Before calculating the standard working time, you need to decide on the billing period. The most difficult thing is to calculate for the year, since you need to take into account all public holidays and weekend transfers. And if employees work on a shift schedule, then in addition to the norm, the number of overtime hours must be determined.

Information on working hours is contained in Article 91 of the Labor Code of the Russian Federation. This period refers to the period of time when a person performs labor functions. By law, the standard duration of this time is 40 hours per week. In practice, such working hours are rarely used.

Firstly, in many enterprises the production process cannot be stopped, so the work schedule there is shifting. Secondly, some categories of employees cannot work for such an amount of time, since by law they are entitled to a reduction in labor standards. These are minors, people with disabilities, etc.

However, the rules for calculating working hours stipulate that a 40-hour working week should be taken as a basis.

Calculation for a month

Determining labor standards allows employers to correctly set work schedules, keep records of hours worked, pay wages and distribute vacations. Knowing how to correctly calculate the standard working time, you can easily determine how many hours an employee must work. One calendar month is often taken as the billing period.

Working hours are calculated as follows:

1. First you need to find out how many working days there are in the selected accounting period, and how many weekends, holidays, etc.
2. Next, the number of working hours per day is calculated. At the same time, do not forget that the normal length of a working week is 40 hours. This means you calculate the number of hours per working day. Example: 40/5=8.
3. The number of days in a month when a subordinate works must be multiplied by 8 hours.

An example of such a calculation could be as follows:

1. Let's say there are 21 working days in June.
2. The authorized employee must determine the standards by which the personnel will work.
3. For this, the time standard will be calculated using the following formula: 21*8=168 hours. This is exactly how much each subordinate must work on average.

Quarterly calculation

It is also important to know how to calculate the standard working hours for a quarter, that is, for three months. The standard working day is 8 hours. All calculations are carried out very simply. First you need to determine what the labor norm is in each month.

Calculation example:

1. Let's assume that there are 168 work hours in July. It remains to calculate the amount of time only for the next 2 months.
2. There are also 168 working hours in August, and 160 in September.
3. This means that the norm for the quarter is as follows: 168+160+168=496 hours.

If necessary, a similar calculation can be carried out for each quarter. Most often, company management uses the definition of the norm on a quarterly basis.

Calculation for a year

Labor rationing is an important procedure that allows you to determine the number of hours that employees are required to work. When making calculations, the calendar year is often used as the accounting period. Hours are calculated in two ways. You can use the method that is used to calculate the quarter. You just need to determine the amount of the working period for all 12 months.

Another procedure for determining the norm was established by order of the Ministry of Health and Social Development of the Russian Federation No. 588n. The calculation is carried out using the formula: 40/5*number of working days per year. After this, from the resulting number you should subtract the number of hours that the employees did not work. We are talking about reductions before the holidays.

When determining the norm for 2019 according to the billing period, the following nuances should be taken into account:

1. Sunday must be counted as a day off. And it doesn’t matter how many days of rest a subordinate actually has per week - 2 or 1. For some categories of subordinates, it is possible to transfer the day of rest to another date.
2. Don't forget about official holidays, which are not used in calculations.
3. When a holiday falls on a day of rest, the day off is postponed. These rules do not need to be used only when calculating labor standards for January.
4. The length of the working day before a holiday is always reduced by 1 hour.

When making calculations, you must follow these rules, otherwise the final number of hours will be incorrect.

Shift work

When determining standards, the standard number of days of labor per week is used. But not all employers can afford such a working regime. Therefore, the standard working time during a shift schedule has to be calculated a little differently. This is the so-called summation, when the total number of hours worked is determined.

But their number during the accounting period should not exceed the established norm. That is, all hours that were worked in excess of the norm are additional or overtime. As an example, you can use the following data: in a calendar month, the employee worked 175 hours against the norm of 160 hours. Therefore, 15 of them are counted as additional.

Summarized accounting at an enterprise is established according to the following rules:

1. The duration of the billing period is determined. The standard ones are used - month, quarter, year.
2. A specific schedule is established according to which the employee works.

The accounting period can be anything in length, but not more than one calendar year. There are special restrictions that prevent large numbers of overtime hours. For example, there cannot be a 4-hour overtime for 2 days in a row. And per year - no more than 120 hours.

Cumulative accounting implies that wages are paid based on hours worked. Most often, different tariffs are used. Example: a person’s hourly rate is 100 rubles. This means that for a 10-hour shift he receives 1 thousand rubles. If we take into account that he works 50 hours a week, then his earnings will be 5 thousand rubles.

Types of charts

The length of the working day most often depends on production needs. Therefore, it is rare that employers can provide their staff with a standard 5-day period. The most commonly used modes are:

1. 24 hour shift with several days off.
2. Work shift with 10 or 12 hours of work. Then the staff has more days off than planned.
3. Shift is 12 hours, with alternating day and night shifts.

Note: these are not all the regimes that able-bodied citizens have to face. But, based on the specifics of some professions, a regular 8-hour shift may be disadvantageous for both management and the subordinates themselves.

Production calendar

In order for managers to correctly calculate labor standards, there is a special document. This is the so-called production calendar, which takes into account all working days, as well as rest days, including holidays. This document is not a normative act and therefore has no legal force.

However, it is very useful for accountants or HR employees whose responsibilities include keeping time records and calculating earnings. The production calendar can be found online and used at your discretion. Also, the law does not prohibit organizations from independently developing such documents. To do this, you can take a regular calendar and indicate working days and weekends in it in accordance with established rules.

Standard working time is a very important concept, as it allows you to control the performance of professional duties. In addition, using the obtained result, the employer cannot increase the load on his subordinates by forcing them to work beyond measure. Employees can also follow a procedure to verify the amount of time worked.

Attention! Due to recent changes in legislation, the legal information in this article may be out of date!

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Work shift schedule

• Are you a leader?
• Do your employees work in shifts?
• Do you need to create a new work shift schedule for your employees?
• Don't have time to create a shift schedule manually?
• Do you need to comply with the Labor Code and at the same time assign the required number of employees per shift?

To ensure compliance with the requirements of the Labor Code, it is necessary to draw up a correct work schedule for employees.

Full version for automatic calculation of work schedules for up to 40 people.

Free demo employee shift schedule:

Appearance (screen save) of the shift schedule

The employee work schedule, as well as a sample work schedule in any mode (two-two, three-one, five-two) is drawn up taking into account the duration of the work shift, planned days off, compliance with the Labor Code of the Russian Federation, and the hours budget for all employees approved by the administration.

The default work shift duration in this shift schedule is 12 hours. You can choose your shift length.

The proposed sample form for an employee work schedule is developed based on the work schedule of a store (outlet). Sample form of schedule automatically builds employee work schedules taking into account the specified criteria:

• Fixed days off (for example, an employee must rest every Monday or any other days
• Minimum number of employees for each position per shift. For example, a shift must have one senior salesperson and one salesperson
• Total monthly budget for hours of retail outlet (department)

The total number of working hours complies with the requirements of the Labor Code.

The files contain a program (macro) for automatic calculations. When opening a file

The article will be useful to managers of large organizations and departments that employ many people. A sample work schedule (you can download a ready-made example in Excel below) will help plan the uninterrupted work of employees and avoid situations when everyone is absent for some reason and there is no one to work.

What is a work schedule

Labor legislation stipulates that an employee may have standardized or irregular working hours. It is installed rules internal labor regulations, collective agreements, agreements, and for employees whose regime differs from the general rules - an employment contract.

The normal working hours include the following modes: a 5-day week with 2 days off, a 6-day week with 1 day off, a week with days off on a rotating schedule or a part-time work week; in case of irregular hours, a shift schedule is established for some categories of employees. This is a document that is established in accordance with Art. 103 of the Labor Code of the Russian Federation and is introduced in cases where the duration of the production process exceeds the employee’s working time. In production, groups of employees replace each other to ensure continuity of the process, and there is a need to work or provide services around the clock. In order to keep their working hours within the norm, shift schedules are introduced. As a rule, they are annexed to the collective agreement, and when approved, the opinion of the representative body of workers is taken into account.

So, an employee is given a certain work schedule, for example, he works for two days, then rests for two days. During the two days that he rests, another worker takes his place. In such circumstances, the regime qualifies as shift work and requires the preparation of a specific work schedule. This is why you need a sample employee work schedule for a month.

Download a monthly work schedule sample blank form

What are the differences from a time sheet?

It is necessary to distinguish the document recording the working regime from that maintained by the employer in accordance with the requirements of Art. 91 of the Labor Code of the Russian Federation and is a kind of document recording how much employees worked, as a rule, per month. The norm is 40 working hours per week. The employer is obligated to keep records of actual time worked for each employee.

There are no special requirements for familiarization with the report card within a certain period and there is no need to coordinate it with the representative body of employees. The employer can only not exceed the established duration of the working day and provide workers with rest in accordance with the requirements of Art. 110 Labor Code of the Russian Federation.

Keeping timesheets is mandatory for any organization. But with a continuous flow, when people work in shifts, a working time schedule is required. You can download the Excel work schedule template below.

In both cases, it is necessary to specify these features in the employment contract in the section that concerns the working hours.

Free download in Excel working time schedule for 2019

Why do you need a work schedule?

Its functions are quite diverse. It is required for:

• streamlining employee work time;
• to calculate wages when fulfilling specific obligations;
• to calculate average earnings;
• to calculate benefits;
• when determining the employee’s insurance length;
• to avoid errors when determining earnings and compensation for vacation (in addition to time sheets, it can also be a document on the basis of which wages and other payments are calculated);
• to identify overtime overtime and determine additional payments.

After approval, the team is introduced to it under signature one month before its implementation. If a signature is refused, a special act is drawn up signed by two witnesses. Failure to comply with the established regime is a serious disciplinary offense.

Who fills it out

A sample schedule for employees to go to work for the next month is drawn up by the manager or the person responsible for drawing up such a document, authorized in accordance with the order. In practice, this is usually done by a personnel employee, but this is wrong. The schedule should be drawn up by the head of the structural unit.

After drawing up, the document is finally approved and signed by the head of the organization or a separate structural unit. For simplicity, you can download a sample work schedule in Excel and use it as a template.

Is there a required form?

Due to the lack of an established unified form, each employer can independently develop its own document form. You can use our example for this.

It must contain a complete list of employees indicating their positions. After the names, the days on which a particular person will have to go to work are noted. It is advisable to develop the document in such a way as to prevent shortcomings or overwork beyond normal working hours, as well as to ensure optimal workload on the team and on production processes. The schedule is most often developed for a month.

Filling procedure

A sample monthly work schedule table, a blank form, is filled out taking into account the working hours in accordance with the internal labor regulations in force in the organization. It indicates the beginning and end, duration of the working day, breaks, number of shifts, alternation of work and rest.

The length of the day is regulated by internal regulations, taking into account the working time regime established by the employment contract. A reduced working day may also be provided, as, for example, in industries with harmful and dangerous conditions (Part 4 of Article 94 of the Labor Code of the Russian Federation) or when the work of disabled people and minors takes place (Parts 1, 3 of Article 94 of the Labor Code of the Russian Federation) ).

Download a free monthly employee work schedule form

Where and how long is it stored?

Order of the Ministry of Culture of the Russian Federation dated August 25, 2010 No. 558 (as amended on February 16, 2016) “On approval of the “List of standard management archival documents generated in the course of the activities of state bodies, local governments and organizations, indicating storage periods”” (registered with the Ministry of Justice Russia 09/08/2010 No. 18380) established a list for storing documents indicating deadlines.

According to paragraph 586 of the order, time sheets (schedules), workday logs are stored for 5 years; when working with difficult, harmful and dangerous working conditions, the storage period is set at 75 years.

However, some sources believe that this paragraph concerns time sheets, not work schedules, and that this paragraph does not apply to the latter document.

Still, some employers prefer to store such documents for a year in the human resources or accounting department in case of a labor dispute with an employee regarding the issue of standardization of working hours or payroll.

A sample shift schedule will help you create your own activity plan for each employee at the enterprise. It can be downloaded for free.

The uniqueness of each profession is unconditional. No one will argue with this. Most of the country's population works on a 5/2 schedule, with five working days and two days off. But there are many other modes of operation. The sample shift schedule offered on this page will help you formulate your own activity plan for each employee at the enterprise. Like all templates, an example of a shift schedule can be downloaded for free via a direct link.

A number of organizations do not have the opportunity to stop the functioning process and are forced to work 24 hours a day. In this regard, there is a need for personnel to ensure operation. Regulation of workers' activities is simply necessary to solve the company's problems. Thanks to a properly designed shift schedule, work occurs automatically. One specialist transfers his shift to another. He, in turn, transfers authority to a third.

Mandatory shift schedule items

:

• Company details in the upper left corner;
• On the contrary, on the right, a management approval mark is placed;
• The shift schedule can be specified by structural unit;
• The main content is compiled in the form of a table, where the full names of employees are entered vertically and the dates of the month horizontally;
• The duration of the shift, breaks for rest and food, and the number of employees per shift must be recorded.
• At the bottom, specialists and the immediate superior place their signatures confirming familiarization with the document.

The formation of a shift schedule for workers should not contradict current legislation. Workers must receive all the guarantees and rights provided to them by law. Rest time, regime, payment, social guarantees and other issues - all this must be taken into account when drawing up a shift schedule. After final editing, the document is subject to review and approval by the head of the company.

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.
• There is an extra charge 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 sliding 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: