How long are timesheets kept? What is the retention period for time sheets? How long are timesheets kept?

Any organization needs It is mandatory to maintain a time sheet for each employee. This document confirms the number of days worked and unworked and serves as the basis for calculating wages.

A specially authorized person is responsible for drawing up the document in a single copy. After signing by the head of the department paper is sent to the accounting department. Changes are made from time to time to existing laws and regulations regarding the storage of time sheets. The organization's accountant should take into account the updated information and follow it.

In this article we will figure out where, how and how long to store timesheets.

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What is a time sheet?

The time sheet is a list of employees of a structural unit and reflects attendance for the reporting period.

The presence of the document in the company is mandatory. Maintenance is carried out in paper or electronic form. Doing this only in electronic format is prohibited.

There is no approved form of the form. The State Statistics Committee of the Russian Federation has developed two options for recommendations: T-12 and T-13. Each company reserves the right to choose the form:

T-12 is used if accounting is done manually. Filled out in one copy on two sheets of 2/3 A3 format. At the end of each month, after the manager’s signature, it is transferred to the accountant for calculating payments.
To maintain timesheets electronically, form T-13 is used. Most timekeepers these days use this form.

This is what the timesheet looks like (clickable):

When hired, each employee is assigned a personnel number, which is subsequently used in all documents regarding. Numbers of new or dismissed employees should be added or deleted only on the basis of orders accepted by the manager.

Subclauses 2.30 and 2.32 regulate:

Before entering information about an employee into forms T-12 or T-13, it is necessary that he consent to the processing of his and allowed their use in personnel records in electronic form.

As we can see, the time sheet is an important document in.

The company takes responsibility for its storage. 5 years is the document storage period for general cases. 75 years – under hazardous operating conditions. Time sheets in electronic format have identical shelf life.

Watch a video about creating a time sheet in the program:

Please tell me where time sheets should be kept - in the human resources department or with the payroll accountant?

Answer

The employer's obligation to keep records of working hours is enshrined in Art. 91 Labor Code of the Russian Federation. Forms N T-12 and N T-13, used to record the time actually worked and (or) not worked by each employee of the organization, are approved by Resolution of the State Statistics Committee of Russia dated January 5, 2004 N 1.

The unified forms approved by this Resolution apply to all organizations, with the exception of forms for recording working hours and settlements with personnel for wages, which are not used by budgetary institutions in their work (clause 2 of the Resolution of the State Statistics Committee of Russia dated January 5, 2004 N 1).

The time sheet is drawn up in one copy by an authorized person, signed by the head of the structural unit, an employee of the personnel service and transferred to the accounting department, since it is the basis for calculating wages and tax payments, where the required period of time is stored.

In accordance with the Order of the Ministry of Culture of the Russian Federation dated August 25, 2010 N 558 “On approval of the “List of standard management archival documents generated in the process of activities of state bodies, local governments and organizations, indicating storage periods,” working time sheets are stored in the organization for five years, and in the presence of difficult, harmful and dangerous working conditions - 75 years.

More details in the System materials:

1/Answer: How to keep track of working hours. N.Z. Kovyazina

Time and attendance forms

Records of actual time worked must be kept for each employee. To do this, use standard forms:

time sheet and calculation of wages ();

time sheet (). This form is used for automated data processing.

Sample forms and instructions for filling them out have been approved.

However, from January 1, 2013, due to the adoption, the use of unified forms is not mandatory for most organizations. The exception is. They must still use unified forms in their work without fail.

All other organizations, when drawing up organizational and administrative documents, have the right to continue to use both unified forms and. At the same time, the employer can also enter his own symbols.

Such conclusions follow from the totality of the provisions of the articles of the Law of December 6, 2011 No. 402-FZ and are confirmed.

Is it necessary to keep a time sheet if the organization has an electronic time tracking system (turnstiles with electronic cards)

Yes need.

The employer is required to keep records of the time actually worked by each employee ().

For this purpose, the employer may use, approved, or. The recording of working hours by an electronic accounting system is not legally established. In addition, the timesheet forms provide such details as the “personal signature” of the person responsible for maintaining the timesheet, the head of a structural unit, as well as a personnel service employee. Based on the above, maintaining timesheets only in electronic form, for example, on the basis of downloading data from an electronic working time recording system, is illegal.

Thus, the use by an organization of electronic time tracking systems does not relieve it from the need to maintain time sheets.

In addition, based solely on the data of the electronic system, without documentary confirmation by time sheets, the employer will not be able to apply any sanctions to the employee for violating the working hours. This is explained by the fact that in practice, in most cases, even with electronic recorders, employees still have the opportunity to move around the territory of the organization and outside it, bypassing this system. A similar position is confirmed by judicial practice (see, for example,).

Is it possible to keep timesheets electronically?

The time sheet (by or) is the primary accounting document (). Primary and summary accounting documents can be compiled on paper and computer media. The transition to keeping records of hours worked in computer form must be recorded in the act on the organization’s accounting policy ().

Information in electronic form, endorsed by an electronic signature, is recognized as an electronic document equivalent to a paper document signed by hand. The exception is cases when federal laws or regulations adopted in accordance with them establish a requirement for the need to draw up a document only on paper. This is stated in the Law of April 6, 2011 No. 63-FZ. In this case, the organization is obliged to produce, at its own expense, copies of such documents on paper at the request of government agencies ().

Thus, a timesheet can be maintained electronically if it contains a properly executed electronic signature of the person responsible for maintaining the timesheet, the head of a structural unit and a personnel service employee. If necessary, based on this electronic document, the employer can prepare a time sheet on paper.

A similar point of view is contained in.

Who should keep employee time sheets?

The responsibility for keeping records of the time actually worked by each employee is assigned to the employer (). In turn, the head of the organization has the right to determine which particular structural unit or specific employee will be involved in filling out. This obligation should be enshrined in an order (instruction) or other local act (for example, in the Regulations on a structural unit) and included in job descriptions or employment contracts of employees who will directly keep track of working hours and fill out time sheets. Such conclusions follow from the totality of the provisions of the articles of the Labor Code of the Russian Federation.

Thus, the responsibilities for filling out a time sheet can be assigned both to employees of the personnel department or accounting department, and to employees of other departments, for example, the administration secretary.

In large organizations with a large number of employees, the following option for maintaining timesheets is possible:

centrally, with the allocation of individual units in the staffing table - timekeepers, whose main responsibilities include filling out timesheets for employees of all structural divisions of the company;

decentralized, that is, separately by structural division, when an employee is appointed in each division, whose functionality additionally includes the responsibility for maintaining time sheets in his division.

Is it necessary to draw up a separate timesheet for calculating the advance payment?

The legislation does not provide for such an obligation.

The employer is required to keep records of the time actually worked by each employee (). For this purpose, the employer uses, approved, or. It is assumed that the responsible specialist fills out the timesheet daily based on the presence or absence of employees.

The timesheet serves not only to display the attendance or absence of employees, but also to calculate their salaries. Salaries are calculated based on the results of the month, so unified timesheet forms are also designed to be filled out on a monthly basis.

At the same time, the organization must ensure payment of earnings (). after half a month, it cannot be less than the tariff rate or salary for the time actually worked (). This means that when paying an advance, it is necessary to take into account the actual presence of employees at the workplace, that is, rely on timesheet data.

The legislation does not provide for the obligation to draw up a separate time sheet for advance payment. Therefore, each organization has the right to independently determine the procedure for generating timesheets. In practice, two approaches are used:

draw up a single timesheet on a monthly basis and agree on the procedure for submitting the timesheet to the accounting department twice a month: for calculating the advance and at the end of the month;

draw up separate time sheets for every half month indicating the period.

The specific procedure for compiling and submitting a timesheet to the accounting department should be fixed in the local regulations of the organization, which stipulate the procedure for calculating and paying wages ().

Nina Kovyazina,

Deputy Director of the Department of Education and Human Resources of the Russian Ministry of Health

2. Legal basis:

Resolution of the State Statistics Committee of the Russian Federation

dated 01/05/2004 N 1

"On approval of unified forms of primary accounting documentation for labor accounting and payment"

INSTRUCTIONS

ON THE APPLICATION AND COMPLETION OF PRIMARY ACCOUNTING FORMS

DOCUMENTATION ON LABOR ACCOUNTING AND ITS PAYMENT

2. For recording working hours and calculations

with payroll staff

Time sheet

working hours and wage calculation

(Form N T-12)

Time sheet

(form N T-13)

They are used to record the time actually worked and (or) not worked by each employee of the organization, to monitor employees’ compliance with the established working hours, to obtain data on hours worked, calculate wages, and also to compile statistical reporting on labor. When keeping separate records of working hours and settlements with personnel for wages, it is allowed to use section 1 “Accounting for working hours” of the timesheet in Form N T-12 as an independent document without filling out section 2 “Settlements with personnel for wages”. Form N T-13 is used to record working hours.

Drawed up in one copy by an authorized person, signed by the head of the structural unit, HR employee, transferred to the accounting department.

Notes in the report card on the reasons for absence from work, work part-time or outside the normal working hours at the initiative of the employee or employer, reduced working hours, etc. are made on the basis of documents prepared properly (certificate of incapacity for work, certificate of performance state or public duties, written warning about downtime, application for part-time work, written consent of the employee to work overtime in cases established by law, etc.).

To reflect the daily working time spent per month for each employee, the timesheet is allocated:

in form N T-12 (columns 4, 6) - two lines;

in form N T-13 (column 4) - four lines (two for each half of the month) and the corresponding number of columns (15 and 16).

In forms N T-12 and N T-13 (in columns 4, 6), the top line is used to mark the symbols (codes) of working time costs, and the bottom line is used to record the duration of worked or unworked time (in hours, minutes) according to the corresponding working time cost codes for each date. If necessary, it is allowed to increase the number of boxes to enter additional details according to the working hours, for example, the start and end times of work in conditions other than normal.

When filling out columns 5 and 7 of the timesheet according to Form N T-12, the number of days worked is entered in the top lines, and the number of hours worked by each employee during the accounting period is entered in the bottom lines.

Working time costs are taken into account in the Timesheet either by completely recording appearances and absences from work, or by registering only deviations (absences, tardiness, overtime, etc.). When reflecting absences from work, which are recorded in days (vacation, days of temporary disability, business trips, leave in connection with training, time spent performing state or public duties, etc.), only codes are entered in the top line in the columns of the Timesheet symbols, and the columns in the bottom line remain empty.

When compiling a timesheet in Form N T-12 in Section 2, columns 18 - 22 are filled in for one type of payment and corresponding account for all employees, and when calculating different types of payment and corresponding accounts for each employee, columns 18 - 34 are filled in.

Form N T-13 “Working time sheet” is used for automated processing of accounting data. When drawing up a report card in form N T-13:

when recording accounting data for payroll for only one type of payment and a corresponding account common to all employees included in the Timesheet, fill in the details “type of payment code”, “corresponding account” above the table with columns 7 - 9 and column 9 without filling out columns 7 and 8;

when recording accounting data for payroll for several (from two to four) types of payment and corresponding accounts, columns 7 - 9 are filled in. An additional block with identical column numbers is provided for filling out data by types of payment, if their number exceeds four.

Form N T-13 report cards with partially filled in details can be produced using computer technology. Such details include: structural unit, last name, first name, patronymic, position (specialty, profession), personnel number, etc. - that is, data contained in directories of conditionally permanent information of the organization. In this case, the form of the report card changes in accordance with the accepted technology for processing accounting data.

The symbols of worked and unworked time presented on the title page of Form N T-12 are also used when filling out the time sheet in Form N T-13.

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The time spent by an employee at work must be taken into account as required by Article 91 of the Labor Code. This responsibility lies entirely with the employer. There is an obligation, which means there is responsibility for non-fulfillment. Administrative fine for failure to fulfill obligations - up to 3 thousand rubles for the director and up to 50 thousand for the company. Soviet legislators long ago figured out how to take into account working hours - you need to keep a timesheet, so you don’t have to reinvent the wheel. The time sheet for 2016 can be kept on the basis of a unified form, or you can change it to suit your company, but some rules must be applied.

What is a time sheet

This is, in fact, a summary table that reflects the actual time worked in a specific month by a specific employee. The following data is entered into the table during the month:

Full name of the employee and his personnel number;
number of hours worked per day;
number of weekends and holidays;
missed days (with reasons).

At the end of the month, the data is calculated and the timesheet is closed.

If the company has a small staff, you can keep one timesheet for all employees. Otherwise, it is better to divide the timesheet into departments.

Maintaining timesheets may be assigned to:

for a personnel officer (or part-time worker);
for heads of departments;
per timekeeper, if such a unit is planned in the staffing table.

Where to store the timesheet

Timesheets are kept by accountants, these are their primary documents. Shelf life – 75 years , since timesheets are associated with recording working hours, and therefore taking into account the length of service of employees.

Why do you need a time sheet?

This document is a universal informant from which the accountant can see how much a particular employee earned, how much he missed, or how much he was sick. Inspectors from GIT monitor processing. Tax officials check whether wages are accrued for days not worked in order to exclude this payment from expenses and, therefore, increase the tax base. Careful attention to filling out the timesheet will allow you to avoid unnecessary attention to your company from regulatory authorities.

But the biggest plus of the report card is the savings on fines and penalties for not fully paid wages!

Case study:
The welder Morozov worked in the company. Child support for two children was withheld from his salary. Morozov, an irresponsible worker, could skip a day, oversleep, and simply get drunk for a week. But he was not fired from his job, because he was a specialist from God - he could do everything!

Due to numerous absenteeism, he earned little, and accordingly the alimony payments were meager. As a result, his ex complained to the prosecutor's office and the tax office, citing the small alimony payments as the reason that the company was allegedly hiding real income.
Various checks were carried out, the main question was why the salary was less than the established minimum wage. They threatened with fines and disqualification. As a result, the company fought off inspections:

according to Article 155 of the Labor Code, an employee’s salary may be lower than the minimum wage , if he did not complete the required amount of work (in our case, he did not work the standard working hours);

The accountant showed the calculation: the salary is calculated in proportion to the time Morozov worked;

the time worked is reflected in the report card, which was presented to the inspectors;

Documents confirming absences from work are attached to the timesheet ( certificates of absence from work with explanations).

Thus, the report card shows: how much you worked - how much you earned.

Filling out the time sheet 0504421

You can fill out a sample, but for now let’s see what and how to write in the T-12 (or T-13) form.

Both forms are almost identical, so you can choose either one for your work. Forms can be developed based on forms for your company, or you can buy ready-made ones - such documents are printed in large quantities in any printing house.

So: each employee is assigned a personnel number and his data is entered in a separate line in the timesheet. There are two ways to fill out the timesheet:

record daily hours worked (appearances or absences);
record only delays or other reasons for deviations from normal working hours.

When filling out, you can use alphabetic or numeric codes, for example:

I (01) – showing up for work;
VM (05) – shift method;
K (06) – business trip;
N (02) – work at night;
O (09) – vacation;
U (11) – student leave;
P (14) – maternity leave;
B (20) – sick leave;
PR (24) – absenteeism;
B (26) – day off or holiday.

This is how the timekeeper enters letters or numbers into the timesheet every day. If the employee’s work is shift work, daily, in the timesheet you can write down the work as follows: J/N (that is, attendance and work at night) Under the letters, in the line below, the hours are written, for example, 6/6 (that is, 6 hours during the day and 6 hours at night ). Night time is the period from 10 pm to 6 am.

At the end of the month, hours of work or absences are summed up, the time sheet is signed and submitted to the accounting department..

To have an up-to-date time sheet, the form for 2016 can always be found on the Consultant+ website.

The time sheet for 2016 is the only document that allows you to track who worked how much and monitor how the established work schedule is observed in the company.

The amount of the advance after half a month cannot be less than the tariff rate or salary for the time actually worked (letter of Rostrud dated September 8, 2006 No. 1557-6). This means that when paying an advance, it is necessary to take into account the actual presence of employees at the workplace, that is, rely on timesheet data. The legislation does not provide for the obligation to draw up a separate time sheet for advance payment. Therefore, each organization has the right to independently determine the procedure for generating timesheets. In practice, two approaches are used:

draw up a single timesheet on a monthly basis and agree on the procedure for submitting the timesheet to the accounting department twice a month: for calculating the advance and at the end of the month;
draw up separate time sheets for every half month indicating the period.

Where should timesheets be kept?

This act also indicates how long the time sheet is kept, but the period here is different - line 586 of section 7.1 says that the time sheet is stored for 5 years. And if records were kept at workplaces with the right to compensation due to the fact that working conditions there were recognized as difficult, harmful or dangerous, then the storage period is 75 years.

What should be the procedure for storing timesheets?

Storage period for time sheets

After its closure, the time sheet is submitted to the accounting department, where it is used as a primary document for calculating employee salaries.

And the accountant will organize storage. Usually they remain in the department, but if there is no space there, then after 3 years or less, these papers can be transferred to the company archive, if there is one. The timing and procedure for transferring time sheets and other primary documents to the archive are regulated by the company’s local act, so there are no uniform conditions here.

What is the retention period for time sheets?

The Labor Code of the Russian Federation defines working time as the time during which an employee must perform work duties, as well as other periods of time that, in accordance with laws and other regulatory legal acts, relate to working time. Working hours are set in accordance with the internal labor regulations of the organization and the terms of the employment contract. Working time is recorded in a timesheet using the method of continuous registration of attendance and absences from work.

Resolution of the State Statistics Committee of Russia No. 1 allows only deviations (no-shows, lateness, overtime, etc.) from the work schedule to be registered in the work time sheet. If there are no deviations, only summary data on the results of work for the first and second half of the month are entered into the report card.

About personnel documentation

What is the retention period for time sheets?

It is a table that provides personnel numbers of employees, data on the salaries (tariff rates) established for employees, data on the number of days (hours) worked for each employee in the context of all types of work performed by him, and also calculates the amount of wages accrued for them . In Form N T-13 there are no columns to reflect the calculated amounts of accrued wages. The calculation of basic (for hours worked) and additional wages is carried out taking into account the working time standards established by the legislation of the Russian Federation.
The system of additional pay and labor incentives, including the amount of increased pay for work at night, weekends and non-working holidays, overtime work, and other types of work, is established by the employer taking into account the opinion of the elected trade union body of the organization.

How long to keep time sheets

Attention

When compiling these books, you need to remember that officials not only approved their forms and rules for maintaining them, but also clearly defined the department that should fill out each of them. Thus, maintaining the receipt and expenditure book is entrusted to the accounting department, and maintaining the book of accounting for the movement of work books is assigned to the division of the organization that deals with the registration of hiring and dismissal of employees. These requirements are recorded in paragraph 41 of the Rules for maintaining and storing work books, producing work book forms and providing them to employers, approved by Decree of the Government of the Russian Federation dated April 16, 2003 No. 225.

REMEMBER! These books are kept in paper form. They must be stitched, sealed and certified by the signature of the manager, and the sheets in the books must be numbered. Both books are kept for 75 years, which means they may be required during any audit.

How long are employee work schedules stored?

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=== Download file ===

Storage periods for shift schedules

Shelf life of shift schedules

How and for how long vacation schedules are stored in an organization is described in detail in this article. Documentation related to the organization of work of the enterprise’s workforce is mandatory for storage. The storage period for the vacation schedule is fixed in the List of standard management archival documents generated in the course of the activities of state bodies, local governments and organizations, approved by order of the Ministry of Culture of the Russian Federation dated Based on the provisions of paragraph. Upon expiration, the vacation schedule for the past period no longer has legal force. However, in a number of cases, the information reflected in this document can be an excellent help in case of emergency situations: In addition, with a significant number of personnel, when drawing up a vacation schedule for the next calendar year, employees may have disagreements regarding the order in which they are provided. In this regard, an outdated schedule will help to obtain an objective picture of vacation time for the past period, as well as analyze the difference between planned and actually used vacations. In addition, the presence of last year’s schedule provides the opportunity for responsible persons to carry out future forecasting of employee wishes and planning the company’s work activities. In this regard, it is important to focus on the confidentiality of access and ensuring the safety of the vacation schedule throughout the entire period of its storage.

The shelf life of timesheets has been increased from one year to five years

Responsibility for violation of the rules governing the processing and protection of personal data is enshrined in Art. To store vacation schedules, it is best to create a separate folder and place documentation in separate files in chronological order. The option of placing the chart for the past year in folders with documents of a similar shelf life is not excluded. Documents with an expired storage period are subject to mandatory destruction. Otherwise, the personal data of company employees may become available to unauthorized persons, and ensuring proper storage conditions may require unnecessary costs associated with an increase in location. At the end of the current year, the head of the personnel service or other responsible employee draws up an inventory of documents to be destroyed. At the beginning of the calendar year and as necessary, the manager issues an order to create, in the absence of one, or appoint a commission for the destruction of documentation at the enterprise. This commission, as part of its activities, regardless of the chosen method of destruction, draws up an act of destruction, which is signed by all its members and approved by the head of the organization. Compliance with the established rules and storage periods for the vacation schedule allows the employer to avoid possible disputes with employees regarding the legality of the order of annual vacation, as well as to optimize the procedure for planning vacations for the next year. Education Admission Scholarship Diploma Education Admission Scholarship Diploma Education. Receive email notification of response. Enter the code from the picture: Download the vacation schedule form.

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How long should you keep a time sheet? , is enshrined at the legislative level, and in some cases is adjusted by decision of the organization’s management. We will tell you in our article exactly what deadlines need to be observed when organizing timesheet storage.

How long is the shelf life of a time sheet?

According to the norms of the Federal Law “On Archiving in the Russian Federation” dated October 22, 2004 No. 125-FZ, a number of documents, without which it is difficult to imagine office work in a company, receive archival status. But the period during which such documents may be required by the company itself or by the inspection authorities varies depending on the importance of the document. However, these deadlines are not specified in the law; it only says that individual government agencies can issue lists of documents frequently used in office work and indicate storage periods for them.

A similar list was approved by Rosarkhiv on October 6, 2000, even before the law came into force entitled “List of standard management documents generated in the activities of organizations, indicating their storage periods.” This regulation was used by many personnel employees. It was enshrined in it, how long to keep time sheets: in section 7.2, line 281 it says that it is stored for 1 year. But this act has lost force.

Don't know your rights?

Currently there is an order of the Ministry of Culture on the approval of the “List of standard management archival documents generated in the course of the activities of state bodies, local governments and organizations, indicating their storage periods” dated August 25, 2010 No. 558. This act also states, How long are timesheets kept?, but the period here is different - line 586 of section 7.1 says that the report card is stored for 5 years. And if records were kept at workplaces with the right to compensation due to the fact that working conditions there were recognized as difficult, harmful or dangerous, then the storage period is 75 years.

What should be the procedure for storing timesheets?

After its closure, the time sheet is submitted to the accounting department, where it is used as a primary document for calculating employee salaries. And the accountant will organize storage. Usually they remain in the department, but if there is no space there, then after 3 years or less, these papers can be transferred to the company archive, if there is one. The timing and procedure for transferring time sheets and other primary documents to the archive are regulated by the company’s local act, so there are no uniform conditions here.

But the time sheets, subject to storage for 75 years, can be transferred from the company’s archive to specialized archival institutions if there is a concluded agreement.

The storage period for time sheets has been extended to 5 years since 2010 due to the fact that this document is used to calculate salaries. And if the report card records data on jobs with harmful, dangerous and difficult working conditions, then it is stored for 75 years and even after the liquidation of the company itself is not subject to destruction, but is transferred to a specialized archival institution.