Work schedule form t 13 in Excel. Filling out the timesheet: an important document for calculating payroll. Rules for filling out the timesheet

The time sheet is the main document containing information on the number of attendances and absenteeism for each employee of the company. It is transferred to the accounting department. And based on the data, wages are calculated and accrued.

The law provides for 2 unified timesheet forms: T-12 - for manual filling; T-13 - for automatic control of actually worked time (through the turnstile).

The data is entered every business day. At the end of the month, the total is calculated for the attendance and absenteeism of each employee. Formation of the report can be simplified by automating the filling of some cells using Excel. Let's see how.

Filling the input data with Excel functions

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

Download timesheet:

In the header of the 2nd page of the form (for example, T-13), fill in the name of the organization and structural unit. So, as in the constituent documents.

We register the document number manually. In the "Compilation date" column, set the function TODAY. To do this, select a cell. In the list of functions, find the desired one and click OK 2 times.

In the column "Reporting period" we indicate the first and last day of the reporting month.

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

Red field - dates. On the green field, put down ones if the day is a day off. In cell T2 we put one if the timesheet is drawn up for a full month.

Now let's determine how many working days in a month. We do this on the operational field. In the desired cell, insert the formula \u003d COUNTIF (D3: R4; ""). The COUNTIF function counts the number of nonblank cells in the range specified in parentheses.

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

Automating timesheets with formulas

The first sheet of the form contains symbols for the accounting of working hours, numbers and letters. The point of automation by means of Excel is that the number of hours is displayed when the designation is introduced.

For example, let's take the following options:

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

Let's use the "Select" function first. It will allow you to set the desired value in the cell. At this stage, we need a calendar that was compiled in the Operator Field. If there is a day off on some date, "B" appears in the report card. The worker is "I". Example: \u003d CHOICE (D $ 3 + 1; "I"; "B"). It is enough to enter the formula in one cell. Then "hook" it to the lower right corner and hold it along the entire line. It turns out like this:

Now we will make sure that people have G8s on safe days. Let's use the "If" function. Select the first cell in the row under the legend. "Insert function" - "If". Function arguments: logical expression - the address of the transformed cell (cell above) \u003d "B". "If true" - "" or "0". If this day is really a day off - 0 working hours. "If false" - 8 (without quotes). Example: \u003d IF (AW24 \u003d "B"; ""; 8). We "grab" the lower right corner of the cell with the formula and multiply it over the entire row. It turns out like this:

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

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

Let's count the number of working hours. There are two ways. Using the "Sum" function - simple, but not effective enough. More difficult, but more reliable - using the COUNTIF function. Example formula: ... Where AW25: DA25 is the range, the first and last cells of the series with the number of hours. The criterion for the working day ("I") - "\u003d 8". For a business trip - "\u003d K" (in our example, 10 hours are paid). Result after entering the formula.

To record and the presence of employees of an organization or an entrepreneur in production, a time sheet in the form of T-13 is used daily, and in their absence, the reason is established, which is also reflected in the document. Used by employees of the personnel department or accounting based on the data on the presence of employees, submitted by the manager. Below are the forms for downloading.

The time sheet is one of the main documents on the basis of which the wages of employees are formed, especially those from whom it is charged for the hours actually worked. The document records information about the presence of employees at work, business trips, vacations, sick leave, including the fact of absence at the workplace and absenteeism.

On a good timetable, you need to draw up and submit to the accounting department 2 times a month, one for the first half of the month for the advance payment, and the other for calculating the main part. Not everyone does this, but there are still subtleties when calculating an advance, even if the salary is calculated based on the actual hours worked.

Timesheet template for download in eksel

Filling out the form

The time sheet is kept by an authorized person and submitted to the accounting department. There are two ways to fill:

• Option number 1 - The sheet is filled in daily, it contains all the attendance and non-attendance of employees.
• Option # 2 - Only deviations from the norm are filled in, i.e. only absences, delays, etc. are recorded.

Table of main codes for filling out the timesheet form

Basic pay codes

• 2000 is put in the case of payment of wages and travel allowances.
• 2012 - upon payment of vacation pay.
• 2030 - sick leave payment.

Read also:

Sample 2015 Business Travel Regulations

Time sheet form T-13 sample filling

You will not have any particular difficulties when filling out the timesheet, it is very simple, you just need to know the codes and data of the employee. This is done as in the example, which is filled in according to Option No. 1, Option No. 2 will be written as well, only the attendance codes will not be put down, instead of them there are empty cells, weekends and deviations are filled, and also the amount of time worked.

In column 1, the ordinal number of the record is put down, and in column 2 - the full name of the employee and his position.

In column 3, the personnel number is entered.

In column 4, data is entered for the month, using letter codes for each employee. To do this, an alphabetic code is put in the upper cell, and the amount of time worked in the lower cell, with a 5/2 schedule, will be an 8-hour working day. The calculation is done for the first half of the month and for the second, the data is recorded in Column 5, and the totals - in Column 6.

Columns 7-9 are necessary to enter data on the basis of which wages are calculated correctly.

In column 7, the payment code is entered, in column 8 - the accounting account, which reflects the costs of wages, in this case account 44 is indicated, but there may be other accounts, depending on the cost allocation system.

In columns 10-13, data on the employee's absence is entered.

Possible non-standard situations when filling out the form

Vacation sickness

If the employee was sick during the period of the annual registration leave and brought a sick leave, then it is necessary to put down in the report card (B) for the indicated days instead of vacation (OT), and the vacation is extended for the period of sick leave.

If the employee did not return from vacation, but fell ill, then on the days of his absence, it is temporarily put (NN), and upon presentation of supporting documents, it changes to (B).

Registration of holidays during the employee's vacation

If an employee takes a vacation, and during that period, in accordance with the production calendar, holidays, then it is necessary to put (B) on a holiday. For example, if an employee is on vacation from June 10 to 17, and June 12 is a public holiday, we replace the code (OT) on that day with (B). Such a day will not be included in the paid vacation period.

The Labor Code of the Russian Federation (Article 91) establishes the obligation of the employer to keep records of the time worked by employees. To do this, there are unified forms of the time sheet for 2019 (TURV), approved by the Resolution of the State Statistics Committee of 01/05/2004 No. 1. The use of these forms is not mandatory, so the employer can develop his own. Form No. T-13 is used most often, as it is used in the automated processing of credentials. Below is the 2019 time sheet form.

Order of the Ministry of Finance of the Russian Federation of March 30, 2015 No. 52n approved the OKUD 0504421 form for use by state authorities (state bodies), local self-government bodies, governing bodies of state extra-budgetary funds, state (municipal) institutions. The same order determined the procedure for its filling and application. We offer you to choose a suitable one and download a timesheet (simple form).

Form T-12

Form T-13

Form OKUD 0504421

How to record hours worked

For any length of the working day, regardless of the established modes, the working time can be reflected in the accounting table in two ways:

• by the method of continuous registration of attendance and non-attendance at work;
• by registering only deviations (no shows, overtime, etc.).

If the duration of the working day (shift) is unchanged, only deviations can be registered, since the terms of the employment contract or internal labor regulations determine the number of working hours for each day of work.

In the case when the number of hours worked on different days (shifts) may be different, for example, in the summarized accounting of hours worked, the method of continuous registration should be used. This will make it possible, after the end of the accounting period, to identify possible overtime work, as well as to adjust the further involvement of the employee in work within the limits of the duration of hours worked established for this category.

Notes in the time sheet about the reasons for not showing up for work, part-time work or at the initiative of an employee or employer, reduced working hours, etc. are made on the basis of properly drawn up documents (certificate of incapacity for work, certificate of fulfillment of state or public duties , written warning about a simple, application for a combination of jobs, written consent of the employee in cases established by law, etc.).

How to fill out the calendar (timesheet) of working hours for 2019

When drawing up, it is necessary to be guided by the Instructions for the application and filling out of the forms of primary accounting documentation for accounting for labor and its payment, approved by the Resolution of the State Statistics Committee of Russia dated 05.01.2004 No. 1 (hereinafter - Instructions). In this case, they are used. So, when reflecting the amount of time worked, an alphabetic (Y) or digital (01) code is put in front of the employee's surname, and the duration of work is indicated in the lower lines. If the work according to the schedule falls at night, then it is possible to supplement the form with columns to indicate the necessary details.

Example of filling out the OKUD 0504421 form

Who fills out the timesheet

The time sheet, the blank form of which you could download above, is completed by an authorized person. If TURV is conducted separately for each division of the organization, then it is advisable, when appointing a responsible person, to issue an order in which to indicate the position, last name, first name, patronymic of the employee responsible for drawing up the timesheet for each structural unit, and the person who replaces him during his absence.

Sample order for the appointment of a person in charge

Weekends and holidays in the report card for 2019

They are reflected in accordance with, where all established holidays and their postponements are taken into account in accordance with Government Decisions. Days off for different categories of employees vary depending on the work schedule set for them. The weekend accounting code in the document can be different. It depends on how the organization pays for these days, and on what basis they are provided.

The day off in accordance with the employee's schedule is indicated by an alphabetic (B) or numeric (26) code. It does not affect the established wages.

If, on the initiative of the company, employees receive an additional day off, and the company reduces their work rate per month, then the employees receive a full salary, and these days are not paid by the company. For such days, the report card provides an alphabetic (B) or numeric (26) code.

Another case when the company establishes an additional day off - employees leave for the weekend, and the company pays for these days on average. It turns out that for the days worked, workers receive a salary, and for an additional paid weekend - an average salary. For such a case, the report card provides an alphabetic (OB) or numeric (27) code.

Time sheet retention period

Such a record table is a document on personnel relating to the organization of labor, for which Art. 22.1 of the Law on Archival Affairs, a special storage period is established, namely:

• five years from the end of the year in which it was drawn up, if only those employees who work in normal working conditions were taken into account in the report card;
• 50 years from the date of drawing up the TURV, if it took into account the work of employees engaged in harmful or hazardous work.

Accounting and taxes

Based on the data specified in the table, the accounting department calculates wages and various benefits. Also, these data affect the payment of taxes. Let's pay attention to the main risks.

When passing tax audits, including for income tax, the company must provide reliable data on the number of days worked and hours worked by each employee in order to confirm the correctness of the charges. If violations are found, the amount of income tax indicated in the reports will be recognized as incorrect, which will entail the imposition of penalties.

From the employee's earnings, the organization, as a tax agent, must find out whether this person is a tax resident of the Russian Federation in order to use the correct tax rate in the calculation. It is the report card that will be able to confirm the actual location of the employee in the country. This feature should be especially taken into account by those employers who send employees on business trips to Belarus or Kazakhstan, because when crossing these borders, no marks are made in the citizen's passport. If a disputable situation arises, the company will be able to prove that it applied the correct rate, withheld and accrued personal income tax in full.

Correct filling of the time sheet guarantees the company the ability of the FSS to deduct the costs of sick leave, because it will not be possible to officially confirm the number of days worked, which are extremely important in calculating these amounts.

Every organization must keep records of the availability of employees at their workplaces on a daily basis; for this, the personnel department uses a unified form of a timesheet in the form of T-13. It allows you to record their presence, lateness and absence, the reasons for which may arise for various reasons, both valid and not valid. Based on the data sheet at the end of the month, the accounting department calculates the wages of employees, especially those employees whose wages are formed based on the time they are at the workplace.

The timesheet plays an important role in the work of the enterprise, from recording the attendance of employees at the workplace, to calculating their wages. For each event, a special code has been entered, which can reflect the time of the working day, illness, business trip, vacation, including tardiness and absence of an employee at work. In addition, this document allows you to track the norms of the work week and make certain adjustments to the workflow.

So, based on the data sheet, the manager can make certain decisions to change the employee's working week, if overwork occurs, this can quite often occur with a floating schedule or replacement of a sick employee. Also, on the basis of the data sheet, you can make a decision, both on bonuses and incentives for an employee, and on de-bonuses and imposing a penalty.

Please note that the first part of the timesheet, for the first half of the month, is provided to the accounting department for calculating the advance payment for wages, and on the basis of a fully completed timesheet, a full calculation of wages is made.

Sample time sheet filling

The report card can be filled in in two ways, you should choose the one that will be most convenient and understandable:

1. Data is entered daily - the form contains data on the attendance of employees to work and non-attendance, if such a fact was discovered.
2. Data are entered into the form only in case of deviations from the standardized values, for example, if an employee suddenly does not come to work, in this case his absence is noted.

Legend in the timesheet

Wage type code in the timesheet

• Salary and travel allowances - 2000
• Remuneration to employees under civil contracts (excluding royalties) - 2010
• Holiday pay - 2012
• Payment for temporary incapacity for work - 2300

Form t-13 sample filling

Filling out the timesheet is not particularly difficult, for this you choose a convenient accounting option for you and put down the appropriate data and codes:

• AT "Column 1" it is necessary to indicate the next serial number.
• AT "Column 2" - personal data for each employee of the organization, in accordance with, position and full name.
• "Column 3" contains the employee's personnel number.
• AT "Column 4" using letter codes for each employee, data for each day of the slave is entered, in the upper cell the corresponding code, and in the lower cell the duration of the employee is indicated. So if the 5/2 schedule is set, then the working day is 8 hours, and the working day with the 2/2 schedule will be 11 hours. Data for the first half of the month and for the second are entered in separate columns. Above - for the first, and below for the second half. When overwork occurs, the employer must compensate the employee for the overworked time either in cash or with time off.
• AT "Column 5" The total hours worked are indicated separately for the first half, and separately for the second half of the month.
• "Column 6" contains the total value of the hours worked (the sum of column 5).
• AT "Column 7" data on the wage code is entered.
• "Box 8" contains data about the accounting account to reflect the cost of wages.
• Columns 10-13 are used to account for employee absenteeism, indicating the appropriate code and number of days.

Non-standard situations

Unpaid leave

According to the legislation, the following types of such vacations can be distinguished:

• For family reasons - "DO"
• Leave without pay, provided in accordance with the Labor Code of the Russian Federation, for example, on the occasion of a wedding - "OZ"
• Based on a decision on a collective agreement or on an industry decision - "DB"

If there are holidays during the vacation

If there are holidays during the allotted vacation, in accordance with the production calendar for the current year, such are not marked with the code “B”. So, for example, if an employee went on vacation from June 9 to June 16, and during this period there is a public holiday on June 12, then instead of the code (OT) it is necessary to write the “B” code. This day is not included in the paid vacation period.

Sickness during annual leave

If during the vacation the employee suffered an illness and provided a sick leave in confirmation, then instead of the “OT” code, it is necessary to write down the “B” code, in accordance with the sick leave. In this case, the vacation will be extended during the illness.

Unified form T-13 is a document that can be used as one of the options for maintaining a timesheet. Consider what are its features and where to find this form.

When form T-13 is applied

Each employer is obliged to keep records of the working time of its employees (Article 91 of the Labor Code of the Russian Federation). He can use for this any form suitable for the peculiarities of the mode of his work, including the form developed by him.

There are 2 forms, approved by one resolution of the State Statistics Committee, which can be used for the purpose of recording hours worked either unchanged or in a modified form:

• Form T-12, the 1st section of which is built as a timesheet.
• Form T-13, which, in fact, is called the time sheet.

Form T-13 is approved by the decree of the State Statistics Committee of the Russian Federation dated 05.01.2004 No. 1. You can download it on our website.

Tables of the 1st section of the T-12 form and the T-13 form are very similar, but there are also differences:

• The data on the days of the month, related to a specific employee, in the T-12 form are arranged in a horizontal direction sequentially from the first to the last day. In the T-13 form, they are divided into 2 parts (half a month), which are one under the other.
• Taking into account the fact that for each day, in addition to the number of hours worked, the reason for the presence or absence of the employee at work is indicated, due to the peculiarities of constructing tables in the T-12 form, each person has 2 lines, and in the T-13 form - 4 lines.
• In the final part of the table of the T-13 form, there are columns that are absent in the T-12 form. They reflect the codes of wage types and the corresponding accounting account on which the accrued wages will be taken into account.

Any of these forms can be used. The determining factor is the very fact of its presence. Correct payroll calculation is impossible without a reliable timesheet.

Approval of the procedure for maintaining the T-13 form

The procedure for filling out the T-13 form may have its own nuances for each specific employer, so it is advisable to fix it in the appropriate document (instructions or manual). Reflections in it will require the following points:

• Appointment of the person responsible (or responsible) for keeping the timesheet.
• The need to maintain separate timesheets for departments.
• Approval of additional codes for exits or absenteeism.
• Approval of the order of reflection of data in the report card: all facts of presence / absence or only absenteeism.
• Determination of the order of reflection of data on exits / failures in difficult or non-standard situations.

Filling out the T-13 form

The heading part of the T-13 form contains information about the employer (name, OKPO code, department name), the number and date of the document, the period for which it was drawn up.

The basis for entering an employee in the timesheet is an order for his employment, and for exclusion - an order for dismissal. Data on the full name of each employee is indicated in full. All reasons for absence must be documented.

When filling in the data for a specific person in the 1st top and 3rd from the top lines, an alphabetic or numeric code indicates the reason for the presence / absence, and in the lines below them (2nd and 4th) - the number of hours worked. For data on absence in the lines allocated for the number of hours, either zero is put down, or nothing is set. Extra days for a particular month are crossed out with an "X". Weekends are marked with the letter "B". The length of a normal working day indicated in the timesheet must correspond to the number of hours established in the employee's employment contract or determined by law (for example, for shortened pre-holiday days). The duration of overtime work is established by order of the employer.

For types of absences accounted for in calendar days (vacation, sick leave), the mark is affixed in a continuous way, i.e. including on weekends. Departure / arrival on a business trip day off is marked as a business trip day.

You can download a sample of filling out the T-13 form for an 8-hour workday with a 40-hour work week on our website.

In this example, a weekend job is taking place. It is carried out by order of the head with the consent of the employee. The order must indicate how this day will be paid: either in a double amount (Article 153 of the Labor Code of the Russian Federation), or by providing time off on a working day.

Where to get the codes for the T-13 form

The most commonly used attendance / absence codes (alphabetic and numeric) are located on the 1st sheet of the T-12 form. If necessary, you can develop additions to them or your own table of such codes.

For the purpose of data comparability, it is wiser to use the codes given in Appendix 1 to the order of the Federal Tax Service of Russia dated September 10, 2015 No. ММВ-7- eleven/ [email protected] Codes from this application are used when filling out the 2-NDFL form.