The employee time log is in demand at most enterprises where there are hired personnel. This document is not mandatory, but its presence allows you to solve many issues and prevent the development of situations that are unpleasant for both parties to the employment relationship.

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Why do you need a document

Before answering this question, let us dwell in more detail on the actual concept of "working time". As you know, the standard work week lasts 40 hours - 8 hours a day. During this period, the employee must perform the labor functions assigned to him by the employer in full compliance with the labor (or collective) agreement and the procedure adopted at the enterprise.

Wages are calculated based on hours worked. All hours that the employee spent at work in excess of this legally established norm are paid at a double rate. But if an employee fails time, the management has the right to apply certain sanctions to him.

To resolve issues related to the establishment of actually worked hours, a working time log is being developed.

Information in the journal is entered for each employee of the organization separately.

Thus, the document is necessary for both sides of the labor relationship, since it performs several functions at once:

1. It solves the problem of controlling the accounting of the time that each employee of the enterprise spends at his workplace.
2. Serves as the basis for payroll (especially if the organization has adopted hourly wages).
3. It is a help for management in the organization of discipline in the enterprise.

Sometimes a document can become a justifying reason for imposing a disciplinary sanction on an employee who violated the labor schedule.

How to track working time

There are several methods for recording working hours:

• Standard daily- used if employees come to work and leave it at the same time.
• At weekly accounting, the daily parameter loses its meaning, since employees are not required to “hatch out” the hours, but must fulfill a certain work rate during the week, including by time (for example, an employee works six hours on one day, ten on another).
• Summarized the method is optimal in production or with a flexible work schedule. Usually, data is recorded here at the end of the month, but sometimes longer periods are covered (the maximum is one year).

How to journal

The journal is allowed to be kept in electronic and paper form.

Electronic journaling is possible in different formats, depending on what software the employer uses. There are budget forms, in which almost all actions are carried out manually, and there are more complex, “advanced”, fully automated systems that transfer information directly to accounting programs (usually access to such software occurs only if the employee has a key).

In any case, the electronic form of the document is convenient, because allows you to save time, effort and makes it possible to easily control the working time of employees based on such indicators as unauthorized absences, overtime, sick days, etc.

If the journal is kept in paper form, then all its sheets must be numbered, fastened together with a “harsh” thread (a stapler cannot be used), then put down the number of sheets on the last page, stamp (provided that printing is used in the work of the organization) and sign the person responsible for keeping the log. In the future, each completed page of the document should be autographed.

The journal is usually maintained by a human resources specialist or an accounting officer. Depending on this, the place of storage of the document during the period of its validity is also determined.

The responsible employee is responsible not only for the accuracy of the information entered in the journal, but also for its timely and complete transfer to specialists for payroll, as well as for the performance of all other necessary actions.

Employee Time Log Sample

If you need to create an employee time log, follow the tips below and see a sample document.

The journal does not have a single design standard. This means that representatives of each organization can form it in any form or according to a template developed within the company and approved by the management, as well as by the trade union body (if any).

As well as the design of the magazine, its structure and text are fully at the mercy of the employees of the enterprise.

• Company name;
• journal opening date and end date (entered after the document is closed);
• indicate the employee responsible for its maintenance;
• if the organization has a nomenclature of cases, then you need to give a link to the index of the journal in accordance with this accounting document.

The main part of the journal is best arranged in the form of a table in which the following data must be entered:

• the employee's serial number, his full name and position;
• date, time of arrival and departure, as well as information about being late (exact figure in minutes and hours);
• information about absenteeism - yes / no;
• the amount of total hours worked (minus absences on own business);
• employee's signature.

If required, the table can be supplemented with other data (for example, why the employee left the workplace during the day).

How long and how to store a document

The time log immediately after the end cannot be thrown away or disposed of. It must be kept either for the period established by law, or for the period specified in the accounting policy of the company (but not less than five years). Only after this time has elapsed, the journal can be destroyed in compliance with the procedure established for business documentation.

Keeping control of working time is possible only with the organization of accurate accounting of the arrival and departure of employees. Such control can be organized using logs, cards or fingerprints.

When leaving and arriving, the employee must present his ID to the reader, which will record the time and name of the employee. Such an accounting system will allow recording all employee movements, absenteeism, lateness and early departures.

In automated accounting systems, you can record sick days, absenteeism and then receive data with any sampling depth: for a month, for a year, or for an arbitrary period.

Paper logs or card systems allow you to keep a record of the arrival and accounting of employees, but they cannot confirm that this particular person passed through the gate. Cards can be transferred, employees can mark several cards at once, and forging a signature is not a problem at all. Biometric systems are deprived of this shortcoming.

Simply put your finger on the scanner, and a record appears in the database with the fact that an employee has been marked. At the same time, it is reliably known that this is exactly the employee who was noted. After all, a fingerprint cannot be transferred or marked for another person.

Accounting for the arrival and departure of employees

According to the automated system, an accountant (timekeeper or accountant) can calculate wages, take into account hours worked or shifts. In this case, it is possible to use both reports embedded in the system, and the formation of some others, based on the system data.

The presence of a full accounting of arrivals and departures on the part of the management will allow you to keep discipline in the organization at the proper level, which, in turn, directly affects the economic component of the activity. Using automated receipts, management gets the opportunity to quickly influence the staff, while spending a minimum amount of time.

We offer a simple and maintenance-free fingerprint time attendance system. Our system will help you in the shortest possible time to start taking into account all delays and absenteeism and not spend extra money on installation and maintenance.

There are many articles on Habré devoted to time tracking, but almost all of them relate to time tracking systems and monitoring employee actions on a PC. We will talk about equipment and systems that record the time of arrival and departure, and consider the issue of their need.

Part one of the article Hard will be devoted to the equipment that is used to physically control the time spent by employees at the workplace.

We will consider all types of time tracking systems that are used in the Russian market with varying degrees of activity.

Almost all systems that we will consider will require installation, equipment switching, wiring, software settings.

Part two hardcore will focus on the need for and ethical use of time tracking systems. Especially for you, the most famous Russian entrepreneurs will answer this question.

Hard

Check-in and check-out terminals

The logic of work: the first identification is the arrival, the second is the departure. It will work provided that the manager decides to pay the working day only if the employee has been identified twice, when he came and when he left.

Most terminals use a person's biometric as an identifier. Most often, this is an imprint of a finger skin pattern, a face shape, a venous pattern of a finger or hand.

Biometric terminals are the most convenient. the identifier cannot be lost, forgotten, broken, in a word, it is always with you. In the case of a fingerprint, the main limitation is the cleanliness of the hands, since the sensor glass can easily get dirty, and the identification error will be higher.

To complete the picture, let's add that there are a small number of terminals that work only with contactless cards, but I see no reason to consider them in more detail, because. the widespread practice of celebrating each other's arrival/departure will minimize their effect.

Mobile phone

Electronic lock

With the passage of several people, in about 90 cases out of 100, one person will apply the card, and naturally, everyone will pass. Taking into account the fact that people come to work and leave it, as a rule, at the same time, this will occur all the time.

At the very least, it will work provided that the room is internal, and if there are not very many people in this room - the larger the number of people, the more errors there will be in the reports.

System composition and prices

Electronic lock - from 1129 rubles
Software - it can be both paid and free, depending on the manufacturer of the controller.
Readers - from 562 rubles

Computer - from 12,000 rubles

Turnstile

System composition and prices

Turnstile - price from 32,000 rubles
ACS controller - price from 3000 rubles
Software - it can be both paid and free, depending on the manufacturer
Readers - from 562 rubles
Contactless cards - from 16 rubles
Computer - from 12,000 rubles

Camcorder

Personnel activity control

An ideal option for those employees whose workplace is precisely defined. These are, for example, office workers at their desks, workers at the machine, cashiers, watchmen, video surveillance operators, security guards.

5000 rubles

In addition to the very fact of the presence of an employee at the workplace, video analytics makes it possible to record activity, which is important for video surveillance operators or security guards who can fall asleep at the workplace.

Face recognition

The second model for using video analytics is a person identification system based on face recognition.

Software module - 314,000 rubles

Time tracking is not the main function of such systems, but even now they can be used to automatically record arrivals and departures.

hardcore

The desire of any person to avoid negativity is absolutely natural, it is not alien to the authors of articles on the accounting of working time, which is why, as it seems to me, this important issue was left without due attention.

Timura Goryachev - General Director of the Kalina Concern

In conclusion, I would like to note that personnel control is not an end in itself, but a tool, the relevance of which is greatly increasing in the current crisis economic conditions.

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The SOTOPS company offers automated systems for recording working hours. These are modern technologies that increase the productivity of any business.

The program of the automated time tracking system will improve the efficiency of employees and, accordingly, wages. To date, this is the only inexpensive opportunity to achieve the goals.

The process of accounting for working hours is quite laborious. Automation of this process and the corresponding computer program for recording working hours will free the accountant, and even several economists from monotonous work and eliminate the influence of the human factor.

All employees should be required to register their time of departure/arrival to the workplace using the issued contactless access cards. For the unquestioning fulfillment of these requirements, it is necessary to notify all employees of the organization that wages will be accrued based on the data of the system. At the entrance to the territory of the enterprise or to the department, the employee brings the card to the reader, he is identified and the time of arrival is recorded.

There are several options for completing such a system, which are selected depending on the budget and the complexity of the installation work. In addition to the installation of equipment for an automated time tracking system, it is necessary to install special software that will allow each employee to build their own work schedule.

This type of software allows you to take into account:

• ♦ Multi-shift and rolling schedules;
• ♦ Valid reasons for non-attendance at work, if they are confirmed by certificates;
• ♦ Overtime work;
• ♦ Vacation schedules;
• ♦ NEW! Balance of hours worked. Using the balance sheet will allow you to keep track of working time without rigid reference to the work schedule, allowing deviations at the end and beginning of the working day, so long as the employee has worked the allotted time for the accounting period as a whole. A zero or positive balance means that the employee has worked the prescribed time limit for the period. A negative balance shows that the employee has a defect (unworked lateness or early departures).

Based on the accounting of working time and individual schedule, it is possible to automate the filling of standard forms T12 and T13 and form time sheet, which reflects only the actual number of hours that the employee was at work. An additional software module will allow you to integrate ACS data with accounting software from 1C(to obtain data on hours worked and payroll ).

When organizing a registration system, there are several options that differ in the composition of the equipment used:

Budget option1 with a minimum set of equipment without the use of blocking devices (locks and turnstiles) is very cost-effective.

For the effective operation of such an automated accounting system, strict control over compliance with the rules for entering and leaving work is necessary. Upon entering, the employee must present the card to the reader, which will record the time of arrival. At the exit, he must bring the card to the reader, which will also record this action. For visual clarity, a device is placed next to it that displays the current time.

This system does not use automatic barrier devices, so unscrupulous employees can register their arrival at the entrance, and then leave on their own business (accordingly, this period of time will be counted as working).

The entrance reader is located in front of the door, the passage of a person is possible only with correct identification: in this case, the controller opens the door lock. To exit, you also need to bring the card to the reader - only after that the door will be unlocked. Such a system can not only keep track of hours worked, but also control access to the premises.

You can also consider the option of a time tracking system using a turnstile:

A modern turnstile unambiguously determines the fact of passage and its direction, therefore, the facts of substitution and transfer of cards between personnel are excluded. If an employee has already logged in, it is impossible to use his card again.

The introduction of a time tracking system allows you to increase the efficiency of the organization, introduce a system of sanctions for being late and untimely leaving the workplace. Increasing the level of labor discipline will quickly recoup the cost of its installation.

The tasks of improving labor discipline and labor productivity are relevant for most enterprises and organizations.

Any enterprise would like to pay employees for the time actually worked, and not for lateness, unauthorized absences and early departures from work.

Accounting for working hours, as a rule, is organized on the basis of turnstiles installed at the entrance of the enterprise.

If the workplaces of employees are far enough from the checkpoint, the best solution would be a solution based on a new special terminal for recording working time and monitoring labor discipline PERCo-CR01 (LICON) . It is installed in the place allocated for control and connected to the computer network of the enterprise (Ethernet network).

LICON is also ideal when the company is small (it occupies several rooms per floor) and does not have an entrance equipped with a turnstile.

Two proximity card readers are built into the LICON terminal for registering the arrival and departure of employees. Places for presenting cards are marked with pictograms. Employees receive contactless access cards, which they show at the LICON terminal when they come to work and leave it.

On the front panel of the terminal there is a color LCD display showing the time of arrival / departure of employees.

The LICON terminal has a non-volatile memory that stores data on 5,000 employees and a list of 125,000 events (card presentations). It can work autonomously, communication with the controller is only required to download the list of events in order to create the necessary reports in the software.

Implementation effect

Automatic registration of the arrival and departure of employees allows you to keep track of the time actually worked by employees, and the introduction of appropriate administrative measures will significantly reduce the loss of working time.

The table shows an example of calculating the economic effect from the introduction of the PERCo time tracking system for an organization with 100 employees working 22 days a month for 8 hours a day.

The cost of a set of equipment for organizing time tracking for the company given as an example is approximately 26,400 rubles:

• 12000 rubles - the cost of one LICON terminal
• 12,000 rubles - the cost of a special software package that serves all LICON terminals installed at the enterprise
• 2400 rubles - the cost of installation (20% of the cost of equipment)

The calculation shows that the cost of installing the system pays off in less than half a month and then the system begins to make a profit. Moreover, the accurate recording of the time worked by employees makes the company's work more transparent and manageable.

Principle of operation

LICON can work both as an independent device and as part of the PERCo-S-20 access control system.

In both cases, the PERCo-SN01 Basic Software of the PERCo-S-20 system, as well as the PERCo-SM05 Disciplinary Reports and PERCo-SM07 Time Recording software modules are used to control labor discipline and work time recording. Based on the data received from the LICON terminal, the software generates reports on late arrivals, absenteeism, early departures and creates a time sheet.

On the LICON screen, while waiting for the cards to be presented, the current time and directions "entry" and "exit" are displayed. Using the software, you can change the direction of entry / exit and change the text of messages on the screen.

When presenting a card, the LCD displays the fact and time of the event, the name of the owner or the card number. Violations (late arrivals, premature departures, errors, for example, an attempt to register "entry" instead of "exit" again.) are highlighted in color and accompanied by a sound signal. If an employee attempts to present a card for an absent colleague at the LICON terminal at the entrance to the shop without presenting it at the gate, a zone violation message appears on the display. LICON does not register such a presentation if it is set with the appropriate work rules using the software.

At the entrance to the office, a PERCo-CR01 (LICON) time tracking and labor discipline control terminal is installed. It connects to the company's computer network (Ethernet).

The software module "Disciplinary Reports" is installed on the head's computer, and the software module "Time Tracking" is installed on the computer of the responsible officer.

Employees, coming to work and leaving it, present their cards to the LICON terminal. Entry/exit time data is stored and transferred to the software. Constant operation of the computer is not required, all events remain in the terminal's memory and can be transferred to the software later. Based on the data on arrivals / departures, the necessary reports on violations of labor discipline can be obtained, as well as the time sheet of employees is generated. The report can be generated on any computer with the software installed.

An example of an application in a medium-sized enterprise

A company with more than 100 employees usually occupies a floor or several floors in a business center. Most companies have more than one entrance to the territory. LICON terminals are installed at each entrance.

LICON terminals are connected to an Ethernet network. The software module "Disciplinary Reports" is installed on the head's computer, and the software module "Time Tracking" is installed on the computer of the responsible officer.

Employees, coming to work and leaving it, present their cards to LICON terminals. Entry/exit time data is stored and transferred to the software.

Based on the data on arrivals / departures, the necessary reports on violations of labor discipline can be obtained, as well as the time sheet of employees is generated.

The report can be generated on any computer with the software installed. If necessary, you can differentiate user access rights, and each manager will build reports only for his department.

Application example in a large enterprise

At the checkpoint of an industrial enterprise, as a rule, turnstiles are installed, which can be used not only to control access to the enterprise, but also to record working hours.

Almost always, workplaces in the shops are removed from the checkpoint, in addition, workers need time to change clothes. Therefore, it is advisable to consider the arrival at the workplace as the beginning / end of working hours, and not the passage through the checkpoint. Terminals PERCo-CR01 (LICON) are installed in workshops and connected to an Ethernet network. The software is installed on the PC of managers and responsible employees.

Employees, coming to work and leaving it, present their cards first at the checkpoint, and then at the entrance to the workshop at LICON terminals. Leaving work, employees show the card to the terminal, and then at the checkpoint. If the sequence is violated, the terminal's LCD will display error information to warn of a zone violation. The entry/exit time data is stored and transferred to the software, where, on their basis, the time worked by employees will be taken into account and reports on violations of labor discipline will be generated.