Unified form t 12 form. Filling out the time sheet: an important document for payroll

Time tracking is a very important task. The employee does not want to lose his hard-earned money, and the organization, in turn, does not seek to pay for absenteeism.

To avoid such misunderstandings, timely and proper management reporting documentation on accounting of working hours.

What is it for

The time sheet is established document, which carries information about the observance of the working hours by each of the employees. In other words, this is a table where data is entered on the appearance or absence of each of the employees of the organization.

Based on this document, wages and bonuses are calculated or penalties are imposed for lateness, absenteeism and other deviations from the work schedule.

Such a time sheet must exist in a single copy and be kept by the employee who was appointed responsible for its execution. Most often, this work is entrusted to the personnel and accounting department, sometimes to the head of the department or senior manager. Appointment to the position of "timer", or rather the imposition of relevant duties, should be reflected in the employment contract.

Shape Options

You can keep track of how many days and hours an employee has worked various methods, but Roskomstat prepared special forms. They are simple and clear to use, with their help you can visually track the working "attendance" and subsequently effectively use the data obtained.

For budget organizations A special form of the time sheet No. 0504421 was introduced.

For all other organizations and enterprises, forms T-12 and T-13 were approved. The latter differ from each other in that the T-13 is used where appearances and absences are controlled not by people, but with the help of automated systems(turnstiles). I came to work, checked in at the checkpoint with a pass, and went on. In this way, it is easy to control lateness, absenteeism and other deviations from the work schedule.

Forms in the T-13 form are most often filled out automatically, or with the partial use of technical means.

Timesheets in the T-12 form are also filled out for the purpose of calculating wages, so it is convenient to entrust the maintenance of such a schedule to an accountant.

How to fill out

Most important aspects keeping a time sheet:

• the table exists in a single instance;
• filled out daily on the basis of official documents (sick leaves, orders, instructions, etc.);
• it is forbidden to remove any columns and fields from the generally accepted table.

However, you can still modify the table. Sometimes there are situations when you need to add additional fields to an existing form. For example, to take into account certain working hours for non-standard shifts. In this case, changes are possible, but only after signing the relevant order of the head.

Before the beginning of the reporting month (2-3 days before) responsible officer opens the spreadsheet. This is the time to decide which method of conducting will be chosen. This can be continuous registration - daily attendance / non-attendance marks, or the introduction of exclusively deviations from the regime - lateness, night shifts, overtime, etc.

A sample of filling out a time sheet using the example of form T-12

First of all, the header and the first three columns are filled. This information, as a rule, remains constant - structural unit, full name of employees, personnel numbers.

In columns 4 to 7, on a daily basis, marks are made on appearances, absences, days off and sick days. For this, special designations for each of the reasons are used. So, the sick leave is designated by code B, the working day off is RV, and annual vacation- OT. With complete list designations can be found in the most unified form on the first sheet.

It is important to remember that any marks are put down in the time sheet solely on the basis of any document. This may be a sick leave, an internal order, or an overtime order signed by a familiar employee.

Often there are situations when it is not entirely clear what code to put. For example, an employee is on paid leave, he is assigned an OT code. But at that time he had the imprudence to fall ill and did not go to work on the appointed date.

If the employee did not warn us, then it is advisable to put down the HH codes (non-attendance for unknown reasons), and after receiving the sick leave, correct these designations to code “B”. In the event that an employee has found a way to report his illness, you can immediately mark the code "B".

Perhaps in such a situation, it is better to first mark the codes “НН” and “Б” with a pencil so as not to spoil the appearance of a document that exists in a single copy. If the form is maintained in in electronic format, then there will be no such problem.

Part of the absenteeism is considered to be in "days", because the employee cannot only be on vacation for half a day, or go on sick leave for three hours. In this case, an empty column is left under the letter designation. If the employee was late for 30 minutes, or worked 4 hours overtime, then the time of deviation from the working regime is indicated under the letter designation.

Columns 5 and 7 summarize the intermediate and final results of the days worked, and columns 8 to 17 provide a complete report for each employee - how much he worked, how much he rested, how much he missed and why. From the name of the header above each column, it becomes clear which data to summarize.

Features of maintaining a time sheet in budgetary organizations

Form No. 0504421 is also used to monitor compliance with the working regime, but has a slightly different name “Accounting for the use of working time”, which reflects the specifics of the work of budgetary organizations. In this report card, you can find such designations as “school days off”, “replacement in the extended day group”, “study leave”.

The procedure for maintaining such a time sheet is no different from the unified accounting forms T-12 and T-13:

• conducted in a single copy;
• opens 2-3 days before the start of the billing period;
• used without changing the standard form.

Two registration procedures have also been adopted - continuous (all appearances and non-attendances are noted) and with indication of deviations.

The table itself has several differences. In the header of the timesheet, in addition to the name of the organization, structural unit and period of reference, its type should be indicated with a number. If the time sheet is submitted "as is" without making changes, then it is called primary and is marked in this column as "0". With each subsequent adjustment, you must indicate the change number in order.

The first four columns are filled in immediately - these are the full names of employees, personnel numbers and positions. The following columns are filled in as the period progresses. In the upper part of the column, deviations from the operating mode in hours (if any) are indicated, in the lower part, the letter designation of the reason for the deviation. Columns 20 and 37 summarize the intermediate and monthly totals, respectively.

There are no additional calculations in this form. At the end of the billing period, this document is transferred to the accounting department, where, on its basis, it will be calculated wage for government employees.

The list of designations used in this time sheet (form No. 0504421) can be found in the table:

Name of indicator	The code
Weekends and non-working holidays	AT
Work at night	H
Fulfillment of public duties	G
Regular and additional holidays	O
Temporary disability, disability due to pregnancy and childbirth	B
Holiday to care for the child	OR
Overtime hours	With
absenteeism	P
Absences for unexplained reasons (until the circumstances are clarified)	HH
Absences with the permission of the administration	BUT
Study days off	WU
Educational additional leave	OU
Substitution in 1 - 3 classes	ZN
Substitution in extended day groups	RFP
Substitution in grades 4 - 11	AP
Work on weekends and non-working holidays	RP
Actual hours worked	F
Business trips	To

How is vacation defined?

The word vacation in the personnel business unites a lot of concepts. Starting from and ending with the decree. Many young mothers will not agree, but this is also a vacation, although it is provided to care for a small child.

Each of these holidays is marked in its own way in the time sheet and it is worth paying special attention to the most common types of holidays and their registration.

On schedule

On the basis of the vacation order, which must also contain the signature of the vacationer himself, the “OT” code is affixed to the time sheet if this is the main vacation, or the “OD” code if additional.

At your own expense

There are times when an employee needs to receive several vacation days outside of your main schedule. The reasons may be different, but the solution is the same - leave without pay.

The legislation provides for several reasons for such a vacation - a wedding, the birth of a baby, or more sad events such as death close relative. In these cases, the code "OZ" should be affixed.

If the employee has a different reason, and he receives a similar leave in agreement with the manager, then the code "TO" is used. In both cases, the mark is made on the basis of the relevant order signed by the employee.

Training

The combination of work and study in our time is rather the norm than the exception, and the legislation in this matter supports such workers, giving a guarantee for study leave. After accepting the relevant application from the employee and receiving an order signed by the student, you can safely mark the code “U” in the report card for the entire period of study leave.

It is worth noting that if an employee falls ill during the next session, then such leave is not extended for the sick leave period and the “B” code can only be entered on the days after the end of the study leave, if the employee did not have time to recover before the end of the vacation and provided a sick leave certificate confirming his failure to appear after the end of the session.

For pregnancy and childbirth

Such a blessed period for female employees, of course, should not be overshadowed by red tape with documents; therefore, maternity leave is provided on the basis of a sick leave, the code in the report card is “P”. The same code is used in the case of adoption of a newborn baby.

For child care

And after that, an order is issued for parental leave until the onset three years of age. Such a vacation is marked with the code "OZH".

Working with documents is always a responsible task, but knowing the basics of filling out a time sheet will save you from payroll disputes and other small annoyances of this kind.

Video - compiling a time sheet and payroll in 1C:

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The time sheet in the form No. T-12 is used in the following cases:
- to account for the use of working time by employees of the organization, regardless of their category;
- to monitor compliance with the established working hours by employees;
- to obtain data on hours worked;
- for payroll.

The information in this document is also used to compile statistical reporting by labor.
The unified form was approved by the Decree of the State Statistics Committee of Russia dated 05.01.2004 No. 1.

Download forms (Excel): form T-12 form T-13

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How to fill out forms T-12 and T-13 correctly

An authorized person is responsible for maintaining the timesheet. The time sheet is drawn up in one copy, signed by the head of the structural unit and the personnel officer. Next, the document is sent to the accounting department, which uses the time sheet as the basis for calculating wages for employees.

To reflect the use of working time for each day, columns 4 to 18 and 20 to 35 have two lines: one to indicate the type of working time spent, the other to record the number of hours for them. Scroll symbols types of working time costs are given on the first pages of form No. T-12 (see the form and sample above).

The time sheet in form No. T-13 is used in conditions of automated data processing.
In this form, the same symbols are used as in the form No. T-12.
Columns 7, 8, 10 and 11 indicate the wage type codes below and the corresponding accounts by cost areas.

Payment type codes:
- 2000 (salary, travel and other official),
- 2012 (holidays),
- 2300 (temporary disability allowance).

Corresponding accounts accounting:
- 20 (remuneration to employees of the main production),
- 23 (remuneration to employees of auxiliary production),
- 26 (compensation of managerial personnel),
- 44 (remuneration of labor to employees engaged in trading activities or in operations for the sale of finished products).

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Consider in the article what constitutes a time sheet, what forms are used. Rules for filling out the time sheet, an example of filling. We will identify the main difficulties in filling out the time sheet, which can lead to errors in the calculation of wages.

The time sheet is a document that reflects the number of hours worked by each employee and the number of absences per month for each employee of the organization. Based on it, and are calculated.

All organizations are required to maintain a time sheet.

To record working time, there are two unified forms T-12 and T-13, approved by the State Statistics Committee of Russia.

Form T-12 is used not only for recording working hours, but also for calculating wages. Therefore, in small firms when the accountant also maintains the personnel department, use this form T-12.

When information is needed only on the number of hours worked and absenteeism, either the first part of Form T-12 or Form T-13 is used.

Any form can be used to record working hours.

Rules for filling out the time sheet

The time sheet is filled in daily by the personnel officer, if the company does not have a personnel department, then the time sheet is maintained by an accounting officer.

When filling out the time sheet, do not forget to indicate the name of the organization and structural unit.

The “Document number” and “Date of compilation” must be filled in

In the cell "Reporting period" put down the beginning and end of the month for which the time sheet is maintained.

- serial number;

- surname, initials, position (specialty or profession);

- Personnel Number;

- marks of attendance and absence from work by the days of the month

The upper line of the table contains an alphabetic or numeric code of working hours for each day of the month (appearance, business trip, etc.). At the bottom, the number of hours for them is recorded. For example, if an employee completed a full shift on July 3, 2014, then in the time sheet for July, in the cell with the number 3 opposite the employee's last name, the code “I” and 8 working hours are put down. If the employee fell ill that day, then it is necessary to put “B”, and since he did not have working hours, the bottom cell is not filled in or 0 is entered.

– intermediate and final results;

- in the presence of absences, marks are put down on absences for reasons.

At the end of the time sheet, we must check that there is a signature of the person responsible for filling out the time sheet, as well as the signature of the head of the structural unit and the personnel officer.

Basic codes for filling out the time sheet

Type of working time	Letter code	Digital code
Working day	I	01
Business trip	To	06
Annual basic paid leave	FROM	09
	R	14
Parental leave until the child reaches the age of three	coolant	15
Leave without pay granted to an employee with the permission of the employer	BEFORE	16
Temporary disability with the appointment of benefits in accordance with the law	B	19
	AT	26
Absences for unexplained reasons (until the circumstances are clarified)	HH	30

Non-standard situations when filling out the time sheet

1. An employee fell ill while on vacation.

After the vacation, the employee went to work and provided a sick leave for the period of illness. In the report card, instead of vacation (OT), a temporary disability code (B) is affixed from the first day of illness, and the vacation itself is extended for the period of illness.

There are cases when an employee continues to get sick even after the end of the vacation, having warned the employer. Since the words of the employee are not the basis for filling out the time sheet, therefore, after the vacation, we put absenteeism for unexplained reasons (HH). After the employee provides sick leave, we correct the period for code B.

2. The employee had holidays during the vacation.

An employee, for example, was on vacation from June 1 to June 29, 2014. In the time sheet, we put down the OT code for the main vacation period, while marking June 12 with code B (non-working holiday), since this day is not included in the paid vacation period.

Unified uniform T-12is a dual purpose document. Most often it is used as a time sheet. In this article, we will look at the features of filling out the form and tell you where to find it.

Purpose of the unified form T-12

The employer (firm or individual entrepreneur) keeping records of the time worked by employees is his responsibility (Article 91 of the Labor Code of the Russian Federation). The form of such accounting is not regulated and can be developed by employers independently. You can also use one of the forms developed by the State Statistics Committee of the Russian Federation.

The unified form T-12, approved by the Decree of the State Statistics Committee of the Russian Federation of 01/05/2004 No. 1, is a table consisting of two parts:

• "Accounting for working time", in which the exits and absenteeism of employees for work are recorded daily, indicating the reasons for their absence (time sheet).
• “Settlement with personnel for remuneration”, designed to calculate the amounts of payments for hours worked and paid time off from work. This part is practically not used due to the fact that the functions of accounting for working hours and payroll are usually performed by different divisions of a legal entity or individual entrepreneur, as well as due to the automation of the payroll process.

Thus, the use of the T-12 form is only interesting as a time sheet. At the same time, the time sheet is the most important primary document that serves as the main source of data for payroll for employees.

The procedure for filling out a unified form of the time sheet

Due to the high probability of the occurrence of its own peculiarities of keeping records of working hours for a particular legal entity or individual entrepreneur, it is advisable to develop an internal document that fixes the procedure for such accounting.

The timesheet can be maintained by any person appointed for this purpose. Usually he is either an employee of the personnel department, or the head of the relevant division of the legal entity or individual entrepreneur.

The first page of the T-12 form is reserved for indicating data about the legal entity or individual entrepreneur, OKPO code and legal entity division, information about the document number, date and period of its preparation.

The time sheet can be compiled either one for all employees of the company or individual entrepreneur, or divided into departments. It is conducted on a monthly basis, so the serial number of each timesheet will correspond to the serial number of the month, and the compilation period will cover the entire length of the month (from the first to last day). Accordingly, the date of preparation of the document will be the last day of the month.

Here, on the first page, there are codes (alphabetic and numeric) of symbols that are used in the main table of the time sheet to reflect the grounds for exits or absenteeism. If you need to use additional codes, you can develop them yourself.

Further, on the number of sheets necessary to reflect the entire list of employees, the time sheet is located directly. In the table, each employee has two rows, which reflect the fact of his presence or absence at work every calendar day of the month, indicating the reason. In this case, the reason is indicated on the top line using an alphabetic or numeric code, and the number of hours worked is indicated on the bottom line. If the employee was absent, you can leave nothing on the bottom line. This makes the table look clearer.

It is possible to fill out the time sheet only with an indication of absenteeism and their reasons. At the same time, the data on the days of exits remain blank. In our opinion, this option is not only less obvious, but also creates prerequisites for errors when filling out.

Every half of the month, the number of days and hours worked is calculated, and upon completion of the time sheet, the results of the month are summed up. The total number of days in a month for each employee who has worked a full month must match the sum of the working days, days of absence and days off indicated in his line in the timesheet.

The table is signed (with a breakdown of the position and last name) of the person responsible for filling out the time sheet, the head of the department, company or individual entrepreneur and the employee of the personnel service.

Features of entering information into the timesheet

General weekends and holidays are marked with the letter B, and extra days in a particular month (the table provides for the maximum possible number of days in a month) are marked with an X.

The surname of the employee is entered in the time sheet from the date of his employment and is excluded from there from the month following the month of dismissal. At the same time, in the month of dismissal, a separate time sheet is made up for the leaving employee. The reasons for all absences from work must be confirmed by supporting documents (sick leave, order for a business trip or vacation). Prior to the presentation of such a document (for example, a sick leave certificate), the “HH” mark is affixed to the report card.

If absenteeism in the calculation is taken into account in calendar days (sick leave, vacation), then the reason code is entered on all these days, regardless of whether they are general days off or not. If the departure on a business trip or return from it falls on a day off, it is fixed as the day of being on a business trip.

When working part-time, the duration of work in hours is indicated in accordance with its length provided for by the conditions employment contract. The length of overtime work must comply with the order on involvement in such work. Internal part-time workers will be included in the report card as two people.

We have prepared an example of filling out the T-12 form for an 8-hour work day with a 40-hour work week. The above sample can be downloaded and used to fill out the T-12 form according to your data. For other modes of operation (for example, for a shift schedule), it will look different, but the principle of filling will remain the same.

In our example, the fact of working on a day off takes place. Such work is carried out on the basis of the order of the head in agreement with the employee. The order must indicate how this day will be paid - in double the amount (Article 153 of the Labor Code of the Russian Federation) or by providing time off on a working day.

The unified form T-12 "Time sheet and payroll" is one of the forms approved by Rosstat (), which employers can use to keep track of the time actually worked by employees. Such accounting should be kept by both employers-organizations and employers-entrepreneurs (Article 91 of the Labor Code of the Russian Federation).

In accordance with the information specified in the time sheet, wages are accrued to employees, and certain types of statistical reporting are also formed. In addition, the time sheet may be needed in case of violation by the employee labor discipline.

The procedure for filling out the T-12 form

The time sheet and payroll is filled in in accordance with the Instructions of the Federal State Statistics Service (approved by the Decree of the State Statistics Committee of the Russian Federation of 01/05/2004 N 1). It is compiled in one copy.

The time spent by each employee can be reflected in the time sheet in one of two ways. To do this, you can either register daily attendances and absences of the employee, including the amount of time worked by him (in hours, minutes), or reflect only deviations in the work of the employee in the time sheet. For example, business trips, overtime, etc.

Appearances and absences of an employee are indicated in the timesheet using codes - numeric and alphabetic. For example, to work in daytime codes "I" and "01" are provided, at night - codes "H" and "02", for work on weekends and non-working holidays - codes "РВ" and "03". Numeric and alphabetic codes are equivalent to each other, so the employer has the right to use either one or other codes of his choice. They are listed directly on the title page of the T-12 form.

For each day of the month, in the table of section 1 "Accounting for working hours" in columns 4 and 6, two lines are allocated: the code indicating the appearance of the employee is indicated in the upper one, and the duration of his work on that day is indicated in the lower one. If the employee was absent from work, then the code indicating the absence is indicated in the top line (from it, as a rule, the reason for the absence is also clear), and the bottom line is not filled.