T-12 time sheet is a form approved by the State Statistics Committee and is one of the register options for recording working hours. We will tell you in the article where to download the working time sheet form and what the specifics of its practical application are.

What is Form T-12 (working time sheet)

Based on the T-12 form, introduced into document management practice by the State Statistics Committee in Resolution No. 1 dated January 5, 2004, a time sheet is generated, which is intended for use for the following purposes:

• keeping records of employee visits to their place of work in accordance with the established schedule;
• determining indicators for calculating employee salaries;
• generation of certain statistical data on personnel (for example, sent to Rosstat or research agencies).

It should be noted that the form in question must be filled out manually (on a PC using Word or a similar program, or printed out with a ballpoint pen). And the time sheet, intended to be filled out automatically when access control systems are activated, is compiled on the basis of another Goskomstat form - T-13. The selected form of the 2017 time sheet must be indicated in the accounting policy.

Read the article about what the T-13 form is. “Unified form No. T-13 - form and sample” .

When is it expected to use the work time sheet form 0504421 according to OKUD

The work time sheet form corresponding to OKUD number 0504421 (T-12 has a very similar name to it, so sometimes confusion can arise when applying a particular document) was introduced into business circulation by the Ministry of Finance of the Russian Federation, which issued order No. 52n dated March 30, 2015. This document is used for the same purposes as T-12, but is subject to use in government agencies.

The time sheet corresponding to form 0504421 also has a fairly similar structure to form T-12. Therefore, for an employee of the HR department, as a rule, there is no problem adapting to a document approved by the Ministry of Finance if he is accustomed to using the form from Goskomstat, and vice versa.

Is the use of time sheets f. allowed in private companies? 0504421

The use of timesheets in form 0504421 is not prohibited for private companies. The fact is that since 01/01/2013, companies that are not directly required by law to use specific unified forms of primary sources are allowed to use any others. Therefore, a private company has the right to use, in order to monitor the time spent at work by hired employees, a time sheet on the form T-12, form 0504421, or another form developed independently. One way or another, the company must have such a document - due to the fact that, in accordance with the provisions of Art. 91 of the Labor Code of the Russian Federation, each employer must monitor the time spent at work by hired employees.

Read more about filling out the T-12 form in the material “Unified form No. T-12 - form and sample” .

Where is the T-12 form available for download?

You can download the time sheet - a simple form T-12 - on our portal.

Time sheet, form 0504421 (download form)

The working time sheet form 0504421 is also available for download on our website.

How are vacations indicated on the time sheet?

Unified forms for keeping records of employee visits at Russian enterprises T-12 and T-13 involve reflecting information about vacations using the codes given on the title page of form T-12.

These codes are presented in two varieties: alphabetic and digital. The use of both is equivalent. Moreover, the organization’s local regulations may also stipulate a certain mixed application option or involve the use of completely different codes. The employer also has the right to independently develop and use a report card form with symbols in it.

Let's see what designations apply to vacations.

Primary and additional leave

When an employee goes on regular paid leave, and the company uses the T-12 or T-13 form, the letter code OT or digital code 09 is recorded in the accounting table, which is given in the report card, for each day of the employee’s vacation.

If the rest is additional, then a different code is entered: OD (10).

Study and unpaid leave (administrative leave)

In the provisions of Art. 128 of the Labor Code of the Russian Federation, leave at the expense of the employee is divided into 2 types:

• provided by the employer voluntarily at the request of the employee - in this case, the DO code (16) is reflected in the timesheet;
• mandatory provided by the employer at the request of the employee - OZ code (17) is used.

Study leave also has 2 types according to labor legislation (Article 173 of the Labor Code of the Russian Federation):

• leave for study with preservation of earnings - reflected using code U (11);
• unpaid leave for passing entrance exams, sessions, state exams - is recorded in the report card using the UD code (13).

You can learn more about the legislative regulation of the provision of study leave in the article “Study leave under Article 173 of the Labor Code (nuances)”.

Maternity and child care leave

Maternity leave provided in accordance with Art. 255 of the Labor Code of the Russian Federation, is reflected in the report card using code P (14). Child care leave provided under Art. 256 of the Labor Code of the Russian Federation, is fixed using the coolant code (15).

A scenario is possible in which an employee on maternity leave will work part-time. If this is so, then when recording her visits in the report card, the “double” code I (01) and OZH (15) will be used. These codes can be specified in one cell of the timesheet using the “/” symbol (for example, Я/Ож or 01/15), or you can add an additional line to the timesheet form.

Theoretically, there can be three codes in one cell. For example, if an employee agreed to go on a business trip and worked a day off there. In this case, the table will write: K/RV/Coolant (06/03/15).

What to put on your report card if your vacation falls on a holiday

In accordance with Art. 120 of the Labor Code of the Russian Federation, non-working holidays falling during the period of the annual main or annual additional paid leave are not included in the number of calendar days of leave and are not taken into account.

Holidays established by regional legislation are also excluded from vacation (see Resolution of the Presidium of the Supreme Court of the Russian Federation dated December 21, 2011 No. 20-ПВ11).

It follows that holidays falling on vacation in the report card must be designated by code “B” or 26.

And if you want, you can set your own code for this. This was indicated by the Ministry of Labor in letter No. 14-2/B-370 dated April 27, 2017.

Results

The Russian legislator has introduced forms for monitoring the presence of employees at work, adapted for employers of any form (including companies - both private and public). Employers who are not government agencies have the right to use any form of appropriate accounting documents. However, the T-12 uniform continues to be one of the most comfortable.

Each company and entrepreneur acting as an employer, when using the labor of employees, must take into account their working hours. The legislation provides for the use of a special form for these purposes, called a working time sheet. The responsibility for filling it out lies with the responsible officials.

The Labor Code of the Russian Federation establishes that every employer, regardless of its form of ownership, must keep records of the hours worked by its employees. For the lack of timesheets, administrative penalties are provided for both the organization itself and its responsible employees.

A time sheet is a form that contains information about working days for each employee, as well as absences from work for good or bad reasons. It can be done in two ways:

1. All data on the presence or absence of employees is maintained daily.
2. Data is entered into the timesheet in case of deviation, i.e. in case of absence, no-show, lateness, etc.

Based on the information in this document, salaries are calculated for all company personnel. It allows you to monitor compliance with labor discipline, as well as the standard length of the working week, duration, and performance of duties on weekends.

The legislation establishes a 40-hour week for a five-day job, and a 36-hour week for a six-day job. With summarized accounting, the norm may be violated; the main requirement is that it correspond to a certain amount for the reporting period, for example, a quarter.

When a company receives an inspection from the labor inspectorate, the main document they request is a working time sheet. It is also the main source for generating statistical reporting on labor and personnel.

Procedure for using the report card

Timesheets are assigned to a specific employee, who is controlled by the head of his structural unit. Entries in the report card are made every day.

According to the norms of the law, a business entity has the right to use a form in form T-12 or form T-13, approved by Rosstat. The first option is used both for accounting for the period of work and for calculating wages. The second document can be used if working time is reflected automatically.

The company can also develop its own document taking into account existing needs. At the same time, it must contain a number of mandatory details. Personnel accounting programs contain unified forms.

Filling out the timesheet can be done manually or using a computer. In the latter case, all information is entered into the program, and the form itself is printed at the end of the month.

In this case, special designations are used in the report card. They are alphabetic and numeric. For example, an employee’s work within the normal range is reflected by the letter Y or code 01. The document is entered first with the code, and then with the duration of work. Ciphers cannot be used just like that; they must be filled out on the basis of supporting documents or otherwise.

The timesheet reflects all the time, including business trips, vacations, sick leave, etc. You can enter the code for the type of remuneration in the timesheet, which is a four-digit digital code. For example, code 2000 is used for salaries, 2010 for civil contracts, 2012 for vacation and compensation, 2300 for sick leave, etc.

The timesheet is closed on the last day of the month or the next day. The responsible person submits it to the head of the department for verification and signature, and then forwards it to the personnel department. The personnel service checks the information from the provided timesheet with documents on personnel. After this, the time sheet is sent to the accounting department for salary calculation.

It should be taken into account that the time sheet must be provided in two parts, of which the first half of the month is provided for calculating an advance salary, and the second half for calculating the full salary based on the results of the month worked.

The spent document is filed in special folders, and at the end of the year it is sent to the archive, where it can be stored for up to five years. If the company, in accordance with a special assessment, has harmful and dangerous working conditions, this form must be retained for up to 75 years.

Sample time sheet

Please note that for convenience and better information content of the example, we have slightly modified the timesheet - some lines have been removed and some have been added, but the general meaning has not been changed. At the end of the page you can download sample timesheets in Excel format.

You need to start filling out from the header of the document. Here the full name of the company and its code according to the OKPO directory are indicated, on the next line - for which structural unit this report card is being compiled.

Then the serial number of the document, the date of preparation, as well as the period it covers (usually a calendar month) are recorded.

After this, the main part of the document is filled out.

Column 1 - number in line order in this table

Columns 2 and 3 - Full name. employee, his position, assigned personnel number.

Column 4 is used to record the employee’s attendance or absence on a daily basis. For each day, two cells are allocated, one below the other - the top one contains a code designation, usually in the form of a letter or number, the bottom one contains the number of hours worked, or it can be left empty.

Basic codes for filling in attendance:

• I – if the employee has worked a full working day.
• K – if the employee is on a business trip.
• B – this code marks weekends and holidays.
• OT – when the employee is on basic annual paid leave.
• B – In case of employee illness (sick leave) or temporary disability.
• BEFORE - if the employee took leave without pay (at his own expense).
• P – leave provided to an employee on the occasion of pregnancy and childbirth.
• OJ – leave to care for a child under 3 years of age.
• NN - in the event of an employee’s failure to show up at the workplace for unknown reasons. You can either leave an empty space or indicate this code until the reason for absence is clarified; if they are valid, then you will need to enter a code corresponding to the reason.

Column 5 indicates how many days and hours were worked out for each half of the month - days on top, hours on bottom.

Column 6 indicates the same data, but for the whole month.

Columns 7-9 are used to indicate information intended for payroll calculation. If all employees included in the timesheet use the same wage code and corresponding account, then in the header of this table you need to fill in the corresponding columns of the same name. In this case, columns 7-8 directly in the employee’s line remain empty, and you only need to indicate data in column 9.

If during the month the codes and accounts of employees differ, then in column 7 the digital code corresponding to the required type of remuneration is indicated. Following this, in column 8 you need to enter the account number according to the Chart of Accounts, which corresponds to this type of payment. Column 9 indicates the number of days or hours that were worked according to the recorded type of payment.

Basic wage codes:

• 2000 – when paying wages under standard employment contracts and travel allowances.
• 2010 – in case of payment for labor under civil contracts.
• 2012 – if the employee is paid vacation pay.
• 2300 – when paying sick leave and temporary disability benefits.

In columns 10-13, information about the employee’s absence from the workplace is entered - here you need to indicate the code corresponding to the reason, as well as how many days or hours it applies to.

At the bottom of the timesheet on the left is the surname, position and personal signature of the person who filled it out. Opposite him on the right, the document is signed by the head of the department for which the report card was drawn up and the employee of the personnel department indicating their data. The date of signing by each of the responsible persons is indicated here.

Nuances

An additional sheet may be added to the main timesheet, which must be filled out for the employee upon his dismissal. At the end of the month, it is attached to the general time sheet, in which an entry is made for the retired employee “Dismissed”.

Employee absence from work

If an employee does not show up for work for an unknown reason, then in column 4 of the timesheet you need to enter the code “NN” or “30” - “Absence for unknown reasons.” After the employee confirms the reason for absence - sick leave, absenteeism, etc., corrections are made to the time sheet and the “NN” code is changed to the one corresponding to the reason for absence.

Illness while on vacation

If an employee fell ill while on annual leave and upon returning from it brought sick leave, in this case the indicated days of illness in the report card are marked with code (B) instead of the marked days of vacation (OT). In this case, the leave will be extended for the duration of the employee’s illness.

Celebration during vacation

If, in accordance with the production calendar, holidays fall during the vacation period, for example the May holiday, then these days are not included in the vacation - code (B) should be entered instead. The remaining days are also marked with the corresponding code (OT). So, for example, a vacation can fall on Russia Day if it is taken from June 11 to June 18. In this case, June 13 is marked with code (B).

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:

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, 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.