Timesheet management program. Time tracking programs, including free ones. Numerical and alphabetic codes in the time sheet

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

Form N T-13 " Time sheet" is used to record working hours.

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 Timesheet about 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 executed 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-13 (column 4) - four lines (two for each half of the month) and the corresponding number of columns (15 and 16).

In Form N T-13 (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.

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.

Form N T-13 “Working time sheet” is used for automated processing of accounting data.

When drawing up a report card in form N T-13:

• when recording accounting data for payroll for only one type of payment and a corresponding account common to all employees included in the Timesheet, fill in the details “type of payment code”, “corresponding account” above the table with columns 7 - 9 and column 9 without filling out columns 7 and 8;
• when recording accounting data for payroll for several (from two to four) types of payment and corresponding accounts, columns 7 - 9 are filled in. An additional block with identical column numbers is provided for filling out data by types of payment, if their number exceeds four.

Form N T-13 report cards with partially filled in details can be produced using computer technology. Such details include: structural unit, last name, first name, patronymic, position (specialty, profession), personnel number, etc. - that is, data contained in directories of conditionally permanent information of the organization. In this case, the form of the report card changes in accordance with the accepted technology for processing accounting data.

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The time sheet is intended for entering information about the time actually worked by employees of organizations. It must be said that the time sheet form is not strictly mandatory - in principle, it can be arbitrary, that is, each enterprise is free to use its own time sheet form if such a need arises. However, the form was developed and recommended for use by the State Statistics Committee of the Russian Federation and is preferable.

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Who fills out the time sheet?

The form is filled out either by an employee of the HR department, or by the head of a structural unit, or by a timekeeper specially hired for this function. Based on the information entered into it, the accounting department specialists calculate wages and other payments to the organization’s employees. In fact, the time sheet is one of the most important accounting documents. And while small companies can easily do without it, large enterprises are required to keep such timesheets.

Depending on the personnel records system adopted at the enterprise, a time sheet can be generated either one for all employees of the organization, or maintained separately in each department.

The timesheet is a regular document, that is, a new copy must be compiled every month, so the serial number of the timesheet will be equal to the serial number of the month in which it was created. The timesheet preparation period covers all days of the month.

You can fill out the timesheet either electronically or in writing. However, after entering all the necessary information, it will still have to be printed for the signatures of the responsible persons.

Form T-13. Shape Features

Let's start with the T-13 form, which is now used much more often for maintaining time sheets.

The unified form T-13 or electronic time sheet is well known to HR department employees. This is not the only way, but it is definitely the most standard way to account for hours worked. If you keep records manually, you should use Form T-12.

Timesheets are a common tool for tracking employee attendance. Form T-13 allows you to record in detail the reasons for absence from work, including student leave during the session, advanced training and several types of disability leave. The period for which the document is completed may be less than 31 days.

A completed T-13 is the basis for calculating wages.

Format for filling out a working time sheet in T-13

Unlike arbitrary tables of similar content, T-13 contains data about the enterprise, including the form of ownership and OKPO. The document number is entered in accordance with internal requirements for maintaining timesheets.

The department name is also shown at the top. It must be remembered that the head of this department (even if filling out the time sheet is not his or her responsibility) must sign the completed form.

The order of employees is determined by the decision of the person in charge. Most often, alphabetical sorting is found, as in our example, but the option of arranging by personnel number is possible (column 3).

In column 4 we put marks by day:

I— (attendance) working day,
IN- day off,
FROM- vacation,
RP— attendance on a day off (working off),
TO- business trip,
PC- training,
U- study leave with a call from an educational institution,
B- sick leave with sick leave,
T- unpaid sick leave without sick leave.

Under the I mark we put the number of hours worked that day. In column 5 we summarize the number of I in the line and the number of hours. We get 4 values ​​for 2 halves of the month. In column 6 we sum up the values ​​and get the final figure for the work for the month.

The number of hours for B, OT, K, B and other cases is not indicated in the fourth column. For this purpose there are columns 10-13.

Accounting for sick leave, vacations or absences for other reasons

Designation codes may be different (for example, numeric). There is no specific format required by law.

The notation X shows that we are not taking this day into account: for convenience, the month is divided into two lines with unequal values. For months with 30 days (for example, November, the column will look like this (for convenience, the “non-existent” 31st number is highlighted in red):

T-13 for November

By analogy, T-13 is filled out for visits in February.

Columns 7-9 indicate the payment code, number of days and type of charges. Our example uses the following codes:

• 2000 - Common workday,
• 2300 – sick leave (disability benefit),
• 2012 - vacation.

Alternative solution

Some enterprises approve a slightly simplified version of the time sheet without detailing the reasons for omissions. Column 4 indicates only 2 codes:

• I- working day,
• N- unworked day.

This method may be inconvenient because it does not record sick leave.

Special cases

1. How to fill out T-13 for employees participating in conferences and other training events?

Depends on the position of the enterprise. These days can be counted as working days (I), or as advanced training (PC). Pay rates may also vary.

2. Can code I have a value of more than 8 hours?

Yes. Maybe if there is a special order about extended working hours. Overtime hours can be marked with the symbol C.

3. What is the difference between report cards T-12 and T-13?

The first is a manual attendance form. The second is electronic. Many accounting departments today have switched to T-13, since it can be automatically collected using a special program.

Form T-12

First of all, as in any other personnel records document, you first need to enter the details of the organization into the timesheet: its full name indicating the OKPO code (must be taken from the registration documents), organizational and legal status (IP, LLC, CJSC, JSC), as well as the structural unit (department) for which this timesheet is maintained (if necessary).

Then you need to enter the document number for internal document flow in the appropriate column, and also indicate the reporting period that this timesheet takes into account.

Numerical and alphabetic codes in the time sheet

This part of the timesheet includes the alphabetic and numeric codes used to fill out the necessary information for employees, as well as their decoding. They must be entered in the main part of the timesheet in order to briefly and clearly reflect the amount of time actually spent by one or another employee at the workplace, as well as the reasons for his absence from work. If HR department specialists need to enter some additional codes into this timesheet form, they can be developed independently and entered into this table.

Working time recording in T-12

This section in the timesheet is the main one - it is where working time is kept track of. First, you need to enter the employee’s serial number in the first column of this section, then in the second - his full name (preferably his full name and patronymic to avoid confusion and errors). In the third column you need to insert the employee’s personnel number assigned to him during employment (it is individual and never repeated).

For each employee, the timesheet has two lines - they contain encrypted information about presence or absence at the workplace on each calendar day of the month. In addition, it is necessary to immediately indicate the reason for absence from work, if one has been established.

The reason is indicated in the top line opposite the employee’s full name, and in the bottom line the number of hours actually worked, and if the employee did not appear at the workplace, the bottom cell can be left empty.

The next step is to calculate the total number of hours and days actually worked for two-week periods, and at the end of the table - the result of the calculations for the month.

In this case, you should carefully monitor that the total number of calendar days in a month coincides with the amount of working days, weekends and holidays indicated for each employee.

It should be said that sometimes those responsible for filling out the time sheet only enter information that relates to the days when the employee was absent from the workplace. However, this option may lead to personnel and accounting errors, so it is not advisable to use it.

Date and signatures of responsible persons

After the time sheet is filled out, the employee responsible for it must indicate his position, as well as put a signature in the appropriate cells, which must be deciphered. The report card must also be approved by the head of the structural unit or the director of the enterprise - also indicating the position and signature with a transcript. The last thing you need to put is the date for filling out the timesheet.

Any enterprise that employs hired personnel must take into account the time worked by employees. On this basis, the accounting department calculates their due salary and benefits. The time worked is reflected in a special document - a time sheet. We will tell you what nuances there are regarding its maintenance and how to fill it out correctly.

A timesheet is one of the types of primary accounting documentation that records:

• type of time spent performing labor functions that the employee works;
• its duration (in hours and days).

Timesheet functions:

• a note on the actual employment of the employee for each type of working time;
• personnel control;
• adequate payment of salaries and some benefits;
• evidence in relevant labor disputes;
• calculation of processing;
• the basis for the legality of dismissal due to absenteeism;
• tax justification of payroll costs;
• basis for drawing up reports to regulatory authorities.

Can an LLC or individual entrepreneur operate without a time sheet?

The law requires employers to maintain such a timesheet, regardless of the legal form of their organization. If a company employs hired employees, they need to be paid a salary, from which taxes are deducted to the budget. To check the validity of salary calculations, the tax office will inquire about the presence of this document and its contents.

If an LLC or individual entrepreneur has employees, and the time sheet is not filled out or contains errors, the tax office may recognize the costs of their salaries as documented unjustified. This means that these employer expenses will not reduce the income tax base.

Important! An employer who does not bother to track working hours or maintains timesheets with violations faces sanctions from control authorities. The director can be fined 1000 - 5000 rubles, and organizations can be fined up to 50 thousand rubles. (Article 52.7 of the Code of Administrative Offenses of the Russian Federation).

How is an employee's working time calculated?

Working time is that period of day or night during which an employee is obliged to perform his job functions or time equivalent to that in terms of payment. The duration of this period (working day or shift) and the regularity of its repetition (routine or schedule) must be fixed in the employment contract as working conditions.

The time sheet indicates various types of time associated with labor functions:

• daytime;
• night;
• on weekends and holidays;
• overtime;
• watch;
• advanced training outside of production;
• paid holidays;
• sick leave;
• forced absenteeism;
• strike;
• simple, etc.

Principles of timesheet keeping

The timekeeper is obliged to comply with the legally adopted rules, as well as the regulations enshrined in the internal regulations of the enterprise:

1. This document can be maintained for each division separately or for the entire organization.
2. The time sheet includes the number of hours worked by the employee for each type of working time according to the assigned code.
3. In addition to the time of employment, the number of hours when the employee did not perform work, although he was supposed to do so (absenteeism, strikes, downtime), is also noted.
4. Employees are included in the timesheet or excluded from it after completing the appropriate personnel documentation - an order of employment or dismissal, an employment contract.
5. When a new employee is included in the timesheet, he receives a personnel number, which is unique and will become his code in personnel documentation. The number will be valid for the entire time you work for this employer. A change of position does not change the personnel number. After dismissal, the same number should not be assigned to anyone for 3 years.
6. It is strictly forbidden to fill out the timesheet in advance - the time is reflected in the document. worked out in fact.

Is it legal to use electronic monitoring systems?

Many organizations, especially large ones, use electronic systems for monitoring and/or monitoring employees to facilitate staff work accounting. Various functions of these systems allow you to record the time of arrival and departure of employees, some - their movements around the territory, sometimes - their activities at the workplace.

The basis for recording the presence of an employee at work may be their registration according to various indicators provided for by one or another accounting and control system:

• presentation of electronic passes-cards;
• fingerprint reading;
• retinal scan;
• video recording using cameras, etc.

Holidays fell during vacation

If a vacationer has days during his rest period that were non-working for other employees due to holidays, the timekeeper puts the letter B (“Day off”) in the appropriate cells. These days are not included in your vacation time. Regular weekends (not holidays) are marked with the letters OT ("Vacation"), since they are counted in the number of vacation days.

An employee fell ill while on vacation

The Labor Code allows you to extend vacation for the period of forced incapacity for work, or transfer these days to another time. That is why it is important to accurately indicate on the timesheet how many days the employee was sick during vacation. Naturally, the illness must be documented with a piece of paper.

The timekeeper counts how many days the employee had a healthy rest and marks them with the OT code (“Vacation”). Then the dates for which sick leave was issued are marked “B” accordingly. If the leave after illness continued, these days are again marked “OT”, as well as the time for which it was extended or transferred to sick leave compensation.

The business trip fell on the weekend

If an employee is forced to spend the weekend on a business trip, this creates difficulties in timesheets. When filling out a timesheet, dates of forced labor while away that fall on weekends are designated not by the letter B (“Weekend”), but by code K (“Business trip”), regardless of whether the business traveler was busy on that day or was on vacation.

Drawing up time sheets is a mandatory procedure provided for by Russian law for companies of all forms of ownership. In many enterprises, this documentation is maintained by a separate person who manually enters hours worked, time off, sick leave and vacations. Even if the staff is small, the old-fashioned method of filling out timesheets takes a lot of time and leads to additional financial costs. What if the company employs more than a hundred people?

Disadvantages of filling out timesheets manually

1. Compliance with legal standards.
   
   First of all, this concerns the need to appoint a separate employee by order who will be responsible for maintaining the accounting sheet. The problem is that with a staff of over 100 people, we will need at least four specialists, otherwise the quality of monitoring will suffer. Add to this the expansion of the payroll to pay for services and the organization of jobs. And we do not exclude the human factor. It turns out that following the Labor Code of the Russian Federation with this approach means working at a disadvantage.
2. Inappropriate use of time

   If a company decides to save money and entrusts, for example, an accountant or HR officer with maintaining timesheets, then they will have less time to perform their immediate duties. Over time, errors will be recorded in several areas of work.

3. Fines

   If those responsible for reporting ignore the rules established by law and do not take the need to fill out timesheets seriously, this may be a reason to fine the company. The amounts are small (from 30 to 50 thousand rubles). However, being blacklisted by inspectors is not a plus for your reputation. It would seem, who needs internal company documents?

To the tax authorities. To check the relevance of deductions. In addition, this supervisory body will carefully examine timesheets for errors, for example: a salary was issued to an employee who was not at work. An organization may be financially punished for underestimating its income tax base.
Specialists of the FSS of the Russian Federation. The Social Insurance Fund may at any time request time sheets to verify whether employees are receiving the required social benefits.
Labor Inspectorate. To check whether the rights of employees are violated, whether overtime and work on holidays are paid.

The law determines the forms of timesheets only for State authorities; companies of other forms of ownership have the right to keep records in a form convenient for them. Therefore, the solution for large companies is to automate the process.

Online time sheet

The advantages of automating the timesheet preparation process in large companies are obvious. Infomaximum has seriously studied the work processes of many organizations and, based on practical experience, has created a unique product. This accounting program will allow you to:

Time tracking systems are a way to monitor employees and find out who in the team is really working and who is taking more time off. With the help of such a program, you can improve the effectiveness of your team. The scheme of its operation is approximately the same: software is installed on the PC, which collects data about the user’s actions on the computer.

Time tracking programs differ in the principle of operation, schedule, the ability to mark vacation or time off, reports, and mode. We have collected the best offers according to our readers. This selection will help you quickly decide on the right solution for your business.

Time Doctor

Can be used both to monitor employees and to analyze your performance. To get started, you need to install the software on your computer; versions for iPhone and Android are also available. The program allows you to determine how much time is spent on work and rest. The administration offers to personalize the tools specifically to the user’s needs - to do this, you need to contact technical support. A 2-week trial period is available.

For those who work with projects and hourly wages for them, there is a function for tracking the time spent on a specific job. It takes into account how many minutes the specialist spent on social networks or, for example, watching videos on YouTube. The report will show how many hours were spent on matters not related to the main activity. There is a system of alerts that appear when the user is delayed on third-party resources. The ability to create screenshots has been implemented: the frequency can be adjusted in the settings. If several employees work on the same PC, you can create accounts for each of them.

• Integration with other services
• Customer support and VA
• Taking screenshots
• Uploading reports
• Salary calculation

• Payment only via bank card subscription, which is then difficult to unsubscribe from

Price:

• 10$ per 1 user per month

StaffCop

A time and attendance program that can monitor the behavior of employees on a PC and record the results in a suitable form for the user. Provides analysis, blocking and notification of unproductive activities. A demo version of the software is available for 15 days with all functions for 5 agents.

The system allows you to improve information security, because it analyzes user behavior and notifies you of any threats. In addition to time control, remote desktop, launch and installation blocking are also implemented. Using the presented tools, management can prohibit/allow employees to download or copy certain files to external storage media. The service allows you to take screenshots, including of correspondence, and it also notifies about violations of the established regime, for example, if the user left the workplace earlier than expected.

• Warning about leakage of confidential information
• Blocking USB device connections
• Monitoring employee communications on social networks and email
• Remote administration

Flaws:

• No version for MacOS and Linux

Price:

• RUB 990/month – perpetual license for 1 PC with parental controls
• 29,300 thousand rubles/month - perpetual license for 10 thousand PCs

Kickidler

This is a time tracker that will help track employee performance. There is a trial period of 7 days to evaluate all the capabilities of the system, as well as a free version. The software is available for download on Windows, MacOS, Linux.

Online monitoring allows you to see which windows are open on your desktop right now. Based on the information received, the system creates the dynamics of the employee’s work. It helps determine at what time intervals he shows the best performance. The software also provides a time sheet for working hours, which provides data on how much time was spent on solving important issues and how much was spent on rest. In addition, information about the start and end of work, absenteeism, and lunch is entered. The video recording is ongoing and cannot be deleted, so in the future you can see the user’s actions in the event of controversial situations. Remote control allows you to remotely configure programs or the OS. The keylogger takes into account all keystrokes and provides information about what the employee typed on the PC.

• Availability of keylogger
• Monitor video recording
• Remote work from PC
• Time sheet

• No data backup

Price:

• 500 rub./month for 1 employee
• 10 thousand rubles - perpetual license

Namely

This is a time tracking program that operates using cloud technologies. Using the presented tools, you can significantly simplify and speed up the process of calculating salaries for employees and determine the exact amount of working time. Versions for browser, iOS and Android have been implemented.

In your Personal Account, you can create a hierarchy of all employees, where you can additionally set a salary increase if certain conditions are met. For example, a user needs to sell goods for a specific amount - all this will also be taken into account in the system. The calendar contains information about a person’s presence/absence at work, including the reason for possible absenteeism. The reports also show if a specialist works overtime.

• Creating an employee hierarchy
• Salary calculation
• Time tracking
• Reports with infographics

• There is no possibility of remote access to a PC

Price:

• The price is set individually for the user

Worker

Time tracker for tracking working time at the computer. Every day 1800 specialists are under the control of the system. The presented tools allow you to increase productivity and reduce the number of delays. You can choose from a cloud or local version. Installation of the program occurs separately for the director and employee.

The software allows you to monitor compliance with the established schedule: violators and the frequency of lateness are recorded. You can find out what programs and websites employees use. The reports show how much time was spent on third-party resources. A chronology of the day for each user is also available. All data is stored on a cloud server and is protected by individual encryption, making it impossible to delete, hack or intercept. The function of blocking sites and applications remotely has been implemented.

• Desktop and webcam shots
• Blocking sites and applications
• Data protection
• Search history

• No notifications

Price:

• 350 rub. for 1 employee when paid for 3 months
• 210 rub. for 1 employee when paid for 1 year

DentalTap

Special solution for automation of dental clinics. The service guarantees the protection of personal data, as well as the quick import of information from any program. Using the proposed tools, you can maintain an employment schedule, create and expand a customer database, and analyze income. The system is available in a web version.

The platform allows you to track working hours, recording patients, their visits and medical history. A client card is added to the calendar or a new one is created if it is missing. You can also maintain a price list and calculate the cost of services provided. The analytics section automatically records the number of visits, new clients, and hours worked.

• The software is designed specifically for dentists
• Time tracking
• Payment control
• Analytics section

• Time tracking is shown in general, there is no division, for example, into rest and work

Price:

• Free: 1 account, 100 patients and 10 MB storage
• RUB 1,489/month: 1 account, unlimited number of patients and 1 GB of storage

CrocoTime

Time tracker for tracking working hours, meetings and calls. To get started, you need to install the software on your PC. All data is sent to a remote server, which is then compiled into a single report. A free version of the program and a trial period are available.

The system will allow you to determine the uneven workload of staff, as well as monitor the work of employees remotely. Based on synchronization with IP telephony, calendar and even turnstiles, it will show a real picture of the user’s working day. Any violations are recorded in the service and sent to the director, for example, leaving early or being late.

• Free trial
• Possibility of integration
• Recording violations
• Company performance statistics by department and employee

• Complex interface for platform settings

Price:

• 250 RUR/month – cloud version for 1 employee
• A local version is available for individual pricing.

We have reviewed only some of the services; you can find the entire list in ours. Don't forget to leave comments about your experiences with similar platforms.