Log of exits on official matters. The need to keep a log of the working time of employees in the company. It also notes

The Labor Code obliges employers to keep records of all hours worked for all their employees, usually a time sheet is used for this. But in some companies, in addition to this, they also start a journal for recording working hours.

General information about the employee time log

Concept and obligation of maintenance

The main difference between the journal for recording working hours and timesheets is that the latter takes into account the number of hours worked, and the journal notes the time of the employee's arrival and departure. The legislation does not oblige the administration of the enterprise to conduct it in a mandatory manner, so it is up to the employer to decide.

This document is drawn up in the form of a journal, in which the necessary data are entered into the columns, and specific employees and information about their working day are entered into the lines.

For those who keep track of working hours using 1C, the following video will be useful:

Its purpose

Logging serves several purposes:

• Accounting for the time of arrival at work and departure of employees;
• Accounting for late arrivals and leaving work ahead of schedule;
• Motivation of employees to comply with the work schedule;
• The absence of an employee at the enterprise for a full day;
• Accounting for hours worked that differ from the normal norm: overtime work, irregular work hours, work on holidays and weekends.

At the end of the month, according to the results recorded in the journal, timesheets will be drawn up, or the timekeeper simply checks with him.

Form

This magazine does not have a unified or recommended form, so each company develops it independently in accordance with its needs. The following information can be taken into account in the journal:

• Full name of the employee;
• Position name and structural unit;
• Appearance time at work;
• Leaving time from work;
• Number of hours worked;
• Exit to workplace on weekends and holidays, engaging in overtime work;
• The reason for attracting employees to work in excess of the established norms;
• List of the employee and the person in charge, confirming the accuracy of the information.

The log can reflect all the information at once, or you can create several logs designed for different cases:

• General journal;
• Overtime log;
• Journal for positions with a shift schedule;
• Journal for recording the hours worked for positions with irregular work schedules;
• Time log selected categories employees of the enterprise.

Maintenance order

The working time log will relate to the internal documents of the organization and part of its office work, which means that its maintenance should be formalized accordingly. First of all, it is necessary to develop a journal form and approve it by order.

Then the following order is issued, directly on the introduction of the journal into operation. It is drawn up in free form and the following information is detailed in it:

• The procedure for using the journal;
• Responsible for its maintenance;
• It is the duty of employees to report to the responsible employee for a mark.

Further, the order is signed by the head and the information contained in it is brought to the attention of employees. Also, the need to keep a journal can be entered into one of the local regulations of the enterprise: the rules of the working day, instructions for office work.

Document execution

When registering a working time log, it is necessary to follow the rules for the design of all other magazines kept at the enterprise - in accordance with the rules for issuing such documents.

An example of a graph for the main section of a journal

Requirements

The following requirements are imposed on the registration of a journal for recording the working hours of employees in the company:

• The title of the magazine should be on the cover;
• The title page should also indicate the department to which the journal belongs;
• Here it is also necessary to indicate the date of the beginning of the entry of entries into the journal. And after the last entry is made, the logging end date is set;
• The person responsible for maintaining the document is indicated on the last flyleaf.

The timesheet and its maintenance are described in this video:

Filling

The journal is filled in by the responsible employee, all data must be entered strictly in the columns intended for them. If a column for signatures is provided, then the signing employee must be familiar with the record.

Only the person responsible for maintaining the log should have access to it.

You can download the form of the magazine for free.

Sample time journal filling

General rules

When logging, you must adhere to the following rules:

• Entries in the journal are made only with a pen, there should be no entries made in pencil;
• If there is a need to correct the entry, then the wrong one is crossed out, and the desired option is written on top. You should not use a proofreader;
• All entries must be made in such a way that they are written legibly and accurately;
• All records should go in a row, no blank lines should be left.

Nuances for special professions

Since there is no unified form for the journal, and its maintenance is not provided for by law, then all the nuances of maintenance for various professions (e.g. contract servicemen, educational psychologist, etc.) will depend on the form of the developed journal and what information is in it. reflected.

Periodicity of filling

The frequency of filling out the journal depends on what data is entered in this document, but in any case, the rule must be observed: "filling in the journal after the fact". This means that entries are entered into the log immediately when an employee appears at his workplace or when he leaves.

Stitching

The accounting journal must be drawn up, like all other journals, that is, it must be numbered and flashed. The numbering should be continuous, starting from the first sheet. Then the magazine is stitched, and the stitching is sealed with a rectangle of paper indicating the number of sheets stitched.

Responsible for maintaining

The employee who will be responsible for keeping the journal is appointed by the manager. More often than not, all this responsibility is assigned to the following positions:

• Security guard or watchman at the entrance to the territory of the enterprise or building;
• Secretary in charge of the organization's office work;
• Human Resources Officer.

It is advisable to assign the responsibility for keeping a journal to the last two positions only if the number of employees of the enterprise is not large.

Storage period

Since the journal for recording the working time of employees is not included in the list of mandatory documentation, then specific storage periods have not been determined for it. Proceeding from the fact that the journal is the primary document for drawing up the timesheet, the storage periods for these documents should be equal.

Is it mandatory to keep an employee time log, or is the timesheet sufficient? The answer to this question, as well as a sample of the magazine, can be found in our material.

From the article you will learn:

Time tracking

By law, the employer is obliged to keep records of the time actually worked by employees (clause 4 of article 91 of the Labor Code of the Russian Federation). Usually, this is done by filling out a timesheet. The forms of this document are unified:

Form T-12 and form T-13 approved. Resolution of the State Statistics Committee of the Russian Federation of 05.01.2004 N 1 "On approval unified forms primary accounting documentation for labor accounting and remuneration ”.

How to fill out a timesheet according to the form No. 0504421

Unlike the timesheet, the time log sample is free to download.Fix the exact time of arrival and departure of the employee.

In addition, the journal can provide a column to indicate the reason for the delay or absence. It will be possible to specify the details sick leave, applications for vacation at own expense or the data of the explanatory note.

With the help of the employee time log download, you can also track employees with flexible hours or summarized accounting - whether they fully work out their quota for the accounting period.

In addition, keeping such a log is a tool disciplinary control and motivation. Often employees who are late can be reprimanded, and those who come on time, on the contrary, can be encouraged.

On the other hand, the time log allows you to keep track of the work of managers. structural unit- if its employees leave work late, that is, overwork - on the face of overloading with work duties, improper distribution of labor and responsibilities, or lack of personnel.

If the company has a lot of employees with irregular working hours, then it is better for them to create a separate logbook for recording irregular working hours, a sample.

Sample employee time log

Since the time attendance journal is not mandatory for any budgetary institutions nor for commercial organizations, there is no developed and approved form.

Each enterprise where the manager decides to keep records using such a journal has the right to independently develop its form. You can fill out this document both in paper and in in electronic format.

Time Attendance Journal - Paper Form

As a rule, in the process of personnel accounting, more than one journal is kept (accounting labor contracts, forms work books etc.). Therefore, a working time log should be drawn up in the same way as the rest of the registration books of the personnel service.

The title page should indicate:

1. Full name of the organization
2. Name of the document: "Employee working time log"
3. If necessary, the name of the structural unit (if separate accounting is maintained)
4. Start and end date of logging
5. Storage period

It is more expedient to keep records in the following columns:

Record sequence number

Surname, name, patronymic of the employee

Position / department

Time of arrival to work

Leaving time

Employee signature

You can also provide columns to record the reasons for failure to appear or late, or details of documents explaining the absence from the workplace.

If the enterprise often happens business trips- the journal should also include columns to record the absence of a posted worker.

Working hours are recorded in the journal on a daily basis. To do this, it is necessary either to provide a separate column to indicate the date, or to allocate separate sheets for each day.

All pages of the journal can first be made electronically, and then printed or lined by hand. You can also buy a blank blank of the employee's time log or order a print along with blanks of other accounting documents and registers.

The procedure for filling out the working time log

The procedure for keeping a journal for recording the working time of employees should be fixed in the Internal Rules, namely, indicate:

1. what data should be recorded
2. which of the employees keeps records, and what powers he has in this regard
3. when the journal is filled in and on the basis of what data (daily / weekly).

Responsible for keeping the employee time log

The head of the organization must, by his order, appoint an employee responsible for keeping the journal, as well as indicate the employees who will perform these duties during his absence. The list of responsible persons should be indicated in the time log, sample

How to fill out the journal? If the organization has a small staff, then usually the employee responsible for keeping the journal personally records the time of arrival and departure of each employee. At a large number staff, it is not possible to do this, therefore, to fill out the journal, you can use the method of self-registration of employees. For example, at the time of coming to work and leaving it, everyone personally fills in certain columns in the journal, which is in an accessible place (at the security post, at the secretary, etc.). However, this method is not reliable from the point of view of control of the reliability of the filled data.

Another method is the daily filling out of the journal sheets by the head of the department, or department by his subordinates. At the end of the reporting period (week or month), managers hand over the sheets to the journalist and he files them in the register book.

The most simple and modern way keeping employee time log download applicable in enterprises where it is used electronic system access control, that is, employees mark the time of arrival and departure from work with magnetic cards through a special device.

A computer program enters information on each employee into a database, from which a personnel officer or other authorized employee can print information on the presence of an employee at the workplace at a certain time or period.

All pages of the magazine should be numbered, laced and sealed with the seal of the organization, a seal should be made with an inventory of the number of sheets. The completed logs should be kept in the archives of the organization for at least five years.

The employee time log is in demand at most enterprises where there is hired personnel... This document is optional, but its presence allows you to solve many issues and prevent the development of unpleasant for both parties. labor relations situations.

Files

Why do you need a document

Before answering this question, let us dwell in more detail on the actual concept of "working time". As you know, the standard work week lasts 40 hours - 8 hours a day. During this period, the employee must fulfill the tasks assigned to him by the employer labor functions in full accordance with the labor (or collective) agreement and the procedure adopted at the enterprise.

Wages are calculated based on the hours worked. All hours that an employee spent at work in excess of this statutory norm are paid at a double rate. But if an employee does not work on time, the management has the right to apply certain sanctions to him.

To resolve issues related to the establishment of actual hours worked, a working time log is being developed.

Information is entered in the journal for each employee of the organization separately.

Thus, the document is necessary for both parties to the labor relationship, since it performs several functions at once:

1. Solves the problem of monitoring the accounting of the time that each employee of the company spends at his workplace.
2. Serves as the basis for accrual wages(especially if the organization has adopted hourly wages).
3. It is an aid to the leadership in organizing discipline in the enterprise.

Sometimes a document can become a justifying reason for imposing a disciplinary sanction on an employee who has violated the work schedule.

How to track working hours

There are several methods of time tracking:

• Standard daily- used if employees come to work and leave it at the same time.
• At weekly Taking into account the daily parameter loses its significance, since employees are not obliged to "sit" for hours, but must perform a certain labor standard during the week, including by time (for example, an employee works six hours on one day, and ten on the other).
• Summarized the method is optimal in production or with a flexible work schedule. Usually, data for the month is recorded here, but sometimes longer periods are covered (the maximum is one year).

How to keep a journal

The journal is allowed to be kept in electronic and paper form.

Electronic logging is possible in different formats - depending on which software is used by the employer. There are budget forms, almost all actions in which are carried out manually, and there are more complex, "advanced", completely automated systems that transfer information directly to accounting programs (usually access to such software occurs only if the employee has a key).

Anyway, electronic form the document is convenient because allows you to save time, effort and makes it possible to easily control the working time of employees based on such indicators as unauthorized absences, overtime, sick leave, etc.

If the journal is kept in paper form, then all its sheets must be numbered, fastened together using a "harsh" thread (the stapler cannot be used), then put on the last page the number of sheets, stamped (provided that the seal is used in the work of the organization) and sign the person responsible for keeping the journal. In the future, each completed page of the document should be signed with an autograph.

The journal is usually kept by a human resources specialist or an accounting officer. Depending on this, the place of storage of the document is also determined during the period of its validity.

The responsible employee is responsible not only for the accuracy of the information entered in the log, but also for its timely and complete transfer to specialists for calculating wages, as well as for performing all other necessary actions.

Sample employee time log

If you need to create an employee time log, use the tips below and see a sample document.

The magazine does not have a single formatting standard. This means that representatives of each organization can form it in any form or according to a template developed within the company and approved by the management, as well as the trade union body (if any).

As well as the design of the magazine, its structure and text are completely at the mercy of the employees of the enterprise.

• Company name;
• the date the journal was opened and the end date (fits after the document is closed);
• indicate the employee responsible for its maintenance;
• if the organization has a nomenclature of cases, then you need to give a link to the journal index in accordance with this accounting document.

It is best to arrange the main part of the journal in the form of a table, in which the following data must be entered:

• the serial number of the employee, his full name and position;
• date, time of arrival and departure, as well as information about lateness (exact number in minutes and hours);
• information about absenteeism - yes / no;
• the amount of total time worked (minus absences for their own business);
• employee signature.

If required, the table can be supplemented with other data (for example, about why the employee left the workplace during the day).

How long and how to store the document

The time log cannot be thrown away or disposed of immediately after the end. It must be stored either for the period specified in the legislation, or for the period prescribed in the accounting policy of the company (but not less than five years). Only after this time has elapsed can the journal be destroyed in accordance with the procedure established for business documents.

Labor law recommends that all employers keep track of employees' working hours. The obligatory form of such accounting is the T-12 form. Sometimes leaders of own initiative start a time log. You will find recommendations for maintaining such a log in this article.

From the article you will learn:

Time Attendance: Legislative Framework

Subject to strict adherence to the provisions of the Labor Code of the Russian Federation, the likelihood of problems and disputes over working time and its payment is extremely low. Work time, v general view, is the period of time during which the employee is busy performing his job responsibilities prescribed in the terms of the employment agreement and internal labor regulations.

Any company, regardless of ownership and legal status, must keep track of the time worked by employees. Both the employer and the employees themselves are interested in this.

For the employee, such accounting is a guarantee that he will not be forced to work in excess of the established norm (40 hours per week), and all overtime work will be properly paid. Moreover, the volume is additional work will not exceed 4 hours on two consecutive days or 120 hours per year.

For the employer, such accounting makes it possible to control the time actually worked by his employees, track delays and absenteeism, distribute time for business trips, vacations and sick leaves. At the same time, hardworking and disciplined employees will be financially incentivized, and violators will receive appropriate penalties and fines.

Time tracking is even more important for both parties in the case of the hourly wage system.

note

If an employee is absent from work all day long without good reason, then such an offense is qualified by law as absenteeism. A single violation can lead to a remark or reprimand, a repeated violation - to dismissal under the article. This right gives the employer Art. 81 of the Labor Code of the Russian Federation.

The main ways to track working time

Strictly defining the ways in which the accounting of hours worked should be carried out, in labor code no. Usually, a responsible person is appointed to carry out this procedure. He monitors the time of arrival and departure of employees, the procedure for assigning overtime work, compliance work schedule... The appointment of a responsible person occurs either by order of the management, or by an indication in labor agreement with this employee additional accounting responsibilities.

Currently, in our country, it is customary to keep track of hours worked in three ways:

1. daily
2. weekly
3. in total for the year.

It should be noted that these are the most common accounting periods; in practice, the management of the enterprise can set any other period of time for control.

However, it must be borne in mind that, according to the law, the maximum accounting period is one year, and for work with harmful conditions labor - three months. Typically, management determines the accounting period in accordance with the work schedule for each specific staff unit.

Registration of the journal of accounting of working hours

Keeping a time sheet (form T-12) is mandatory for any organization. In contrast, the employee time log is started exclusively at the initiative of the manager. There are two reasons for this.

The time attendance journal is the data source for the timesheet, which is maintained in accounting and human resources.

Such a journal helps the manager to keep track of labor discipline and receive reliable information about how much time its employees spend at their workplaces.

For disciplined and conscientious workers, having such a journal is an additional guarantee that all overtime hours worked will be properly paid.

Read also:

Who can keep a log of the arrival and departure of employees

The employee responsible for maintaining this accounting document is determined by the management independently. The assignment is carried out in one of two ways:

In the latter case, in the employment agreement or job description the person responsible for logging should add this additional responsibility.

Time and attendance logging

Above we have already talked about different methods of accounting for hours worked. Each enterprise, in accordance with the work schedules of its personnel, can set any frequency for making entries in the journal. As a rule, it is as follows:

daily (in the case of a standard working week);

weekly (if employees do not come to work every day, for example, during shift work);

with the frequency established by the Regulations on the company's office work (in the case of summarized accounting with a flexible or shift schedule).

Since logging is optional, there is no standard form for this document by law. Each company can develop its own version of the journal and enter all the data necessary for accounting into it. Practice shows that the form of a table is the most convenient option (it can be a printed or spreadsheet) with the following minimum required set of columns:

You can purchase a similar magazine in stores selling specialized stationery. It will already be stitched, have a title page and contain all the necessary fields to fill out.

Often times the manual requires the addition of additional graphs. For example, it can be a graph with information about lunch breaks or data about overtime hours. All of these additional columns can be added to self-created spreadsheets, which can then be printed. On many modern enterprises there is a practice of electronic journals accounting.

The journal is usually kept for a year, then a new one is started. After the end of the document, it should be kept for one year.

Quite often, in some organizations, the following picture can be observed - the journal is on the desk of the secretary or watchman, and employees, when they arrive or leave, make notes in it on their own. The value of such information is not high.

It is much more efficient to keep such a journal in electronic form.

It can be an ordinary Microsoft Excel spreadsheet, which opens up huge possibilities for recording working time - automatic calculation of hours worked, the ability to compile reports for each employee, sorting and searching by date, last name, etc.

We talked about what is meant by work in conditions of irregular working hours in ours. Is it necessary to keep records of irregular working hours and in what form should this be done?

Do you keep track of irregular work?

Let us recall that in the general case, work in conditions of irregular working hours is not subject to additional payment. For such a special mode of operation, the Labor Code of the Russian Federation provides for the provision of an employee. At the same time, the provision of this leave does not depend on the time of the actual irregular work (clause 3 of the Letter of the Ministry of Labor dated August 18, 2017 No. 14-2 / ​​V-761, Rostrud Letter dated May 24, 2012 No. PG / 3841-6-1). To obtain the right to leave, it is enough only that the employee has an irregular working day.

It would seem that since the actual working time under conditions of irregular working hours does not affect either the procedure for remuneration of such an employee, or the procedure for granting him additional leave, the accounting of irregular working hours can be omitted.

However, the Labor Code of the Russian Federation contains a requirement that the employer must keep track of the time actually worked by each employee (part 4 of article 91 of the Labor Code of the Russian Federation).

And for the time worked in the conditions of irregular working hours, there is no exception.

Moreover, if such a record is not kept, this can be regarded as a violation of labor legislation, for which fines are provided (part 1 of article 5.27 of the Code of Administrative Offenses of the Russian Federation):

• for the head, as well as the employer-individual entrepreneur - from 1,000 rubles to 5,000 rubles;
• for the organization - from 30,000 rubles to 50,000 rubles.

We draw up a journal of accounting of working hours

The Labor Code of the Russian Federation does not contain instructions on what form to keep a log of irregular working hours. Therefore, the employer decides for himself in what form to keep such records.

This can be done, for example, in the same timesheet that records “regular” work. For example, in the unified form No. T-12 "Timesheet of working hours and calculating wages" or in the form No. T-13 "Timesheet of working hours" (approved by the Resolution of the State Statistics Committee of 05.01.2004 No. 1).

You can download the forms of unified timesheets of working hours here:

• form ;
• form .

To account for work in conditions of irregular working hours, the employer can also create separate tables No. T-12 or No. T-13, as well as develop independently other forms of primary accounting documents. The applied form of accounting for working hours outside of its established duration must be fixed in.