Employee Personnel Number and Rehire

Form: form and sample

Each company has the right to use either its own sample or keep track of working hours using a special T-12

. You can take its form as a basis (it is given below) and adapt it to the needs of the company.

The document consists of 3 main parts:

1. The title page contains a unified system of codes, which are used to indicate, for example, additional days off (for overtime), sick leave, downtime due to the employer’s fault, etc. Each circumstance has an alphabetic and numeric code.
2. The second (tabular) part is the actual recording of working hours. It is carried out on a daily basis (including weekends and holidays).
3. And the third part is also presented in the form of a table. It provides information on salary payments (amounts, hours and days, rate).

This is what a blank T-12 form looks like.

Along with the T-12 form, there is also a T-13. It lacks the last (third) part - that is, this document is a simple timesheet for recording working hours, without salary calculations. A completed example document is shown below.

Logbook. Recording personnel numbers

Enterprises that are forced to use personnel numbers for their employees often use a document such as a personnel number register.

This internal document of the enterprise may indicate the following parameters:

• The employee’s passport data, including his last name, first name and patronymic, as well as the number and series of the document.
• The date the employee was hired at his main workplace.
• The number of the employment contract, as well as the date of its preparation.
• Specialist position.
• The department in which the employee will work.
• Direct personnel number.

A personnel number is mandatory for large enterprises. However, small companies also use this method to make life easier for employees of the HR department or accounting department. In a general sense, this is the numbering of employees. Since each number is unique, it helps ensure that funds are credited to the right person. This is especially true when employing namesakes or namesakes. Keeping records of personnel numbers itself is not a complex or time-consuming procedure. Basically, it is entrusted to the HR specialist. However, the law allows you to assign this mission to another employee. This fact is stated in the documents of the organization itself.

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The newly created organization hires employees. Is it necessary to assign a personnel number to a new employee of the company or can it be done without it? In what order should I do this? We will answer these and other questions in the article.

Where is personnel number accounting registered?

Enterprises that use personnel records of employees usually also keep a log of personnel numbers. It records the following data:

• surname, name, patronymic of the employee;
• date of hiring;
• position and specialty;
• number of the employment contract and its date;
• the structural unit in which he is registered;
• the personnel number itself.

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Summarizing the above information, we can say that keeping time records is a fairly important component of personnel and accounting records. However, when assigning personnel numbers, you should be guided by certain rules that each enterprise has the right to develop independently. However, their violation does not lead to any sanctions from regulatory authorities. However, impeccable timesheets significantly facilitate and optimize the work of HR and accounting departments, allowing you to avoid errors in calculating wages and other payments.

Personnel number is an individual digital code assigned to an employee upon employment.

Summarized accounting: calculation features

If the normal number of hours (8 hours per day and 40 hours per week) cannot be maintained, then the total amount of time actually worked is determined as a simple sum. This procedure exists in enterprises that:

• work around the clock, in shifts;
• use a flexible schedule;
• organize rotational work.

Then the main concept becomes the accounting period. – calendar month, 1st quarter or entire year. The specific interval is selected depending on the characteristics of the enterprise. For example, if work is expected in dangerous and harmful conditions, then a period of 1 quarter is taken as a basis.

If for any period of time the employee did not perform work for valid reasons, then this time is not taken into account (i.e. it is excluded completely).

Why is a personnel number assigned?

The personnel number is required for internal use. They, as a rule, are not indicated in outgoing documents, but are used in documents for recording time worked, orders for personnel, etc.

Assigning identification numbers to employees allows you to:

• make it easier to process personnel data;
• track the movement of employees during internal transfers to other departments;
• make special notes when assigning a number to facilitate accounting or establish a special payment procedure;
• promptly generate a request for an individual employee, receive information about the employee’s accrued or paid salary, sick leave, time off, vacations, etc.

Using the numbers, employers can obtain reliable information about how an employee uses his working time. They can control this process and take it into account in the wage system.

The need for personnel numbers. What are they needed for?

Still, it’s better to figure out why the employer needs personnel numbers. The employee gets nothing from this. As mentioned above, the employee may not be aware of the presence of such a code. However, why was the employee’s personnel number initially introduced? How is this cipher assigned and what does it mean?

Personnel numbers help the accounting department of an LLC or enterprise. Thanks to them, electronic document management becomes easier. Although it is worth noting that personnel numbers at large factories have been used for quite a long time, even before the advent of the 1C program.

What are the main points that allow you to use this cipher? This is, first of all:

• Facilitating the work of HR specialists. This is due to the fact that tracking a personnel number helps not to “lose” an employee when he changes positions.
• Assisting the accounting department in working with the calculation and issuance of wages. Personnel numbers in 1C are directly related here. It is this program that helps you select an employee not by name or position, but by personnel number.
• Tracking an employee's presence at work. Relevant for enterprises that are equipped with an electronic pass system.

• Facilitating the work of HR specialists. This is due to the fact that tracking a personnel number helps not to “lose” an employee when he changes positions.
• Assisting the accounting department in working with the calculation and issuance of wages. Personnel numbers in 1C are directly related here. It is this program that helps you select an employee not by name or position, but by personnel number.
• Tracking an employee's presence at work. Relevant for enterprises that are equipped with an electronic pass system.

Procedure

The document is maintained by specially appointed employees: they record working hours for each day. As a rule, the person responsible for correct registration is the director of a structural unit (for example, a sales department). His deputy may also share responsibility. If the company is large enough, they introduce a special position of timekeeper, who records all the information.

In any case, the responsible persons are always appointed by the manager, about which a corresponding order is issued (free sample) - for example, the document shown below.

In general, the order looks like this:

1. The responsible person records information for each day.
2. Once completed (after a month), the document is sent to the HR department.
3. After the HR department, he enters the accounting department.
4. The last signature remains with the head of the structural unit.

How to assign a personnel number to an internal part-time worker

Internal part-time work is the performance of work by one employee in several positions within one company. The internal part-time worker carries out all the instructions of his employer only in his free time from working in his main position. In case of internal part-time work, a separate employment contract is concluded with the employee.

Due to the fact that several labor agreements are concluded with one employee during internal part-time work, it is more expedient to assign personnel numbers for each. That is, if an employee is employed in two positions, then he is assigned two numbers, if he has three, then three, etc.

Who can be assigned a personnel number

Can all employees be assigned a code? Personnel numbers are usually kept for all employees of an enterprise. Namely:

• For employees working on a permanent basis.
• Temporary or seasonal workers.
• External part-time workers.
• For those who work part-time.

In fact, each employee has his own personnel number, regardless of how long he is employed. It is noteworthy that even students who apply for internships in any department receive their own code.

It is worth noting that if an employee has any combination of jobs or professions within one enterprise, he still receives one personnel number. An employee who works part-time in two companies has his own individual code in each of them.

How is a personnel number assigned?

The procedure for assigning these codes to employees is not established by law, however, some provisions are contained in the Letter of the State Committee for Labor of the USSR N 75-AB, the Ministry of Finance of the USSR N 89, the Central Statistical Office of the USSR N 10-80 dated 04/27/1973 “On the Basic Provisions for the Accounting of Labor and Wages in Industry and construction" (clause 18). According to this Letter, TN is assigned to each employee hired:

• constantly;
• temporarily;
• for seasonal work.

The TN of a dismissed employee is not assigned to another employee for 1 - 2 years.

The rules for assigning technical specifications are developed by the organization itself. As a rule, TN consists of numbers, but the company has the right to use other symbols in numbering. The legislation does not contain any prohibitions on this.

The basic principles for assigning TN must be enshrined in a document reflecting the personnel policy of the enterprise so that the numbering is uniform.

Let us list the main points that are common in the issue of assigning technical identification marks to employees:

• responsibilities for assigning technical specifications and related control and accounting should be assigned to one employee;
• The TN is assigned on the day the person applying for a job submits all the necessary documents;
• TN is indicated in the employment order;
• numbering starts with 1 and continues in chronological order. The first TN is assigned to the head of the organization, for example the general director. However, if the general director is fired and a new person takes his place, the latter will not be assigned the first TN, but the number following the last hired employee;
• The TN does not change for any reason, it is assigned once and for all;
• when an employee is transferred to another unit within one organization, his TN remains the same, and if he is sent for some period to another enterprise, there he will be assigned a different TN in accordance with the rules established at that enterprise.

TN are recorded in the personnel number register. The following data is entered into this document:

• FULL NAME. employee;
• date the employee was hired;
• position or specialty of the employee;
• details of the employment contract (number and date);
• the structural unit in which the employee is registered (department, workshop, etc.);
• Personnel Number.

TN validity period

An individual technical specification is unchanged and is valid throughout the entire period of the employee’s work at a particular enterprise. Personnel numbers under which employees who left the enterprise were registered can either remain with those dismissed or be assigned to new employees after some time.

In cases where an employee, for some reason, interrupted his activities, and after a short break returned again and found work at an enterprise, it is better to assign him not a new, but the same personnel number under which he was previously registered in the state (if this number is not assigned another employee). That is why, before assigning a personnel number to an employee, his data is checked against the enterprise’s archive database to determine the presence of a previously assigned unique code.

Assigning a personnel number to an employee

Peculiarities of using the personnel number The generally accepted rule is that the personnel number performs a dual function:

• identifies the employee;
• determines his position.

This approach can be justified by the following considerations. Clause 18 of the appendix to letter No. 75-AB/89/10-80 states that the personnel number must be recorded in wage accounting documents. Since salaries are calculated separately for each position, different identifiers should be used for them - in this case in the form of a personnel number.

So, in the payroll (form No. T-51), opposite each personnel number, the employee’s position is indicated. You can learn more about the specifics of using form No. T-51 in the article “Unified form No. T-51 - payroll sheet.”

Sample order for assignment of personnel numbers

The OKPO All-Russian Classifier of Enterprises and Organizations code is unique for each organization.

Document number 4 is assigned during registration and can be supplemented with the index n.

The start date of work 5 is taken from the employment contract. Both an open-ended employment contract and a fixed-term employment contract are concluded with a foreigner in cases determined by law, Art. Personnel number 6 is assigned to an employee upon hiring.

Section 8 is stipulated if it was mentioned in the employment contract, paragraph. The title of position 9 must comply with the staffing table, as well as qualification reference books, professional standards, if the provision of compensation and benefits is associated with the performance of work. The conditions of employment and the nature of the work 10 and the amount of remuneration 11 are reflected in the same way as they are stated in the employment contract.

Test 12 is recorded if this condition is included in the employment contract.

The order is signed by the 14th head of the organization.

Why are personnel numbers needed?

Assigning special digital combinations to employees of an enterprise serves several purposes:

• facilitating the work of accounting department specialists in processing and recording data on internal movements of employees;
• the personnel number is used to enter various marks for a particular employee, which make it possible in the future to more simply and correctly calculate parameters such as wages and related taxes;
• These figures make it possible to easily find all the information about salaries, sick leave, time off, overtime, vacations, etc. for this or that employee.

But, nevertheless, the main purpose of the personnel number is to record the time spent by the employee directly at the workplace. To do this, authorized employees of the enterprise record the time of arrival of personnel from work and departure home, all kinds of absences for lunch, for personal matters, etc. In the future, this information makes it possible to determine whether the person worked the allotted time or whether he had overtime, and, based on this, calculate his wages.

If we talk about the time that an employee should spend at the workplace, then there are three main options.

1. Full time (40 hours per week).
2. Shortened working hours (20 hours per week or less).
3. Part-time work (the number of hours is determined individually by a separate agreement between the employer and employee).

Most often, the last two points apply to students, minors, pensioners, people with disabilities and some other categories of citizens.

Specific examples. Why do you need a personnel number?

To understand who and how assigns a personnel number to an employee, you need to fully understand why this parameter is needed.

First of all, it helps to avoid unnecessary gossip. So, if, when calculating wages, an accountant or a specialist in standardization and remuneration sees only personnel numbers. He cannot understand exactly what amount Ivanov received and what amount Petrov received. That is, this allows us to further enhance secrecy.

The personnel number also helps you avoid mistakes. This is another parameter that allows you to check the correctness of the document. This is especially true when there are namesakes or full namesakes. Of course, you can also check parameters by position or date of hire. However, personnel numbers should not be discounted.

What is an employee's personnel number

A personnel number is a unique digital code assigned to an employee within a given enterprise. The code should be simple enough and allow each employee to be uniquely identified, so that there is no confusion when filling out accounting forms. If a structural unit has its own personnel department and accounting department, its employees are assigned codes within the department. This can be found in large enterprises.

The personnel number assigned to an employee once upon hiring remains unchanged throughout the entire period as long as the employment relationship between the employee and the employer continues. As a rule, after the dismissal of an employee, his personnel number remains unoccupied and, if the former employee decides to return, he will be assigned the previous identifier.

Read more about the personnel number here:

• Is it mandatory to assign personnel numbers to all employees?
• In what order should employees be listed on the time sheet: by personnel number or alphabetically?

In the future, each newcomer admitted to the staff is assigned his own code - in ascending order, in chronological order. Once received, the code does not change when transferred to another position or in the event of a change in the employee’s passport details.

These employee identification numbers are assigned to:

• those working under open-ended employment contracts;
• employed under fixed-term employment contracts;
• external part-time workers;
• seasonal workers.

Personnel numbers are intended for internal use. Therefore, they almost never appear in the employer’s outgoing documentation, but are used to record time worked and automate payroll calculations, when issuing orders and instructions for personnel, and so on.

Using such identifiers allows you to:

• simplify and facilitate the processing of employee data;
• track their movement between departments during the transfer process;
• when assigning a personnel number, make special notes in it that facilitate accounting and establish, for example, a special procedure for calculating additional payments;
• promptly generate requests for each employee and receive full information about accrued and paid salaries, sick leave, time off, overtime, vacations, etc.

But still, the main reason that makes it especially advisable to assign personnel numbers to employees is to record working time - the working hours worked by each of them. These unique numbers are used for accounting, including automated ones, and recording the time of arrival and departure from work, lunch breaks, and absences for personal matters. Thanks to their use, the employer has the opportunity to obtain reliable information about how fully the employee uses his working time, control this and take it into account in the remuneration system, for example, when calculating bonuses.

Reference

Employee personnel number: how the code is assigned and what documents regulate the procedure

A specific numeric code must be communicated to employees, as this not only increases their importance in their eyes, but also helps to avoid errors when calculating wages.
This is due to the fact that when writing any applications for financial assistance or for taking leave, the employee will indicate, among other things, his personnel number. This parameter must also be indicated in the employment order. It can be typed in the program or handwritten by a HR representative. Logbook.

Recording personnel numbers Enterprises that are forced to use personnel numbers for their employees often use a document such as a personnel number register.

Help Along with the job title and personal data of the employee, personnel numbers for 2017 are indicated:

• in orders for hiring, reinstatement and termination of an employment contract;
• in orders for transfer, granting leave and sending on a business trip;
• in the time sheet;
• in staffing arrangements and shift schedules;
• in travel certificates;
• in registers and books.

Employee personnel number - how is it assigned and why is it needed? Let's look at these and other questions in our article.

Is assigning a personnel number to an employee mandatory?

Procedure for assigning a personnel number

Principles for forming a personnel number

Features of using a personnel number

Do I need a new employee personnel number when re-hiring?

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Hello! Please tell me, can the same employee have two personnel numbers, if he holds two different positions in the same company - one is the main one, the other is an internal part-time job? When this employee is enrolled part-time, a new personal card is created, and accordingly a new personnel number is assigned, but this employee already has a personnel number for his main position.

Important There are certain clock standards that must be followed:

• 40 hours – full working day;
• 20 hours – shortened working day;
• part-time (depending on certain conditions agreed upon between the parties upon hiring).

Who should assign and to whom the employee’s personnel number is assigned by an authorized person who conducts personnel records of the organization. This could be the manager himself, an accountant, a secretary, or a HR employee. This employee must maintain a register and record of assigned numbers and monitor their correct use.

Each employee who officially works at the enterprise must have a personnel number. The procedure for assigning personnel numbers is not established by any regulations, so the organization has the right to determine it independently.

Employees of enterprises and organizations do not always come across such a concept as a personnel number. Moreover, ordinary workers may simply not even know about its existence.

But HR department specialists are required to keep personnel records. And this is only part of personnel records management, which is a real science that has its own laws, rules and procedures.

At the same time, the section on personnel numbers occupies a rather significant place in it, although not entirely official.

As is already clear from the name itself, in fact, a personnel number is a special digital code for an employee. It is assigned to a person from the moment he begins to perform his job duties.

Personnel numbers are not repeated and such a code is strictly individual for each employee. Throughout the entire period of a person’s work in a particular company, his personnel number remains unchanged.

Even if an employee at some point left the organization, but then decided to return to it, he will be assigned the same personnel number.

It must be said that timekeeping is rarely used in small companies, but, as a rule, it is mandatory in medium and large enterprises.

Assigning special digital combinations to employees of an enterprise serves several purposes:

• facilitating the work of accounting department specialists in processing and recording data on internal movements of employees;
• the personnel number is used to enter various marks for a particular employee, which make it possible in the future to more simply and correctly calculate parameters such as wages and related taxes;
• These figures make it possible to easily find all the information about salaries, sick leave, time off, overtime, vacations, etc. for this or that employee.

But, nevertheless, the main purpose of the personnel number is to record the time spent by the employee directly at the workplace.

To do this, authorized employees of the enterprise record the time of arrival of personnel from work and departure home, all kinds of absences for lunch, for personal matters, etc.

In the future, this information makes it possible to determine whether the person worked the allotted time or whether he had overtime, and, based on this, calculate his wages.

1. Full time (40 hours per week).
2. Shortened working hours (20 hours per week or less).
3. Part-time work (the number of hours is determined individually by a separate agreement between the employer and employee).

Most often, the last two points apply to students, minors, pensioners, people with disabilities and some other categories of citizens.

Each organization that maintains such personnel records must have a specialist assigned this responsibility.

As a rule, this is either the head of a department or an employee of the personnel department, who subsequently transmits the data to the accounting department, either directly as an accountant, or as a special timekeeper.

The latter is especially common in large industrial enterprises. An authorized employee maintains a register and record of assigned ciphers, monitoring the correctness of their assignment and use

Personnel numbers must be assigned to all employees of the enterprise where personnel records are maintained. In particular:

• those who are employed on a permanent basis;
• temporary employees;
• external part-time workers;
• seasonal workers.

Attention! If an employee combines positions within one structural unit or department, there is no need to create a separate personnel number for him. However, if his second job is outside this organization or in another department, then assigning a personnel number is quite appropriate.

According to generally accepted rules of personnel and accounting, personnel numbers should be assigned from a single value. As the number of employees increases, this figure correspondingly grows in chronological order, without omissions. To encrypt the personnel number, only Arabic numerals are used, without adding any other symbols, such as periods, quotation marks, hyphens, etc.

However, the above information is not strictly mandatory. The fact is that the law does not have any special clauses or any regulations regulating the assignment of personnel numbers. So, purely theoretically, each enterprise has the right to independently decide how to develop and apply these digital codes to employees, as well as adjust them in the future.

Since personnel records allow you to keep order in internal documentation, when assigning personnel numbers it is advisable to adhere to the following recommendations:

1. A strictly defined employee must be involved in timekeeping;
2. A personnel number must be assigned immediately after the newly hired employee submits all the necessary documents for registration or on his first working day;
3. When assigning personnel digital combinations, you must follow the chronology, excluding omissions;
4. It is necessary to bring to the attention of the employee the digital code assigned to him;
5. It is mandatory to include the individual number in the employment order.

Sooner or later, almost all specialists involved in timekeeping at enterprises and organizations ask themselves the question: is it possible to re-assign personnel numbers? Since this is not regulated in any way by law, we have to rely on established practice. And it is such that usually numbers that have already been used either do not find further use, or are assigned to new employees after at least one year has passed from the time the previously registered employee was fired.

Enterprises that use personnel records of employees usually also keep a log of personnel numbers. It records the following data:

• surname, name, patronymic of the employee;
• date of hiring;
• position and specialty;
• number of the employment contract and its date;
• the structural unit in which he is registered;
• the personnel number itself.

Not every employee comes across such a concept as “employee personnel number”. Often those who work in a large or medium-sized enterprise know about this. The accounting department of a small-scale LLC usually does not notify employees.

Large factories always tell employees their personnel numbers. Whether employees know about it or not, the assignment of a serial number is carried out by the personnel department or accounting department. This is regulated by current legislation, and the absence of this clause is a violation.

In principle, from the name itself it becomes clear what a personnel number is. This is a kind of numerical value that is assigned to a specific employee. This is a code that identifies an employee.

The peculiarities of personnel numbers include the fact that they are individual. That is, there are no workers whose code would completely match. At the same time, the personnel number is retained for the dismissed employee. If he subsequently continues his employment relationship with this employer, then he is assigned his old number.

On the topic “How a personnel number is assigned to an employee,” we have collected examples of documents that may interest you.

Biometric accounting systems

Nowadays, new technologies amaze with their characteristics. After all, now you can do without a personnel number, since they came up with a new system - biometric. The biometric system is a new method of recording working hours and collecting all personal data about the employee. Such identifiers are unique because they cannot be destroyed, lost or deceived.

Using them is quite simple and convenient. At the moment, fingerprint identification is practiced. Thanks to such terminals, you can easily record the time you left and came to work, just like a personnel number does. In order for the information to enter the database, you just need to touch the sensor with your finger to scan.

Moreover, such systems include intermediate events during the working day, for example, a lunch break, a business trip, a business trip and much more; you just need to click on a special button that will record this. Many terminals have cameras that take a photograph of the employee after identification. This will only strengthen the company's security level.

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Tracking time spent at work

The assigned number will help in keeping track of working hours. Labor in our lives is the only factor for survival and existence on earth. It can only be measured by the time spent. To more conveniently measure working time, it is customary to use a personnel number, which will record the time of arrival and departure from the workplace.

The main categories of time accounting are its size and the established norm. The amount of working time can be calculated based on the work performed and the amount of time spent at the workplace. But as practice shows, many enterprise employees sacrifice their personal time in order to achieve the company’s goals in a timely manner. Due to this, the actual time worked and the prescribed norm diverge.

A worker has the opportunity to earn rest and wages throughout the entire year or several months. But the assigned personnel number will help you correctly calculate the required number of days allotted for rest and receive an honestly earned salary.

Still, it is not in vain that personnel numbers are assigned to employees. They, in turn, can instantly display all information about the employee and calculate the length of time spent at the workplace. There are three main types of time spent at work, such as:

1. Normal. The amount of time established by law must correspond to the 40-hour standard.
2. Abbreviated. Reducing the time for work may be practiced in the case of hiring individuals who have not reached the age of majority. In this case, the time can be reduced from 1 to 4 hours.
3. Incomplete. At the time of employment, the employer and worker may agree on a part-time or shortened week. Typically, such cases occur if the person being employed is: a student, a pensioner, a disabled person, or a housewife. It is also worth emphasizing that this agreement does not affect vacation and seniority. The only thing this can affect is the payment of vacation days.

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Non-standard situations: what to do

In most cases, drawing up a document is quite simple, since accounting is based on an even, equal distribution of working time for each employee. However, this order is often violated due to certain circumstances, for example:

1. If a colleague asks for time off and the manager does not object, then only the hours actually worked are recorded (in whole numbers). Absence is indicated by the mark “I” or two numbers “01”.
2. If he is sick, then they put “B”, and leave the fields at the bottom empty. Of course, having sick leave is a mandatory requirement for such a note.
3. If it was planned, and the employee took it by agreement, in accordance with the current procedure, they put the designation “NV” (in the digital version, code “28”). There are times when the true reasons for absence are temporarily unknown. Then you can put “NN”, but if the situation becomes clear, the appropriate designation is selected, and “NN” is crossed out.
4. If a colleague went on a business trip, mark “K”. When he officially returns and begins his usual duties, they put the letter “I”.

Do I need a new employee personnel number when re-hiring?

Once assigned to an employee, a personnel number remains with him (his position - one or more) until he is dismissed from the company (termination of work in the position). Upon dismissal (cessation of work in this position), the personnel number can be retained by the specialist for the period recommended by letter No. 75-AB/89/10-80.

Thus, if an employee returned to the company within 1-2 years, it is advisable to use the previous personnel number to identify him (or his position - one or more).

If a person returns after the expiration of the period for assigning a personnel number to him, its use will be possible only if by that time the corresponding number had not been transferred to another employee.

The employer can establish separate rules for the use of personnel numbers in relation to the identification of employee positions (as we noted above, a separate personnel number can be determined for each of them).

For example, if a resigned employee very quickly returns to the company for another position, then a new personnel number may be assigned to him, and the old one may be transferred to the first employee who came to the former position of the dismissed employee. This approach will make it easier for accountants to calculate salaries, which depends, as we noted above, on the characteristics of the position, and not on the personality of the employee.

What to do if there is a problem with personnel numbers?

In the upper right corner, put the organization code according to OKPO. Write the date of filling out your personal card digitally, for example, like this: 08/11/2011.

Next on the form is a table in which you enter the following information:

1. number of the state pension insurance certificate;
2. taxpayer identification number (TIN). If the employee has not been assigned one, leave the cell blank;
3. type of work (main or part-time);
4. nature of work (permanent or temporary);
5. gender (male, female).
6. alphabet (first letter of the employee’s last name);
7. personnel number (it is assigned to an employee upon hiring and does not change during transfers and movements within the organization);*

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From the answer "" 2.

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How to fill out a timesheet: step-by-step instructions

When filling out, a unified notation system is used. The timesheet records the time worked in accordance with the rule “one position is assigned to one position”

Only those employees who have an employment contract are taken into account, including internal part-time workers - for them, in particular, information must be entered twice

Data for the following employees is not taken into account:

• workers unofficially;
• external part-time workers;
• working on the basis of a civil contract.

The filling procedure requires the correct design of the title page and the actual tabular part.

Title page

The following information is recorded here:

1. Company name (a short version is allowed, for example, Alpha LLC).
2. Codes for OKUD and OKPO.
3. Number – the company chooses its own numbering system. For example, a common option is to assign numbers sequentially throughout the calendar year.
4. Reporting period – i.e. month with the start and end dates of document maintenance.
5. By date of compilation we mean the last day after which it must be signed by all responsible employees. Then the document goes into archival storage.

Here you need to fill in all the fields:

Information for salary calculation

If the T-12 form is maintained, then this section is also filled out. Here information is recorded mainly about 2 forms of payment:

1. The actual salary (indicated by the 4-digit code 2000).
2. Payments for vacation days (indicated by code 2012).

All amounts are debited from the so-called correspondent account - it will be the same, regardless of the type of payment.

As usual, working hours are recorded based on the total number of days and hours.

At the end of the document all authorized employees sign:

• person maintaining the document (if there is one)
• HR representative;
• head of the department.

Additional sheet

There are several cases when the time sheet itself is not enough, since accounting involves recording additional information. Then you should draw up another sheet:

1. If an employee quits in the middle of the month or at the beginning. In this case, all actually worked days and hours are recorded on an additional sheet. And on the form they record “Dismissed” on exactly the date on which the dismissal took place. Then the document is submitted along with an additional sheet.
2. It will also be needed when the employee did not work, but did not make contact and did not notify the reasons for his absence. If he never showed up (or did not take documents confirming the valid reason), and the time has come to hand over the document, code 30 is entered (letter designation “NN”).

Tags: accountant, personnel, tax, order, remedy, dismissal