Designation of dismissal in the time sheet. What letter to mark the day of departure - sample

How to reflect the dismissal of an employee on a time sheet

4 (80%) 4 votes

One of the main responsibilities of the employer is maintaining a time sheet (Article 91 of the Labor Code of the Russian Federation).

It displays:

• working days and weekends;
• number of hours worked;
• various deviations from the schedule (for example, vacations and business trips).

Based on the timesheet, wages are calculated. An accounting form is maintained for each employee from the first working day until the day of dismissal.

Legend

A timesheet is a table with columns and columns indicating the full name, position, and department of the employee. The actual time worked and the time of absence are reflected, whether it is a day off or absenteeism.

Work and rest time is depicted in the form of codes - alphabetic or numeric symbols.

The codes indicate the following parameters:

• showing up for work;
• absenteeism;
• vacation;
• weekend;
• other variables, an exhaustive list of which is indicated on the first sheet of form T-12.

The most commonly used designations include the following:

• work during the daytime - I or 01 (the letter designation is in the first place, the digital designation is in the second place, similar below);
• business trip - K or 06;
• annual leave - FROM or 09;
• additional leave - OD or 10;
• maternity leave - P or 14;
• leave without pay - up to or 16;
• temporary disability - B or 19;
• weekends and non-working holidays - B or 26.

Designations and codes in the time sheet

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 service we have prepared, or use the table. In the service, you will first need to select the type (form) of the timesheet that you use, and then the wording of the event for which you need to enter a code designation - the system will immediately show you the required alphanumeric code.

Timesheet codes (2019) - a complete list of alphabetic and numeric characters - are contained on the first page of Form T-12.

Unified uniform T-12

Download

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.

Source: https://clubtk.ru/oboznacheniya-i-kody-v-tabele-ucheta-rabochego-vremeni

How to display dismissal for absenteeism and which day is considered the last working day

If an employee does not show up for work, the first thing that needs to be recorded is the fact of absence. It is necessary to draw up a memorandum, an act of absence from the workplace, and based on them, enter the NN entry into the time sheet. Such actions are carried out every day until the employee appears. Then they demand a written explanation from him.

How is the issue of punishment resolved?

1. If the reason for absence is valid, then changes are made to the time sheet. NN is crossed out and put B (in case of illness). Such a record is certified by the person keeping the time sheet and the head of the department in which the employee works.
2. If the reason is not valid, the employee will most likely be punished or even fired. In the report card it is entered instead of NN - PR (if absenteeism).

What to show on the timesheet, what day to fire

As a general rule, people are fired on the last working day - the day before absenteeism. The time sheet is marked on all days of absence of the PR.

1. If the employee does not come out and give an explanation, then they are given 2 days to wait for such an explanation, and after that they are fired.
2. If the employee leaves and still does not give an explanation, then he quits when the two days are up.

IMPORTANT. When dismissing someone for absenteeism, in order to avoid disputes in court, you must strictly adhere to all deadlines and document requirements - then there will be no problems.

Primary documents on the basis of which time records are carried out

Responsible for maintaining timesheets is the personnel inspector or an accounting employee, depending on the authority granted by the manager. The basis for keeping records is the primary documentation used to record the employee’s time.

After termination of the contract on the date determined by order of the manager, records of the employee’s working hours are terminated. On the line with the surname of the employee who quit in the middle of the month, a dash is added from the date of termination of the contract. In the month following dismissal, information about the employee (full name, personnel number) is not reflected in the time sheet.

Which form of report card to choose

There are 2 types of uniforms - T-12 and T-13. What is the difference?

1. T-12 “Working time sheet and calculation of wages” is filled out manually. This means that it is filled out by hand or on a computer in non-specialized programs (text editor).
2. T-13 “Time sheet” is used in organizations that have a turnstile installed that records the entrance and exit of employees. Filled out automatically (for example, by an electronic program).
3. The law provides the opportunity to develop your own form, based on the recommendations of the State Statistics Committee. The HR officer and accountant will have to resolve this issue, since this is their main working document.

IMPORTANT. Your choice must be formalized in the order of the organization.

1. Most enterprises currently choose T-13.

Healthy. The exception is budgetary organizations: their accounting form and designations are strictly regulated by law.

The timesheet is compiled monthly.

In practice, most organizations prepare time sheets twice a month - for the first half and at the end of the month. This is due to the fact that salaries are calculated twice a month: the accounting department requires a document on the basis of which salaries are calculated for a specific period (for example, for the first 15 days of the month).

Compiled in a single copy.

After the timesheet has been compiled and signed by the responsible persons, it is transferred to the accounting department. Shelf life: 5 years. In cases where there are employees involved in work in difficult, harmful and dangerous working conditions, it is stored for 75 years.

Dismissal in a time sheet: sample – Website about

Labor legislation obliges employers to keep records of time worked by employees. Organizations, regardless of legal status, and individual entrepreneurs must take into account hours worked. Especially for this purpose, the State Statistics Committee has developed and approved forms of the Time Sheet N T-12 and N T-13.

ConsultantPlus TRY FREE

Get access

We will provide instructions for filling out, which will help you correctly reflect the data and use the timesheet rationally.

Why do you need a time sheet?

The working time sheet, approved by Resolution of the State Statistics Committee dated January 5, 2004 No. 1, helps the personnel service and accounting department of the enterprise:

• take into account the time worked or not worked by the employee;
• monitor compliance with the work schedule (attendance, absence, lateness);
• have official information about the time worked by each employee for calculating wages or preparing statistical reports.

It will help the accountant confirm the legality of accrual or non-accrual of wages and compensation amounts for each employee. The HR officer must track attendance and, if necessary, justify the penalty imposed on the employee.

A time sheet refers to the forms of documents that are issued to an employee upon dismissal along with a work book upon his request (Article 84.1 of the Tax Code of the Russian Federation).

It is worth noting that the unified forms of timesheets N T-12 and N T-13 are not required for use from January 1, 2013. However, employers are required to keep records (Part 4 of Article 91 of the Labor Code of the Russian Federation).

Organizations and individual entrepreneurs can use other ways to control the time employees spend at work.

But in fact, the form format developed by Gostkomstat is quite convenient and continues to be used everywhere.

Who keeps the time sheet in the organization

According to the Instructions for the use and completion of forms of primary accounting documents:

• the work time sheet for 2021 is compiled and maintained by an authorized person;
• the document is signed by the head of the department and the HR employee;
• after which it is transferred to the accounting department.

As we can see, the rules do not establish the position of the employee who keeps the time sheet. Management has the right to appoint anyone to perform this task. To do this, an order is issued indicating the position and name of the responsible person.

If an order to appoint such an employee is not issued, then the obligation to keep records must be specified in the employment contract. Otherwise, it is unlawful to require an employee to keep records. In large organizations, such an employee is appointed in each department.

He fills out the form within a month, gives it to the head of the department for signature, who, in turn, after checking the data, passes the form to the personnel officer.

The HR department employee verifies the information, fills out the documents necessary for his work based on it, signs the time sheet and passes it to the accountant.

In small companies, such a long chain is not followed - the accounting sheet is kept by a personnel employee, and then immediately transferred to the accounting department.

What is the difference between forms N T-12 and N T-13 Timesheets?

Two approved forms of topics differ; one of them (T-13) is used in institutions and companies where a special turnstile is installed - an automatic system that controls the attendance of employees.

And the T-12 form is considered universal and contains, in addition, an additional Section 2. It can reflect settlements with employees regarding wages.

But if the company conducts settlements with personnel as a separate type of accounting, section 2 simply remains empty.

Filling out a time sheet

There are two ways to fill out the timesheet:

• continuous filling - all appearances and absences are recorded every day;
• filling in by deviations - only lateness and no-shows are noted.

Let us give as an example instructions for filling out the T-13 form using the continuous filling method.

Step 2 - OKPO code

• 8 digits for legal entities;
• 10 digits for individual entrepreneurs.

Step 3 - document number and date of preparation

• The document number is assigned in order.
• The date of compilation is usually the last day of the reporting month.

Step 4 - reporting period

Time sheets are submitted per month - the period from the first to the last day of August in our case.

Step 5 - employee information

A separate line is filled in for each department employee.

• Serial number in the report card.
• Last name and position of the employee.

• A personnel number is assigned to each employee and is used in all internal accounting documents. It is retained by the employee for the entire period of work in the organization and is not transferred to another person for several years after dismissal.

Step 6 - information about attendance and number of hours

To fill out information about employee attendance and absence, abbreviated symbols are used. You will find a list of them at the end of the article in a separate paragraph. In our example for employee Petrov A.A. 4 abbreviations used:

• I - attendance (in case of attendance, the number of hours worked is recorded in the bottom cell);
• On a weekend;
• K - business trip;
• OT - vacation.

Step 7 - total number of days and hours for the month

• In the 5th column indicate the number of days and hours worked for every half month.

• In the 6th column - the total number of days and hours for the month.

Step 8 - information for payroll

The payment type code determines the specific type of cash payment, encrypted in numbers. For a complete list of codes, see the end of the article. The example uses:

• 2000 - salary (wages);
• 2012 - vacation pay.

• Corresponding account is an accounting account from which costs for a specified type of remuneration are written off. In our case, the account for writing off salaries, travel allowances and vacation pay is the same.

• Column 9 indicates the number of days or hours worked for each type of remuneration. In our case, the days of attendance and business trips are entered in the top cell, and the days on vacation are entered in the bottom cell.

If one type of remuneration (salary) is applicable to all employees during the month, then the code of the type of payment and the account number are written at the top, columns 7 and 8 are left empty, indicating only the days or hours worked in column 9. Like this:

Step 9 - information about the reasons and time of no-show

Columns 10–12 contain the code for the reason for absence and the number of hours of absence. In our example, the employee was absent for 13 days:

• 3 days - due to a business trip;
• I was on vacation for 10 days.

Step 10 - signatures of responsible persons

The accounting sheet is signed at the end of the month:

• employee responsible for maintenance;
• head of department;
• personnel worker.

How to mark vacation on a time sheet

Before marking vacation on your time sheet, it is important to know the following points:

• what type of leave to indicate;
• vacation period - from what date to what date the employee rests;
• what method is used to fill out the timesheet - continuous or only deviations are recorded?

Different types of leave are indicated in the report card by the following abbreviations:

When using both methods of filling out a timesheet, a vacation symbol is affixed for each day the employee is absent. It’s just that when using the continuous method, the remaining days are filled with turnouts (conditional code “I”), and when using the method of taking into account deviations, they remain empty.

Other designations and codes in the table

We present the letter designations used in the time sheet in the form of tables.

Presence at the workplace:

Business trips and advanced training:

Absence from work:

We present only the main digital codes of types of remuneration (The full list is in the Order of the Federal Tax Service of Russia dated October 13, 2006 N SAE-3-04 / [email protected] ):

The legislative framework

1. Article 91 Labor Code of the Russian Federation. Clarifies the issue of the obligation to keep records of employees' working time and rest time.
2. Article 84.1 Labor Code of the Russian Federation. Regulates the procedure for formalizing the termination of employment obligations.
3. Resolution of the State Statistics Committee of the Russian Federation dated January 05, 2004 No. 1 “On approval of unified forms of primary accounting documentation for recording labor and its payment.” Includes various unified forms, their appearance and content, including the report card.
4. Federal Law of the Russian Federation dated December 6, 2011 No. 402-FZ “On Accounting”. Talks about the optional use of forms T-12 and T-13.
5. Order of the Ministry of Finance of Russia dated March 30, 2015 No. 52n “On approval of forms of primary accounting documents and accounting registers used by public authorities (state bodies), local governments, management bodies of state extra-budgetary funds, state (municipal) institutions, and Guidelines for their application." Describes the requirements for timesheets in budgetary organizations.
6. Letter No. 1074-6-1 dated July 11, 2006 of the Federal Service for Labor and Employment. Explains the possibility of dismissal for absenteeism on the day preceding absenteeism.
7. Order of the Ministry of Culture of the Russian Federation dated August 25, 2010 No. 558 “On approval of the List of standard management archival documents generated in the course of the activities of state bodies, local governments and organizations, indicating storage periods.” Shelf life of the report card.

Possible reasons for restricting access:

Access is limited by court decision or on other grounds established by the legislation of the Russian Federation.

A network address that allows you to identify a site on the Internet is included in the Unified Register of domain names, page indexes of Internet sites and network addresses that allow you to identify sites on the Internet containing information the distribution of which is prohibited in the Russian Federation.

A network address that allows you to identify a site on the Internet is included in the Register of domain names, indexes of pages of sites on the Internet and network addresses that allow you to identify sites on the Internet containing information distributed in violation of exclusive rights.

What do abbreviations mean?

The code in the document recording the hours of work of employees at the workplace is necessary to correctly fill out the register. For this purpose, letter designations are adopted in the working time sheet; they are indicated in the article containing methodological recommendations to Order of the Ministry of Finance of Russia dated March 30, 2015 No. 52n. For example, the designation in the T-13 time sheet for absenteeism is “P”. And the letters “DO” stand for leave without pay. We have collected all the symbols of the report card in the table.

Features of document management

According to the general rules, dismissal occurs on the last working day, that is, on the day before absenteeism. After this, PR is set on every day. There are two possible situations here:

1. If a person not only does not show up for work, but also does not give any explanation, then he has two days to give an explanation.
2. If an employee shows up at work but does not give any explanation, then he resigns himself after the same 2 days.

When registering a person’s departure from work, you must comply with all legal requirements and deadlines, then the parties will not have any problems.

Timesheet maintenance provides for two types of designations. The employer uses the following encodings:

The choice of designation types is up to the employer. He also has the right to create his own encodings. Someone, for example, puts the number 8 instead of the working day, thereby noting that the person worked a full day.

There are two types of report cards - T-13 and T-12. They differ in the following points:

• T-12 is filled out by hand, that is, either with a pen or in standard text editors.
• T-13 is used where turnstiles are installed or there are ways to automatically secure workers. In this case, the timesheet is filled out automatically by the software.
• The law also allows you to maintain your own form if it is drawn up in accordance with the recommendations of the State Statistics Committee.

The choice of timesheet type must be specified in the company order. In this case, the time sheet must be prepared in a single copy every month. Although some companies make 2 copies - for the 1st-15th and 16th-30th/31st (if salaries are paid twice a month).

Keeping documentation of employee time is one of the most important documents in any company. It's not difficult to drive. And even the dismissal of an employee can be recorded both in standard coding and in the one established by the company. At the same time, it is important to remember under what conditions and circumstances the employee leaves. The rules for drawing up timesheets depend on this.