What personnel documents should be kept so as not to lose in court with an employee?

Regulatory regulations regarding timesheets

Federal Law dated December 6, 2011 N 402-FZ defines the requirements for maintaining primary documentation

Resolution of the State Statistics Committee of the Russian Federation dated January 5, 2004 N 1 developed forms of primary documentation

Order of the Ministry of Finance of Russia dated March 30, 2015 N 52n determines the form of the report card for government organizations

Article 22.1. Federal Law of October 22, 2004 N 125-FZ determines the storage periods for documents on personnel

Order of the Ministry of Culture of Russia dated August 25, 2010 N 558 determines the storage period for archival documents of the organization

Basis for keeping timesheets

Today there are 22 unified report forms: T-12 and T-13. Also, the organization may not use these forms from 01/01/2013, but develop a convenient one for use depending on the specifics of the activity. But before using it, the enterprise must formalize its own forms with local documents: an order (instruction) and attach the developed form as an appendix.

Important! State and government institutions are required to use a unified report card form (Form according to OKUD 0504421). Commercial organizations have the right to develop and accept for use independently developed forms.

The employee appointed responsible for maintaining the timesheet records in this document attendances or absences from work, their reasons, overtime, etc. At the end of the month (15th - for advance payment), based on the time sheet, the accountant calculates wages and other payments.

How to change a time sheet in 1C

The working time sheet (T-13) is filled out in accordance with the Production calendar according to the 40-hour work week schedule.

The built-in Production calendar is not subject to customization or change, since it is compiled in accordance with the holidays and transfers of weekends for the year approved by the Decrees of the Government of the Russian Federation. However, if necessary, for example, to take into account an additional holiday established by the Government of a region of the Russian Federation, the Production Calendar can be changed.

To make adjustments, go to Main Menu – All functions – Directories – Production calendars – Russian Federation.

Open the menu with the right mouse button on the selected date and select:

• Change - to change the day status to: Working;
• Saturday;
• Sunday;
• Pre-holiday;
• Holiday;
• Non-working;

Read more in the article Production calendar in 1C 8.3 Accounting

We looked at where to find the Timesheet in 1C 8.3 Accounting, how to set it up and fill it out.

Test yourself! Take the test:

• Test No. 18. Salary settings in 1C

Information reflected in the report card

The report card is the primary document that is subject to the following general requirements for details:

The timesheet records the hours worked for each employee directly:

• reporting period
• Full name, his position
• Personnel Number
• number of hours worked (not worked) for each calendar day
• total hours and days worked during the reporting period
• correspondent account for wages
• number and reasons for absenteeism
• number of weekends and holidays

Where to find the Timesheet in 1C 8.3 Accounting

In 1C Accounting 8.3, a timesheet is more of a report than a working document. The timesheet is filled out automatically based on the data from the Production Calendar and the Vacation and Sick Leave . Personnel documents Hiring and Dismissal .

The timesheet in 1C 8.3 Accounting can be found in the section Salaries and Personnel – Personnel Accounting – HR Reports – Timesheet.

Shelf life of the report card

The accounting sheet, on the one hand, belongs to the group of labor organization documents as part of personnel documents. In general, all such documents should be kept:

1. 75 years before January 1, 2003
2. 50 years if issued after January 1, 2003

But these requirements do not directly apply to the report card and it must be stored (in accordance with the lists of archival documents) for 5 years.

Time sheets at enterprises where there are difficult, harmful and dangerous working conditions must be stored for 75 years.

Economic entities may, but are not obligated to, transfer documents for storage to state and municipal archives by concluding appropriate reimbursable agreements with them.

Expert of the Legal Consulting Service GARANT, professional accountant E. Lazukova

How to fill out a time sheet in 1C

Maintaining a time sheet in 1C Accounting 8.3 comes down to the monthly generation of the Time Sheet report (T-13) immediately before or after the calculation of wages for the month.

Before creating the timesheet, please note:

• The annual production calendar should be configured in accordance with the working hours of your region and organization;
• personnel documents on the hiring and dismissal of employees in a given month must be completed;
• vacation pay and sick pay for the month must be accrued;
• The working hours specified in the Payroll document do not affect the formation of the timesheet.

Even if the employee did not work fully in the month (except for vacation and sick leave), and this is recorded in the Payroll , the timesheet will be generated in accordance with the full standard working time.

In order for the Time Sheet (T-13) to correspond to actual events for employees in the reporting month, the generated report must be edited manually. To do this, in the finished timesheet form, go to: Main menu – Table – View – Editing.

After this, the value in any report cell can be changed.

finished Timesheet (T-13) using the Print .

Procedure for storing time sheets

Creating conditions for the protection of documents is the responsibility of an economic entity in an organization . In the office work of any organization, a nomenclature of files of the appropriate form must be drawn up, drawn up in accordance with the specifics of the organization (structural divisions), the documentation used, where the storage periods are indicated for each document. The specification of the conditions and procedure for storing documents is established by the accounting policy of the organization (since the time sheet refers to primary documentation).

Documents of temporary storage (more than 10 years) are stored in the archive of the organization (creating an archive in the organization is not an obligation, documents can be stored in structural divisions), time sheets refer to documents of temporary storage (less than 10 years - 5 years), with the exception of time sheets at enterprises with harsh working conditions (permanently stored - 75 years).

Thus, the formation of a case based on timesheets that are constantly stored requires the following requirements:

1. binder (binding)
2. pagination
3. certification sheet
4. internal inventory of documents
5. making clarifications on the cover (name of organization, index, dates, title).

Temporary storage cases (5-year storage records) may not be completed in full:

• documents are not organized
• do not number sheets
• do not write statements of assurance

In case of temporary (up to 10 years) storage at the end of the storage period, documents must be destroyed only after an annual examination of the values ​​of the documents is mandatory (Order of the Ministry of Culture of the Russian Federation dated March 31, 2015 N 526).

How long is the shelf life of time sheets?

In accordance with Art. 402 list of Rosarkhiv, approved. By order of December 20, 2019 No. 236 (valid from February 18, 2020), the employing company must store personnel sheets that reflect information about working hours in its archives:

• for 5 years - under standard operating conditions;

and if working conditions in the company are difficult, harmful or dangerous:

• 50 years - if the documents were completed after 01/01/2003;
• 75 years - if documents were completed before 01/01/2003.

Note! The State Duma amended Art. 23 and 24 of the Tax Code of the Russian Federation, which increase the storage period for taxpayers and tax agents of accounting and tax accounting data and documents related to the calculation and payment of taxes. They will need to be retained for 5 years instead of four.

The company's accounting department or personnel department is usually responsible for storing timesheets. It is compiled, as a rule, according to forms T-12 or T-13. They can be either paper or electronic.

The retention period for time sheets specified above must be respected, even if the documents are electronic. Moreover, in order to start using the T-12 or T-13 file form, the employer needs:

• consolidate the procedure for applying this form in the accounting policy;
• establish in local regulations the procedure for certifying forms T-12 or T-13 using an electronic signature.

You can see the forms of these timesheets in the articles:

• “Working time sheet - form T-13 (form)”;
• “A simple time sheet form - sample”.

Are there risks if time sheets are not maintained or retained properly? The answer to this question is in ConsultantPlus. Get free demo access to K+ and get tips from the experts.

Storage of documents in electronic document management

In the case of electronic document management in an organization, the conditions for storing electronic documents include:

• 2 copies – archived on different devices
• Availability of tools and software for reading and monitoring their status
• provision of storage
• Electronic documents are transferred to the archive – in PDF/A format.
• To ensure storage, it is necessary to rewrite documents onto new media and formats
• When storing such documents in the archive, control must be carried out once every 5 years

Storing an electronic time sheet: nuances

When using electronic forms T-12 and T-13, the employer should keep in mind that:

1. You need to store electronic documents:

• in 2 copies, each of which is located on a separate device;
• when monitoring the technical condition of computers, which must be carried out at least once every 5 years;
• while ensuring control over unauthorized access and changes in timesheets, their deletion, and distribution.

2. Before entering information into forms T-12 and T-13 about specific employees, it is necessary to obtain consent from each of them for the processing of personal data, indicating that they will be used for personnel records in electronic form (subclause 1, paragraph. 1 article 6, subparagraph 7 paragraph 4 article 9 of the Law “On Personal Data” dated July 27, 2006 No. 152-FZ).

However, if the employee has already given consent to data processing, then the employer does not need to request another consent.

Find out in ConsultantPlus which personnel documents inspectors will definitely check during an inspection. If you do not have access to the system, get a trial demo access and proceed to the HR Guide. It's free.

Answers to common questions

Question No. 1 : What document will confirm the fact that the time sheets were stored for 5 years?

Answer : The expert commission annually organizes an examination of the value of documents and draws up a standard act that reflects the affairs of the organization with an expired storage period as of January 1 of the year of the examination and the acts are approved by the director. Documents are sent for destruction using the delivery note.

Question No. 2 : Is there a need to follow the procedure for the current storage of documents that are still in the paperwork cycle?

Answer : Storage of documents in progress is carried out in cabinets or safes in the personnel department (at the discretion of management, they can be stored in the accounting department on the basis of local documents of the organization). These documents contain confidential employee data, so you need to ensure they are protected.

How to store timesheets?

After closing, the time sheet is sent to the accounting department, which then (after 1 year) transfers the document to the archive. In some organizations, time sheets are stored in the accounting department for a longer period - 3 years (so that accounting department employees can check information about the actual working time of all employees at any time).

The conditions and procedure for storing timesheets are established by the internal documents of the organization. As a rule, for those TURVs that are stored permanently (75 years), it is necessary to form a case.

Such cases are subject to special requirements: they must have firmware, a certification sheet and an internal inventory. In addition, the pages of the case must be numbered, and the cover contains all the necessary information about the documentation.

For TUVR, which must be stored for 5 years, temporary storage cases are formed. In this case, it is not necessary to number the pages and write certification notes. Once the five-year period has expired, the documentation can be destroyed. But before destruction, an examination of the value of documents must be carried out.

Important! If the company does not have an archive, the time sheet can be stored in structural divisions. But, in any case, the tasks of the responsible persons include ensuring the safety of this document throughout the entire established period.