Unified form t 12 with explanations. Filling out a time sheet: an important document for calculating wages

Time tracking is a very important task. The employee does not want to lose his hard-earned money, and the organization, in turn, does not seek to pay for absenteeism.

Timely and correct maintenance of reporting documentation for recording working hours will help to avoid such misunderstandings.

What is it for?

A working time sheet is an established document that contains information about compliance with the working hours of each employee. In other words, this is a table where data on the attendance or non-appearance of each of the organization’s employees is entered.

Based on this document, wages and bonuses are calculated or penalties are imposed for lateness, absenteeism and other deviations from the work schedule.

Such a report card must exist in a single copy and be kept by the employee who was appointed responsible for its preparation. Most often, this work is entrusted to the HR and accounting department, sometimes to the head of a department or senior manager. The appointment to the position of “timekeeper,” or rather the assignment of the corresponding duties, must be reflected in the employment contract.

Form options

You can take into account how many days and hours an employee worked using various methods, but Roskomstat has prepared special forms. They are simple and easy to use; with their help, you can clearly track your work “attendance” and subsequently effectively use the data obtained.

For budgetary organizations, a special form of time sheet No. 0504421 was introduced.

For all other organizations and enterprises, forms T-12 and T-13 were approved. The latter differ from each other in that the T-13 is used where appearances and absences are controlled not by people, but by automated systems (turnstiles). I came to work, checked in at the checkpoint with a pass, and moved on. In this way, it is easy to control lateness, absenteeism and other deviations from the work schedule.

Forms in form T-13 are most often filled out automatically, or with partial use of technical means.

Working time sheets in form T-12 are also filled out for the purpose of calculating wages, so it is convenient to entrust the maintenance of such a schedule to an accountant.

How to fill it out correctly

The most important aspects of keeping timesheets:

• the table exists in a single copy;
• filled out daily on the basis of official documents (sick leave certificates, orders, instructions, etc.);
• It is prohibited to remove any columns or fields from the generally accepted table.

However, you can still change the table. Sometimes situations arise when you need to add additional fields to an existing form. For example, to take into account certain working hours for non-standard shifts. In this case, making changes is possible, but only after signing the corresponding order of the manager.

Before the start of the reporting month (2-3 days in advance), the responsible employee opens the timesheet. Now is the time to decide which method of conduct will be chosen. This can be a complete registration - daily attendance/no-show marks, or only entering deviations from the regime - lateness, night shifts, overtime, etc.

Sample of filling out a time sheet using the example of form T-12

First of all, the header and the first three columns are filled in. This information, as a rule, remains constant - structural unit, full names of employees, personnel numbers.

In columns 4 to 7, marks on attendance, absence, days off and sick leave are entered on a daily basis. For this purpose, special designations are used for each of the reasons. So, sick leave is designated by code B, working day off is coded PB, and annual leave is coded OT. The full list of designations can be found in the most unified form on the first sheet.

It is important to remember that any marks are placed on the time sheet solely on the basis of any document. This could be a sick leave certificate, an internal order, or an order for overtime work signed by a familiar employee.

Situations often arise when it is not entirely clear what code to put. For example, an employee is on paid leave and is assigned an OT code. But at this time he had the imprudence to fall ill and did not go to work on the appointed date.

If the employee did not warn us, then it is advisable to enter the codes NN (failure to appear for unknown reasons), and after receiving the sick leave certificate, correct these designations to code “B”. If an employee has found a way to report his illness, he can immediately mark the code “B”.

Perhaps in such a situation, it is better to write down the codes “NN” and “B” in pencil first, so as not to spoil the appearance of the document, which exists in a single copy. If the form is maintained electronically, then such problems will not arise.

Some absences are usually counted in “days”, because an employee cannot only be on vacation for half a day, or go on sick leave for three hours. In this case, an empty column is left under the letter designation. If the employee was 30 minutes late, or worked 4 hours overtime, then the time of deviation from the work schedule is indicated under the letter designation.

Columns 5 and 7 provide an intermediate and final total of days worked, and columns 8 to 17 provide a full report for each employee - how much he worked, how much he rested, how much he missed and why. From the title of the header above each column, it becomes clear what data to summarize.

Features of timesheet maintenance in budgetary organizations

Form No. 0504421 is also used to monitor compliance with the working regime, but has a slightly different name “Accounting for the use of working time”, which reflects the specifics of the work of budgetary organizations. In this report card you can find such designations as “study days off”, “substitution in an extended day group”, “study leave”.

The procedure for maintaining such a time sheet is no different from the unified accounting forms T-12 and T-13:

• kept in a single copy;
• opens 2-3 days before the start of the billing period;
• used without changes to the standard form.

Two registration procedures have also been adopted - continuous (all appearances and non-appearances are noted) and with indication of deviations.

There are several differences in the table itself. In the header of the report card, in addition to the name of the organization, structural unit and period of maintenance, its type should be indicated with a number. If the time sheet is submitted “as is” without making changes, then it is called primary and is marked in this column as “0”. With each subsequent adjustment, you must indicate the change number in order.

The first four columns are filled in immediately - these are the full names of employees, personnel numbers and positions. The following columns are filled in as the period progresses. In the upper part of the columns indicate deviations from the operating mode in hours (if any), in the lower part there is a letter designation of the reason for the deviation. Columns 20 and 37 summarize interim and monthly results, respectively.

No additional calculations are provided in this form. At the end of the billing period, this document is transferred to the accounting department, where, on its basis, wages for employees of the budget organization will be calculated.

The list of symbols used in this work time sheet (form No. 0504421) can be found in the table:

Indicator name	Code
Weekends and non-working holidays	IN
Night work	N
Carrying out government duties	G
Regular and additional holidays	ABOUT
Temporary disability, disability due to pregnancy and childbirth	B
Holiday to care for the child	OR
Overtime hours	WITH
Truancy	P
Absences for unknown reasons (until the circumstances are clarified)	NN
Absences with permission from the administration	A
Study weekend	VU
Additional study leave	OU
Substitution in grades 1 - 3	ZN
Substitution in after-school groups	Salary
Substitution in grades 4 - 11	ZS
Work on weekends and non-working holidays	RP
Actual hours worked	F
Business trips	TO

How is vacation designated?

The word vacation in personnel matters combines many concepts. Starting from and ending with maternity leave. Many young mothers will disagree, but this is also a vacation, although it is provided to care for a small child.

Each of these vacations is marked in its own way on the timesheet and it is worth paying special attention to the most common types of vacation and their registration.

On schedule

Based on the vacation order, which must include the signature of the vacationer himself, the timesheet is marked with the code “OT” if this is the main vacation, or the code “OD” if it is additional.

At your own expense

There are times when an employee needs to take several vacation days outside of his regular schedule. The reasons may be different, but there is only one solution - leave without pay.

The legislation provides for several reasons for such leave - a wedding, the birth of a baby, or more sad events, such as the death of a close relative. In these cases, you should enter the code “OZ”.

If the employee has a different reason, and he receives such leave in agreement with the manager, then the code “BEFORE” is used. In both cases, the mark is made on the basis of the corresponding order signed by the employee.

Training

Combining work and study in our time is more the norm than the exception, and legislation in this matter supports such workers by guaranteeing study leave. After accepting the corresponding application from the employee and receiving the order signed by the student, you can safely mark the code “U” on the report card for the entire period of study leave.

It is worth noting that if an employee falls ill while passing the next session, then such leave is not extended for the period of sick leave and code “B” can be entered only in the days after the end of study leave, in the event that the employee did not have time to recover before the end of the leave and provided a sick leave certificate confirming his absence from attendance after the end of the session.

For pregnancy and childbirth

Such a blissful period for female employees, of course, should not be overshadowed by red tape with documents; therefore, maternity leave is granted on the basis of a sick leave certificate, the code in the report card is “P”. The same code is used in the case of adoption of a newborn baby.

For child care

And after this, an order is issued for parental leave until the age of three. Such leave is marked with the code “OZH”.

Working with documents is always a responsible task, but knowing the basics of filling out time sheets will save you from disputes during payroll and other minor troubles of this kind.

Video - drawing up a time sheet and calculating wages in 1C:

Every employer is required to maintain a document such as a time sheet. It displays in real mode the number of hours an employee has worked, or his absence from work for various reasons.

Based on a correctly completed document, wages will be calculated for a particular pay period.

The legislation provides for a standard form of time sheet, which will either be filled out manually or automatically - forms T-12 and T-13. The report card form T-12 and a sample of how to fill it out can be downloaded at the bottom of the article in Word format for free.

A time sheet is a form of document that must be filled out with special care. After all, the employee’s salary will depend on how correctly it is filled out.

You can also contact him in case of any dispute related to the number of hours worked. That is why all inspection bodies consider it their duty to request a report card during any inspection. If the time sheet contains errors and inaccuracies, the employee responsible for filling it out may be subject to disciplinary action.

Sample filling T-12

In most organizations, the work of filling out the T-12 form is carried out by personnel officers, and in their absence, an accountant, or this may also be the head of a department. Any of these employees will say that the document begins with the head - that is, with the name of the organization, structural unit (if there is one), document number and date of completion.

The next step will be to draw up a T-12 form table for each of the organization’s employees. Since the form is unified, filling out the columns will not raise any questions - it contains the serial number, surname and initials of the employee, his position, as well as a personnel number.

After this, you can proceed directly to the actual notes on attendance at work or absence from work for each day of the month. Since there is a double line for each employee, a number or letter indicating the working time code is entered in the upper part, and the number of hours worked in the lower part. Depending on whether the employee was at work that day or absent, he is given “I” - 8 (if he worked the entire working day) or “B” - 0 (if he was sick). This is how data is filled in for each day of the month. Naturally, there is a code for almost every case of no-show.

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

Type of working hours	Letter code	Digital code
Working day	I	01
Business trip	TO	06
Annual basic paid leave	FROM	09
	R	14
Parental leave until the child reaches the age of three	coolant	15
Unpaid leave granted to an employee with the permission of the employer	BEFORE	16
Temporary disability with the assignment of benefits in accordance with the law	B	19
	IN	26
Absences for unknown reasons (until the circumstances are clarified)	NN	30

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.

• 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

Class365 - quick and convenient filling out of all primary documents

Connect for free to Class365

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 Class365 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 Class365 right now! Use a modern approach to business management and increase your income.

Connect for free to Class365

Let's start with the fact that the employer can be either a legal entity or an individual entrepreneur if he enters into an employment contract with employees. And each employer is responsible not only for the obligation to pay contributions to the Social Insurance Fund and Pension Fund, but also to keep records of the time worked by employees. To make this easy, and to somehow regulate and standardize these processes in the company’s activities, there is a special form called a working time sheet. It will be filled out by the person who has these responsibilities in the company, or by the manager himself, which, if we take large companies, never occurs.

Why do you need a time sheet?

As we have already written, the responsibilities for maintaining such a form fall on entrepreneurs and company managers. This is due to the Labor Code of the Russian Federation. Accordingly, if a violation is discovered in the implementation of this regulation, the company will face a fine. Moreover, the punishment will be both for the entire company as a whole, and for a specific employee who is assigned responsibilities under the employment contract.

The timesheet records data on the work of each specific employee of the company. All his working hours, as well as the time when he did not go to work, regardless of whether the reason for absenteeism was valid or not.

There are two ways to maintain a timesheet:

1. Daily filling of employee data.
2. Information is recorded only in case of violation of the working norm. That is, when an employee does not show up for work, is late, and so on.

In the future, based on the information contained in this document, wages for accrual will be calculated. Also, with the help of the report card, documentation is carried out of compliance with labor discipline standards, the presence of overtime, and the performance of duties on days off.

As we already wrote in another article, a standard working week with a five-day week according to the law consists of 40 hours. There are 36 hours in a six-day week.

In case of violation of this schedule, the main requirement will be that the total number of hours matches the norm for the reporting period - quarter or year.

Important! During inspection activities by the labor inspection authorities, the working time sheet will be the first document that is requested from the company management.

Also, statistics on labor personnel will be kept on the timesheet along with the necessary reporting.

Procedure for using time sheets

According to current legislation, to fill out this accounting document, the responsible person fills out forms T-12 or T-13. These formats are legally approved and confirmed by Rosstat.

• Form T-12 is used to keep records by periods of work, as well as for salary calculations.
• Form T-13 is used by an employee when working time is reflected automatically.

There is a third option for reporting on working hours. It implies that the company itself developed its own version of the document. In order for it to be correctly executed and recognized as official, it is necessary to indicate a number of details and necessary information.

If a company uses special software that allows you to maintain personnel records, forms for filling out a time sheet will be contained within the software.

You can fill out timesheet forms either manually or using programs. Again, if specialized software is used as part of the company’s work, then the employee only needs to enter the necessary information into the database, and the document itself will be compiled automatically and printed as needed.

It is important to understand that in different cases of filling out and maintaining working time reporting forms, different designations will be used. They can be either alphabetic or numeric. So, as an example, let’s take the designation of the work of an employee within the normal range. In this version, the letter designation will be expressed by the symbol “I”, and in the digital version it will be encoded “01”.

All codes used in the accounting form must be accompanied by confirmation in the form of documents. Entering information just like that is prohibited.

As for the time reflected in the document, even trips on behalf of the company, employee vacations, sick leave, and so on are taken into account.

The wage type code is indicated by a four-digit number. Depending on the type they use:

• Salary - code 2000.
• Civil contracts with employees - code 2010.
• Vacation and compensation codes - 2012.
• Sick leave - code 2300.

The person in charge closes the timesheet on the last working day of the month or the next. Next, the completed (or printed) form is handed over to the department head, who checks the accuracy of the information entered and forwards the completed, signed form to the HR department.

The next step is to forward the document to the accounting department, where, based on the data received, the employees’ wages will be calculated.

Important! Data is received by the accountant in two stages. The first part is for payments of advances to employees of the company. The second is for payments for the main part of wages based on the results of the reporting period.

After the payment procedure is completed, the forms are sent to the archive, and filed in a separate folder. The shelf life of the forms is 5 years. This is the standard case. If the enterprise is organized with harmful or dangerous working conditions (identified after a specialized inspection), then the shelf life is 75 years.

Filling out a time sheet. Sample.

Note: in the images in the article, you can see that the forms do not contain some lines, which distinguishes them from the real ones. This is done for convenience and simplicity, but the meaning remains the same. At the end of the article there will be a link to a full sample.

The first step is to fill out the header of the form in the report card. What you need to indicate here:

• Full name of the company.
• Organization code based on the OKPO directory.
• The name of the structural unit whose work is reflected in the form.
• Serial number of the report card.
• Document date.
• The time period for which the timesheet is compiled (standard - a month).

Column 1. Line numbering. There is a simple, unbreakable numbering here.

Column 2. Last name, initials, position (specialty, profession).

Column 3. Employee personnel number. The encoding is assigned initially.

Column 4. Notes on attendance and absence from work by day of the month. Accordingly, the table is filled out individually for each employee, based on the current situation on a daily basis. In this case, a code designation (number or letter) is written in the top cell of the table. And the bottom cell exists to record the number of hours worked that day (Allowed to be left blank).

Standardly, for the designation entered into the upper cell, the following is used:

• “I” - the employee was present throughout the working day.
• “K” - employee’s business trip.
• “B” is a day off or a non-working holiday.
• "OT" - basic paid leave.
• “B” - employee’s sick leave.
• “BEFORE” is the employee’s vacation, which is taken at his own expense.
• "P" - maternity leave.
• “OJ” - leave to care for a child under three years old.
• “NN” - absence without reason.

Note: when an employee is absent, but the employer cannot say for sure whether the reason is valid, you can not fill out this box for now, and indicate it later, when the situation becomes clearer.

Column 5. It is necessary to indicate the total number of days and hours that the employee worked for each of the two halves of the working month. The days are entered in the first cell, and the hours below.

Column 6. We enter the same information, only for a full month.

Column 7,8,9. Information on the employee’s salary calculation should be indicated here. When one wage code and corresponding account are used for the entire workforce, the header of this table is filled in with data. Then columns number 7 and 8 for a specific employee are not filled in. And in column number 9 the hours worked are indicated. Otherwise, all fields are filled in entirely - with their payment codes and correspondent account. The corresponding account is taken from the Chart of Accounts for a specific type of payment.

We have already described several options for payment type codes above. If you want to see all the codes, you can refer to the file with a list of codes attached to the article.

Columns 10,11,12,13. Needed to enter information in the event of an employee’s absence. Here the reason for absence and the quantitative designation of the time of absence are indicated.

At the bottom of the time sheet we put the name of the person in charge and his position. In the right corner, the form must contain the signature of the head of the department, the information for which was entered into this report card. Also, the signature will then be signed by an employee of the HR department, who will send the form for verification. Each signature is provided with the date of signing.

Features of filling out a time sheet

• It is allowed that in addition to the main timesheet, the company creates an application. The application sheet is filled out when an employee is dismissed. At the end of the reporting period (month), an additional sheet is attached to the time sheet, and the entry “Dismissed” is already made on it.
• We have already written that you don’t have to enter the coding of the reason for no-show if the responsible employee is not sure that the reason was not valid. But you can also enter the code “NN” or “30” (unexplained reason) in column number 4. In this case, after the employee appears and provides a supporting document (for example, a medical certificate), corrections are made to the report card.
• When it happens that an employee, while on vacation, receives sick leave, the employee enters the coding “B” instead of “OT” in the time sheet with the number of days according to the certificate. Then the vacation is extended by an identical number of days.
• Then, when there are holiday weekends during the vacation (according to the production calendar), the days that coincide with the vacation are not protected. And in the report card in their place the coding “B” will appear. Example: if an employee is on vacation from June 11 to June 18, Russia Day falls within the interval. Then you need to mark June 13th in the table of the form with the coding “B”.

Features of the T-12 form - a simple form

The main difference between this form and the standard computerized T-13 is the section where you can indicate the employee’s salary.

However, the company is not required to fill it out if these figures will be reflected in other types of work documentation.

The report card on this form is filled out in one version. A person in charge is also appointed. All procedures for working on the form are similar to those described above.