How to draw up a work schedule: sample, types, procedure for registration and implementation

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 employee’s normal working time.

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.

to read.

General information

REFERENCE! In addition, you need to take into account the type of activity of the organization, the number of visitors and the features of their service.

Types of work schedules

According to Russian legislation, there are several work schedules that are regulated by a collective agreement. So, we have the following work schedules:

- work in one shift;

- shift work;

- flexible schedule;

— part-time;

- irregular schedule;

— shift method.

Shift schedule - definition

Shift work is a routine where the work schedule may vary from day to day. This scheme is needed in such organizations that work around the clock. These include police, ambulance, fire department, shops, supermarkets, Ministry of Emergency Situations, gas stations, cinemas, cafes and so on.

In addition, work schedules 2/2 are drawn up for banking institutions. Of course, they do not work around the clock, but this is necessary to provide customer service over the phone. In this case, a working day of 8 hours imposes some inconveniences on employees and managers, which can be easily solved by introducing a shift work schedule.

The law states that there must be 2 shifts per day, the duration of each of which cannot be longer than 12 hours.

REFERENCE! However, in reality it is not uncommon for a shift to last 24 hours.

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 has no choice but to not exceed the established length 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.

Details

Features of shift work

There are several options for a shift schedule depending on the activities of the enterprise, the characteristics of the production process, socio-economic issues, and so on.

1. The first option is a 12-hour work schedule. Typically there is one day shift from 8am to 8pm and one night shift from 8pm to 8am for 12 hours.
2. Work in 3 shifts with scheduling for 4 teams. This schedule is convenient for enterprises and factories that carry out a continuous production cycle and have a large staff. Typically this schedule involves the following shifts:

— 4 outings per night lasting 8 hours, then 2 days off;

— 4 exits per day lasting 8 hours, then a day off;

— 4 exits per evening, then a day off.

1. 3 shift schedule compiled for 5 teams:

— 2 days of work a day for 8 hours, then 2 days off;

— 2 days of work in the evening for 8 hours, then a day to rest;

- 2 days of work per night for 8 hours, then 3 days off.

1. When drawing up a 3/3 work schedule, you need to remember that the duration of rest without a break per week should be at least 42 hours. The work shift should last no more than 12 hours.

There may also be a schedule with a duration of 10 hours, for example from 10 to 20 hours.

Overview of work by shift type

Features of the night shift

The following employees are not permitted to work the night shift:

— persons under the age of 18;

- pregnant women;

— persons who cannot be involved in night work due to internal regulations and in accordance with industry documentation;

In addition, there are the following categories of workers who can work night shifts only with their written consent. This:

- women who have children under 3 years of age;

— disabled people;

— persons caring for disabled children;

- persons caring for sick relatives, as confirmed by a certificate from a medical institution;

- guardians and single mothers with children under 5 years of age.

REFERENCE! The management of enterprises can independently determine their work schedule depending on their needs.

It is worth saying that the optimal work schedule is 4 shifts. Working in two shifts does not always have a good effect on the performance of workers, and working in three shifts does not allow for the full use of all resources. This is due to the fact that the employee cannot enter the work regime due to the fact that working hours are constantly changing.

The legislative framework

Labor relations between the employer and employees are regulated by the labor code. Article 103 covers the issues of drawing up shift work schedules.

Due to the fact that a shift work schedule obliges the employer to create small groups within structural units, a collective agreement is formed.

When concluding such an agreement, the employer must speak with representatives of the trade union, if any. The employer must independently familiarize employees with the approved version of the contract one month before it comes into force.

When drawing up a collective agreement, the following points must be taken into account:

— one person cannot work 2 shifts in a row;

- each employee must rest at least 42 hours without a break per week;

— breaks during the work shift must be provided;

— the total number of working hours per week cannot exceed 40.

Drawing up employee work schedules

In order to organize the work process, you need to create and approve a shift work schedule. It should include the following:

— information about the composition of shifts;

- schedule;

— the time at which the shift begins and ends;

- time for a break.

REFERENCE! There is no specific template for creating a schedule, so any company can create it in free form.

Usually the graph is drawn up in Excel or Word. You can search for a sample employee work schedule on the Internet by typing into a search engine “work schedule in Excel for dummies”, “monthly work schedule in Excel” and so on.

What to consider when creating a work schedule

There is no specific answer to this question, because each enterprise has its own specifics, so it is impossible to form a specific template. When drawing up a work schedule, management must pay attention to the specifics of the work, the weaknesses and strengths of employees, and based on this data, create a suitable composition of shifts and approve the optimal working hours for them.

The best option for creating a work schedule is to number shifts. Then you need to combine several employee names under one number and determine working hours for them. Everything ingenious is simple.

Nuances of scheduling

When creating a work schedule, you need to pay attention to the following:

1. The working day before a holiday should last 1 hour less.
2. If day and night shifts are paid the same, then the night shift should be reduced by 1 hour.
3. Overtime hours are not included in the schedule.
4. If a shift falls on a day off according to the calendar, then it will naturally also be a working day.
5. Holidays must be paid at double the rate.
6. Another option for paying for a holiday is to give the employee an extra day off.

Approval of employee work schedules

To put a new work schedule into effect, a collective agreement must be formed. The work schedule must be regulated by internal regulations.

Any employee must be familiar with the shift schedule upon hiring, which is stated in the employment agreement.

Typically, all difficulties arise during the transition to a shift work schedule. Employees must be notified in writing two months in advance that work schedules are changing. If shift work has a negative impact on the performance of other duties, then formal changes must be made to the employment contract. If this cannot be done, then after 2 months, if there are not enough places, or the employee refuses, he may be fired.

The new work schedule is usually implemented through local regulations. For example, the director issues an order for an employee work schedule or instructions that indicate all the necessary data on the work of the shifts.

REFERENCE! Absolutely all employees must familiarize themselves with the monthly work schedule, certified by the director , and also sign it.

How to eliminate recycling

Enterprises that switch to a new work schedule usually change the principle of recording working hours. At the same time, they switch from the usual rate per week to cumulative accounting. In this case, processing is calculated as follows:

1. The employer determines the time period (for a month, quarter or year).
2. The number of shifts is calculated based on the available work schedule.
3. The number of shifts is compared with the teams.
4. Conclusions are drawn about processing.

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.

The legislative framework

The relationship between employer and employee is regulated by the Labor Code, including the preparation of shift work schedules; this issue is covered in Article 103.

Since most often the shift work schedule obliges the employer to form small groups within structural divisions, a collective agreement is drawn up, which spells out the interests of each employee.

When concluding this agreement, the employer is obliged to talk with a representative of the body acting in the interests of employees, as a rule, this is a trade union. The employer is obliged to independently familiarize employees with the approved version of the contract one month before the start of its validity.

Based on the Labor Code, several points can be noted that must be taken into account when drawing up a collective agreement:

1. One worker cannot work two shifts in a row.
2. Each employee must rest at least 42 consecutive hours per week.
3. The total number of working hours should not exceed 40 per week.
4. Breaks during 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.

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) .

Features of scheduling

When creating a work schedule, it is important to remember the following features:

1. Before holidays, shift lengths must be reduced by an hour.
2. With equal pay for day and night shifts, the latter's time should be reduced by an hour.
3. Overtime hours are not included in the schedule.
4. If a shift falls on a calendar day off, it is still a working day. Pre-holidays and public holidays that fall on calendar weekends are not postponed.
5. Holidays are paid at double rate.
6. For working on a working holiday, an employee can ask for an extra day of rest, in which case payment for the shift is made according to the standard form.

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.