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

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 both in paper and in electronic form. And each of the species has its own nuances in filling.

Who fills the time sheet

Each organization appoints a person responsible for maintaining a time sheet, focusing on the specifics of the activity and the number of personnel. If the organization is small and all work is carried out in the office, then the personnel inspector, accountant or other authorized person is tabulating the employees.

In the event that the enterprise has several facilities, it is much easier to table employees directly at their places of work. In this case, this obligation is assigned to the master or unit head by a separate order or prescribed in the employment contract.

Report Card Algorithm

First of all, you need to know that each company must have a regular (that is, in paper form) time sheet. You can either print the form yourself or order it at a print shop.

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

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

The rest of the data is entered within a month, and 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 symbols are provided. But sometimes this amount is not enough to accurately display all the information about the employee.

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

Normal form filling

Filling the time sheet is painstaking work that requires attention. It can be performed using, for example, the method of continuous appearances and absenteeism.

In this case, data is entered in each column. Symbols indicate the presence of employees at the workplace, as well as their absence indicating the reasons. The number of hours spent at the workplace is also indicated.

On the time sheet it will look like this: on the day off, put the letter “B”, under it 0, on the work day, respectively, “I” and the number of hours, for example 8. Similarly to days off, various reasons for non-attendance are noted, starting from business trips and ending with absence for unclear reasons.

Calculation of the time sheet in this case is a little easier, because all the necessary numbers and symbols are in front of your eyes. This is especially true for specialists with little experience - so they will have less chance of getting confused and making a mistake.

We fill the time sheet wisely

There is also a method for recording deviations. It is used when the working day has the same duration throughout the period. In this case, only non-standard situations are noted, that is, absenteeism, overtime, 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 as follows: the top line contains information about the absence of an employee at the workplace - B, K, OT, NN, PR, B and others. The bottom line is blank. Indeed, in the final calculation of the worked time, the zeros do not matter, and with the same working day duration, all that remains is to perform the simplest actions: count the number of empty cells in the top row (these are the turnouts) and multiply by the number of hours.

This method is more convenient for experienced personnel officers and accountants. It is also well suited for small organizations where the headcount is small. If your management is not aware of a simpler time tracking system, then it's time to offer it to them.

Maintaining a time sheet on a computer

In addition to the paper version, there are several electronic ones. As mentioned above, timesheets must be duplicated. This is necessary so that the data on the work of employees are not lost and their accuracy is confirmed (after all, it is not always possible to use a computer).

One of the more affordable options is a time sheet created in office programs. Excel is perfect for these purposes. Spreadsheets allow you to create any kind and size of a document. Also, thanks to the ability to specify formulas, it is much easier to summarize and calculate intermediate data.

Using special software

With insufficient skills in working with spreadsheets, another similar program may be selected by an employee or management. In this case, the time sheet will look like a paper version. This will help reduce the time spent working with the document.

It should also be borne in mind that each program involves the use of licensed versions. Different suppliers, of course, have their own cost. For example, the program “timesheet” will cost users from 1000 rubles. and higher - depending on the number of staff.

Another advantage of such utilities is that you do not have to fill out a paper time sheet. The form with all the marks is easy to print at any time. This function is probably in every similar program.

About storing documents

What is the time sheet used for? This is the basis for accounting for payroll in one size 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 stored? The time sheet must be stored throughout the year. This is established by law, and such standards must be observed.

With the loss of an already closed time sheet, do not panic. It can always be restored from other documents. For this, explanatory, sick-lists, information on 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 time sheet?

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

The absence of a time sheet even in the smallest company can become a reason for a fairly large fine. The same thing happens when there are mistakes in filling out the forms. This applies to both calculations and the misuse of symbols.

The presence of time sheets is required. They are needed both for the company itself (accounting, employee discipline), and for inspection organizations. And the most important thing is to correctly apply the conventions in the time sheet. Then you can avoid a number of problems with employees and regulatory authorities.