Filling out a time sheet: what is the definition of paid and unpaid leave?

How Additional Paid Leave is Indicated in the Timesheet

Duration of part-time work at the initiative of the employer in cases provided for by law

The NN code, or the absence of an employee for unknown reasons, is entered every time and as long as the employee is not at work and the responsible person does not have documents about the reasons for his absence. Even if the manager of the absent person swears that the employee is absent (PR code), do not rush to put this code in the primary accounting documents, wait until the person brings a document explaining his absence. Otherwise, it may happen that a time sheet with an incorrect code is submitted to the accounting department, and then it turns out that the employee was absent for a good reason, and then changes will have to be made to the primary accounting documents.

4. How are days off on vacation designated? (read more…)

Who should keep track of working hours and who should be responsible for it?

If the organization is small, one person can keep time records.

If the structure of the enterprise is significant, it is advisable to appoint a responsible person in each division.

All responsible persons, regardless of their number, are appointed by orders for the main activities in order to avoid various kinds of misunderstandings.

Responsibility for the completeness and correctness of filling out the timesheet lies with the person authorized by the order.

Read more: Where to register a country house under the country amnesty

The head of the department is responsible for the timely submission of timesheets to the accounting department.

The employer is responsible for everyone.

Are days off noted on the timesheet when an employee is sick?

Due to the fact that wages are calculated on the basis of the information contained in the working time sheet, special attention must be paid to filling out this document.
Let's consider the main questions that arise when maintaining and filling out time sheets. Including in connection with the publication of Presidential Decree No. 206 of March 25, 2020 “On declaring non-working days in the Russian Federation.” Reduced working hours versus normal working hours in cases provided for by law

Vacation without pay in 1C: Salaries and personnel management 8th edition 3.0

Published 12/17/2015 11:32 Author: Administrator Sometimes employees submit applications for leave at their own expense, for example, for family reasons. What is the same and what is different from regular annual leave? The only thing that unites these two types of vacations is that the employee retains his place of work during this time. The differences lie in the provision of the leave in question without taking into account length of service and in the absence of payment for the period of being on such leave. In this article we will look at how to register vacation at your own expense in the 1C: Salaries and Personnel Management 8 program, edition 3.0.

In order to be able to access the vacation registration document, you need to check the boxes on the “Vacations” tab in the initial settings of the program, namely in the salary calculation settings.

Vacation without pay is reflected in a document of the same name, located in the “Salary” section. The first thing you should pay attention to in the new edition is that annual leave and leave without pay are entered in different documents (when registering annual paid leave, we use the “Vacation” document).

If in the initial settings discussed above, the “Including intra-shift” checkbox is checked, then you can indicate the absence of an employee during part of the shift.

We select the employee who is granted leave, indicate the period according to the application. You will also need to set the type of leave from the directory of the same name.

The program includes such types of unpaid leave, both with the permission of the employer, for example, for family reasons and other valid reasons (Part 1 of Article 128 of the Labor Code of the Russian Federation), and in accordance with the law, for example, registration of marriage, birth of a child (Part 2 Article 128 of the Labor Code of the Russian Federation). There is also unpaid leave due to training; it is already regulated by Chapter 26 of the Labor Code. The selected type of leave will affect how leave is indicated on the time sheet.

Since in the example vacation was selected in accordance with part 2, the letter code is OZ. If the vacation complies with Part 1 of Article 128, then the designation is DO.

When maintaining the staffing table in the program, the document will provide a checkbox to vacate the rate for the period of absence.

We enter what served as the basis; this line will be reflected in printed form. In this document, the only thing that can be printed is the order for granting leave, a standard order in the T-6 form.

In situations of combination based on vacation, it is possible to enter a “Combination of Positions” document to assign an additional payment to another employee who will perform the duties of the employee going on vacation. But this is only possible if there are appropriate settings regarding registration of combinations.

When an absence is registered for an employee employed in an organization both at his main place of work and part-time, it is necessary to reflect the absence for all his jobs. This situation is provided for by the program, so when you select such an employee, a hyperlink “Absences from other places of work” appears. When you click on it, an additional tabular part opens, which is necessary to create new documents for the part-time worker.

As for the work of users with limited rights, the document contains the position “Calculation approved”. It is only available to users with access to actual salary data. Until this flag is set, the document is considered incomplete - this leave will not be taken into account when calculating wages.

This document reduces the accrual for the unworked time indicated in it. As a result, when calculating an employee’s monthly salary, the time worked is taken taking into account the period the employee is on leave without pay.

There are often questions about whether to include weekends and holidays in unpaid leave. Weekends according to labor law are included in the period of both paid and unpaid vacations. And holidays can only be excluded from annual basic or additional paid leave. Thus, it turns out that when providing an employee with leave at his own expense, weekends and non-working holidays must be taken into account when determining the period of such leave.

Author of the article: Kristina Savvina

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0 Ukhova Natalya 04/23/2018 10:42 I quote Nadine:

I quote Natalya Ukhova: Hello! Did you refill the “Accrual of salaries and contributions” document after posting the “Leave without pay” document?

Yes.
First, the vacation document was completed, then the timesheet was filled out, then the salary and contributions were calculated. In “recalculations” documents for recalculation are automatically created, if you cancel and delete them, the program calms down, but these are some kind of glitches, because in April the same nonsense happens, and the month has not yet ended and is not closed. try to repeat the chain of your actions, having first canceled the document document, the time sheet and the calculation of salaries and contributions. Quote -2 Nadine 04/20/2018 13:24 Quoting Natalya Ukhova:

Hello! Did you refill the “Accrual of salaries and contributions” document after posting the “Leave without pay” document?

Yes.
First, the vacation document was completed, then the timesheet was filled out, then the salary and contributions were calculated. In “recalculations” documents for recalculation are automatically created, if you cancel and delete them, the program calms down, but these are some kind of glitches, because in April the same nonsense happens, and the month has not yet ended and is not closed. Quote 0 Natalya Ukhova 04/20/2018 00:18 I quote Nadine:

Good afternoon Please tell me where to look for the error: 1C 8.3 ZUP (release 8.3.10.2580) I had to retroactively hire the founding director from March 1 and create a Leave without pay document. The document was also dated March 1, the vacation period was set from March 1 to March 31. I circulated the old documents for advance payment, salary accrual and salary payment, then corrected and re-posted the time sheet. Returned to unfulfilled salary calculations and payments. I updated it, but the program still requires additional accruals and recalculation for this employee on leave without saving the payment.

Hello!
Did you refill the “Accrual of salaries and contributions” document after posting the “Leave without pay” document? Quote 0 Nadine 04/18/2018 18:31 Good afternoon! Please tell me where to look for the error: 1C 8.3 ZUP (release 8.3.10.2580) I had to retroactively hire the founding director from March 1 and create a Leave without pay document. The document was also dated March 1, the vacation period was set from March 1 to March 31. I circulated the old documents for advance payment, salary accrual and salary payment, then corrected and re-posted the time sheet. Returned to unfulfilled salary calculations and payments. I updated it, but the program still requires additional accruals and recalculation for this employee on leave without saving the payment.

Quote

0 Nadine 04/18/2018 18:29 Good afternoon! Please tell me where to look for the error: 1s 8.3 ZUP (release 8.3.10.2580) I had to retroactively hire the founding director from March 1, since it was necessary to submit an additional SZV-M for the non-working founder-director (the only one) and create document Vacation without pay. The document was also dated March 1, the vacation period was set from March 1 to March 31. I circulated the old documents for advance payment, salary accrual and salary payment, then corrected and re-posted the time sheet. I returned to the not carried out salary calculations and payments, updated, but the program still requires additional accruals and recalculation for this employee in the absence without saving the payment.

Quote

0 Puchek 02/27/2018 14:36 ​​Thank you very much.

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Symbols in the time sheet in 2021

5. What designations should be put on the report card: digital or alphabetic? Temporary disability without benefits in cases provided for by law

The production calendar has not yet been changed, the standard hours have not been adjusted. If officials do this, then mark the holidays on the timesheet with the letter code “B” or number 26. For an employee who worked from March 30 to April 30, mark the holidays with the letter code “РВ” or number 03. It is recommended to indicate the number of hours worked in order to calculate wages correctly.

What data is recorded in the timesheet?

Time sheets are kept at enterprises on specialized forms. Employers may well use already developed forms, which are presented in two versions:

• T-12 - allows you not only to reflect information about exits and absences, but also to calculate payment for work done.
• T-13 - makes it possible to fill in automatic mode, in the presence of automated checkpoints or in another digital way.

In addition, employers are allowed to develop their own forms, but at the same time take into account the mandatory design requirements.

Any form of the form must record the following data:

1. The serial number under which the hired person is registered.
2. Last name, first name and patronymic of the employee in full form.
3. Job title.
4. Personnel Number.
5. Marks of attendance or absence by date. Each date is divided into two cells - in one the fact of work or absence is noted, and in the second the number of hours is entered, if such clarifying information is necessary.

The form always starts on the first day of each month and closes on the last day. Filling out the cells is done exclusively after the fact, that is, directly on the day of work.

In addition to working days and weekends, the timesheet also reflects all other points, each of which has its own letter code. Commonly accepted codes make it easy for anyone with knowledge of the information to read the document. Theoretically, situations may arise in the labor relationship between employer and employee that do not fit into the established criteria. In these cases, it is allowed to develop your own letter codes to enter the relevant data.

Alphabetic and digital codes reflecting current information about the employee:

1. I-01 – work during the daytime.
2. N-02 – work at night.
3. RV-03 – work on weekends and holidays.
4. C-04 – overtime work.
5. VM-05 – watch.
6. K-06 – business trips.
7. PK-07 – training in a profession, for advanced training without performing one’s job duties. Used for those who study in the same city without leaving for another area.
8. PM-08 – training that takes place in another locality.
9. UV-12 - reflects reduced work due to the employee’s need to simultaneously receive education, with partial payment for the time spent on study.
10. B-19 – allows you to mark sick leave, which is paid in accordance with insurance standards.
11. T-20 - indicates sick leave on the report card that will not be paid.
12. LCH-21 – shortened working hours, which have legislative justifications.
13. PV-22 – forced absenteeism. The mark is placed only after the corresponding decision has been made by higher authorities.
14. G-23 – absence due to the performance of public duties.
15. PR-24 - this is how absenteeism is noted on the report card, which does not have a valid justification. Absenteeism in the work time sheet is entered based on the fact of absence, and subsequently, as it becomes clear whether the employee was absenteeist or not, it is confirmed or replaced with other codes.
16. NS-25 – part-time shift, shortened at the request of the employer.
17. B-26 – weekends or holidays.
18. OV-27 – additional paid days off.
19. HB-28 – unpaid additional days of rest.
20. ZB-29 – strikes.
21. НН-30 – absence from work due to unclear circumstances.
22. RP-31 – downtime due to the fault of the employer.
23. NP-32 – downtime due to reasons beyond the control of the parties to the employment contract.
24. VP-33 – downtime due to the fault of the employee.
25. NO-34 – suspension from work with payment of compensation.
26. NB-35 – suspension from work without pay.
27. NZ-36 – failure to fulfill work duties due to the employer’s delay in payment of wages.

The form also indicates vacation time; each vacation period has its own designations, which are entered in accordance with the requirements of the Labor Code.

How Additional Paid Leave is Indicated in the Timesheet

The choice of methodology for drawing up the form is determined by the personnel and accounting policies of the organization. The decoding of the codes and the method of filling out the document must be fixed in the local regulations of the institution.

• How to indicate administrative leave on a timesheet
• How administrative leave is indicated on the report card
• How to mark administrative leave on your report card

There are no special rules for quarantine. If the employee is on vacation, put “B” or 26. If he works (in the office or remotely) – “RV” or 03 indicating the number of hours worked.

Is it possible to use your own abbreviations and decodings (read more...)

Filling out the document using codes

What do the cuts mean? On March 25, the President announced that the week from March 30 to April 3 will become a non-working week (Presidential Decrees No. 206 of March 25, 2020 and No. 239 of April 2, 2020). This period was later extended until April 30. The decision was made as part of the coronavirus quarantine. Only grocery stores, doctors, officials and organizations with continuous production will continue to operate. Almost all of Russia goes on a week-long vacation.

The code in the document recording the hours of work of employees at the workplace is necessary to correctly fill out the register. For this purpose, letter designations are adopted in the working time sheet; they are indicated in the article containing methodological recommendations to Order of the Ministry of Finance of Russia dated March 30, 2015 No. 52n.

Conventions used when filling out

All possible situations related to the presence/absence of full-time employees at workplaces are described under serial numbers and have a letter designation. The T-12 form tables contain 36 codified cases. Thus, vacation in a time sheet can be marked in 8 different ways, depending on its goals and reasons. An extensive list is provided for downtime, absences from work due to illness or other life circumstances.

The choice of alphabetic or numeric codes is at the discretion of the organization. As a rule, they use letter designations - they are easier to remember and understand.

Vacation

To indicate the next paid leave, the code OT(09) is provided in the working time sheet. In some organizations, in addition to the rest period guaranteed by labor legislation, additional days are provided. The procedure for compensating these days depends on the internal rules of a particular company, therefore such leave is accounted for separately and marked as OD (10).

If an employee goes on additional unpaid leave, his absence from work is coded DB(18). Sometimes there is a need to extend such time for a certain period, this is possible by agreement with the employer. Such cases are noted in the report card under the code DO (16).

Vacations related to personal circumstances also have their own designations in the timesheet:

• for pregnancy and childbirth (914);
• for child care OJ (15).

Study leaves are assigned codes U(11) and, if the employer does not pay wages during training, codes UD(13).

Absenteeism designation on the report card

Absenteeism is reflected in the time sheet in four ways, depending on the situation:

• forced, if the employee was removed from service illegally and subsequently reinstated (22);
• absence due to the need to perform duties of a state or public nature G (23);
• without good reason PR (24).

It is important to know! Absenteeism from work for unknown reasons is highlighted as a separate line NN (30). Subsequently, after clarifying the circumstances that became the reason for absenteeism, these marks can be replaced with other codes.

How is sick leave indicated on the report card?

Two codes indicate sick leave on the report card. If the employee is entitled to benefits, then this time is codified as B(19). The T(20) mark is given to a period of incapacity for work, which is not covered by guarantees or compensation.

For convenience, all these cases are combined and included in the table:

Filling out the document using codes

When introducing additional values, it is necessary to issue an order to approve the designations, thus securing the new codes and their interpretation of the movements of employees in the workplace in local regulatory documents.

• How to indicate administrative leave on a timesheet
• How administrative leave is indicated on the report card
• How to mark administrative leave on your report card

Federal Law No. 402-FZ of December 6, 2011, in Article 9, provides for commercial enterprises a free choice of forms of primary documentation, starting in 2014. To record the actions of employees in the workplace, forms T-12 and T-13 are used (approved by Resolution of the State Statistics Committee of the Russian Federation No. 1 of 01/05/2004).

Designation in the leave sheet at your own expense

When filling out the document in full, the name of the vacation (as well as other days of work or rest) is not written, but an abbreviated version of the designation is used.

For unified forms

First, let's look at how Goskomstat prescribes encrypting leave without maintaining pay in unified forms (T-12 and T-13). To abbreviate leave at your own expense, two types of codes are used:

• alphabetic;
• digital.

The first is recommended for use when drawing up a paper document manually; the second is for automatic filling, including personnel and accounting programs. The decoding of the codes is given either on the title page of the form or as a separate appendix.

Vacation at your own expense in the accounting sheet is indicated differently, depending on the type, reason for absence (codes are given in alphabetic/numeric form):

• DO/16 – unpaid leave with the permission of the employer;
• UD/13 - additional leave without pay for students (Articles 173, 174 of the Labor Code of the Russian Federation);
• OZ/17 - leave at your own expense, provided for by the conditions set out by current legislation (up to 5 days at the birth of a child, in connection with a wedding, death of a relative - Article 128 of the Labor Code of the Russian Federation);
• DB/18 - annual additional leave without pay (for example, retired employees are entitled to up to 14 unpaid days per year, disabled people up to 60 days annually - Article 128 of the Labor Code of the Russian Federation).

At the end of each period, the total number of days the employee is absent due to leave at his own expense is calculated.

How long to store

Designation in the leave sheet without pay

1. Changes in the payroll (last name, position, work schedule) are entered into the form on the basis of orders for personnel.
2. If an employee has two types of deviations in one working day, the entry is made using a fraction, where the numerator of the fraction is the code, and the denominator is the hours of work. For example, code H/2 means that the employee worked 2 hours at night. In case of more than two deviations, you must enter an additional line for this employee and reflect the deviation in the document.
3. In the “Type” line it is indicated: during initial filling, the digital code “0”; when adjusting, starting from one, the code “1”, “2”, etc. is entered.

How to celebrate vacation

The legislation does not regulate exactly how and where exactly the employer must store time sheets (both for the current year and for previous years). To avoid any claims from supervisors, the completed Time Sheet for 2021 must be printed and signed. The document must be signed by three people: the employee responsible for maintaining the timesheet, the head of the structural unit and the HR employee.

ATTENTION. Since the timesheet must contain the signatures of the indicated responsible persons, it cannot be stored electronically. Otherwise, there may be situations when it will not be possible to sign the document (for example, if an employee quits, leaves, died, etc.). Typically, forms No. T-12 or No. T-13 are prepared one month in advance, printed and signed. They are then collected into a single report card for the year.

• How to indicate administrative leave on a timesheet
• How administrative leave is indicated on the report card
• How to mark administrative leave on your report card

How leave is indicated on the report card 2021: regular, educational, administrative, maternity leave

The HR officer needs to know how leave is indicated in the work time sheet in order to make the correct registration if the employee went on regular, educational, administrative, or maternity leave.
It is worth first clarifying which form of the form will be filled out and, based on the order, make the appropriate designations. In order to fill out correctly, you need to not only know how vacation is indicated, but also take into account:

1. alphabetic or numeric code intended for standard designation;
2. type of leave provided;
3. the number of vacation days specified in the order or instruction of the head of the enterprise.
4. what report card will have to be filled out: forms No. T-12, No. T-13 or a form in the form approved by the organization;

Recording of working time and recording of vacations is carried out by a time sheet or personnel officer, accountant, or individual employee who is entrusted with maintaining a time sheet.