Working time regime as an integral part of the labor process

What is a work schedule

Labor legislation provides for standardized or irregular working hours for employees. It is established by internal labor regulations, collective agreements, agreements, and employment contracts.

Normal working hours include the following work schedule:

• 5-day week with 2 days off;
• 6 days with 1 day off;
• a week with days off on a rotating schedule or a part-time work week.

Labor standards specify what employee work schedules are. The main types are:

• single shift;
• weekly;
• sliding;
• removable;
• shift worker, etc.

In case of irregular working hours, a shift schedule is established for some categories of employees. This is a document that is established in accordance with Art. 103 of the Labor Code of the Russian Federation and is introduced when the duration of the production process exceeds the working time of the employee.

In production, groups of employees replace each other, and in order to ensure continuity of the process, it becomes necessary to work or provide services around the clock. To keep their working hours within the norm, shift schedules are introduced. Usually they are annexed to the collective agreement, and when approved, the opinion of the representative body of workers is taken into account.

IMPORTANT!

Micro-enterprises have the right to include a shift schedule in the employment contract with the employee. Write down the work schedule and rest time in this format (part 2 of article 57, part 1 of article 100, part 1 of article 104, article 107, 108 of the Labor Code of the Russian Federation):

• length of the working week;
• beginning, end and duration of work shifts, number of shifts per day;
• alternating working days and weekends;
• time of breaks, their duration;
• accounting period, if summarized working time accounting is maintained.

ConsultantPlus experts discussed how to create a work schedule during shift work. Use these instructions for free.

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The schedule is being drawn up in stages.

The accounting period is selected

It is necessary to set the working time recording period - month, quarter, year. The selected time period directly depends on the nature of production, its specifics, and the characteristics of labor.

Example. College employees must complete an hourly workload from September to May. We distribute the hours of workload for the teacher according to the accounting period. In this case, summer is excluded and included in the vacation period. If the earned vacation time is not enough (for example, vacation is 44 days, the teacher is not involved - 90 days), the teacher is offered rest at his own expense, additional workload or other options. The accounting period in this case is the academic year (not the financial year).

The time fund for servicing a specific workplace is calculated

For each workplace, the fund of serviced time is calculated. Loading the workplace. The load for any type of schedule is calculated in hours and minutes.

For example. The workplace of a turner-milling operator functions according to the action of the machine. The machine works for 3 hours non-stop. After three hours, the unit takes 1.5 hours to cool down. Therefore, the operating time of the machine is 15 hours per day. The last rest for the machine is given for 3 hours. During this time, shift changes can be arranged in the work schedule. Men work on these machines - their working hours are 8 hours, so with the right schedule, you can easily assign two staff units to one machine.

If the employee’s place is occupied for 24 hours (power grid manager). This norm is calculated for the accounting period (year) and is evenly distributed over the working time of individual employees.

The hourly rate is determined

The duration of work of individual specialties has a different meaning from that of the entire staff. The schedule assigns a value to each employee if his standard working time differs from the standard of work of others.

Example. Various specialists work in an educational institution. The length of their working week is different, for example, a teacher is required to work 36 hours a week, a music director - 24 hours, a teacher - speech therapist - 20 hours. The maximum operating time per month (production rate) is different for them, it should be reflected in the schedule. The load should not be allowed to exceed the norm, as it will require additional financial investments.

Counting the number of workers

The number of employees per workplace and the total number of staff are calculated. This number of employees must serve the workplace and fulfill the plan. This results in a quantitative staffing structure – staff. Standard indicator of staffing units of an enterprise.

Example. The duty dispatcher of the power grid organizes round-the-clock duty at the control panel. The accounting period of its work is calculated for the financial year. The total service time for the dispatcher's workplace is 8760 hours (365 calendar days × 24 hours). We calculate the number required to service this workplace; it is approximately 4.8 people. In practice, an employer can hire five people, or maybe four, distributing part-time wages among employees.

A schedule is being formed

Job positions are entered into the selected form, then data is filled in for the specialists serving the jobs, and the hourly rate is distributed between them. A production is exhibited that includes all the individual features of each workplace. Weekends and holidays are included. The principle of filling is the principle of uniformity, distribution in approximately equal volumes between specialists.

The number of shifts is calculated and the shifts between employees are recorded.

The main task of creating a schedule is accessibility when perceived by the employee, and simplicity and legibility for calculation by the accounting department. All full-time employees of the enterprise are included in the schedule. The schedule requires daily adjustments (sick leave, business trips, time off). If the basic data is entered in advance, this process is easier than entering data every day.

• Salary. The work schedule is the basis for remuneration; it is transferred to the working time sheet and the employee’s wages are calculated. Therefore, it is important to make a schedule in such a way that there is no possibility of erroneous calculations.
• Payment for overtime is based on payment for hours worked by the employee in excess of the norm. Only correct data entered into the chart will give accurate recycling figures.
• Pay for night work. Night work time is considered to be the period from 22:00 to 6:00. In the schedule, night hours are recorded and counted in a separate column. Their pay is higher than regular hours, 35% of the basic salary, in addition to wages for hours worked. The employer, taking into account the complexity of night work, can establish other increased payment indicators.

What are the differences from a time sheet?

It is necessary to distinguish the document recording the working hours from the timesheet of hours worked, which is maintained by the employer in accordance with the requirements of Art. 91 of the Labor Code of the Russian Federation and is a kind of document recording working hours for the month. The norm is 40 working hours per week. The employer is obligated to keep records of actual time worked for each employee.

There are no special requirements for familiarization with the report card within a certain period and there is no need to coordinate it with the representative body of employees. The employer can only not exceed the established duration of the working day and provide workers with rest in accordance with the requirements of Art. 110 Labor Code of the Russian Federation.

Keeping timesheets is mandatory for any organization. But with a continuous flow, when people work in shifts, a working time schedule is required. In both cases, it is necessary to specify in the employment contract all the specifics in the section that concerns the working hours.

Purpose of the document

The current Labor Code states that each employer can use two main options for conducting labor activities. In the first option, employees work according to a standardized schedule developed by regulatory agencies. In the second option, the employer independently sets the work schedule. It is important to note that when using the second option, the company administration needs to develop its own internal regulations regulating labor regulations. Also, information about the duration of the working day is indicated in the collective agreement and labor agreement with each employee of the company.

First, let's look at the different modes that have a standard working time:

• five working days and two days off;
• six working days and one day off;
• rotating weekend schedule;
• part-time work week.

It is important to note that when using irregular working hours, the employer must develop a shift schedule.

According to the one hundred and third article of the Labor Code, the need for this document arises when the duration of the work process is higher than the duration of the standard working day. If it is necessary to maintain a continuous production process, the company administration must develop a shift schedule in order to involve existing personnel in round-the-clock work activities.

The document in question regulates the procedure for performing work in accordance with established standards of work activity. The act in question is an integral part of the collective agreement . When developing this document, the employer should take into account the point of view of each employee of the company.

According to this document, the employer establishes a specific work schedule. An example of a shift work schedule is a situation in which an employee performs his duties on two consecutive days. After this, he is given two days off. At this time, all the duties of this person are performed by his replacement. The schedule for employees to report to work is regulated by the order of shifts. As a rule, this document is developed one or several months in advance.

To ensure compliance with the requirements of the Labor Code, it is necessary to draw up the correct work schedule for employees

Why do you need a work schedule?

Its functions are quite diverse. It is required for:

• streamlining employee work time;
• calculating wages when fulfilling specific obligations;
• calculating average earnings;
• benefit calculations;
• determining the employee’s insurance length;
• absence of errors in determining earnings and compensation for vacation (together with the working time sheet, it is the basis for calculating wages and other payments);
• identifying overtime overtime and determining additional payments.

After approval, the team is introduced to the schedule for signature one month before commissioning. If a signature is refused, a special act is drawn up with the signatures of two witnesses. Failure to comply with the established regime is a serious disciplinary offense.

Differences between hours worked and work schedules

The monthly work schedule is an internal act regulating the work regime . It should be emphasized that the document in question has a number of differences from the time sheet. The latter is drawn up on the basis of the ninety-first article of the Labor Code. This document, compiled by the company's management, is used to record the actual number of hours worked during the month by each worker. The regulatory authorities have established a standard of forty working hours per week. It is the need to comply with this routine that obliges the company administration to keep records of the working hours of employees.

It is important to pay attention to the fact that when drawing up this document, the manager does not need to coordinate various subtleties and nuances with regulatory agencies. Each employee working on a shift schedule must be familiar with the work schedule. There are no similar requirements for timesheets of hours worked. According to Article One Hundred and Ten of the Labor Code of the Russian Federation, the employer undertakes not to violate the established procedure and to monitor strict compliance with the established work regime.

According to the established procedure, each organization must have, among its local acts, a time sheet.

Unlike a time sheet, a working time schedule does not belong to the category of mandatory documents. The need to formulate this act arises only in the case of a continuous production process. It should also be noted that excerpts from the documents in question are included in the employment agreement concluded between the company’s employees and the administration. This information is recorded in the section devoted to the length of the working day.

Is there a required form?

There is no unified form: each employer has the right to independently develop its own document form or use a ready-made template. Instructions on how to make a work schedule for a month in Excel or any other editor:

1. Prepare a database to fill out: indicate the name and registration information of the organization.
2. List all employees and their positions.
3. Mark the days on which each employee comes to work.

Develop the document in such a way as to prevent shortcomings or rework beyond normal working hours and ensure optimal workload on the team and on production processes. The schedule is most often developed for a month.

Storage Procedure

“The list of standard management archival documentation generated in the course of the activities of government agencies, local governments and organizations, indicating storage periods” is a regulation governing the procedure for storing the document in question. This list was approved in two thousand and ten by the Ministry of Culture of the Russian Federation.

According to regulations, the type of documents in question must be stored in the state archive for five years. In the case where the company’s activities are closely interconnected with a harmful production process, the shelf life is extended to five years. Many employers transfer work schedules to the state archive after one year from the date of their commissioning. Storing such documentation on the territory of the enterprise allows them to be used to resolve disputes between employees and the company administration.

Filling procedure

The general rules for creating a schedule are simple. Here's how to create a duty schedule for a month in the form of a table without errors:

1. Fill out the document taking into account the working hours in accordance with the internal labor regulations in force in the organization. Indicate the beginning and end, duration of the working day, breaks, number of shifts, alternation of work and rest.
2. Keep track of the length of the working day. The duration is regulated by internal regulations, taking into account the working time regime established by the employment contract.
3. If necessary, provide for a shorter working day, as, for example, in industries with harmful and dangerous conditions (Part 4 of Article 94 of the Labor Code of the Russian Federation) or when the work of disabled people and minors takes place (Parts 1, 3 of Article 94 of the Labor Code of the Russian Federation) .

How to fill out a schedule

The internal labor regulations established on the territory of the company are regulations governing the procedure for filling out the duty schedule of shift workers. This act records the duration of the work shift, the number and duration of breaks, the start and end times of the production process, as well as the order of alternating shifts. Based on this document, a calculation is made of the number of shifts worked by each employee of the enterprise.

The duration of a work shift is determined by local company documents. It is very important that the length of the day clearly corresponds to the value specified in the agreement between the employee and the company administration. In addition, the requirements of regulatory organizations and government agencies should be taken into account. When creating a schedule, it is necessary to take into account the requirements of various authorities regarding workers involved in hazardous work, disabled people or workers under the age of majority .

Monthly work schedule table blank sample:

The total number of working hours must comply with the requirements of the Labor Code

Where and how long is it stored?

Order No. 236 of Rosarkhiv dated December 20, 2019 established the storage periods for personnel documentation. Clause 8.1 of Section II of the order states that books, journals, accounting cards and databases are stored for 5 years. When working with difficult, harmful and dangerous working conditions, the shelf life is set at 75 years or 50 years if the document was completed after 01/01/2003.

There is no specific reference in the order regarding how long to keep the work schedule. Still, some employers prefer to store such documents for a year in the human resources or accounting department in case of a labor dispute with an employee regarding the issue of standardization of working hours or payroll.

Making a schedule

Companies develop the schedule form independently, since there is no unified form. In addition to the name of the organization and the document, it should contain a table where you will need to enter the following information:

1. Dining room time.
2. Hall number, if there are several of them.
3. The name of the structural unit or office number whose employees are going to lunch at this time.

If the canteen consists of one hall, then the tables can be divided: employees of one department will always have lunch at the same tables, away from other tables. Then this information can be indicated in the schedule instead of the hall number in our proposed version of the document.

Sample canteen visit schedule for coronavirus

Limited Liability Company "Mercury"

Schedule of visits to the canteen of Mercury LLC

How to convert colors from RBG to CMYK?

Some colors may not appear exactly as they appear on your monitor when printed because they are converted to CMYK before printing. This palette is somewhat poorer than the RGB palette, so sometimes the colors are not as saturated. To avoid such problems, it is recommended to independently convert the layout to CMYK colors. At the same time, each element of the layout can be assigned its own color, focusing on paper color palettes, thereby knowing exactly what color this or that element will be.

In Photoshop, the conversion is completed in just 4 steps. In the main menu, select the “Editing” item, in the drop-down submenu “Convert to profile...”.

In the modal window that opens, in the “Profile” field, select the “Custom CMYK” value.

In the “Paint Characteristics” section of the profile settings window, set the “Dot gain” parameter to 12%, and in the “Black Content” color separation parameters, limit it to 80%.

Finally, you just have to make sure that the “Use black point compensation” checkbox is enabled, and click “OK”.