Rules for maintaining and registering employee working time logs. Overtime work log: sample filling Log of registration of employees at the workplace

A time log is used to record the arrival and departure of employees, as well as the time and reasons for absence from the workplace. Employers are required to monitor and record hours worked, but have the right to independently decide how to do this. Here is an example of an employee time log. The form of such a document is arbitrary.

In this article we will focus on filling out a log in which the employee’s arrival, departure and absence times are recorded daily. Most often, this document is used together with a time sheet, filling out a time sheet based on the journal.

Remember that on the basis of these documents, salaries, vacation pay, and travel allowances are calculated, so you need to fill them out very carefully.

Logging Procedure

Management can independently choose the method of recording the time worked by employees: determine which forms and forms to use for this. It is important to consolidate the established procedure in the accounting policy of the organization and strictly adhere to it.

The head of the company appoints a responsible person who will monitor compliance with labor regulations. In large organizations, responsible persons are appointed in each department. The duties of such an employee are fixed in the order or prescribed in the employment contract. The function can be assigned to any employee - the position does not matter.

You can record the arrival and departure of employees both on paper and electronically using special computer programs. Paper forms are sold in printing houses, or you can easily print out the pages and design them yourself. If the organization’s policy stipulates the maintenance of such a form as a primary accounting document, then the requirements for its correct execution must be met. This means that the account book needs to be stitched, numbered, certified with the signature of the manager and the ends of the lacing sealed. When a document is stitched and numbered, this protects it from data corruption - no one will be able to delete or replace sheets.

When filling out accounting registers and forms, you cannot mask errors with a proofreader. The incorrect entry is crossed out, the correct one is entered below, certified by the signature of the responsible employee.

Typically, a log of working hours and business trips includes:

serial number of the record;
calendar date;
Full name of the employee;
time of arrival at work;
care time;
employee signature;
information about business trips - time of departure, arrival, purpose.

The Labor Code obliges employers to record all hours worked by all their employees; usually, a time sheet is used for this purpose. But in some companies, in addition to this, they also create a journal for recording working hours.

General information about employee time logs

The concept and obligation of maintaining

The main difference between a timesheet and a timesheet is that the latter takes into account the number of hours worked, while the journal records the time the employee arrived and left. The legislation does not oblige the administration of the enterprise to conduct it without fail, so it is decided by the employer himself.

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

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

Its purpose

Journaling has several purposes:

Keeping track of employees' arrival and departure times;
Accounting for lateness and leaving work before the set time;
Motivating employees to comply with work schedules;
Absence of an employee from the enterprise full time;
Accounting for hours worked that differ from the normal norm: overtime, irregular work schedule, work on holidays and weekends.

At the end of the month, based on the results recorded in the journal, time sheets will be drawn up, or the timekeeper will simply check with it.

Form

This magazine does not have a unified or recommended form, so each company develops it independently in accordance with its needs. The log may include the following information:

Full name of the employee;
Job title and structural unit;
Time of appearance at work;
Time to leave work;
Number of hours worked;
Coming to the workplace on weekends and holidays, engaging in overtime work;
The reason for attracting employees to work above established standards;
Signature of the employee and the person in charge confirming the accuracy of the information.

The journal can reflect all the information at once, or you can create several journals intended for different cases:

General Journal;
A journal that takes into account overtime working hours;
Journal for positions with a shift schedule;
A journal for recording hours worked for positions with irregular work schedules;
A journal for recording the hours worked of certain categories of employees of the enterprise.

Order for maintenance

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

Then the following order is issued, directly introducing the magazine into action. It is drawn up in free form and contains the following information in detail:

Procedure for using the magazine;
Responsible for its maintenance;
The obligation of employees to report to the responsible employee for marking.

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

Document preparation

When registering a working time log, you must follow the rules for registering all other logs maintained at the enterprise - in accordance with the rules for preparing such documents.

Example graph of the main section of a magazine

Requirements

The requirements for registering the working hours of employees in a company are as follows:

The name of the magazine should appear on the cover;
The title page must also indicate the department to which the journal belongs;
Here you must indicate the start date of making entries in the journal. And after the last entry is made, the end date for journaling is set;
The person responsible for maintaining the document is indicated on the last flyleaf.

The time sheet and its maintenance are described in this video:

Filling

The log is filled out by the responsible employee; all data must be entered strictly in the columns intended for them. If a signature box is provided, the employee signing must be familiar with the entry.

Only the employee responsible for its maintenance should have access to the log.

You can download the journal form for free.

Sample of filling out a working time log

General rules

When maintaining a journal, you must adhere to the following rules:

Entries in the journal should only be made in pen; there should be no entries made in pencil;
If there is a need to correct an entry, the incorrect one is crossed out and the correct option is written on top. You should not use a concealer;
All entries must be made in such a way that they are written legibly and accurately;
All entries must be in a row, there should be no empty lines.

Nuances for special professions

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

Frequency of filling

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

Stitching

The accounting journal must be prepared like all other journals, that is, numbered and stitched. The numbering must be continuous, starting from the first sheet. Then the magazine is stitched, and the firmware is sealed with a rectangle of paper, which indicates the number of sheets stitched.

Responsible for maintaining

The employee who will be responsible for maintaining the journal is appointed by the manager. Most often, all this responsibility is assigned to the following positions:

A security guard or watchman at the entrance to the territory of an enterprise or building;
Secretary in charge of the organization's records management;
HR department employee.

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

Shelf life

Since the employee working time log is not included in the list of mandatory documentation, specific storage periods for it are not defined. Based on the fact that the journal is the primary document for drawing up the time sheet, the storage periods for these documents should be equal.

What is a working time log, what is its difference from a time sheet, is it needed at the enterprise? Read about how to draw up this document according to the rules of office work and how to maintain it. Download the finished sample

From this article you will learn:

Why do you need a time log?

When the number of workers at an enterprise is large and department heads are not able to control the timely appearance of each employee at the workplace, the time of their arrival and departure is recorded in the working time book. Such a log serves as a document on the basis of which a time sheet can be filled out, recording the number of hours worked per day.

It can also be used for the following purposes:

Recording late arrivals and leaving work early.
Labor accounting for employees with irregular working hours.
Involving employees in overtime work.

The document can be maintained simultaneously for all of the above cases, or reflect information on each separately.

Registration of a working time log

The book is formatted as follows:

All sheets must be numbered consecutively.
When registering manually, firmware is required ().
A seal is placed on the last page, certified by the signature of the responsible person or manager and a seal.

In addition, the following information must be indicated on the title page:

The full name of the organization; if the notebook is kept separately for each structural unit, then add its name.
Start date of maintenance.
Last entry date.
Full name and position of the person responsible for maintaining the document.

If it is impossible to single out one person in charge, for example, the records are kept by the security guard on duty, then you can only indicate the position.

How to count working hours

There are several ways to keep records:

Manually.
Filling out individual forms on the computer, and at the end of the reporting period, printing and generating the document.
Keeping records using special programs that control the time of arrival and departure of employees.

Electronic time log allows you to avoid maintaining a paper version, since all data is stored in the program’s memory and at any time you can make a printout for an individual date, or for an individual employee.

The book can be filled out in two ways:

All lines are completely filled out by the employee responsible for maintenance, and the employee only signs that the record is accurate;
Each employee fills out the line, and the controller only certifies the entry with his signature.

In any case, adhere to the following rules:

All records should be kept in pen only.
They must be legibly written.
If there is a need for correction, it is better not to use a proofreader, but to cross out the incorrect inscription with one line and put the correct information on top.
There should be no empty lines between entries; in extreme cases, they should be filled in with a long dash.

All these nuances can play a role during an audit, or if disagreements arise about the reliability of the recorded information.

Who should lead

The person responsible for maintaining the working time book is appointed by the manager. If one log is kept for all employees, then, as a rule, it is filled out by the watchman or security guard at the entrance.

You can also keep separate records for each structural unit, then several books are created, and responsibility for filling them out is assigned to managers or certain employees are appointed.

If the organization is small, then management can be entrusted to a personnel officer or secretary, and all employees are required to come to them for check-ins.

Advantages and disadvantages

The advantages include:

Accuracy of information.
Possibility of recording all delays.
Ability to track overtime and overtime.
Motivating employees not to disrupt their workday routine.

But there are also several disadvantages:

It is necessary to allocate a responsible employee.
High cost of special programs.
In order to be able to reflect each delay on the timesheet, it is necessary to have, in addition to the book data, at least an explanatory note from the employee.
It is not always possible to accurately reflect the reason for the employee’s delay (asked for time off, was delayed for work reasons, being on sick leave).

According to Article 91 of the Labor Code, the employer must keep records of the working time worked by the employee. Accounting is carried out in a form that is approved in the company’s accounting policy for accounting purposes. To do this, use the form of a time sheet, or as it is also called a time log. The working time log is a kind of act confirming the responsible performance by the employee of his duties. You can keep a log using unified forms approved by the State Statistics Committee of Russia. However, it is also possible to independently develop forms for recording working hours.

Order on the working time log

The journal is compiled in one copy per month for all employees. It is compiled by an authorized person - for example, a personnel manager. If the responsibility was not specified for the responsible employee in the employment contract, then you can appoint a responsible employee for maintaining a log of working hours by a separate order. In addition, the report card must be signed:

head of a company or structural unit of an organization;
HR department employee or other authorized official.

Registration requirements

Depending on which accounting forms you decide to use, you will either determine the procedure for filling them out yourself, or you will be guided by the instructions for filling them out developed by the State Statistics Committee of Russia.

The topic of working time tracking in an organization is very important. If you decide to use unified forms, the journal must be compiled in the form:

time sheet and calculation of wages (unified form No. T 12);
or a time sheet (unified form No. T 13).

The employer must independently choose which form he will use to record working hours. Unified forms No. T-12 and No. T-13 are used:

to record the time actually worked by each employee of the company;
to maintain discipline - control the working hours established in the company;
to obtain reliable data on the time worked by employees;
for accurate and reliable calculation of wages;
for compiling statistical reporting on labor.

Procedure for filling out the journal

The unified form T12 is a popular form for keeping track of working hours. This form can also be used as a document for calculating employee salaries. Instructions for filling out and using the working time log in form No. T 12 were approved by Resolution of the State Statistics Committee of Russia No. 1 of January 5, 2004.

The working time log in form No. T-12 consists of 2 sections:

Section 1 “Working Time Accounting”;
Section 2 “Payment payments to personnel”.

If the employer keeps separate records of working time and calculation of wages, then he may not fill out section 2. In this case, Section 1 will be applied as an independent document.

You must sign the document on the last day of the month for which it is drawn up. If this day falls on a weekend, you can sign on the first working day after the weekend. After the document is drawn up and signed, it is transferred to the accounting department.

Unified uniform T-12. Sample filling

Is it possible to download a program for tracking employee working hours and simplify filling out the log? Yes, you can keep a working time log in a special personnel program or in Excel, and then download the working time table, print it and sign it.

Recording working hours during irregular working hours

Man-days and man-hours are the basic units of working time. In addition, there are larger units of working time: person-month and person-year. The normal length of a working week, according to Labor Law, is 40 hours.

To record working hours during irregular working hours, the following methods exist:

take into account work time outside the normal (40 hours) working day directly in the working time log;
maintain a separate document for recording time for employees who perform duties during irregular working hours: note in it the time worked by the employee, including during irregular working hours.

Hours worked during an irregular day of more than normal duration can be noted directly in the time log. But at the same time, it is necessary to have confirmation that they are not worked overtime and are not subject to payment. In particular, confirmation may be an order to engage an employee to work irregular working hours.

Download the form of the unified form T 12

Despite the fact that an irregular schedule is not paid additionally, it still needs to be taken into account. In this article, you will learn what the features of an irregular work schedule are, whether it is necessary to keep a log of irregular working hours, and how to do it correctly using a sample log.

From this article you will learn:

features of an irregular schedule;
how additional hours worked are recorded;
why do you need a journal for recording irregular work schedules;
How to correctly fill out an irregular schedule logbook.

How to properly keep a log of irregular working hours

At times in production there is a need to involve employees in irregular work schedules. This is the case when an employee works more hours per day than established by standard rules. Since this type of work does not constitute overtime hours, it is generally not paid additionally. But this does not mean that there is no need to keep records of additional hours worked, since this will not affect anything. This is wrong. First of all, this may affect additional days of vacation. This is why it is so important to keep records of all hours worked in excess of the established time.

Features of an irregular work schedule

First, let's define what an irregular schedule is and how it differs from the main one. As we have already said, the most important thing is to distinguish overtime from irregular hours. If the employer does not reflect the likelihood of the employee being involved in such a schedule in the employment contract, then any hours worked in excess of the norm will be considered overtime and paid at double the rate. If the employer takes this point into account, then the additional hours worked will not be paid additionally, since by signing the contract, the employee will agree in advance with such conditions.

Despite the fact that an irregular schedule is not paid additionally, compensation for it is still provided in the form of additional days of vacation. As a rule, the number of additional days depends on the decision of the manager and the complexity of the work.

If, in the terms of the employment contract irregular work schedule is not provided, the manager cannot violate the conditions. And if there is an urgent need, an additional agreement must be signed.

After you have understood all the nuances, you need to figure out how to take into account all these additional hours worked, on the basis of which additional days for vacation will be provided.

As a rule, in all organizations, a working time log is kept to record additional hours worked, business trips, and overtime. Such a log is also used when recording hours of work during irregular work schedules.

Filling out the irregular working time log

The working time log allows you to monitor the employee’s activities and it is from it that you can determine the actual time worked by the employee. This is necessary to ensure that the limit of possible hours of work per week is not exceeded, which will be considered a violation.

The employee must comply with internal regulations. If an employee needs to be absent for one reason or another, he notifies him in advance, and a note about the missed hours is indicated in the logbook.

In practice, the issue of accounting for an irregular schedule causes many problems, since in addition to the main time worked, it is also necessary to take into account additional hours that are not additionally paid. It is important not to get confused in all these nuances.

The method of management is regulated by internal documents approved by the manager.

Sample journal for recording irregular working hours

In some cases, to record time worked, time sheets are used, which are compiled in one copy and signed by the manager and the person in charge. But most often it is the log of irregular working hours that is kept.

The log must include the following information:

name of the organization and name of the document, in this case “magazine”;
Next comes a table with several columns. The first column indicates the number in order;
FULL NAME. employee and name of the structural unit;
Personnel Number;
a description of the employer’s instructions indicating the reason for the employee’s additional work;
the date when the employee will need to start work;
the time at which the employee will need to start working beyond the established schedule and the end time;
the total length of time worked per working day.

So, as we have already said, the most important thing for the employer is to correctly formalize the relationship with the employee in order to avoid problems with supervisory authorities and inspections.