Timesheet - download form and sample 2022

Unified forms

Article 91 of the Labor Code of the Russian Federation reflects the responsibilities imposed on the head of an institution to organize control of the daily routine at the company he manages.
For this purpose, by decision of the State Statistics Committee No. 1 of 01/05/2004, unified forms (T-12 and T-13) were adopted, on which hours worked by the company’s personnel are recorded. However, the use of these templates is not necessary. The head of the enterprise has the right to adopt his own template for recording compliance with the daily routine.

Forms T-12 and T-13 differ in how they are filled out. Thus, the T-12 form is filled out when monitoring the daily routine manually, and the T-13 form is filled out when automatically recording employee attendance at work.

( Video : “Timesheet - Elena Ponomareva”)

Modern business managers prefer to work with the T-13 form, since it is easier to design.

Below is a more detailed examination of these unified forms.

Employee list management

Before you start entering data, you must delete test records by clicking the “Clear Timesheet”

.
After the cleaning procedure, an empty list will remain with the Total line, which, if necessary, can also be deleted by selecting any cell in the line and clicking the “Delete element”
. You can start entering from the first empty line.

Time sheet in excel 2022 has a number of useful functions for managing the list of employees to make it easier to edit and more visual.

Use the "Add Group"

if you have a large staff and you want to divide the list into departments, or group employees by area of employment. Select any cell of the first empty row in which you want to place a line with the group name and click the corresponding button. The new group is added as a sublist title, so you must first add the new group and then enter the details of its members. The function is optional; the timesheet allows you to enter a list without groups if you are keeping a timesheet for personal accounting or you do not need to divide the list.

"Delete Item" function

deletes the row with the employee record or group header. Simply select any cell of the desired row and click the appropriate button. You can also use any standard Excel cleaning methods. Do not delete the entire row to avoid damaging data in neighboring tables.

"Add Entry" function

inserts an empty line between any list elements. For example, if you want to add a new employee to an already created list. Select any cell in the row where you want to insert a new record and click the corresponding button.

Form T-12

Form 12-F was adopted for use by Rosstat Order No. 247 dated July 13, 2010. The form records data on compliance with the daily routine in the company.

If there are separate divisions in the company structure that work with an independent balance sheet, and also record receipts of funds from the sale of products, work performed, services provided and expenses for the production activities of the department, recording of arrivals to work is carried out for each independent division.

The completed timesheets are sent by the company to the territorial structures of Rosstat at the place of registration of the enterprise or the corresponding structural department of the company.

The head of the institution, by order, appoints a person responsible for monitoring compliance with the daily routine, with the submission of a statistical report to government agencies.

Instructions for filling out a working time sheet in form T-12

When recording the arrival of personnel to work, coded symbols are entered into the timesheet, recording only those personnel who are officially employed, including internally.

Labor activity for the following composition is not taken into account:

Working unofficially.
Arranged on an external part-time basis.
Executed under a civil agreement.

Maintaining the timesheet is entrusted to either the personnel officer, the head of the department, or another person appointed by order of the employer. Based on the codes recorded in the time sheet, the company’s personnel are paid salaries and other payments.

Depending on the company’s method of monitoring the daily routine, the time sheet can be drawn up either in one general form (for the entire enterprise) or in a separate form for each department.

The report card refers to a regular form submitted monthly on the date set by the company. The rules for formatting the form require correct completion of the title page and tabular section of the form.

Title page

This section of the form displays the following data:

Company name.
Codes OKPO and OKUD.
The form number, which is assigned by the company independently.
Reporting period – i.e. month during which the data is recorded.
The date the form was compiled, which is usually the end date of the reporting month.

The address section of the form displays the full name of the institution, and subsequently, in brackets, its short name.

The “Postal Address” line displays the name of the subject of the Russian Federation, legal and actual address, with a display of the postal code.

The company code (OKPO) is displayed based on the All-Russian Classifier registered in the structures of Rosstat.

The company identification number is displayed in the same way.

Tabular part

In this section you need to fill in all the fields:

The first column assigns a number to each employee.
The second and third columns display personal information about the employee (full name, vacancy and personnel number).
In the columns of the 4th and 6th columns containing the dates of the month, symbols are recorded indicating the arrival/absence of personnel at work, in which the code is written in the numerator, and the number of working hours in the denominator.
In the 5th and 7th columns, the totals are entered, displaying the number of shifts and hours worked for the corresponding part of the month.
From the 8th to the 13th column, the final indicators of labor activity for the month are filled in, displaying the shifts worked and hours at the company.
The 14th column records missed shifts, with the reasons for absences displayed in the 15th and 16th columns.
And finally, the 17th column indicates the number of weekends and holidays.

At this point, work with the report card is completed, and the responsible employee must sign the completed form, filling in the date and signature.

How to record time worked on a timesheet

For any length of the working day, regardless of the established modes, the accounting of employees’ working time is reflected in two ways:

method of continuous registration of attendance and absence from work;
by recording only deviations (no-shows, overtime, etc.).

If the length of a working day (shift) is unchanged, then it is allowed to register only deviations in the employee working time table in Excel (another format), since the terms of the employment contract or internal labor regulations determine the number of working hours for each working day.

If the number of hours worked on different days (shifts) is different, for example, when recording the total time worked, then when filling out a time sheet, the continuous registration method should be used. This will allow, after the end of the accounting period, to identify possible overtime hours and adjust the employee’s further involvement in work within the limits of the norm for the length of time worked established for this category.

Notations in the working time sheet about the reasons for absence from work, part-time work or beyond its normal duration at the initiative of the employee or employer, shortened working hours, etc. are made on the basis of documents executed properly (certificate of incapacity for work, certificate of performance of state or public duties, a written warning about downtime, an application for part-time work, the employee’s written consent to work overtime in cases established by law, etc.).

ConsultantPlus experts discussed how to make corrections to a timesheet. Use these instructions for free.

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Sample of filling out form No. T-12

Form T-13

As has already been written in the previous sections, the T-13 form is used in those companies where automatic recording of compliance with the daily routine has been established by installing turnstiles at the entrance.
Form T-13 is regulated by the decision adopted by the State Statistics Committee No. 1 of 01/05/2004. For accounting, the proposed form is the basis for all charges. Thanks to this method of accounting, personnel officers are able to track the attendance of personnel at their workplaces according to the established schedule. Such a form can also become the basis for imposing penalties on a person who violates the work schedule.

When filling out this form, code symbols are also used to record the work activity of the working person.

Note. Form T-13 is not mandatory. The head of the company has the right to approve his own template.

Title page

1. This page is filled with:

The name of the company, the structural department that records compliance with the daily routine.
Form number.
Date of its signing.
Fixation period.
OKUD and OKPO codes.

Tabular part

2. In this section, fill in the following information:

The first column displays the serial number of the working person.
In the 2nd and 3rd columns, as in the T-12 form, the full name is written. employee, vacancy and personnel number.
Column 4 records visits to work by the employed person.
In the 5th and 6th columns, the results of the worked period are filled in, respectively - for the first half of the month and for the entire month.
On the next page of the form, in columns from 7 to 13, the final data for salary calculation, the number of absences and reasons are filled in, indicating the record data with code values.
Finally, the completed T-13 form is signed by the responsible employee, the head of the department, or the personnel officer, and the date of the completed form is recorded.

Instructions for filling

The head of the company is responsible for the established daily routine. Therefore, it is within his authority to develop instructions for maintaining primary records. One of the forms of primary control is the T-13 template or another approved template at the company for monitoring the work activities of the company’s personnel.

When developing instructions for completing the T-13 form, you need to pay attention to the following points:

If the company is large, you need to organize recording of compliance with the daily routine by structural departments. That is, each department maintains its own control.
To do this, each branch assigns a person responsible for this area of work.
Responsible persons are required to study the meaning of the codes used when recording data.
The responsible person is obliged to study the procedure for entering data into the registration form in order to correctly mark arrival/miss, lateness, reasons for violations, etc.
Enter entries into the timesheet daily.

Methods for filling out the T-13 form, basic codes for filling out the timesheet

When working with timesheets, different methods are used to control the time worked by staff.

One way is to display staff presence at work on a daily basis.
Another way to work with a report card is to control absences and tardiness, with a description of the reasons for such violations.

To simplify the work with the time sheet, specialized codes have been adopted, thanks to which data is entered simply and quickly. Today, the following codes are used in timekeeping:

Arrival of personnel at work according to the established schedule is displayed with the symbol “I”, or the number “01”
A working person's scheduled vacation is indicated by the symbols “FROM” or the number 09.
Maternity leave is assigned the code “P”, or the number 14.
If an employee goes on leave to support a child, the code “OZH” or the number 15 is displayed.
Vacation at your own expense is indicated by the symbols “BEFORE” or the number – 16.
When a person is on a business trip, the symbol “K” or the number 06 is displayed.
If you miss work due to unknown circumstances, fill in the symbols “НН” or the number 30.
The provision of sick leave is marked with the symbol “B” or the number -19.

All company personnel involved in monitoring the daily routine and payroll are required to study the codes. Ignorance of the designation of codes can lead to incorrect calculation of wages to an employed person or to the imposition of an unreasonable punishment.

The timesheet displays all data on the work of the company’s personnel in symbolic or numerical notation. Thus, the T-12 form contains all the conditional codes that must be used when working with the report card. This ensures that errors are avoided when working with the form, as well as when deciphering the entered information by accounting employees.

Who fills out the time sheet?

The legislation does not establish who is obliged to keep time records and adherence to the daily routine by the company’s personnel. Despite this, the rules for filling it out require the following:

The timesheet must be filled out by an authorized employee.
When submitting the form to the accounting department, the report card must be signed by the head of the department and the personnel officer, if one is on staff.
Based on the completed timesheet, salaries are calculated for the company's personnel.

The authorized person responsible for the time sheet is appointed by the employer by appropriate order. Maintaining the timesheet can be entrusted to a personnel employee, the head of a department, and in small enterprises - to the secretary of the institution.

Procedure for keeping timesheets

The document allows you to record possible part-time work, going to work during off-hour periods and overtime, and obtain information about the total number of hours worked, taking into account vacations and time off. All this information is important for payroll. The structure and form of the working time sheet in 2022 is the same; it has not changed since 2004, when it was approved by Resolution of the State Statistics Committee dated January 5, 2004 No. 1.

The order to draw up the document form is issued and signed by the head of the organization. As a rule, the head of a structural unit is appointed as the person responsible for its maintenance. The statement is compiled in a single copy and filled out daily. At the end of each month, the total number of days and hours worked is displayed. The document is signed by the head of the structural unit, an employee of the personnel service, after which it is transferred to the accounting department.

In total, the document has several forms: T-12 and T-13, which are approved by the same resolution of the State Statistics Committee. The first allows you to take into account not only the time of employment, but also monitor payments to employees. The second contains only columns for filling out actually worked periods. The third option - form 0504421 - is a report card, which was approved by Order of the Ministry of Finance dated March 30, 2015 No. 52n, and is used by all state and municipal institutions, regardless of their type.