How to fill out the time sheet?
The time sheet not only allows you to record attendance or non-appearance at work every day, but also reflects the number of hours each employee has worked. Some of the employees are ill, some of the unexplained reasons are missing, while others are on vacation. Let's figure out how to fill in the timesheet, correctly noting in it all these cases.
What is the time sheet
This document must be maintained in all organizations, and it is necessary in order to:
- make appropriate reports for statistical bodies;
- correctly calculate the salary;
- receive data on the amount of time worked;
- take into account daily, how employees use their working hours, how they comply with the established work regime.
Goskomstat of Russia approved two unified forms for the time sheet - T-12 and T-13. What is the difference? T-12 is a versatile option. T-13 is conducted in the event that the organization has an automatic system,controlling exit-absenteeism at work (turnstile). The data of this system through the computer are entered into the form. It should be noted that throughput systems are not available everywhere, so the T-12 form is often used.
The form of the T-12 form in one copy. At the end of the month, it is signed by an employee of the personnel system and the head of the structural unit. After that, the report card enters the accounting department, where it is charged wages.
How to fill the time sheet
Consider the completion of this document on the example of the form T-12, since T-13 is practically no different in composition of details. It is kept daily, throughout the month. At the end of this period, a summary is made of the number of hours each employee has worked. There are columns in the document, where the intermediate result is noted in the first and second half of the month.
The method of continuous registration recorded attendance or absenteeism at work. That is, in the appropriate cell for each day of the month, some designation is put, when the employee appeared or did not appear to work for certain reasons (or unclear circumstances).But you can attend and not to mark, but only to register deviations from the work schedule (late arrival, non-attendance, etc.). If during the month there were no deviations, then the summary data of the work result in the first and second half of the month are reflected in the card. After that, a summary is made, and all other cells are left empty.
How to put down the notation in the card
In the 4th and 6th columns of the T-12 form there are two lines. The letter designation of the type of cost of working time for each day of the month is put in the top line. This is - sick leave, business trip, vacation, turnout for work. The bottom line exists to record the number of hours for them.
For example, on June 14, an employee went to work and spent the whole day on it. For the month of June, in the personnel cell with the 14th number, the “I” and the number 8 (working hours) are put against the employee’s last name If the employee was on a business trip that day, then you need to put "K". Now you need to put down his working hours. Since he was not at work that day, “0” is put in the bottom line.
Holidays and weekends also have their designation. In the bottom line you put zeros, and in the top line you put "B". To put a different letter code, you need a good reason.If you put an employee in a report card that he was on sick leave, it means that you should know for sure that at this time your employee definitely had a temporary disability certificate.
How to fill in the time sheet when you do not have documents that would confirm the reason for the absence of an employee in the workplace? In this case, the “NN” is displayed in the top line. Symbols of unworked and hours worked, presented on the title page of the T-12 form, apply to the T-13 form.
How to fill out the time sheet at the end of the month? The total number of hours and days worked is calculated. All absenteeism, days off, sick days, and non-attendance for uncertain reasons should be excluded from this calculation of days worked. That is all the time when the employee was not present at work.
To calculate the number of hours worked, the digits of the second row 4 and 6 are added. This result is entered in the 5th column (first half of the month), in the 7th column (second half of the month). And at the end in columns 8-13, that is, for the month as a whole.
In 14-16 columns the information about the number of days of non-attendance is entered.In the 15th column are put down the numerical codes of the cause of non-appearances. Codes are on the title page. And at the very end, the total number of days off per month for each worker is determined and fits in the 17th column.
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