In the program "Salary and personnel management 8" there is a rather complicated mechanism for recording the working time of employees. The program is provided not only for the work of the calculator, but also for the personnel officer, and even the HR manager.
In organizations where such staff unit as a personnel officer, most often the responsibility for filling out time sheets lies with him. Therefore, in this article, we want to consider the nuances of filling out the time sheet according to personnel orders.
The program introduced the concept of planned and actual norms of working time.
To take into account the planned norm of working time, the program uses work schedules. For example, consider a situation where employees work on a five-day schedule (40-hour work week, working day - 8 hours, days off Saturday and Sunday)
To register the actual hours worked in the program, 2 methods are used:
1. method "deviations", that is, all deviations are recorded (holidays, sick leave and other absences) and already taking into account the deviations and the schedule of the employee, the time worked by the employee is determined
2. method "solid registration"- here, together with the registration of deviations, the actual hours worked are recorded.
Consider the method of "deviations".
In the organization "Titul" all employees work according to the schedule "Five days". Consider all deviations of employees.
Ivanov Ivan Vasilievich was first on vacation from 04/01/2013 to 04/14/2013, and from 04/15/2013 to 04/21/2013 - on vacation without pay, at his own expense.
Akimov Vladislav Alekseevich has been on sick leave since April 20, 2013.
Petrenko Sergey Sergeevich was absent for an unexplained reason on 04/25/2013.
Petrova Daria Ivanovna was on a business trip from 04/22/2013 to 04/24/2013.
To register a leave in personnel records, the document “Leaves of organizations” is used (menu Personnel accounting - Accounting for absenteeism - Leaves of organizations).
Let's create a new document. We indicate in the tabular part of the employee - Ivanov Ivan Vasilyevich, select the type of vacation, in our case it will be in line No. 1-Vacation
annual, and in line No. 2 - Vacation without saving wages. You also need to specify the vacation period.
Most personnel orders have a unified printed form of orders. For vacation (both annual and at your own expense), you can print an order in the form of T-6 and T-6a
Now let's generate a report "Time sheet" for this employee (menu Payroll by organization-Reports-Time sheet T-13)
Annual leave is reflected in the report card code FROM, and leave without pay - TO.
To register sick leave, the program uses the document “Absences and illnesses of organizations” (menu Personnel records - Accounting for absenteeism - Absences and illnesses of organizations).
We indicate in the document that Akimov Vladislav Alekseevich has been ill since 04/20/2013
The document “Absences and illnesses” indicates only the date from which the employee began to get sick, there is no date for his return to work. Therefore, the report card will automatically take into account that the employee is on sick leave until the end of the month.
The code B is used to designate sick leave in the program.
Absences of employees for an unexplained reason are also recorded in the document “Absences and illnesses of organizations”. Let's create a new document, select an employee in the tabular section - Petrenko Sergey Sergeevich. We indicate the date from which he was absent and the date from which he works. To register an employee’s return to work, the document “Return to work to the organization” can also be used (menu HR records - Absence accounting - Return to work to the organization), but it is better to enter this document when the beginning and end of the absence in different periods, or if we do not We know when the employee will go to work. Since in our case the employee was absent for only one day, we indicate the release date in this document.
Absences for an unexplained reason are recorded in the report card with the HH code. In the generated printed form of the time sheet, we see that employee Petrenko S.S. On 04/25/2013 absenteeism was automatically registered for an unknown reason.
To register a business trip, the program uses the document "Business trips of organizations" (menu Personnel accounting - Accounting for absences - Business trips of organizations). Let's introduce a business trip for D.I. Petrova by creating a new document. In the tabular part, be sure to indicate the employee and the start and end dates of the trip.
Details "Country, city", "Organization", "Foundation" are optional, but must be filled in for printing a travel certificate.
Let's create a timesheet for an employee
The days when the employee was on a business trip are marked in the report card with the code K.
You can also generate a time sheet for an employee who did not have deviations from the schedule that was described above. 
Note that the timesheet is filled out using symbols accounting for the use of working time in accordance with the Decree of the State Statistics Committee of Russia dated January 5, 2004 No. 1
| Code | Symbol |
|---|---|
| I | Turnout |
| B | Temporary disability with the appointment of benefits in accordance with the law |
| T | Temporary incapacity for work without the appointment of benefits in cases provided for by law |
| HF | Evening hours |
| H | night hours |
| IN | Weekends and non-working days |
| TO | Business trip |
| FROM | Vacation |
| OZ | Leave without pay in cases provided for by law |
| BEFORE | Leave without pay granted to an employee with the permission of the employer |
| R | Maternity leave (leave in connection with the adoption of a newborn child) |
| coolant | Parental leave until the child reaches the age of three |
| RV | Hours of work on weekends and non-working days, holidays |
| WITH | Length of overtime |
| ETC | absenteeism (absence from work without good reasons within the time period established by law) |
| HH | Absences for unknown reasons |
| VP | Downtime due to an employee |
| RP | Downtime due to the fault of the employer |
After checking the completion of the time sheet, you can proceed to the formation of settlement documents.
For the convenience of generating settlement documents based on personnel, you can use the processing "Absenteeism Analysis".
Please note that the printed form of the time sheet is filled out according to the data personnel documents, only until the moment of entering the settlement document for payroll ("Payroll to employees of the organization"). Also, if deviations in personnel records are registered in the program and after that settlement document registering a different type of deviation, then the time sheet will be filled out according to the settlement document.
When using the "complete registration" method, it is not necessary to enter personnel documents. It is enough at the end of the month before the payroll to enter the document "Timesheet", where all hours worked and all deviations are recorded manually for each day of the period, or in summary, taking into account the symbols. When calculating the amount of salary, earnings will be calculated relative to the days (hours) taken into account according to the entered time sheet to the norm of days (hours) according to established schedule for an employee. Let's consider an example of filling out a time sheet in summary for all employees.
It should be borne in mind that when entering the timesheet in summary, the program will not have data on the days of the period, and because of this, difficulties may arise when calculating absenteeism. For example, an employee fell ill at the end of the month, and the sick leave brought at the beginning of the next month. Because the report card was introduced in summary, for example, according to Petrenko S.S. there is an absence for 1 day (8 hours), then when entering a sick leave next month, the program will not know whether this absenteeism should be taken into account as a sick leave or whether an excessively entered attendance should be reversed.
You can read more about the automation of time tracking in the section “Personnel and payroll - Personnel records and settlements with personnel in 1C programs” of the ITS DVD version or on the website http://its.1c.ru.
During one working day, an employee can be busy in different ways. For example, before lunch he can be in the office, and after that he can go on a business trip or use the rest of the day for additional rest for the previously worked overtime. Such short-term, non-full-time events are called intra-shift events. About how to take them into account in the program "1C: Salary and personnel management 8" ed. 3.0, read in the material of 1C experts.
In the program "1C: Salary and personnel management 8" ed. 3.0, a flexible time tracking mechanism is provided that allows you to take into account various life situations and reflect them both in the time sheet and in payroll.
Set up intra-shift absences
The ability to register in the program for a part-time job such events as a business trip, time off, downtime or leave without pay must be provided in advance - during the initial setup of the program, or enabled at the time of the need.
At Initial program setup you need to set the flags:
- Use pay for intra-shift travel,
- Use intra-shift days off
- Unpaid holidays are provided within shifts,
- The company registers other absences that do not take up the entire working day.
If in the course of work it turns out that not all intra-shift absences used in the organization are connected, then you can use the menu Settings -> Payroll -> Set up the composition of accruals and deductions on the bookmark Absence accounting set appropriate flags Including intra-shift(Fig. 1).
Intra-shift business trips
If an employee was on a business trip for part of the day, and worked for the rest of the day, then in the program “1C: Salary and personnel management 8”, ed. 3.0 should register an intra-shift trip. On the menu Personnel -> Business trips need to Create a new document(Fig. 2).
After setting the flag Part-time business trip (intra-shift) become available to fill in the field Travel date And Hours. It is considered that the business trip falls on the daytime and the surcharge for night work not required. The business trip is paid by the hour based on the average hourly earnings.
Example 1
On September 21, 2015, an intra-shift business trip of an employee lasted 3 hours, the norm of working time according to the schedule was 8 hours. When calculating the salary for this day, the salary payment is automatically calculated for 5 hours. In the report card, September 21 will be marked with the letters “I / k”, and the time will be 5/3 (Fig. 7).
Intra-shift downtime
If an employee was forced to spend part of the day in idle time, and worked part of the day, then in the 1C: Payroll and HR 8 program, ed. 3.0, intra-shift downtime should be registered. On the menu Personnel -> All personnel documents need to Create document Downtime employees(Fig. 3).
Downtime is paid differently depending on the reason. Payment for downtime due to the fault of the employee is not paid, and due to the fault of the employer, it is paid based on two-thirds of the average earnings.
If the downtime was due to reasons beyond the control of the parties, then payment is made based on 2/3 tariff rate. Accordingly, downtime will also be recorded in the timesheet depending on the type of downtime (see Table 1).
Table 1
Example 2
Intra-shift downtime for reasons beyond the control of the employer and employee continued in the daytime on September 22, 2015 for 2 hours.
The standard working time according to the schedule is 8 hours.
When calculating the salary for this day, the salary payment is automatically calculated for 6 hours. In the report card, September 22 will be marked with the letters “I / np”, and the time will be 6/2.
Intra-shift days off
Intra-shift time off (additional rest time for an employee) can be formed in three cases:
- processing with a summarized accounting of working hours;
- overtime work;
- work on weekends or scheduled holidays.
A document is intended to register intra-shift time off time off on the menu Personnel -> All personnel documents -> Create(Fig. 4).
Example 3
On September 25, 2015, the employee took an additional 4 hours of rest on account of the overtime worked earlier. The program has an intra-shift day off.
With a normal working day of 8 hours, the remaining 4 hours will be automatically paid according to the salary, and in the time sheet on September 25, 4 hours of rest will be marked with the letters "i / nv", and time - 4/4.
Intra-shift absenteeism and absenteeism
To register other intra-shift absences and absenteeism, the program provides for the following documents: And absenteeism, absenteeism.
document Leave without pay on the menu Personnel -> All employee absences -> Create unpaid leave may be registered different types, depending on which the corresponding symbol is set in the time sheet (see Table 2).
table 2
Example 4
On September 23, 2015, during part of the shift (the flag of the same name is set in the document), the employee was on additional study leave without pay for four hours, the standard working time according to the schedule was 8 hours.
When calculating the salary for this day, the salary payment is automatically calculated for 4 hours (Fig. 5). In the report card, September 23 will be marked with the letters “I / beats”, and the time will be 4/4 (Fig. 5).
document absenteeism, absenteeism on the menu Personnel -> All employee absences -> Create Absences for unexplained reasons and absenteeism may be recorded. Depending on switch setting Type of absence the corresponding symbol is set in the time sheet - see table. 3.
Table 3
Example 5
On September 24, 2015, an employee was 1 hour late for work - this is intra-shift absenteeism. Document absenteeism, absenteeism(Fig. 6) Absence type Absenteeism and the Absence during part of the shift flag is set. With a standard working time of 8 hours a day for September 24, salary payment will be calculated automatically for 7 hours. In the report card, September 24 will be marked with the letters "i / pr", and the time will be 7/1 (Fig. 7).
Rice. 7. Time sheet
The time sheet in 1C ZUP 8.3 is maintained for those employees whose wages depend on the amount of time worked (time workers).
There are two ways to track hours worked:
- Accounting for deviations from planned time. IN this case all absences from work are recorded (time off, vacation, sick leave, etc.). This method accounting also reflects unplanned work (overtime).
- This method reflects not only unscheduled work and absences, but also the time worked according to the schedule - continuous registration.
If you are interested in where to find the time sheet in 1C Accounting 8.3, I will not torment you - it is not there. For the purposes of extended accounting for wages, the solution 1C ZUP 8.3 is specially purchased. We will talk about her.
First of all, it is necessary for the current year (for the year of the time sheet). From the Settings menu, select Factory Calendars.
If the calendar has not been previously created, it must be created and filled in automatically, checking the correctness and, if necessary, making changes.
Work schedules
After filling out the production calendar in 1C ZUP, you need to create and fill out work schedules for employees. To do this, go to the "Settings" menu and select the "Employee work schedules" item. 
The schedule can be filled in automatically, adjusted if necessary.
Work schedules can be set for employees by documents such as "Hiring" and "Personnel transfer".
ZUP has the ability to massively change the work schedule for employees.
In such situations, when the employee's working conditions have changed for a certain period of time (for example, a shortened day), individual schedules are indicated for them. Setting individual schedules is located in the "Salary" menu. If an employee has an individual schedule for a certain period, the program will not take into account the main one.
Filling out the time sheet in 1C ZUP
The timesheet in 1C ZUP 8.3 is located in the "Salary" section, item "Timesheets". The timesheet uses the designations that are in the reference book "Types of use of working time". If it is necessary to specify several types of time, each of them is indicated on a separate line.
The time sheet can be filled in automatically, correcting the data if necessary. Some enterprises use ACS (access control and management systems). The whole point is that all inputs and outputs are fixed using an electronic access system. This data can be uploaded to the time sheet, eliminating the need to keep it manually.
In order to be able to change the data in the timesheet regarding the work schedule, in the program settings you need to uncheck the box “Check whether the actual time matches the planned one”. Otherwise, if the report card indicates work time, for example, on a weekend according to the work schedule, the document will not be posted.
It should be remembered that with the simultaneous maintenance of both time sheets and reflection documents, the time sheet will have the highest priority when receiving hours worked for payroll.
Form T-13
In 1C ZUP 3.1, there is a printed form "T-13" for viewing hours worked. You can generate this report from the "Salary" section by selecting the "Salary Reports" item. The report you need will be called "T-13 Timesheet".
Question:
The employee is sick, the date of release from the sick leave is unknown, the end of the month is still far away. In ZUP 2.5, I simply set the start date for absenteeism. IN 1C ZUP 3.1 there is no such possibility, the document is not posted without an end date. What can be done in this case so as not to make a document until the end of the month and then not make changes to it?
Answer:
✅ Seminar "Life hacks for 1C ZUP 3.1"
Analysis of 15 accounting life hacks in 1s zup 3.1:
✅ CHECK LIST for checking payroll in 1C ZUP 3.1
VIDEO - monthly self-check of accounting:
✅ Payroll in 1C ZUP 3.1
Step-by-step instruction for beginners:
If by the time of calculation advance payment for the first half of the month or by the time payroll a sick leave has not yet been provided, then in 1C ZUP 3 to register such an absence before release 3.1.4 used document Absence, absenteeism. In it, for such employees, absence was recorded for an unexplained reason.
However, since release 3.1.4.116 this document has changed its name and expanded its capabilities. He began to be called Many users were not satisfied with the fact that an employee had to register an absence for an unexplained reason (as a result, this was reflected in the letter HH code in the report card), although it is known that the employee is on sick leave. Therefore, the document has a new reason for the absence Illness (sick leave not closed yet).
When registering such an absence, the letter code “B” will be filled in the report card, but the calculation of the sick leave will not occur.
As for the principle of filling in information about the absence of an employee due to illness in these documents, it is as follows: if the absence is recorded to calculate the advance payment for the first half of the month (from the 1st to the 15th day), then in the document Absence (illness, absenteeism, absenteeism) / absenteeism, absenteeism it is recommended to indicate the period from the date of absenteeism due to illness until the 15th.
Further, if the employee is provided with a sick leave before the end of the month, then the document Sick leave this unpaid period will supersede and paid sick leave will be registered instead.
If, by the end of the month, the employee has not been granted sick leave, then for the correct calculation of wages, it is required to reflect the absence of a document Absence (illness, absenteeism, absenteeism) / absenteeism, absenteeism also in the period from the 16th to the end of the month. This can be done in two ways:
- creating a new document;
- by editing the period in the first document, which introduced the absence period for the calculation for the first half of the month.
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In the next article, I decided to consider the functionality of the software product, which allows you to throw a bridge between personnel records and configuration settlement documents. We are talking about documents registering vacations, sick leave and business trips.
We will consider processing, which is called "Absenteeism Analysis". This processing was created by the developers of the program and is part of the standard configuration. It allows, on the basis of personnel documents registering holidays, sick days and business trips, create similar settlement documents. This processing is very useful in large organizations, where personnel records and payroll are often performed by different employees.
In addition, we will consider the documents of the personnel records section, which are used to register absenteeism in the organization: vacation, sick leave and business trips.
Processing "Absenteeism Analysis" in 1C ZUP
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Program developers 1C ZUP for some unknown reason, they did not display a link to this processing directly in the desktop area. You will not find it on any bookmark. Perhaps that is why many users of the program do not know about this rather convenient tool. You can find it through the main menu of the program in the section "Payroll by organization" -> "Absenteeism analysis". At the same time, I have "Full interface" selected, and with other interface options, this path may be different. You can switch the interface in the main menu section "Service" -> "Switch interface"(at the bottom).
IN software product 1C Payroll and Human Resources Management There is a HR section and a payroll section. I wrote about all sections of the accounting program in some detail in, each of which is devoted to a specific section. Treatment "Absenteeism Analysis" allows you to link personnel records and settlement documents. To understand how this works, let's look at a few examples.
Personnel document "Leaves of organizations"
✅ Seminar "Life hacks for 1C ZUP 3.1"
Analysis of 15 accounting life hacks in 1s zup 3.1:
✅ CHECK LIST for checking payroll in 1C ZUP 3.1
VIDEO - monthly self-check of accounting:
✅ Payroll in 1C ZUP 3.1
Step by step instructions for beginners:
Let employee Sidorova go on vacation for the period from 07/28/2014 to 08/24/2014. Let's introduce a personnel document reflecting this fact. To do this, on the “Personnel Accounting” tab of the program desktop, in the right column of documents, we will find the line “Vacation”. Let's introduce a new document. One Document personnel leave can be entered at once for several employees at the same time, since it has tabular part, in contrast to the settlement document, which is entered personally for one employee (read more about calculating vacation pay).
So, we add a line with employee Sidorova in the tabular part of the document “Leaves of organizations”. Specify the type of vacation "Annual vacation"(There are also three other options: "Training leave", "Unpaid study leave", "Leave without pay"). Specify the vacation period. After that, the program will automatically fill in the working year from which the vacation days are used. So for an employee Sidorova, hired on 01/01/2014 and who has not yet gone on vacation, the working year is the period from 01/01/2014 to 12/31/2014. After that we carry out the document.
- Form No. T-6a - “Order (instruction) on granting leave to employees”;
- Form No. T-6 - “Order (instruction) on granting leave to an employee”;
- There is also a form called "Vacations", but its purpose is not very clear.
Now back to processing "Absenteeism Analysis". As conceived by the developers, the employee personnel service creates a vacation personnel document for employee Sidorova. Payroll employee opens processing "Absenteeism Analysis" and setting the analysis period (for example, the whole of July 2014) presses the "fill" button. Thus, he receives a list of documents that reflect the absenteeism of organizations during this period. At the same time, the employee responsible for payroll has the ability to see for which personnel documents have not yet been created in accordance with the settlement document, in other words, he sees which documents were entered by the personnel officer.
Please note that a line has appeared with employee Sidorova, where in the HR document field we see a link to the newly created document, but in the Settlement document field it is still empty.
So, we see the personnel leave document in processing "Absenteeism Analysis" and we need to create a settlement. This can be done directly from processing. To do this, check the box next to the desired employee. By default, when filling out the tabular section, checkboxes are placed in front of all lines where there is no settlement document. After that, in the lower part of the processing, select "Month of accrual" July 2014 and press the button "Create Documents". As a result, a document will be created in the database "Accrual of leave for employees of organizations". A link to this document will appear in the processing tabular section. next to the button "Create Document" There are two buttons that will allow you to calculate and post the created document. In this case, after the calculation and execution, notifications about a successfully completed operation will appear with a proposal to view the settlement document.
As a result, from one window, from one processing, we are able to create, calculate and post all the required absence documents based on personnel documents. I will not consider the vacation settlement document here, since there is a separate material for this, see it.
Personnel document "Absences and illnesses of organizations"
✅ Seminar "Life hacks for 1C ZUP 3.1"
Analysis of 15 accounting life hacks in 1s zup 3.1:
✅ CHECK LIST for checking payroll in 1C ZUP 3.1
VIDEO - monthly self-check of accounting:
✅ Payroll in 1C ZUP 3.1
Step by step instructions for beginners:
And now let's enter information in the personnel records section that employee Ivanov has been on sick leave since 07/07/2014. For this, a document is used in the personnel records section. In the tabular part of this document, you need to add a line with the employee and select in the "state" field the reason for his absence - "Sick". This field can be filled with a rather extensive list of no-show options - see the screenshot.
Please note that, unlike a hospital settlement document, where you can enter data for only one employee, in the personnel document in question you can enter information for several employees at once.
I also want to note that in the document it is possible to indicate the date from which absenteeism due to illness begins, but there is no way to indicate the end date. As a result, employee Ivanov is on sick leave starting from this date and ad infinitum. Particularly until the end of the month. This will be clearly visible if you generate a report for July (more about useful reports and printed forms read programs).
And even if we create a settlement document, where we indicate the date of the end of the illness, we will carry it out, the situation will not improve, the employee will be on sick leave. In order to prevent such a situation from happening, the personnel officer must, at the moment when he finds out about his return from sick leave, enter another document Absenteeism and diseases of organizations, where to specify the date of return and the status "Working".
If we now generate a report "Time sheet - unified form T-13", then starting from the 10th, the employee will no longer be on sick leave.
Now let's open processing "Absenteeism Analysis", select the period July 2014 and fill in. As a result, a line will appear with employee Ivanov, for whom we can create a settlement document, calculate it and post it directly from the processing window "Absenteeism Analysis". Just like in the vacation example.
Detail Document "Account for sick leave» I reviewed in a separate article, so now I will not analyze this document in detail.
Business trips
In the HR section, there is another document that is taken into account in the processing of "Absenteeism Analysis". This is a travel document. There is no such document in the calculation part of the program. On the basis of the document "Business trips" using the "Absenteeism analysis", the document "Payment according to average earnings" will be created. Actually, the mechanism of interaction of these documents using the processing "Absenteeism Analysis" is the same as in the previous two cases. The personnel document “Business trips” itself requires the mandatory entry of only the period for which a person goes on a business trip.
That's all for today! Soon there will be new interesting materials on.
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