IMPORTANT!
In connection with the situation with COVID-19 and the publication of Presidential Decree No. 206 of March 25, 2020 “On declaring non-working days in the Russian Federation,” the employer is obliged to provide employees with paid days off. If it is possible to switch to remote work and the employee does not mind, then an agreement must be concluded. If there is no opportunity to work remotely, and the employer forces you to write an application for leave at his own expense, he is breaking the law, the employee has the right to complain to the State Labor Inspectorate.
Some businesses or services, such as lifeguards, operate 24 hours a day, seven days a week. This approach is objectively necessary and socially significant. For commercial enterprises, this option of using the working time of their employees is also sometimes justified. For example, the property of an enterprise requires 24-hour security.
What is a shift schedule
IMPORTANT!
If your organization is operating during the quarantine period and employees are actually present at their places, then there is no need to make changes to the schedule. If the organization is not a continuous cycle enterprise or serving the population, then employees must stay at home in accordance with the presidential decree. The period of non-working days is subject to payment. In this case, the shift schedule does not need to be changed, the work is simply not performed, and the working time sheet will have to be filled out after the fact. Until now, HR specialists have not reached a consensus on what code to put on the report card. Some put code B (day off), some put code I (appearance). According to the editors, enterprises should develop and approve a separate code for this case, for example OND, so that there is no confusion in the future.
A standard daily work schedule for the entire team is not always beneficial for both the employer and the employees themselves. To ensure continuity of the production process, optimize the use of equipment and obtain maximum production volume, shift work is required in some cases. Typically, two-, three-, or four-shift schedules are established. For each shift, strict time frames are determined.
What is a shift work schedule?
Shift work involves work in 2–4 shifts and is introduced at the enterprise when the time frame of the labor process is wider than the daily norm allowed by the legislator or it is necessary to increase production volumes and effective use of equipment (Article 103 of the Labor Code of the Russian Federation).
Employees work in shifts in accordance with the approved schedule, with which they must be familiarized in advance.
Working hours during a shift schedule can be recorded in two ways:
- Weekly - in this case, the norm for the duration of the working week established by the legislator must be observed (40 hours as a general rule or another amount in cases provided for by the Labor Code of the Russian Federation). Daily time frames are regulated by the shift schedule. Overtime can only be calculated at the end of the week.
- Summarized - we will talk about this method of accounting below.
When to use
Most often, shift work mode is used when equipment downtime causes serious damage to the enterprise. If the work requires attentiveness, regular rotation of groups of workers is essential. This allows us to maintain quality at a high level, reduces the risk of industrial injuries and increases production volumes.
Shift work is also common in institutions providing emergency assistance: doctors, emergency workers, gas and fire services, police officers. At the same time, it is quite common, for example, for guards to have a shift work schedule.
Number of shifts and workers in them
If we talk about the time period of one shift, then the range of options ranges from 3 to 12 hours in one day. The number of shifts is set by the management of the enterprise and is determined by the specifics of the production process and the degree of workload. The shift schedule (can be found online, for example, in our article “Working time schedule”) is applied year-round or seasonally - during periods of increased demand for certain products. Social services operate in this mode all year round.
The number of workers on each shift is not limited. When drawing up the next shift schedule for 2021, the employer is obliged to take into account the opinion of the trade union and formalize the document as an annex to the collective agreement.
The updated work schedule (Article 103 of the Labor Code of the Russian Federation) is brought to the attention of each employee at least a month before implementation. The Labor Code categorically prohibits scheduling two or more shifts in a row for the same group of workers.
Rest during the daily work schedule according to the Labor Code of the Russian Federation
The rest period is the time during which the worker is relieved from performing his official duties (Article 106 of the Labor Code of the Russian Federation).
In Art. 107 of the Labor Code of the Russian Federation lists the following types of recreation:
- breaks within the working day;
- rest between shifts;
- weekends and holidays;
- vacation period.
Let's look at each of them in more detail:
- For rest and food for the worker, in accordance with Art. 108 of the Labor Code of the Russian Federation, there is a daily break of 30 minutes to 2 hours, which is not counted towards working hours. If, due to working conditions, it is impossible to create conditions for taking a break, conditions for rest and nutrition at work should be provided. Naturally, daily work does not imply pauses in work - accordingly, workers with such a schedule have the right to rest and eat food during working hours. In this case, breaks are included in the timesheet and paid. Rest time should be established in the labor regulations and contain 3 periods of time during which employees can rest and eat (based on the fact that one break is provided for an 8-hour shift).
In addition, according to Part 1 of Art. 109 of the Labor Code of the Russian Federation and the letter of Rostrud dated April 11, 2012 No. PG/2181-6-1, daily workers are entitled to special breaks (for example, for sleep). They are also established by local acts adopted in the organization.
- Inter-shift rest is provided to daily workers according to a schedule - accordingly, their reporting to work on official all-Russian weekends and holidays is mandatory.
- Rest in the form of vacation is provided to daily workers in the general manner, in accordance with the vacation schedule pre-approved by the management of the organization.
Schedule generation process
The number of shifts, employees in them and the transition of employees from one shift to another are regulated by the shift schedule. When working at night, the shift is reduced by one hour. Some employees are allowed to work on night shifts only with their written consent. These categories include:
- young mothers whose children have not reached the age of three;
- disabled people or their parents (until they reach the age of majority);
- caregivers;
- single mothers or fathers and guardians of children under five years of age.
Watchmen's shift schedule, sample for 3 people
Using this sample, it is easy to draw up a shift schedule for guards (sample) for 4 people. The employer is obliged to develop work schedules for guards in such a way that the number of working hours per year does not exceed the established norm (1981 hours).
Two-by-two schedule with a 12-hour workday
When drawing up such a document, it is important to ensure that in the case of a summarized accounting of the working period there are no violations and it fully satisfies the requirements of the shift schedule (Article 103 of the Labor Code of the Russian Federation).
Let's give an example.
When working 12 hours a day, an employee works 30 / 2 × 12 = 180 hours in a month. Consequently, there is an overtime of 20 hours and it is necessary to comply with the number of days off during the week and month. The total number of working hours per month should not exceed 167. Another feature of the 2-by-2 work mode with a 12-hour shift is that the employee also works on official days off, i.e., on public holidays. At the same time, his work is paid according to the rules of Article 153 of the Labor Code of the Russian Federation.
Features of timesheets during shift work
With a shift work schedule, it is difficult to distribute working time so that during the reporting period (week or month) it does not go beyond the norm of working time established by law. Therefore Art. 104 of the Labor Code of the Russian Federation provides for the possibility of summarized recording of working time.
The meaning of this method is that the billing period can be set to last either a week or a month, or a quarter or a year.
If an employee leaves to replace an employee who is sick or absent for other reasons, within a longer billing period the standard hours will be equalized and the employer will not have to pay for overtime.
When switching to summary accounting during a shift schedule, you need to establish the following:
- Duration of the billing period. For industries with dangerous and harmful working conditions, it should not exceed 3 months, in other cases - a week, month, quarter, year.
- It is necessary to calculate the total number of hours during the established period; it should not exceed the hours established in the shift schedule.
- Payroll form (salary, hourly rate). In this case, it is necessary to take into account the costs of paying for days off on holidays, night hours, and possible employee exits on their day off, associated with substitutions of overtime. About payment for shift work.
The introduction of summary recording of working time for shift work must be formalized in a separate local act (order) with the knowledge of employees. Sample order for establishing a shift schedule.
In this case, a separate act (regulation) must be developed, which will spell out all aspects of accounting.
Corresponding changes must also be made to the Labor Regulations.
How to fill it out - example
The time sheet is the primary document for recording working time, and therefore it must be maintained in accordance with the rules for maintaining primary documentation.
When filling out you need to be guided by:
- Labor Code of the Russian Federation;
- Legal acts on accounting;
- Resolution of the State Statistics Committee of Russia dated January 5, 2004. for No. 1, which establishes the forms of timesheets.
The standard form of the report card T-12 is intended for manual filling, T-13 - for automatic filling. You can choose any method.
The simultaneous use of these two forms is not permitted. The employer has the right to independently develop a form with its approval by a separate regulatory act.
For convenience, conventions have been adopted regarding attendances, absences and their reasons, as well as appearances on weekends, non-working hours, holidays and night hours.
Designation codes are indicated on the title page of Form T-12.
The most common:
- I am turnout;
- N - work at night;
- On a weekend;
- PB – work on your day off;
- K - business trip
- OT – regular paid leave;
- OZ - vacation at your own expense,
- NN – failure to appear for unknown reasons.
The timesheet is filled out by the responsible person (timekeeper, department head.)
When filling out the timesheet during a shift schedule, you should be guided by management orders, sick leave, and other documents accepted for circulation by the enterprise.
The HR employee monitors the correct completion of the timesheet.
The report card is approved by the head of the department and the HR specialist, and in his absence - by the head of the enterprise.
Sample form for 24 hour shifts
The “Medvezhonok” store has a 40-hour work week, with a work schedule of three 24-hour shifts per day. Working day – from 6-00 to 6-00.
The normal hours in July are 181 hours.
- Work time tracking magician. "Teddy Bear" July 2021.
