Labor legislation is designed to put the employee-employer relationship in the legal framework.
It does not allow either the employer to exploit the worker or the workers to sit down on their bosses' heads.
According to labor law, all organizations must maintain the work time journal in order to pay wages in the most honest and impartial manner.
There are a number of rules and requirements for maintaining this journal, which the person responsible for this task should know and perform.
What is working time and why do I need to keep track of it?
Any employer is interested in paying his employee only for the time that he worked. To this end, the Labor Code has differentiated working hours and non-working( weekends and holidays).
Working time is the time that an employee must conduct on the job site in accordance with the organization's internal schedule, while fulfilling his or her direct labor duties.
Thanks to the work time calculation, you can:
- determine exactly how many hours the employee has worked per month;
- what is the amount of salary for him during this period;
- to identify those who did not come to work without good reason and without warning of superiors;
- to find out if there are no employees at their workplace longer than the time allotted for lunch allows;
- to record the time when employees leave the duty station( if you leave earlier, this is a violation of labor legislation, but work beyond the norm should be paid separately);
- to register absenteeism, sick leave and vacation, which are paid separately;
- take into account the time that the employee spent at work with deduction of holidays and holidays, time off, sick leave, holidays, etc.
As you can see, keeping records is a necessary occupation in any company, without which it is difficult to do without.
Anyone can be engaged in fixing the time spent at the workplace: the head, the personnel officer, the accountant, the secretary, the duty person at the checkpoint, etc. The main thing is that he knows exactly about his duty.
This duty of the employee may be specified in the contract initially or assigned to him later in connection with the relevant order.
Do not be frivolous about the responsibility you are assigned to. If the labor inspectorate detects violations in keeping records of time, you, as the person responsible for this, will incur administrative punishment.
What is a work time journal and in what ways can it be maintained?
In the labor legislation is not strictly prescribed, with the help of what exactly it is necessary to keep records of the time spent by employees at work.
Any HR can develop their own forms and use them.
However, in order to avoid confusion, it is better to use special forms.
1) The work time journal is an important document in every company
The time each employee must conduct at the workplace is regulated not only by the legislation of the country, but also by the internal regulations of the organization itself.
In order to accurately calculate how many hours the employee spent at his duty station, you need a special magazine. Its management will allow you to avoid both conflicts with employees about actually worked hours, and misunderstandings with labor inspection.
The work time journal is a book that is printed out, in which the person in charge indicates how many hours each of the employees worked.
In the journal of working hours records, you record:
- the time spent by each employee in the place of his service;
- absenteeism;
- being late;
- hospital;
- care before the due date;
- processing;
- delayed lunch, etc.
The employer fully controls how much each of his subordinates has worked. Such data allow, how to reward especially diligent subordinates, that they do not violate labor discipline and are willing to work overtime, and punish slovenliness.
It is with the help of the magazine that you can fix, present or absent an employee on the site of his main service on a particular day. It is the absence for several hours without good reason that can lead to the termination of the contract by the employer.
2) How best to keep a record of working hours?
The owner of a company who is interested in the procedure for keeping records in his household has some freedom of choice in how to control the process.
The Labor Inspectorate will not fined you if you choose any convenient method for yourself. The main thing is that the time spent by employees at their duty station is fixed and, at the same time, fixed correctly.
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Traditional.
You buy or create your own regular paper journal. Fill it manually, fixing how much time each employee spent at his place of work.
If you do not want to spend your energy on an independent production of such a magazine, you can buy it in a bookstore or market for office supplies. Its cost is small: 100-300 rubles.
Another option to acquire such a book of accounting is to order a purchase on the Internet. For example, on this site http://www.hr-ok.ru/e-store /office/ 5150 you can buy a lot of useful for the personnel officer things.
There are other sites for purchasing such records:
- http: //blanki.by/ zhurnal-ucheta-rabochego-vremeni.html
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Electronic.
If you are a fan of new technologies, it is not necessary to control the working hours of your employees with grandfather methods - manually using a stitched book. You can refer to the electronic version.
The electronic version of the magazine is not much different from the usual paper, just work with it you can directly on your computer.
The truth in this case is to take care of creating backups so that a computer crash or viruses do not destroy such important data.
Find the necessary programs can be on the following sites:
- http://staff-base.net/jurnal.html
- http: //ppt.ru/news/ 138254
- http: //101million.com/dokumenty/zhurnaly/ ucheta-rabochego-vremeni.html
See for yourself how you prefer to keep records: traditional or moreinnovative method.
For example, Olga - a personnel officer of one of the state organizations of Kiev - practices both options simultaneously.
says that this is worth some effort, but she is confident that important data will not be lost.
Features of logging of working hours
Maintaining such a ledger is quite a simple task and, if you approach the matter with all responsibility, then there will be no difficulties.
Item number 1.What form does the journal need to keep track of working hours?
According to the legislation of the Russian Federation, the time of work in the journal is recorded according to one of three samples:
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Daily fixation.
The most common type of fixation.
A staff member or other authorized person observes daily when a specialist came to work when he left her. The data is certified by the signature of the employee, who concerns the record.
This type of control is practiced when the hired workers on a daily basis at the service site need to spend the same number of hours.
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Weekly fixation.
If an official does not have to go to work every day and serve a certain number of hours every day, but he is required to perform the amount of work specified in his employment contract, then it is better to use a weekly monitoring system.
Information about the number of hours spent at the workplace by the employee is entered at the end of each week.
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Summed fixation.
If production does not stop ever - the organization works round the clock, and the schedule for its employees is floating, then it is better to use the aggregated accounting. All data is logged at the end of the month.
Filling in the time sheet: 15 rules
The management itself must decide which form to use, and inform in writing the employee, who will control the working time of the workers of the company.
Item number 2.How to correctly fill out the work time register?
The Labor Code and other official documents do not specify how time control should be carried out.
Registration of records is regulated by internal orders. For example, the head Ivan Ivanovich issues an order, according to which Secretary Anna Vladimirovna must keep a record of the labor time of all employees daily. She also has to flash through all the pages of the magazine, number them and consolidate everything with the seal of the company.
Traditionally, the book draws up the following cells:
| 1. | № in order |
| 2. | Full name of employee |
| 3. | Date |
| 4. | Time of employee arrival to workplace |
| 5. | Time of his leaving |
| 6. | The reason why the employee had to leave the workplace during the day |
| 7. | Employee's signature |
The cells can be different. The main thing is to have the magazine ripped. For example, like this:
These graphs are enough for you to keep a full account and not to run into an administrative punishment, if the labor inspectorate comes to you with a check.
And this is how the log already looks like:
It should be kept very carefully, because any corrections in official papers are unacceptable.
If you still made an error, then the wrong entry should be crossed out and create a new one. These edits are confirmed by the signature of the person that keeps records.
Obligatory conditions of the employment contract: 10 requirements of
How to correctly fill out the
accounting journal of working time, specialists will tell:
It is necessary to store the journal of working hours for at least five years. After the end of this period, it can be destroyed. The only exception to this rule is an organization with extremely dangerous or difficult working conditions, where such reporting is kept for 75 years.