Legend in the time sheet. How to fill out the time sheet (sample)

Working hours and its accounting are important components of any organization, allowing you to monitor the activities of the company and discipline employees. In order to simplify this procedure, a special form was developed - the time sheet. It exists both in paper and in electronic form. And each of the species has its own nuances in the filling.

Who fills in the report card

Each organization appoints a person responsible for maintaining the time sheet, based on the specifics of the activity and the number of staff. If the organization is small and all the work is done in the office, then the staff inspector, the accountant or another authorized person is scheduling the employees.

In the case when the enterprise has several objects, it is much easier to put employees directly on the places of their work. In this case, this duty is placed on the master or the head of the unit by a separate order or is prescribed in the employment contract.

Algorithm of work with the report card

First of all it is necessary to know that in every enterprise there must be a regular (that is, a paper version) time sheet. You can either print the form yourself or order it from the printer.

There are two approved forms: T-12 and T-13. Their difference is that in the first one not only working time is taken into account, but there are also graphs for calculating the monthly wage. They are filled in according to one scheme, namely every month of the first day they open a new report card. It is necessary to fill in the boxes:

• Company name (by constituent documents), serial number and date of filling.
• Period, on which the report card is opened.
• Personnel numbers and their data from personal cards.

The rest of the data is entered within a month, and the completion of the part that relates to wages remains with the accountant.

Legend in the time sheet

For more rapid and convenient filling of the time-table, a notation system was developed and approved. They reflect the mode of work and rest and other nuances. There are 36 notations. But sometimes this number is not enough to accurately display all the information about the employee.

In the table, the most commonly used symbols in the time sheet are considered. A more detailed description and a complete list are usually placed on the first sheet of the form. This makes it easier to navigate in the notation and determine in which situation what to put in the cell.

Normal filling in the form

Filling a report card is a painstaking work that requires attention. It can be done using, for example, the method of continuous appearance and non-appearance.

In this case, data is entered in each column. The symbols indicate both the presence of employees in the workplace, and their absence, indicating the reasons. Also indicated is the number of hours spent at the job site.

In the report itself it will look like this: on the day off put the letter "B", under it 0, on the working day, respectively, "I" and the number of hours, for example 8. Similarly, on weekends, various reasons for non-attendance are noted, from business trips to Absence for unclear reasons.

The calculation of time sheets in this case is a little easier, because all the necessary numbers and symbols are in front of your eyes. This especially applies to specialists with little experience - so they will have less chance of getting confused and making a mistake.

We fill the time sheet with the mind

There is also a method for recording deviations. It is applied when the working day has the same duration throughout the period. In this case, only non-standard situations are noted, that is, non-attendance, overtime, business trips, etc. When using this method, much less time is spent, and the final result is the same in both cases.

On the sheet it looks like this: the top line shows information about the absence of an employee in the workplace - B, K, OT, NN, PR, B and others. The bottom line remains empty. After all, with a final count of time worked, the zeros do not matter, and for the same duration of the working day it remains only to perform the simplest actions: count the number of empty cells in the upper line (these are turnouts) and multiply by the number of hours.

This method is more convenient for experienced HR and accountants. Also, it is well suited for small organizations where the number of employees is small. If your management does not know about a simpler time tracking system, then it's time to offer it to them.

Maintaining the time sheet on the computer

In addition to the paper version, there are several electronic ones. As mentioned above, the tables must be duplicated without fail. This is to ensure that data about the work of employees are not lost and their reliability is confirmed (after all, there is not always the possibility of using a computer).

One of the more accessible options is the time sheet created in office programs. Excel is suitable for these purposes as well as possible. Spreadsheets allow you to create any kind and size of a document. Also, due to the ability to set formulas, summing up and calculating intermediate data is much easier.

Using special software

If the skills of working with spreadsheets are insufficient, the employee or management can choose another similar program. The time sheet will then look like a paper version. This will help reduce the time spent working with the document.

It should also be borne in mind that each program involves the use of licensed versions. At different suppliers they, naturally, have the cost. For example, the program "Time sheet of working time" will cost users from 1000 rubles. And higher - depending on the number of staff.

Another plus of such utilities is that you can not fill out a paper time sheet. A blank with all the marks is easy to print at any time. This function is for sure in each similar program.

About the storage of documents

What is the table used for? This is the basis for accounting for the calculation of wages in any amount, as well as the main evidence that the employee was on the job and performed his duties. Without a doubt, this document is very important for each organization.

Then how much is this form stored? The time sheet must be stored throughout the year. This is established by law, and such norms must be observed.

If you lose the already closed card, do not panic. It can always be restored by other documents. For this purpose, explanatory, hospital sheets, travel information, vacation schedule, etc. are used. All that confirms and explains the absence of a person at his workplace can be applied for data recovery.

Who might need a report card?

This document is often required for various inspections. For example, the tax service checks its presence in the organization and the correctness of filling.

The absence of a time-table even in the smallest firm can be the reason for a fairly large fine. The same thing happens when mistakes are made in filling out forms. This applies to both calculations and misuse of symbols.

Availability of time-sheets is mandatory. They are needed both for the company itself (accounting, staff discipline), and for audit organizations. And most importantly - correctly apply the notation in the time sheet. Then you can avoid a number of problems with employees and supervisory bodies.