Now your work schedule is always at hand.

Introduction:

One of the main problems of everyone who works on a shift schedule is to obtain and have at hand a list of shifts. An application called " Shift calendar"was created just so that you can always have at hand a shift schedule not only for yourself, but also for three more people, while all the information is displayed in a convenient form.

Functional:

Immediately after launch, a calendar appears in front of you and your first action will be to click on the Menu button and select Help. In the window that opens, read very carefully about the basics of using the application. After that, first of all, press the menu button and select Days. In it you can create templates for your working days, choosing not only the appropriate name, but also the beginning of the end of the work shift and the color in which the day will be displayed on the calendar. In total, you can create 30 templates, which is enough to fill your mind. After creating the templates, you need to create the graphics. To do this, press the Menu button and select Charts. Then set the date for the first day, then select the type of day you want to create from the drop-down menu and click on the New button. If you want to change a day that has already been created, select the desired template from the drop-down menu, then click on the day you want to change and click the Edit button. After creating a schedule, it will automatically be superimposed on the calendar.

Results:

In the settings, you can enable additional schedules, as well as set an alarm clock, if necessary. Let's summarize: " Shift calendar" is a very convenient and easy-to-use application that will allow you to create a schedule once and use it constantly. Enjoy using it!

A work schedule is a routine that must be followed in every organization. Duration of the working week and (or) shift, in accordance with Art. 100 of the Labor Code of the Russian Federation, is established by a collective agreement, an employment contract, and internal labor regulations. At the same time, Art. 101–105 of the Labor Code of the Russian Federation provide for various labor regimes, for which a working time schedule (or timesheet) is drawn up to record the payment of working hours. Let's consider wage options with different work schedules and a sample schedule for employees to go to work, as well as other examples of documents.

In personnel records management, there are two concepts that are similar in sound, but different in meaning: a work schedule (planned) and a work accounting schedule, or time sheet (drawn up at the end of the month, using which the results are summed up). Let's consider both options, but first let's define the basic concepts.

So, according to Art. 91 Labor Code of the Russian Federation, normal working hours should not be more than 40 hours per week. The planning and recording of working time worked by each employee must be organized by the employer. Usually for such accounting they use unified forms T-12 or T-13. You can download a sample monthly working time schedule using standardized forms at the end of the article.

In what cases is a schedule drawn up?

If an organization has adopted a single working time schedule for all employees (a 40-hour work week (five days) with two general days off), such a document does not need to be drawn up.

The need arises in cases:

• irregular working hours ( Art. 101 Labor Code of the Russian Federation);
• work in flexible working hours ( Art. 102 Labor Code of the Russian Federation);
• shift mode ( Art. 103 Labor Code of the Russian Federation);
• summarized working time recording ( Art. 104 Labor Code of the Russian Federation);
• dividing the working day into parts ( Art. 105 Labor Code of the Russian Federation).

The work schedule in these cases is drawn up in order to monitor compliance with the normal working hours for the entire accounting period (month, quarter and others, but not more than one year). Based on the data for each employee for a certain accounting period, wages are calculated, including taking into account the time of overtime or shortfall.

In order not to waste time drawing up your own document form, a HR specialist can download a blank form - a sample work schedule for the month, prepared by experts (it is attached at the end of the article).

The length of the accounting period should be determined by each organization. It should be borne in mind that it is advisable to set an accounting period as a month if the employee monthly works the number of hours corresponding to the normal working hours, or more hours than provided for by the norm (i.e., overtime hours are initially included in the schedule). This will allow you to determine the number of overtime hours each month and make appropriate additional payments.

If the employee’s schedule shows that in some months he works more hours, and in others less than the norm, it will be fair that overtime in one month is compensated by underwork in another. In this case, it is advisable to set the duration of the accounting period to more than one month. The number of months in the accounting period should be set so that the sum of working hours according to the schedule coincides with the standard working hours. In this case, the determination of the number of overtime hours will be made not monthly, but once for the entire accounting period as a whole.

What are the work schedules?

Let's take a closer look at what it means to have a flexible work schedule, irregular working hours, shift work, cumulative recording of working hours and a fragmented working day.

Flexible

A flexible working mode requires employees to independently regulate the start and end of their shift. It is important to work a specific number of hours established for a certain accounting period.

Irregular working hours provide for periodic involvement in work duties outside the working day. The list of positions with such working hours must be fixed by a collective agreement or internal rules of the organization.

Removable

The shift schedule involves working in two, three or four shifts during the day. It is needed when the work cycle exceeds the norm for one person. In this case, employees replace each other.

In this case, companies draw up work schedules - the template can be seen below. As can be seen from the sample, such a local act is approved by the head of the enterprise. Employees must confirm the fact of familiarization and agreement with the work according to the approved schedule by signing.

Summarized accounting

Cumulative recording of working time allows you to count longer periods of work. The bottom line is that the average duration of work during the day should be equal to the norm for the period. This period can be a week, a month, a quarter, a year.

Let’s say you need to work 40 hours a week, but a shift can last 12 hours or a day. This is how salespeople in convenience stores, watchmen, and cleaners often work. The Labor Code does not say anything about what the break between two 12-hour shifts should be, but earlier, when drawing up such a schedule, the recommendations of the resolution of the Council of People's Commissars of the USSR dated September 24, 1929 were taken into account - which prescribed a break between 12-hour shifts of at least double duration working hours the day before - that is, at least 24 hours. Now this resolution has lost force - however, some departmental regulatory documents contain similar conditions: for example, Order of the Minister of Defense of the Russian Federation dated December 30, 2001 N 541 “On departmental security of the Ministry of Defense of the Russian Federation” says:

We offer a sample: how to create a work schedule for 4 people, 12 hours each. The sample uses the following conventions:

• U - work from 7.00 to 19.00;
• B - work from 19.00 to 7.00;
• * — day off.

The example shown is quite universal - it can also be used as a sample work schedule for salespeople in a store, a sample work schedule for guards for a month - if their work shift lasts 12 hours. To use our example, you need to download the shift schedule for 2019 in excel below.

If you need to create a cleaning schedule - for example, in a 24-hour cafe, where cleaning must be done every half hour, and managers and cleaners work 12 hours a day - you can use this sample.

Dividing the day into parts

Dividing the work day into parts is allowed in accordance with the regulatory local act of the organization and taking into account the opinion of the trade union. The day is divided into parts by a break, which is not paid. This arrangement can be used in trade or in transport companies or in government agencies.

Working time schedule for 2019 (timesheet): how to fill it out

There are two unified forms: T-12 and T-13. The difference between them is that the T-12 schedule can only be filled out manually or in a text editor, and it has a special section for calculating wages. Time sheet T-13 can be filled out using specialized computer programs and access control systems, which are used to record visits by company employees to their work. This form does not have a block for calculating wages; it must be calculated in other registers.

The time sheet is the primary document on the basis of which employees’ wages, payments from them and additional payments accepted in the organization are calculated. Since the listed payments reduce corporate income tax or taxable income under the simplified tax system, this document should be fixed as a primary document in the accounting policy of the organization. It is not necessary to use the unified form from 01/01/2013. It is important to consolidate your version of the form in the accounting policy and make sure that it contains all the necessary details, the mandatory presence of which for primary documents is established by law 402-FZ.

The time sheet is drawn up in one copy by a person authorized to monitor the control of working hours throughout the organization or in a separate structural unit. The list of persons signing it is established by the internal administrative act of the organization. At the end of each month, the completed timesheet is transferred to the accounting department.

Let's look at the procedure for filling out the timesheet using the T-13 form as an example.

The name of the organization and structural unit must be filled in the header (when monitoring working hours in structural units). The serial number is assigned in accordance with the accepted numbering in the organization. The date of compilation and the reporting period must be filled in as details of the primary document.

You can download a sample work schedule in Excel at the end of the article. Now let’s look at how to calculate a work schedule and draw it up correctly.

Step-by-step registration instructions

Step 1. Design the header

Here is a sample of filling out an employee work schedule for a month, using February 2019 as an example.

Step 2. Fill in columns 1-3

Column 1, serial number, is filled in according to the number of employees in the timesheet. Columns 2-3 contain identification information for each employee: Full name. employee, his position and personnel number.

Step 3. Fill in columns 4-6

Column 4 contains notes on attendance and absence from work for each date in the corresponding month. In the given example of a timesheet for February 2019, there are 28 days, so there are 28 cells to fill in the data. For this information, there are four lines in the chart (two for each half of the month).

The top line of each half of the month reflects the letter designations of the reasons for appearances and absences (the letter correspondence of the reasons is presented on the title page of form No. T-12) - these are codes for appearances and absences for the working time schedule. The decoding of the codes is given in the file at the end of the article.

Notes explaining the reasons for absence from work, about working part-time or outside normal working hours, etc., are made on the basis of documents: certificate of incapacity for work, certificate of fulfillment of state or public duties, written warning about downtime, written consent of the employee for overtime work in cases established by law, etc.

Under the letter designation there is a numerical indicator corresponding to the number of hours and minutes actually worked by each employee.

Columns 5 and 6 contain the total indicator of time worked for each employee for each half of the month in hours, minutes and days (column 5) and for the entire month (column 6) in hours, minutes and days.

Step 4. Fill in columns 7-9

Columns 7-9 in form T-13 are filled out using an automated accounting system, taking into account the following features:

• if for all employees of the organization, wages are calculated only according to one type of remuneration and using one corresponding account, then the indicators “type of payment code” and “corresponding account” can be placed above the group. 7, 8 and fill out only column 9 - for the total number of days and hours worked (in brackets) for each employee;
• if accruals are made for several types of payment (2 or more) and using several accounting accounts, then gr. 7 and 8 are filled in with the relevant data, in gr. 9 reflects the total number of days and hours worked (in parentheses) for each employee;
• an additional block with similar columns is provided in case the number of types of remuneration exceeds 4.

Step 5. Fill in columns 10-13

They provide information on absences for the accounting period according to the corresponding codes in days and hours (indicated in brackets). Two blocks of columns are also provided in case the number of reasons for absence exceeds 4.

It should be remembered that the timesheet does not include persons working under civil contracts. The timesheet can be maintained in one of two ways, which the organization records in its accounting policies:

• in a continuous way, that is, to register all attendances and absences from work;
• a method of accounting for deviations, that is, registering only deviations (absence from work, being late, overtime, etc.).

At the end of the month, the time sheet is signed by the responsible persons, the list of whom is established in the regulatory act of the organization, and is transferred to the accounting department for calculating wages and other payments.

If in an organization the salary for the first half of the month (advance) is calculated for the time actually worked, the time sheet can be compiled separately for the first and second half of the month.

You can download a work schedule template (excel) at the end of the article. , for non-compliance with labor legislation, a fine is set for organizations in the amount of 30,000 to 70,000 rubles, and for managers and persons without legal entity formation - from 1,000 rubles. up to 20,000 rub.

In this article we will tell you in detail how to create a schedule for working with a sample.

Basic criteria for scheduling work

Species

There are three types of work schedules: shift, rotating, weekly. All schedules have both advantages and disadvantages, but their type is necessary to meet the specifics of the work of a particular institution.

The shift schedule is used mainly by organizations with a 24-hour work system. In addition, in those organizations (the majority of them), the schedule assumes that employees work in succession. Sometimes charts calculate the period of joint work of two or more specialties at one workplace; this is mainly found in education, culture and healthcare. Shift work allows for non-stop production. The definition of the shift work schedule is given in the Labor Code of the Russian Federation, Article 103.

The law identifies 2 cases of using a shift schedule:

1. Non-stop (continuity) of the production process. The working hours exceed the daily production norm - 7.2 hours (women), 8 hours - men.
2. Efficiency of the equipment used(stopping the operation of units, or constant switching on/off leads to production losses).

Shift work schedules are compiled according to the forms offered by the electronic version of the program. Shifts, their number, time period are determined, and then the data is entered into the program. Most often, the shift schedule is made for a month in order to change employees in shifts within a month (1,2, night). If shifts are arranged correctly, there will be no overtime for one employee and shortcomings for another.

Shift work schedules can be changed or left unchanged. It all depends on the capabilities and characteristics of production.

Moving chart work is used in institutions where the traveling nature of work (business trips) is used: employees of railway institutions. In their schedules, the start time of the working day (train crews) and the end of the work shift (freight transportation), for road transport (long-distance trips) and other similar services are unknown. The personnel officer records upon receipt of information that the employee has begun his duties and their completion. From the fact of finishing work, the calculation of time for rest begins, then the start time of work (trip, departure on a flight) is determined again, i.e. Truly, the schedule slides according to the calendar and is individual for each individual employee. The electronic version of the sliding schedule allows you to track the hours worked by each member of the work unit. The weekends here are also sliding, only approximate dates are set, and the fact is revealed during the labor process.

Weekly chart is used when employees work out the standard hours without being directly at their workplace every day, but only in the sum of the numerical values ​​of the time worked per week. The departure to work is selected by a specialist and agreed with the head of the department, workshop, etc. individually. This mode is also called flexible working mode. It is considered the most common abroad. There are many benefits to the weekly regimen: increased work efficiency, a decrease in the level of disciplinary violations, and improved psychological health of employees.

Article 102 of the Labor Code of the Russian Federation also defines the weekly operating hours. The weekly schedule is used in the following cases:

1. Working outside the office(workplace at home, comes to the organization to receive a task or to coordinate orders, hand over completed work), the so-called homeworkers.
2. Real estate firms where employees are forced to work according to a schedule that is set not by the employer, but by the client. These are, for example, real estate specialists: agents, managers, couriers.
3. Accountant. Nowadays it is becoming fashionable to hire one accountant. Small companies, private entrepreneurs, and individual entrepreneurs prefer not to maintain an accounting staff, but to carry out accounting through a separately hired specialist. In this case, the accountant processes documents at home, or in some room, but outside of production. It makes no sense to set him any kind of work schedule other than a weekly one, since he can complete the entire amount of work at a time convenient for him.

The wages of these employees do not depend on the time worked, so the employees themselves control its implementation. The norm for them corresponds to the norm of ordinary workers, but the regime is different. It is difficult to record the work time of a given employee in a specific schedule, so the form is filled out, indicating the approximate standard of hours, rather than tracking the actual value.

The schedule must include time to restore physical strength. Rest time usually divides the working day into two parts of approximately equal time. Most often, this is one lunch break. The actual length of time used for rest and nutrition is not included. According to Art. 108 of the Labor Code of the Russian Federation, breaks provided to an employee during a working day (shift) can be no more than 2 hours and less than 30 minutes. There are organizations where they choose short technological breaks, they last no more than 15 minutes.
If you have been tasked with drawing up a work schedule, then you must first decide on the type of schedule that is most appropriate for your organization (enterprise).

Types of charts

There are quite a large number of types of schedules, but most enterprises have now switched to the same unified forms of the electronic version of personnel programs. They allow you not to waste time on creating your own forms, entering formulas and other tasks that programmers perform. The document specialist selects the type of schedule.

Types of charts:

• tabular;
• program;
• diagrammatic.

The schedule is drawn up in stages

1. Select an accounting period

It is necessary to set the working time recording period - month, quarter, year. The selected time period directly depends on the nature of production, its specifics, and the characteristics of labor.

Example. College employees must complete an hourly workload from September to May. We distribute the hours of workload for the teacher according to the accounting period. In this case, summer is excluded and included in the vacation period. If the earned vacation time is not enough (for example, vacation is 44 days, the teacher is not involved - 90 days), the teacher is offered rest at his own expense, additional workload or other options. The accounting period in this case is the academic year (not the financial year).

2. The time fund for servicing a specific workplace is calculated

For each workplace, the fund of serviced time is calculated. Loading the workplace. The load for any type of schedule is calculated in hours and minutes.

For example. The workplace of a turner-milling operator functions according to the action of the machine. The machine works for 3 hours non-stop. After three hours, the unit takes 1.5 hours to cool down. Therefore, the operating time of the machine is 15 hours per day. The last rest for the machine is given for 3 hours. During this time, shift changes can be arranged in the work schedule. Men work on these machines - their working hours are 8 hours, so with the right schedule, you can easily assign two staff units to one machine.

If the employee’s place is used for 24 hours (electrical network manager). This norm is calculated for the accounting period (year) and is evenly distributed over the working time of individual employees.

3. The hourly rate is determined

The duration of work of individual specialties has a different meaning from that of the entire staff. The schedule assigns a value to each employee if his standard working time differs from the standard of work of others.

Example. Various specialists work in an educational institution. The length of their working week is different, for example, a teacher is required to work 36 hours a week, a music director - 24 hours, a teacher - speech therapist - 20 hours. The maximum operating time per month (production rate) is different for them, it should be reflected in the schedule. The load should not be allowed to exceed the norm, as it will require additional financial investments.

4. Counting the number of workers

The number of employees per workplace and the total number of staff are calculated. This number of employees must serve the workplace and fulfill the plan. The result is a quantitative staffing composition - staff. Standard indicator of staffing units of an enterprise.

Example. The duty dispatcher of the power grid organizes round-the-clock duty at the control panel. The accounting period of its work is calculated for the financial year. The total service time for the dispatcher's workplace is 8760 hours (365 calendar days × 24 hours). We calculate the number required to service this workplace; it is approximately 4.8 people. In practice, the employer can hire five people, or maybe four, distributing the part-time rate among the employees.

5. A schedule is formed

Job positions are entered into the selected form, then data is filled in for the specialists serving the jobs, and the hourly rate is distributed between them. The output is exhibited, including all the individual features of each workplace. Weekends and holidays are included. The principle of filling is the principle of uniformity, distribution in approximately equal volumes between specialists.

The number of shifts is calculated and the shifts between employees are recorded.

The main task of creating a schedule is accessibility when perceived by the employee, and simplicity and legibility for calculation by the accounting department. All full-time employees of the enterprise are included in the schedule.
The schedule requires daily adjustments (business trips, time off). If the basic data is entered in advance, this process is easier than entering data every day.

• Remuneration. The work schedule is the basis for remuneration; it is transferred to the working time sheet and the employee’s wages are calculated. Therefore, it is important to make a schedule in such a way that there is no possibility of erroneous calculations.
• Payment for overtime is based on payment for hours worked by the employee in excess of the norm. Only correct data entered into the chart will give accurate recycling figures.
• Pay for night work. Night work time is considered to be the period from 22:00 to 6:00. In the schedule, night hours are recorded and counted in a separate column. Their pay is higher than regular hours, 35% of the basic salary, in addition to wages for hours worked. The employer, taking into account the complexity of night work, can establish other increased payment indicators.

This program allows you to calculate a work schedule for 12 months, including a production calendar for any year (from 1950 to 2050). To calculate the schedule, you can set any operating mode - normal working hours, a day after three, two days after two, etc.

The program "Calculation of work schedules" works well in Excel 2003 SP3 and MS Excel 2003 SP2. The project has not been tested in other versions of MS Excel. Theoretically it should work.

Download file in Excel format Calculation of work schedules

• Calculation of work schedules (XLS 257.512 Kb)

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Employee work schedule - example

Shift work is used when the production process time is longer than the allowable working time of individual employees, and when the need to work without interruption is caused by the specific nature of the equipment, product or service (for example, an iron foundry, gas station, etc.).

The most commonly used schedule is 2/2 or 3/3. Principles to consider when assigning shifts:

• If the working day is twelve hours, then the employee cannot be assigned more than forty working hours per week. In this case, the time of continuous rest cannot be less than forty-two hours per week.
• The night shift lasts an hour less than the day shift.
• They give a premium for night hours.
• Before a non-working shift, the shift becomes an hour shorter or this hour is paid at double the rate.
• It is prohibited to put two shifts in a row. The shift can only be extended in an emergency.
• If the shift lasts twenty-four hours, then it is necessary to provide the employee with rest of the same duration or more.
• The law does not establish a maximum shift duration for all employees, only for certain categories (for example, railway workers, crew on ships, etc.).
• In a three-shift system, shifts alternate every week.
• Each employee must work the same number of hours in the same amount of time.
• If more than half of the shift is at night, it should be reduced by one hour.

How to create a shift schedule and what to consider when paying

Scheduling procedure:

1. select an accounting period - month/quarter/several months/year (cannot be more than a year);
2. calculate how much time is needed to maintain the workplace;
3. write the standard working hours for all employees (for each separately, if it differs depending on the specialty);
4. calculate the number of employees per workplace and the number of the entire staff.

For example, you need to organize a 24-hour service to receive telephone calls for emergency medical assistance. An accounting period equal to one year is entered. Workplace maintenance time: 365 days x 24 hours = 8760 hours.

To calculate the number of people who must work in this position, the number of working hours per week (40) is multiplied by the number of weeks per year (52); then 8760 hours are divided by the result obtained. 8760 hours: (40 hours x 52 weeks) = 4.8. This means that the employer must hire five people on a part-time basis or four people who are allocated a few additional hours to the full-time rate. It is important to consider the following:

• All hours worked in excess of the norm during the accounting period are considered overtime and are paid accordingly.
• No employee shall have more than 120 overtime hours per year. If the shift falls on a non-working holiday, it is paid at an increased rate.
• If a shift falls on a holiday, then the pay for it is double or (at the request of the employee and with the permission of the manager) the usual pay and one day of rest, not included.
• Days spent on sick leave are deducted from the employee’s normal working hours without any work off.
• Lunch and rest breaks are not paid.

Moving and weekly modes

Employee work schedules may vary

In the case of using a sliding schedule, the beginning of the working day is noted upon entering the workplace (for example, a bus leaves for a trip) and the end of the working day when the task was completed (the bus has reached its destination).

From the second moment, the time allotted for rest is counted, then the start and end times of the workers are recorded again. Weekend dates are approximate, subject to confirmation upon receipt.

Each employee has his own individual flexible schedule, reflecting unforeseen delays, breakdowns and other circumstances. The weekly schedule is attractive because it does not require you to be at your workplace all the time.

Among its advantages are the opportunity to work at a time convenient for you, improved performance and the general condition of employees, both physical and emotional. In this case, the emphasis is on the fact of doing the work, and not on the number of hours spent on it. Hours are set based on the approximate amount of time that can be spent on a specific task. The time needed for rest and recuperation is also taken into account.

The weekly schedule is well suited for those who work with customer orders: real estate agents, couriers, managers, accountants hired to serve small companies, translators, etc.

So, the work schedule is selected in such a way as to meet the needs of the production process and promote the efficient use of labor. It ensures uniformity of workload, shift of work and rest for workers and protects their health.

Features of drawing up a vacation schedule - we find the answer in the video: