Symbols used in the time sheet

Symbols in the time sheet in 2020

The report card can use alphabetic or numeric codes to indicate a particular event, for example, attendance at work has the letter I or 01 in digital expression, absenteeism - PR or 24, additional days off without pay - NV or 28. You
can find the required code using the table.

Timesheet codes (2020) - a complete list of alphabetic and numeric characters - are contained on the first page of Form T-12.

It should be noted that the unified form T-12 can be used in any organization, regardless of the form of ownership, except for budgetary institutions.

In budgetary institutions, an accounting form is used, approved by order of the Ministry of Finance of Russia dated March 30, 2015 No. 52n, which uses other digital and letter designations in the working time sheet.

Indication of leave at your own expense in the timesheet

In the work time sheet of the unified form No. T-13, the columns are filled in using the continuous registration method. Vacation dates must include the letter code “FROM”. The number of hours is not specified. At the end of the entire accounting period, the number of hours worked is calculated for the first and second half of the month, for the entire period:

1. attendance is indicated by the letter code “I”, 4 days of 8 working hours in the first half of the month, for a total of 32 hours;
2. 8 hours for 8 days in the second half of the month, for a total of 64 hours;
3. weekends are designated by the letter code “B”, 4 days;
4. The main annual paid holiday is designated by the letter code “FROM”, for a total of 14 days.

How to mark leave in the report card of form No. T-13 (fragment, sample) Download a blank formDownload in .xls How leave is indicated in the report card of form No. T-12, see the fragment of the sample.

In what cases is the NN code used?

The NN code, or the absence of an employee for unknown reasons, is entered every time and as long as the employee is not at work and the responsible person does not have documents about the reasons for his absence. Even if the manager of the absent person swears that the employee is absent (PR code), do not rush to put this code in the primary accounting documents, wait until the person brings a document explaining his absence. Otherwise, it may happen that a time sheet with an incorrect code is submitted to the accounting department, and then it turns out that the employee was absent for a good reason, and then changes will have to be made to the primary accounting documents.

Are days off noted on the timesheet when an employee is sick?

When an employee is on sick leave, code B (temporary disability) is assigned for the entire period of temporary disability, including weekends and holidays.

Read more: How sick leave is paid on weekends

A similar complete registration is carried out when employees are on maternity leave (P), on parental leave when they reach the age of three years (OZ) and unpaid leave (UP).

How to indicate vacation at your own expense on your report card

The Labor Code of the Russian Federation divides leave at the expense of the employee into 2 types:

• provided by the employer voluntarily at the request of the employee - in this case, the DO code (16) is reflected in the timesheet;
• mandatory provided by the employer at the request of the employee - OZ code (17) is used.

Study leave also has 2 types according to labor legislation (Article 173 of the Labor Code of the Russian Federation):

• leave for study with preservation of earnings - reflected using code U (11);
• unpaid leave for passing entrance exams, sessions, state exams - is recorded in the report card using the UD code (13).

You can learn more about the legislative regulation of the provision of study leave in the article “Study leave under Article 173 of the Labor Code (nuances).” Reflection of maternity leave and child care leave Maternity leave provided in accordance with Art.

How are holiday days designated?

If, when an employee is on annual basic paid leave (PA) or on annual additional paid leave (AP), a public holiday falls during the period of his rest, in the report card the OT or OD code must be replaced with B (weekends and non-working holidays), because that, in accordance with Article 120 of the Labor Code of the Russian Federation, non-working holidays falling during the period of paid leave are not included in the number of calendar days of leave.

Administrative leave without pay on the timesheet

Higher professional – postgraduate education: graduate school, postgraduate study, residency, assistantship-internship

• During a calendar year - 30 calendar days, as well as days spent traveling to the location of the educational organization and back:
• payment is made on the basis of Article 173.1 of the Labor Code of the Russian Federation, all vacation days and time spent traveling to the educational institution are paid;
• Preparation for the defense of a dissertation for the award of the scientific degree of Candidate of Sciences is given up to three months;
• Doctor of Science – up to six months;
• leave is granted upon availability of a document confirming admission to defense

Note! For employees studying full-time to pass entrance exams, the employer is obliged to provide unpaid study leave. Sample designation of days off without pay in the T-12 form: Sample designation of time off at one's own expense in the form T-13: Designation of leave in the report card for sick leave If an employee, while on leave at his own expense, gets sick, what to do? What designations need to be put on the accounting sheet? An employee’s illness during a vacation at his own expense is not considered a reason for its extension and further payment, including if it is provided under the Labor Code of the Russian Federation. There is also no need to issue a sheet confirming the employee’s incapacity for work, since the worker will not receive payment for it anyway. Registration of sick leave makes sense only after the end of unpaid leave, if the employee has not recovered before its end. In this case, sick days will be paid.

Read more: Driver's license is running out, what to do 2018

Which timesheet form is most convenient to use for filling out?

The form of the report card does not matter, you can choose the form approved by Decree of the State Statistics Committee of Russia dated 01/05/2004 No. 1 (forms T-12, form T-13), you can use the form approved by order of the Ministry of Finance of Russia dated 03/30/2015 No. 52n.

from ConsultantPlus.

In general, if you work in a commercial organization, you can independently develop and approve your own form with your own alphabetic or numerical designations, no one prohibits this, the main thing is that it is in fact.

Administrative leave on the report card

It is important that the hours worked on a business trip are not noted on the timesheet. How to indicate leave at your own expense on a timesheet Moreover, the organization’s local regulations may also stipulate a certain mixed use case or involve the use of completely different codes. The employer also has the right to independently develop and apply a report card form with symbols in it. When an employee goes on regular paid leave, and the company uses the T-12 or T-13 form, the letter code OT or digital code 09 for each day of employee vacation.

If the rest is additional, then a different code is entered: OD (10). Reflection of other leaves: educational and without pay In the provisions of Art.

Who should keep track of working hours and who should be responsible for it?

If the organization is small, one person can keep time records.

If the structure of the enterprise is significant, it is advisable to appoint a responsible person in each division.

All responsible persons, regardless of their number, are appointed by orders for the main activities in order to avoid various kinds of misunderstandings.

Responsibility for the completeness and correctness of filling out the timesheet lies with the person authorized by the order.

The head of the department is responsible for the timely submission of timesheets to the accounting department.

The employer is responsible for everyone.

How to properly keep track of working hours if the enterprise is small and the working hours are five days a week?

There is no single approach to record keeping; you can keep a continuous record (record all facts), or you can only record deviations (temporary disability, absence for unknown reasons, etc.). The main criterion is the correctness of recording the actual time worked on paper, since this document is the primary one for calculating wages.

In everyday work, the first option is more convenient when accounting for working periods in total; the second option is preferable when the duration of working hours is constant, as is the case with a five-day period.

In any case, working hours are recorded daily and submitted to the accounting department monthly.