Rules for keeping timesheets. Correct maintenance of time sheets

In this article you will find:

• Detailed description of how to fill out a time sheet
• Sample time sheet

Maintaining a time sheet is the employer’s responsibility established in Article 91 of the Labor Code of the Russian Federation. Time sheet T 12 must be kept for each employee indicating the time actually worked. For this use:

• time sheet T 12;
• time sheet T 13.

You can use unified forms approved by Decree of the State Statistics Committee of Russia dated January 5, 2004 No. 1, or forms developed independently.

What is the report card for?

A time sheet is required in order to:

• take into account daily how employees use their working time, whether they comply with the established work schedule;
• receive data on hours worked;
• calculate salary;
• compile statistical reports on labor for statistical authorities.

Two ways to keep a timesheet

Time sheets and wage calculations can be maintained using one of two methods:

1) method of continuous registration of attendance and absences from work. It is used for cumulative recording of working time, when the number of hours worked varies.

2) a method for recording deviations (no-shows, lateness, overtime, and so on). This method is used when the length of the working day (shift) is constant.

Samples of time sheets

The report card is compiled in one copy. At the end of the month, the completed report card must be signed by the heads of structural divisions and the HR employee. The document is then sent to the accounting department for payroll calculation.

As a rule, time sheets are kept for employees of each structural unit. In your work, you can use both time sheet T 12 and time sheet T 13. Time sheet T 13 is used for automated processing of data accounting.

Who keeps the timesheet

Filling out the time sheet is usually assigned to an authorized person. He draws up a report card in one copy, gives it to the head of the structural unit, a human resources employee, and submits it to the accounting department. Based on the timesheet data, employees' wages are calculated and paid.

Most often, the responsibility for keeping time sheets is assigned to a human resources specialist, accountant or heads of structural divisions in addition to their main functions.

What designations are used when filling out the timesheet?

When filling out the timesheet, you can use both alphabetic and digital codes, the list of which is given on the title page of the unified form No. T-12, approved by Resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1.

The following designations are most often used in the time sheet:

I am a daytime worker;

B – weekends and non-working holidays;

N – work at night;

PB – work on weekends;

C – overtime work;

B – sick leave (period of temporary incapacity for work);

K – business trip;

OT – annual basic paid leave;

OZ – leave without pay;

U – study leave.

The code of absence for reasons in the report card is marked with the letter code “NN” (failure to appear for unknown reasons) or the digital code “30”.

Generally accepted symbols for indicating any period (for example, breaks for feeding a child provided on the basis of Part 4 of Article 258 of the Labor Code of the Russian Federation) may not be enough. In this case, the organization has the right to issue an order to introduce an additional symbol with an alphabetic or digital code (Procedure for the use of unified forms of primary accounting documentation, approved by Resolution of the State Statistics Committee of the Russian Federation dated March 24, 1999 No. 20).

How to keep timesheets without errors

Filling out the timesheet would seem to be easy, but in practice the following errors occur:

• only the surname and initials of the employee are indicated without indicating the position;
• a non-working holiday is marked as a working day;
• on a pre-holiday day, working hours are reduced by 1 hour, for example, instead of 7 hours 8.

You can download and also fill out the unified T-12 form without errors for free in the “My Business” online accounting service, having previously registered in the service using . All forms presented in the service are regularly updated and comply with all legal requirements.

How to keep a timesheet for a part-time worker

The time actually worked by the part-time worker is noted on the time sheet. Its duration (in hours and minutes) is indicated in the bottom line (columns 4 and 6) of form No. T-12 or in lines 2 and 4 (column 4) of form No. T-13. If the employee is an internal part-time worker, the time worked is reflected for each position separately.

How to mark a business trip on a timesheet

Timesheet No. T-12 is kept for seconded employees. Business trip days are marked with the letter code “K” or the number “06”. Work hours on a business trip are not noted.

In practice, the rules for maintaining such a document as a time sheet raise a large number of questions among many specialists. Difficulties with preparing this document often arise, especially when it comes to part-time workers, minor employees, etc.

Every enterprise must keep records of working hours. These responsibilities may be assigned to a personnel officer, manager, accountant, etc. Registration is carried out using a special form approved by Rosstat. This is form 0504421 or simply a time sheet, which is necessary to register the employee’s attendance or absence at work.

A timesheet (form 0504421) is required for the following:

1. Control of working hours throughout the enterprise or a separate department.
2. Accounting for employees' working days, as well as sick leave, business trips, vacations, etc.
3. Recording absenteeism.
4. Entering information about new subordinates into the time sheet.

Each employee at the enterprise receives his own unique code, which is used to fill out a time sheet. This number does not change even when an employee is transferred internally.

Report card form

There are two forms of accounting sheets - T-12 and T-13. Also, the law does not prohibit the use by company management of documents of its own development. Two types of timesheets are designed for different needs:

1. T-12. It is filled out manually by the personnel officer. Today they are used much more often.
2. T-13. This document form is intended solely for automatic data processing. All information is entered using a computer, after which the report card must be printed and signed.

Help: if the manager wants to use his own forms, he can take the standard ones as an example.

Filling rules

Knowing how to fill out a document correctly, it is very easy to minimize the number of mistakes made. A sample form can be found on the Internet. The rules for maintaining time sheets are as follows:

1. The person who fills out the document must indicate exactly how many days and hours the subordinate worked.
2. Information on the time sheet is entered exclusively by an authorized person.
3. After the forms are filled out, they are signed by the manager and the person responsible for personnel.
4. Then all signed time sheets are transferred to the accounting department.

This order is never violated. Instructions for filling out the document are as follows:

1. The person whose authority includes filling out this document must indicate the name of the company, timesheet number, accounting deadlines, etc.
2. Next, section No. 1 is drawn up.

In this section, the personnel officer should fill in the appropriate fields and indicate the codes that the accounting department will subsequently use to calculate wages. Section No. 2 will also be filled out there.

As for codes, the most common are:

• “I” and “01” – work according to the usual schedule;
• “C” and “05” – processing;
• “P” and “14” – maternity leave, etc.

Days off can be indicated on the timesheet in two ways, depending on the reason for which they are provided. Example: if the day off was received additionally and is not paid, then “B” is indicated, and if it is a paid day off, then “OB”.

Work on holidays is also recorded differently. Example: when a subordinate receives payment for work on a holiday, “RV” is used. But if he takes an extra day off for this shift, then the personnel officer gives it “NV.”

In many enterprises, situations often occur when the information in the time sheet may be erroneous. Let's say an employee fell ill and did not report it, but the personnel officer indicated that the reason for his absence is unknown. After recovery, the person brings the right, but the time sheet has already been drawn up and handed over to the employee for payment. What to do?

Then the specialist must use a corrective time sheet. It is usually issued after the billing period ends. The correct information is entered into the document, and a memo from the person filling it out is also attached. The note indicates the reasons why the initial timesheet was filled out incorrectly.

There is no special form for the document, so it can be drawn up on the organization’s letterhead. Typically, the document to be filled out is of two types:

1. Completely identical to the original form. The corrective report sheet duplicates all the information from the first document, except, of course, for erroneous information.
2. Contains only corrections. This type of document is less common, but it is not prohibited by law.

Based on the corrective report card, the accounting department will make the necessary recalculation of payments.

Deadlines

As for billing periods, young professionals should know that such a period is always one calendar month. You cannot fill out a report card for a quarter or a year. And at the end of each working month, the authorized employee is obliged to draw up documents for each employee and hand them over to the person who signs the time sheet.

There were no changes in this regard either in 2015 or 2016. If the employer makes any changes, the HR employees will be the first to know about it.

Responsibility

Correct completion of the time sheet is the responsibility of the person authorized to do so. However, inspectors often record various types of violations:

• discrepancy in information regarding a person’s earnings;
• incorrect use of codes;
• incorrect calculation of payments based on sick leave.

For these mistakes, the official may be brought to administrative liability, implying a fine of up to 5,000 rubles. But if the company does not issue a working time document at all, then the manager can be fined 50,000 rubles.

Filling Features

Timekeepers often have to make notes on the document indicating deviation from the standard operating mode. It is important to remember that this can only be done on the basis of supporting documents (medical certificate, etc.).

But most often, difficulties with document preparation arise if a subordinate goes on a business trip. In order to avoid mistakes, personnel officers should know some nuances:

1. The employee is on a work trip on holidays and weekends, which means he is paid double. "KM" is entered.
2. The subordinate is on vacation. This means that “OT” is placed in the empty cells corresponding to weekends. If there are non-working holidays, they should be excluded.
3. A new employee appears. Therefore, in all empty cells for dates that preceded his employment, you need to put “XX”. These symbols should be used when the employee has already left and the monthly report card has not yet been closed.

Before you begin the duties of maintaining employee timesheets, you should read the relevant instructions and learn all the nuances of registration. After all, mistakes made in this case affect, first of all, staff wages, the number of absenteeism and the duration of vacation. All documentation provided by employees should be checked very carefully.

Attention! Due to recent changes in legislation, the legal information in this article may be out of date!

Our lawyer can advise you free of charge - write your question in the form below:

Any enterprise pays wages based on actual hours or days worked. This data for accounting and payment of wages according to time worked requires a special form for primary accounting. This form is considered to be a time sheet.

Below is information about this document, its completion instructions according to the working hours worked at the enterprise.

Why is this document necessary and why should it be drawn up?

We should start with the fact that a time sheet is a document that every employer or his authorized representative at the enterprise is required to maintain, regardless of the number of employees and the form of ownership in the staffing table.

If this document is not present at the enterprise, this will lead to management liability in the form of fines during inspection by the labor protection authority.

In the case where wages occupy a very significant place in the costs of an enterprise, documents during a tax audit may give rise to a hypothesis regarding the groundless accrual of salary and its exclusion from the list of expenses of the enterprise. In this case, unpleasant consequences will occur.

Forms T-12 and T-13: rules and stages of filling out

The accounting sheet is maintained every working day of the month, and on the last day, a report is prepared on the total number of days/hours worked. The completed document is sent to the accounting department.

Let us give an example of instructions for filling out a time sheet and calculating wages, using forms T-12 and T-13 as a basis. They are not significantly different.

• At the top, you should indicate the name of the organization in accordance with the constituent documents and the name of the structural unit, if any.
• The “date of compilation” (last day of the working month) and “document number” cells are filled in.
• The “reporting period” indicates the time interval from which the salary is calculated according to the plan.
• The first column in the time sheet indicates the serial number of employees.
• Columns 2-3 are filled out on the basis of personal cards of employees in accordance with the T-2 form, established on the basis of an order for admission to the enterprise.
• Columns 4 and 6 are intended for working time cost codes and information about the number of hours worked in the past month.
• Columns 5 and 7 are intended to mark intermediate results for two halves of the month.
• Columns 8-17 are filled in at the end of the reporting month.
• The final count of days does not include days of absence of the employee (sick leave, business trips, absenteeism, weekends).
• Columns 14 and 16 are filled with the number of days and hours.
• 15 – reason code for absence from work
• 17 – the total number of employee holidays and days off for the reporting month.

The document is signed by an employee of the HR department, structural unit, director or any person authorized by him.

Drawing up time sheets for shift work and other nuances

According to Article 91 of the Labor Code of the Russian Federation the employer must keep records of the actual time worked by each employee. Working hours are paid according to physical location at the place of work. They are calculated by recording attendance and absence from work.

Shift work is a condition of the collective agreement and must be documented. Shift work can be carried out exclusively according to the shift schedule in accordance with Article 103 of the Labor Code of the Russian Federation. It takes into account daily working hours and shift frequency. The shift schedule in this case acts as a local independent regulatory act.

To approve work on night shifts, it is required that the work be included in the list determined by the contract or act of the employer under Article 97 of the Labor Code of the Russian Federation.

In practice, the daily work schedule of the “time mode” is most often used. In the time-sheet mode, shifts worked per month are taken into account, and its duration should be the same throughout the entire period. Work performed in excess of the duration cannot be compensated by shortcomings on another day or time off.

If the conditions of the enterprise do not allow compliance with the working conditions in accordance with Article 94 of the Labor Code of the Russian Federation, they introduce summarized recording of working time. Shift work can be combined with the introduction of time tracking. The procedure for introducing summary accounting in a company is regulated exclusively by internal labor regulations. Article 104 of the Labor Code of the Russian Federation only requires not to exceed the nominal number of working units per month.

The following video describes in detail the procedure for maintaining time sheets:

Sanctions for filling out the timesheet incorrectly

In the course of tax and financial audits, auditors may find the following types of violations in filling out the accounting sheet:

• salary data does not correspond to those indicated in the primary reporting documents and timesheets;
• salary data does not correspond to that indicated in payment and settlement documents and timesheets;
• the use of codes and designations is incorrect;
• overtime or overtime is not taken into account;
• calculation of the amount of benefits on a temporary disability certificate.

Violations may result in penalties being imposed on the accountant or employer up to 5000 rubles. Failure to have a report card or its absence at the workplace during an audit by auditors may result in administrative penalties in accordance with Article 5.27 and the imposition of penalties on the head of the unit in the amount up to 50,000 rubles.

To record and the presence of employees of an organization or entrepreneur at production, a working time sheet in the T-13 form is used daily, and in case of their absence, the reason is established, which is also reflected in the document. Used by HR or accounting employees based on data on the presence of employees submitted by the manager. Below are the forms for downloading.

The time sheet is one of the main documents on the basis of which the wages of employees are formed, especially those for whom they are calculated for hours actually worked. The document records information about the presence of employees at production, business trips, vacations, sick leave, including the fact of absence from work and absenteeism.

A good timesheet should be drawn up and submitted to the accounting department 2 times a month, one for the first half of the month to calculate the advance, and the other to calculate the main part. Not everyone does this, but there are still subtleties when calculating an advance, even if the salary part of the salary is calculated based on the time actually worked.

Working time sheet template for downloading in Excel

Filling out the form

The time sheet is maintained by an authorized person and submitted to the accounting department. There are two ways to fill it out:

• Option No. 1 – The statement is filled out daily, all attendances and absences of employees are noted in it.
• Option No. 2 – Only deviations from the norm are filled in, i.e. Only no-shows, lateness, etc. are recorded.

Table of basic codes for filling out the work time sheet form

Event	Letter code	Digital code
Employee attendance at production, working day	I	01
Weekends and holidays, if the schedule is 5/2, then it is usually Saturday and Sunday, the schedule is flexible, then in accordance with the schedule	IN	26
Annual paid vacation	FROM	09
Maternity leave	R	14
Leave granted to an employee to care for a child under 3 years of age	coolant	15
Vacation at your own expense, without pay	BEFORE	16
Business trip	TO	06
Absences for which the circumstances have not been established are marked until clarification.	NN	30
Sick leave	B	19

Main codes for wages

• 2000 is set in case of payment of salaries and travel allowances.
• 2012 – when paying vacation pay.
• 2030 – sick pay.

Time sheet form T-13 sample filling

You won’t have any particular difficulties filling out the timesheet; it’s very simple; you just need to know the employee’s codes and data. This is done as in the example, which was filled out according to Option No. 1. Option No. 2 will be written in the same way, only the attendance codes will not be entered, instead there will be empty cells, weekends and deviations will be filled in, and also the amount of time worked.

In column 1 the serial number of the record is entered, and in column 2 - the full name of the employee and his position.

In column 3 the personnel number is entered.

In column 4, data is entered by month, using letter codes for each employee. To do this, a letter code is placed in the upper cell, and in the lower cell the amount of time worked, with a 5/2 schedule, this will be an 8-hour working day. The calculation is made for the first half of the month and for the second, the data is recorded in Column 5, and the final ones - in Column 6.

Columns 7-9 are necessary for entering data on the basis of which wages are correctly calculated.

In column 7 the payment code is entered, in column 8 - the accounting account on which wage costs are reflected, in this case account 44 is indicated, but there may be other accounts, depending on the cost allocation system.

In columns 10-13, data on employee absences is entered.

Possible unusual situations when filling out the form

Illness while on vacation

If an employee was sick during the period of accounting annual leave and brought sick leave, then it is necessary to enter on the report card (B) for the indicated days instead of vacation (OT), and the vacation is extended for the duration of the sick leave.

If an employee does not return from vacation but gets sick, then on the days of his absence it is temporarily marked (NN), and upon presentation of supporting documents it changes to (B).

Registration of holidays during an employee's vacation

If an employee takes a vacation, and during that period there are holidays in accordance with the production calendar, then it is necessary to enter (B) on the holiday. Let's say, if an employee is on vacation from June 10 to June 17, and June 12 is a holiday, replace the code (OT) with (B) on that day. Such a day will not be included in the paid vacation period.

Leave without pay

Any enterprise that employs hired personnel must take into account the time worked by employees. On this basis, the accounting department calculates their due salary and benefits. The time worked is reflected in a special document - a time sheet. We will tell you what nuances there are regarding its maintenance and how to fill it out correctly.

A timesheet is one of the types of primary accounting documentation that records:

• type of time spent performing labor functions that the employee works;
• its duration (in hours and days).

Timesheet functions:

• a note on the actual employment of the employee for each type of working time;
• personnel control;
• adequate payment of salaries and some benefits;
• evidence in relevant labor disputes;
• calculation of processing;
• the basis for the legality of dismissal due to absenteeism;
• tax justification of payroll costs;
• basis for drawing up reports to regulatory authorities.

Can an LLC or individual entrepreneur operate without a time sheet?

The law requires employers to maintain such a timesheet, regardless of the legal form of their organization. If a company employs hired employees, they need to be paid a salary, from which taxes are deducted to the budget. To check the validity of salary calculations, the tax office will inquire about the presence of this document and its contents.

If an LLC or individual entrepreneur has employees, and the time sheet is not filled out or contains errors, the tax office may recognize the costs of their salaries as documented unjustified. This means that these employer expenses will not reduce the income tax base.

Important! An employer who does not bother to track working hours or maintains timesheets with violations faces sanctions from control authorities. The director can be fined 1000 - 5000 rubles, and organizations can be fined up to 50 thousand rubles. (Article 52.7 of the Code of Administrative Offenses of the Russian Federation).

How is an employee's working time calculated?

Working time is that period of day or night during which an employee is obliged to perform his job functions or time equivalent to that in terms of payment. The duration of this period (working day or shift) and the regularity of its repetition (routine or schedule) must be fixed in the employment contract as working conditions.

The time sheet indicates various types of time associated with labor functions:

• daytime;
• night;
• on weekends and holidays;
• overtime;
• watch;
• advanced training outside of production;
• paid holidays;
• sick leave;
• forced absenteeism;
• strike;
• simple, etc.

Principles of timesheet keeping

The timekeeper is obliged to comply with the legally adopted rules, as well as the regulations enshrined in the internal regulations of the enterprise:

1. This document can be maintained for each division separately or for the entire organization.
2. The timesheet includes the number of hours worked by the employee for each type of working time according to the assigned code.
3. In addition to the time of employment, the number of hours when the employee did not perform work, although he was supposed to do so (absenteeism, strikes, downtime), is also noted.
4. Employees are included in the timesheet or excluded from it after completing the appropriate personnel documentation - an order of employment or dismissal, an employment contract.
5. When a new employee is included in the timesheet, he receives a personnel number, which is unique and will become his code in personnel documentation. The number will be valid for the entire time you work for this employer. A change of position does not change the personnel number. After dismissal, the same number should not be assigned to anyone for 3 years.
6. It is strictly forbidden to fill out the timesheet in advance - the time is reflected in the document. worked out in fact.

Is it legal to use electronic monitoring systems?

Many organizations, especially large ones, use electronic systems for monitoring and/or monitoring employees to facilitate staff work accounting. Various functions of these systems allow you to record the time of arrival and departure of employees, some - their movements around the territory, sometimes - their activities at the workplace.

The basis for recording the presence of an employee at work may be their registration according to various indicators provided for by one or another accounting and control system:

• presentation of electronic passes-cards;
• fingerprint reading;
• retinal scan;
• video recording using cameras, etc.

Depending on the chosen control system, the received data is recorded in one form or another. Many electronic systems provide for sending reports to the organization’s database in a unified form, generating the same timesheet. Therefore, it is quite acceptable to use them: such accounting, in comparison with “manual” filling out timesheets, is called automated.

Vimania! In order for the use of automated systems to become legal, the organization must establish this point in accounting documents - with employees and in internal regulations.

How often and who fills out the timesheet?

The time sheet is filled out by a special employee - a “timekeeper”, who can be an employee of one of the departments:

• HR department;
• accounting;
• head of a structural unit;
• director;
• any person appointed by order of management.

At the beginning of each working month, a new timesheet is opened, and at the end of the month it must be closed. Sometimes interim results are summed up in the middle of the month.

After filling out, the time sheet must be signed by the responsible person and the head of the relevant department, and then transferred to the accounting department (paragraph 2 of section 2 of the Instructions approved by the Resolution of the State Statistics Committee of Russia dated January 5, 2004).

Download the form and sample of filling out the report card

Filling out a time sheet

Special forms have been developed to maintain this important document. It is not necessary to use them specifically: the employer has the right to develop his own samples or remake standard ones “for himself” (letter of Rostrud dated February 14, 2013 No. PG/1487-61). The main thing is that the developed report card contains the mandatory details provided for by Federal Law No. 402.

The time sheet for 2018, as before, can be kept on one of two types of standard forms:

• form T-12 - it not only takes into account the time worked and/or missed time, but also pays a salary (data is entered based on “manual” control);
• Form T-13 is more common, it is used for pure accounting of an employee’s time of employment, and other documents are provided for calculating salaries (this form can also be used with automated accounting systems, but personal signatures on printed versions are required).

How to fill out a report card on form T-13

The 1C accounting program handles the automated filling out of form T-13. It resembles an expanded table. Filling out the time sheet is made in a single copy.

There is no need to fill out the required details separately each time, since they do not change; they can be fixed in the “body” of the timesheet in advance:

• full name of the company;
• name of the structural unit (if there are several of them in the organization).

The responsible person enters the following information into the columns of the timesheet:

• Column 1 – serial number, lines are numbered for convenience;
• Column 2 – full names of employees according to personal cards maintained for personnel, and title of position according to staff documentation;
• 3 columns – personnel numbers assigned to employees.

Attention! It is necessary to decide how to enter information into the timesheet: by completely recording both presence and absence at the workplace, or by noting only deviations from the schedule.

The subsequent columns are each divided into 2 parts: one for the alphabetic or digital code designation, and the second for the number of hours worked.

They are filled out as follows:

• Column 4 - divided into cells indicating each day of the month, in which you need to note attendance or absence and hours occupied by work (consists of 2 blocks of 15 days);
• Column 5 – calculation of time worked in days as of the middle and end of the month;
• Column 6 – counting working days for the month;
• column 7 contains the wage code;
• column 8 – accounting code;
• column 9 – how many days need to be paid according to the codes indicated in columns 8 and 9 (they can be left empty if a single code for all employees is recorded in the header);
• column 10, 12 – alphabetic or numeric code of the reason for absence from work;
• column 11, 13 – the number of hours or days missed for the indicated reason.

At the bottom of the table, the head of the department puts their visas, if the time sheet is divided into accounting departments, and always the responsible employee who filled out the time sheet (HR officer, accountant, etc.). A transcript of the signature and the date of endorsement must be present.

Basic codes for filling out the timesheet

The wage type code in the time sheet has a double form: an alphabetic code and a digital coding.

	Type of working hours	Designation using a letter	Digital coding
1	Attendance according to standard schedule	I	01
2	Working after hours	N	02
3	Working on weekends and holidays	RP	03
4	Overtime	C	05
5	Stay on a business trip	TO	06
6	Annual leave	FROM	09
7	Additional leave	OD	10
8	Study leave	U	11
9	Shortened working hours for on-the-job training	UV	12
10	Study administrative leave	UD	13
11	Sick leave for pregnancy and childbirth (maternity leave)	R	14
12	Leave to care for a child up to 3 years old	coolant	15
13	Unpaid leave with permission from management	BEFORE	16
14	Administrative leave provided for by law	OZ	17
15	Paid temporary disability	B	19
16	Unpaid disability	T	20
17	Shortened working hours for certain categories of employees	Champions League	21
18	Absence from work due to public duties	G	23
19	Absenteeism	ETC	24
20	“Short” working day announced by the employer	NS	25
21	Weekend	IN	26
22	Absence for unspecified reason	NN	30
23	Downtime due to the company's fault	RP	31
24	Downtime due to employee fault	VP	33

How to fill out a timesheet in specific situations

Some nuances of working time require adequate reflection in the timesheet and certain actions of responsible persons. Before being included in the report card, such events must receive justification in other official documents corresponding to the situation - an order, act, sick leave, etc.

Let's consider how exactly you need to mark working hours and days in a timesheet in situations that may well occur in any organization.

Employee does not show up to work

When an employee does not show up for work without warning, the reason for his absence is not immediately clear. In this case, the immediate supervisor must act in accordance with the regulations - submit a memo to higher management and draw up an absence report signed by two witnesses.

How to mark this situation on the time sheet? While it is unknown for what reason the employee missed more than 4 hours of the working day, the code NN (failure to appear for an unknown reason) is indicated on the timesheet.

Attention! After the employee has made himself known and written an explanatory note stating the reasons for the absence, the mark will change to the appropriate one. If the explanations are considered unsatisfactory or were not provided, absenteeism is noted on the report card. What can an employee do?

Holidays fell during vacation

If a vacationer has days during his rest period that were non-working for other employees due to holidays, the timekeeper puts the letter B (“Day off”) in the appropriate cells. These days are not included in your vacation time. Regular weekends (not holidays) are marked with the letters OT ("Vacation"), since they are counted in the number of vacation days.

An employee fell ill while on vacation

The Labor Code allows you to extend vacation for the period of forced incapacity for work, or transfer these days to another time. That is why it is important to accurately indicate on the timesheet how many days the employee was sick during vacation. Naturally, the illness must be documented with a piece of paper.

The timekeeper counts how many days the employee had a healthy rest and marks them with the OT code (“Vacation”). Then the dates for which sick leave was issued are marked “B” accordingly. If the leave after illness continued, these days are again marked “OT”, as well as the time for which it was extended or transferred to sick leave compensation.

The business trip fell on the weekend

If an employee is forced to spend the weekend on a business trip, this creates difficulties in timesheets. When filling out a timesheet, dates of forced labor while away that fall on weekends are designated not by the letter B (“Weekend”), but by code K (“Business trip”), regardless of whether the business traveler was busy on that day or was on vacation.