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

2024 Author: Howard Calhoun | [email protected]. Last modified: 2023-12-17 10:16

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

Who fills out the timesheet

Each organization appoints a person responsible for maintaining the time sheet, focusing 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 personnel inspector, accountant or other authorized person will schedule the employees.

In the event that an enterprise has several facilities, it is much easier to time-sheet employees directly at their places of work. In this case, this responsibility lies with the foreman or chiefsubdivisions by a separate order or prescribed in the employment contract.

Algorithm for working with timesheet

First of all, you need to know that every enterprise must have a regular (that is, in paper version) time sheet. The form can either be printed on your own or ordered from a printing house.

There are two approved forms: T-12 and T-13. Their difference is that the first one not only takes into account working hours, but also has columns for calculating the monthly wage. They are filled according to the same scheme, namely, every month on the first day a new time sheet is opened. It is necessary to fill in the columns:

• Company name (according to constituent documents), serial number and date of completion.
• The period for which the time sheet opens.
• Ordinal numbers of personnel and their data from personal cards.

The rest of the data is entered within a month, and filling in the part that relates to wages remains with the accounting employee.

Symbols in the time sheet

For faster and more convenient filling of the time sheet, a notation system was developed and approved. They reflect the mode of work and rest and other nuances. 36 designations are provided. But sometimes this number is not enough to accurately display all the information about an employee.

Symbols in the time sheet

	Name	Letter designation	Numerical designation
1	Day and evening hours	I	01
2	Night opening hours	N	02
3	Work on weekends and holidays	RP	03
4	Overtime	c	05
5	Business trip	K	10
6	Main Vacation	from	14
7	Extra leave	one	15
8	Study Vacation	U	16
9	Short working hours for students	UV	17
10	Additional study leave without pay	UD	18
11	Maternity leave	r	19
12	Paternity Leave (partially paid)	veh	20
13	Paternity leave (unpaid)	oj	21
14	Unpaid leave	to	22
15	Unpaid leave for legal reasons	OZ	24
16	Sick leave	B	25
17	Unpaiddisability	t	26
18	Hours of reduced work	ch	27
19	Downtime (for non-employee reasons)	vp	28
20	Absence for legal reasons (with pay)	g	29
21	Unexcused Absence	OL	31
22	Hours not worked (if employer has set up part-time work)	NS	32
23	Weekends	to	33
24	Strikes	ZB	34
25	Absences for unclear reasons	НН	35

The table shows the most commonly used symbols in the time sheet. A more detailed description and a complete list are usually located on the first page of the form. This makes it easier to navigate the symbols and determine in what situation what to put in the cell.

Regular form filling

Filling out the time sheet is painstaking work that requires attention. It can be done using, for example, the method of continuous attendance and absence.

In this case, data is entered in each column. The symbols indicate both the presence of employees at the workplace and their absence, indicating the reasons. It also indicates the number of hoursspent at the place of work.

In the timesheet itself, it will look like this: on a day off, put the letter "B", under it 0, on a working day, respectively, "I" and the number of hours, for example 8. Similar to weekends, various reasons for absenteeism are noted, from business trips to absences for unclear reasons.

Calculation of the time sheet in this case is a little easier, because all the necessary numbers and designations are in front of your eyes. This is especially true for specialists with little work experience - so they will be less likely to get confused and make a mistake.

Fill out the timesheet wisely

There is also a method for registering 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, absenteeism, overtime work, 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 contains information about the absence of the employee at the workplace - V, K, FROM, HH, PR, B and others. The bottom line is left blank. Indeed, in the final calculation of hours worked, zeros do not matter, and with the same length of the working day, it remains only to perform the simplest actions: count the number of empty cells in the top line (these are attendances) and multiply by the number of hours.

This method is more convenient for experiencedpersonnel officers and accountants. It is also well suited for small organizations where the number of employees is small. If your management doesn't know about a simpler time tracking system, then it's time to suggest it to them.

Maintaining a time sheet on a computer

In addition to the paper version, there are several electronic ones. As mentioned above, the timesheets must be duplicated without fail. This is necessary so that data on the work of employees is not lost and their reliability is confirmed (after all, it is not possible to use a computer everywhere).

One of the more affordable options is a timesheet created in office programs. Excel is perfect for this purpose. Spreadsheets allow you to create any type and size of a document. Also, thanks to the ability to set formulas, summing up and calculating intermediate data is much easier.

Using dedicated software

In case of insufficient spreadsheet skills, an employee or management may choose another similar program. The time sheet in this case will look similar to the paper version. This will help reduce the time it takes to process the document.

It should also be borne in mind that each program involves the use of licensed versions. At different suppliers, they, of course, have their own cost. For example, the Time Sheet program will cost users from1000 rub. and above - depending on the number of personnel.

Another plus of such utilities is that you don't have to fill out a paper time sheet. The form with all the marks is easy to print at any time. This function is for sure in every similar program.

About storing documents

What is the timesheet used for? This is the basis for accounting for payroll in one amount or another, as well as the main evidence that the employee was at the place of work and performed his duties. Without a doubt, this document is very important for every organization.

Then how long is this form kept? The time sheet must be kept for a year. This is established by law, and such norms must be observed.

If you lose an already closed time sheet, do not panic. It can always be restored using other documents. For this, explanatory, sick leave, information about business trips, vacation schedules, etc. are used. Everything that confirms and explains the absence of a person at his workplace can be used to restore data.

Who might need a report card?

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

The absence of a time sheet even in the smallest firm can be a reason for a fairly large fine. Sameoccurs when errors are made in filling out the forms. This applies to both calculations and misuse of symbols.

The presence of time sheets is mandatory. They are needed both for the company itself (accounting, disciplining employees), and for auditing organizations. And most importantly - correctly apply the symbols in the time sheet. Then you can avoid a number of problems with employees and regulatory authorities.