Filling out a time sheet: an important document for calculating wages. Features of filling out a time sheet Instructions for filling out t 12

Let's consider in the article what a working time sheet is and what forms are used. Rules for filling out the timesheet, example of filling. We will identify the main difficulties when filling out timesheets, which can lead to errors when calculating wages.

A time sheet is a document that reflects the number of hours worked by each employee and the number of absences per month for each employee of the organization. Based on it, calculations are made.

All organizations are required to maintain time sheets.

To record working time, there are two unified forms T-12 and T-13, approved by the State Statistics Committee of Russia.

Form T-12 is used not only for recording working hours, but also for calculating wages. Therefore, in small companies, when the accountant also manages the personnel department, they use this T-12 form.

When information is needed only on the number of hours worked and absences, then use either the first part of the T-12 form or the T-13 form.

You can use any form to record working hours.

Rules for filling out a time sheet

The time sheet is filled out daily by a human resources officer; if the enterprise does not have a human resources department, then the time sheet is kept by an accounting employee.

When filling out the timesheet, do not forget to indicate the name of the organization and structural unit.

“Document number” and “Date of compilation” must be filled in

In the “Reporting period” cell we enter the beginning and end of the month for which the timesheet is maintained.

- serial number;

– surname, initials, position (specialty or profession);

- Personnel Number;

– notes on attendance and absence from work by day of the month

The top line of the table contains an alphabetic or numeric working time code for each day of the month (appearance, business trip, etc.). The number of hours for them is recorded at the bottom. For example, if an employee worked a full shift on July 3, 2014, then in the timesheet for July, in the cell with the number 3 opposite the employee’s last name, the code “I” and 8 working hours are entered. If an employee is sick that day, then it is necessary to enter “B”, and since he did not have working hours, the bottom cell is not filled in or is entered as 0.

– intermediate and final results;

– if there are no-shows, notes about no-shows are indicated for reasons.

At the end of the timesheet, we make sure that there is a signature of the person responsible for filling out the timesheet, as well as the signature of the head of the structural unit and the HR employee.

Basic codes for filling out a time sheet

Non-standard situations when filling out a timesheet

1. The employee fell ill while on vacation.

After the vacation, the employee returned to work and provided sick leave for the period of illness. In the report card, instead of leave (OT), a temporary disability code (B) is entered from the first day of illness, and the leave itself is extended for the period of illness.

There are cases when an employee continues to be sick even after the end of his vacation, having warned the employer. Since the employee’s words are not the basis for filling out a time sheet, therefore, after vacation, we set absences for unknown reasons (NU). After the employee provides sick leave, we correct the period to code B.

2. The employee had holidays during the vacation period.

The employee, for example, was on vacation from June 1 to June 29, 2014. In the working time sheet, we enter the code OT for the main vacation period, while June 12 is marked with code B (non-working holiday), since this day is not included in the paid vacation period.

Fill out and print the Timesheet in the LS program · Timesheet and schedules

It is used to record the time actually worked and (or) not worked by each employee of the organization, to monitor employees’ compliance with the established working hours, to obtain data on hours worked, calculate wages, and also to compile statistical reporting on labor. When keeping separate records of working time and settlements with personnel for wages, it is allowed to use section 1 “Accounting for working time” of the timesheet in form N T-12 " Time sheet" as an independent document without filling out section 2 "Payment payments to personnel."

It is drawn up in one copy by an authorized person, signed by the head of the structural unit, an employee of the personnel department, and transferred to the accounting department.

Notes in the report card on the reasons for absence from work, work part-time or outside the normal working hours at the initiative of the employee or employer, reduced working hours, etc. are made on the basis of documents prepared properly (certificate of incapacity for work, certificate of performance state or public duties, written warning about downtime, application for part-time work, written consent of the employee to work overtime in cases established by law, etc.).

To reflect the daily working time spent per month for each employee, the timesheet is allocated:

• in form N T-12 (columns 4, 6) - two lines;

In form N T-12 (in columns 4, 6), the top line is used to mark the symbols (codes) of working time costs, and the bottom line is used to record the duration of worked or unworked time (in hours, minutes) according to the corresponding codes of working time costs for every date. If necessary, it is allowed to increase the number of boxes to enter additional details according to the working hours, for example, the start and end times of work in conditions other than normal.

When filling out columns 5 and 7 of the timesheet according to Form N T-12, the number of days worked is entered in the top lines, and the number of hours worked by each employee during the accounting period is entered in the bottom lines.

Working time costs are taken into account in the Timesheet either by completely recording appearances and absences from work, or by registering only deviations (absences, tardiness, overtime, etc.). When reflecting absences from work, which are recorded in days (vacation, days of temporary disability, business trips, leave in connection with training, time spent performing state or public duties, etc.), only codes are entered in the top line in the columns of the Timesheet symbols, and the columns in the bottom line remain empty.

The symbols of worked and unworked time presented on the title page of Form N T-12 are also used when filling out the time sheet in Form N T-13.

• Automatic filling of standard document forms
• Printing documents with signature and seal image
• Letterheads with your logo and details
• Uploading documents in Excel, PDF, CSV formats
• Sending documents by email directly from the system

Business.Ru - quick and convenient completion of all primary documents

Connect for free to Business.Ru

The time sheet in form No. T-12 is used in the following cases:
- to record the use of working time by employees of the organization, regardless of their category;
- to monitor employees’ compliance with the established working hours;
- to obtain data on hours worked;
- for payroll calculation.

Information from this document is also used to compile statistical reporting on labor.
The unified form was approved by Decree of the State Statistics Committee of Russia dated January 5, 2004 No. 1.

Download forms (Excel): form T-12 form T-13

(Submit documents without errors and 2 times faster by automatically filling out documents in the Class365 program)

How to simplify work with documents and keep records easily and naturally

See how Business.Ru works
Login to demo version

How to correctly fill out forms T-12 and T-13

An authorized person is responsible for maintaining the timesheet. The report card is drawn up in one copy, signed by the head of the structural unit and the HR employee. Next, the document is sent to the accounting department, which uses the time sheet as the basis for calculating wages to employees.

To reflect the use of working time for each day in columns 4 to 18 and 20 to 35, two lines are allocated: one to indicate the type of working time spent, the other to record the number of hours for them. A list of symbols for types of working time costs is given on the first pages of form No. T-12 (see form and sample above).

The report card in form No. T-13 is used in conditions of automated data processing.
This form uses the same symbols as in form No. T-12.
Columns 7, 8, 10 and 11 indicate the payment type codes below and corresponding accounts for cost areas.

Payment type codes:
- 2000 (salary, travel allowances and other official benefits),
- 2012 (vacation pay),
- 2300 (temporary disability benefit).

Corresponding accounting accounts:
- 20 (wages for workers of main production),
- 23 (payment of labor to employees of auxiliary production),
- 26 (wages for management personnel),
- 44 (payment of labor to employees engaged in trading activities or in operations for the sale of finished products).

How to automate work with documents and avoid filling out forms manually

Automatic filling of document forms. Save your time. Get rid of mistakes.

Connect to CLASS365 and take advantage of the full range of features:

• Automatically fill out current standard document forms
• Print documents with signature and seal image
• Create letterheads with your logo and details
• Create the best commercial offers (including using your own templates)
• Upload documents in Excel, PDF, CSV formats
• Send documents by email directly from the system

With CLASS365 you can not only automatically prepare documents. CLASS365 allows you to manage an entire company in one system, from any device connected to the Internet. It is easy to organize effective work with clients, partners and staff, to maintain trade, warehouse and financial records. CLASS365 automates the entire enterprise.

Get started with Business.Ru right now! Use a modern approach to business management and increase your income.

Connect for free to Business.Ru

A time sheet is the main document containing information about the number of appearances and absences for work of each employee of the company. It is transferred to the accounting department. And based on the data, wages are calculated and calculated.

The law provides for 2 unified report forms: T-12 – for filling out manually; T-13 – for automatic control of actually worked time (via a turnstile).

Data is entered every working day. At the end of the month, the total of attendances and absences of each employee is calculated. Report generation can be simplified by automating the filling of some cells using Excel. Let's see how.

Filling in input data with Excel functions

Forms T-12 and T-13 have almost the same composition of details.

Download the time sheet:

In the header of page 2 of the form (using T-13 as an example), fill in the name of the organization and structural unit. Just like in the constituent documents.

We enter the document number manually. In the “Date of Compilation” column, set the TODAY function. To do this, select a cell. Find the one you need in the list of functions and click OK twice.

In the “Reporting period” column, indicate the first and last day of the reporting month.

We allocate a field outside the timesheet. This is where we will work. This is the OPERATOR field. First, let's make our own calendar for the reporting month.

Red field – dates. On the green field he puts down ones if the day is a day off. In cell T2 we put one if the timesheet is compiled for a full month.

Now let's determine how many working days there are in a month. We do this on the operational field. Insert the formula =COUNTIF(D3:R4;"") into the desired cell. The COUNTIF function counts the number of non-blank cells in the range specified in parentheses.

We manually enter the serial number, full name and specialty of the organization’s employees. Plus a personnel number. We take information from employees’ personal cards.

Timesheet automation using formulas

The first sheet of the form contains symbols for recording working time, digital and alphabetic. The point of automation using Excel is that when entering a designation, the number of hours is displayed.

For example, let's take the following options:

• On a weekend;
• I – attendance (working day);
• OT – vacation;
• K – business trip;
• B – sick leave.

First, let's use the Select function. It will allow you to set the desired value in the cell. At this stage, we will need the calendar that was compiled in the Operator Field. If a day falls on a day off, “B” appears on the timesheet. Worker – “I”. Example: =CHOICE(D$3+1,"I","B"). It is enough to enter the formula in one cell. Then “hook” it to the lower right corner and move it along the entire line. It turns out like this:

Now we’ll make sure that people have “eights” on turnout days. Let's use the "If" function. Select the first cell in the row under the legend. “Insert function” – “If”. Function arguments: logical expression – address of the cell being converted (cell above) = “B”. "If true" - "" or "0". If this day is truly a day off – 0 working hours. “If false” – 8 (without quotes). Example: =IF(AW24="B";"";8). “Catch” the lower right corner of the cell with the formula and multiply it throughout the entire row. It turns out like this:

You need to do the same work for the second half of the month. It is enough to copy the formulas and change the cells they refer to. Result:

Now let’s summarize: count the number of appearances of each employee. The “COUNTIF” formula will help. The range for analysis is the entire series for which we want to get the result. The criterion is the presence in the cells of the letter “I” (appearance) or “K” (business trip). Example: . As a result, we get the number of working days for a particular employee.

Let's calculate the number of working hours. There are two ways. Using the “Sum” function - simple, but not effective enough. More complicated, but more reliable - by using the “COUNTIF” function. Example formula: . Where AW25:DA25 is the range, the first and last cells of the row with the number of hours. The criterion for the working day (“I”) is “=8”. For a business trip – “=K” (in our example, 10 hours are paid). The result after introducing the formula.