

The employee responsible for maintaining personnel records and storing information is appointed by order of the head of the organization, his functional responsibilities are fixed in the job description.

Personnel information is compiled into files in accordance with the approved nomenclature.

The formation of cases should be understood as the grouping of executed documents into cases (folders) in accordance with the nomenclature of cases.

Below is the procedure for forming cases

1. The following details must be indicated on the cover of the case:

name of the organization (in full)
name of the structural unit (in full)
case number (according to the nomenclature)
case title
shelf life of documents according to nomenclature

2. The following are filed in the file:

only completed and executed documents
one original copy, with a few exceptions
published in the same calendar year

Inside the file, the papers are filed in order by numbers and dates; if the document exceeds 250 sheets or volume (4 cm), the document is divided into volumes. In large organizations, a large number of orders are issued; as a rule, they are filed under different files (for example, orders to provide parental leave, orders to provide leave without pay, etc.).

How long are timesheets kept?

Contents The amount of the advance after half a month cannot be less than the tariff rate or salary for the time actually worked (letter from Rostrud dated September 8, 2006.

These requirements are recorded in paragraph 41 of the Rules for maintaining and storing work books, producing work book forms and providing them to employers, approved by Decree of the Government of the Russian Federation of April 16, 2003 No. 225. REMEMBER! These books are kept in paper form.

No. 1557-6). This means that when paying an advance, it is necessary to take into account the actual presence of employees at the workplace, that is, rely on timesheet data. The legislation does not provide for the obligation to draw up a separate time sheet for advance payment.

Therefore, each organization has the right to independently determine the procedure for generating timesheets. In practice, two approaches are used:

draw up separate time sheets for every half month indicating the period.
draw up a single timesheet on a monthly basis and agree on the procedure for submitting the timesheet to the accounting department twice a month: for calculating the advance and at the end of the month;

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Info

This act also indicates how long the time sheet is kept, but the period here is different - line 586 of section 7.1 says that the time sheet is stored for 5 years. And if records were kept at workplaces with the right to compensation due to the fact that working conditions there were recognized as difficult, harmful or dangerous, then the storage period is 75 years.

What should be the procedure for storing timesheets? After its closure, the time sheet is submitted to the accounting department, where it is used as a primary document for calculating employee salaries.

And the accountant will organize storage. Usually they remain in the department, but if there is no room there,

Documents during the work process

During the course of his or her employment, an employee may be transferred to a new position. In this case, the following papers are drawn up:

order on the basis of which the employee is transferred (form T-5). You can see what a sample of filling out this form looks like in the material;
additional agreement. For example, when transferring an employee to 0.5 rates or changing the salary.

Also, every employee has the right to annual paid leave. Rest is provided according to the vacation schedule. Here you will find a sample of how to fill it out. Try to avoid violations when drawing up a schedule. For information on how to add new information to Form T-7 if necessary, read the text “Adding to the vacation schedule.”

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To release an employee on vacation, the employer issues an order to grant vacation, drawn up in form T-6. You can find out how to fill it out in the article “Filling out a vacation order.” We also suggest that you familiarize yourself with information on how to place an order for additional leave.

How long are employee work schedules stored?

A timesheet is an important document that an accountant needs to calculate salaries for employees. It reflects the number of hours actually worked by each employee and the number of days missed by employees, indicating specific reasons for absenteeism.

The report card is stored at the enterprise, and controversial issues arise regarding storage periods:

How long will it take to keep the time sheet?
How and where to organize storage space.
How the electronic version of the report card should be stored.

A time sheet is a mandatory form that must be kept at the enterprise and may be required by the following categories of persons:

tax authorities have the right to check the availability and correctness of information; if documents are missing or filled out improperly, the company will have to pay fines;
employees of the social insurance fund when checking the correct reflection of taxes when calculating wages;
During the inspection, labor inspectors will ensure that the rights of all employees are respected.
primarily to accountants for calculating wages, vacation pay and other benefits due to the employee;

The time sheet must be kept at the company for 1 year; after this period, the documents are handed over to the archive, where they are subject to storage for a period of 5 years.

If work activity at a company is associated with dangerous or harmful conditions, then documents on hours worked are stored for 75 years.

Storage periods for time sheets

The storage periods for time sheets are fixed at the legislative level, but in some cases they can be adjusted by decision of management. Read about what deadlines to adhere to in the article. Download documents on the topic: Sample from an expert Sample from an expert Sample from an expert Sample from an expert The importance of recording working hours cannot be overestimated: a timesheet with data on the exact number of days and hours worked is the basis for, is used in reporting and confirms the fact of compliance or non-compliance by employees with the regime working hours established in the organization.

The timesheet is drawn up by an authorized person in a single copy, after which the paper is signed by the head of the department and transferred to the accounting department, where it remains.

Since laws are periodically amended, it is important to consider current information on how long time sheets need to be kept.

According to the norms of the law “On Archival Affairs in the Russian Federation” dated October 22, 2004 under No. 125-FZ, some documents, without which the organization’s office work is impossible, receive archival status. At the same time, the periods during which the documents may be required by the organization itself or by the inspection authorities differ depending on the importance of the document. But these periods are not reflected in the law; it says that some government agencies may issue lists of frequently used documents and indicate specific storage periods for them.

Storage periods for organizational and individual documents

Typically, the storage of documents is carried out by an accountant, human resources specialist, lawyer, and secretary. It’s good when there are several employees, and you can entrust one of them with maintaining and storing all this documentation.

And yet, even if the business is small, and the owner does not have time to devote a lot of time to this issue, it is necessary to think about the safety of documents. Here are the storage periods for the main groups of organizational and individual documents (see the List for the full list):

The retention period for personnel documents is established by law: some papers can be destroyed after a couple of years, while others will have to be stored permanently. You will learn about the nuances of determining the retention period for personnel documents from this article.

Where is the time sheet kept?

How long a time sheet needs to be kept is fixed at the legislative level, and in some cases it is adjusted by decision of the organization’s management. We will tell you in our article exactly what deadlines need to be observed when organizing timesheet storage.

How long is the shelf life of a time sheet? What should be the procedure for storing timesheets? According to the norms of the Federal Law “On Archiving in the Russian Federation” dated October 22, 2004 No. 125-FZ, a number of documents, without which it is difficult to imagine office work in a company, receive archival status.

A similar list was approved by Rosarkhiv on October 6, 2000, even before the law called

“List of standard management documents generated in the activities of organizations, indicating their storage periods”

This regulation was used by many personnel employees. It stipulated how long the time sheet should be kept: in section 7.2, line 281 it says that it is kept for 1 year.

But this act has lost force.

Now there is an order from the Ministry of Culture to approve

What is the storage period for personnel documents in an organization in 2020?

Equipping the premises with special cabinets And safes with reliable locks and seals Cases must be distributed on shelves Depending on the nomenclature Location of documentation In the personnel department must be separated from the part of the room where work is carried out with employees

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Papers related to the staffing of the company Labor agreements, orders and instructions on hiring, transfer, personal cards of employees Documents on the movement of employees throughout their seniority Contracts, orders and instructions on transfer to other organizations, on part-time work, on performing the functions of an absent employee Documents regarding the attitude of employees to work Orders on the allocation of bonuses, awards, and salary increases Papers regarding the termination of working relationships Orders on the termination of employment agreements