Journal of employee arrivals and departures (working hours)- used to register the arrival and departure of employees. The data entered in the journal may be the basis for filling out a Time Sheet.
An example of filling out the main section of the journal:
The magazine includes additional materials:
Labor Code of the Russian Federation dated December 30, 2001 N 197-FZ
- Section III. Employment contract Chapter 13. Termination of the employment contract (excerpts)
- Section IV. Working hours Chapter 15. General provisions, Chapter 16. Working hours
- Section VIII. Work schedule. Labor discipline. Article 189. Labor discipline and work schedule
The employer is required to keep time records actually worked by each employee. (Labor Code of the Russian Federation, Art. 91)
Work time- the time during which the employee, in accordance with the internal labor regulations and the terms of the employment contract, must perform labor duties, as well as other periods of time that, in accordance with this Code, other federal laws and other regulatory legal acts of the Russian Federation, relate to working time . The procedure for calculating the norm of working time for certain calendar periods (month, quarter, year), depending on the established duration of working time per week, is determined by the federal executive body exercising the functions of developing state policy and legal regulation in the field of labor. (Labor Code of the Russian Federation, Article 91).
Time tracking is organized for the purposes of:
- ensuring control over the timely attendance of workers and employees at work, identifying late and no-shows;
- monitoring the presence of personnel at workplaces during working hours, as well as the timely departure and arrival of employees during the lunch break;
- recording the timely departure of employees from work at the end of the working day;
- accounting for actually worked time, downtime, illness, vacations and other forms of use of working time;
- registration of absenteeism.
According to Art. 81 clause 6 of the Labor Code of the Russian Federation, an employment contract can be terminated by the employer in the event absenteeism, that is, absence from the workplace without good reason throughout the entire working day (shift), regardless of its duration, as well as in the case of absence from the workplace without good reason for more than four hours straight during the working day (shift).
Who in the organization should keep track of working hours?
Each specific organization decides this issue on its own based on the specifics of its activities. The obligation to keep timesheets can be specified in an employee’s employment contract, job description, or assigned to him by a separate order for his main activity. For violation of the obligation to record working time, the guilty officials are liable administrative responsibility, imposed by the Federal Labor Inspectorate.
According to GOST 31282-2004 control seal- a unique single-use indicator device designed to detect unauthorized access.
Before starting to work with the Journal, you must fill out the title page and certification. Be sure to enter the seal number in the appropriate line; without this, the Journal is not considered sealed.
Helpful information:
What are the requirements for personnel logbooks and how the logbook should be designed in accordance with these requirements, see our video.
Legis company is pleased to offer you a convenient and modern biometric system for recording employee working hours. We use identification using a fingerprint reader, which allows us to reliably determine the time of arrival and departure (biotime or time control) of each employee. Take advantage of the offer to buy such an access control system (ACS, ACS) at a competitive price, and you will no longer need to manually calculate hours worked.
An electronic time and attendance system will quickly and accurately do this for you. This method of control will give you confidence that you are paying wages only for the hours actually worked. Also, biometric recording of employee working hours will reduce the burden on accounting and, if necessary, reduce the number of workers and personnel in offices, stores, warehouses and other facilities.
Overall, our Electronic Timesheet fingerprint access control systems are ideal for any facility with a large number of employees, remote locations, and complex time and attendance logic. These devices scan fingerprints and identify them based on all parameters activated in the system.
UNLIKE OTHER BIOMETRICS CONTROLLERS (RFID, Anviz), BASED ON SCANNING AND OPTICAL READING, OUR FINGERPRINT ACCESS SYSTEM CAN NOT ONLY COUNT WORKING HOURS, BUT ALSO CALCULATE WAGES LATE, CONSIDERING, FOR EXAMPLE, LATE OR EARLY LEAVES.
rest assured
Control using biometric fingerprint readers is reliable, stable and easy to use. Our fingerprint time tracking systems have been successfully tested at large enterprises (more than 1000 employees) in Moscow, St. Petersburg and Krasnodar. Based on the results of this experiment, it became clear that the probability of an erroneous identification when using biometric readers is less than 0.01%.
Save
The practice of using biometric time tracking terminals by our clients has shown savings of 3%-5% of the payroll every month due to objective control.
Automate
We implement a biometric fingerprint access control system in accordance with your requirements and wishes. All elements are compatible with other equipment, which reduces the amount of manual labor.
In addition, specialists synchronize the operation of time and attendance devices using a fingerprint with other information systems, for example, 1C.
Our biometric working time control systems work in real time. You can control the presence of employees on site at any time. Legis Group specialists can also set up a fingerprint time and attendance terminal to send out reports
with any frequency.
Improve your work quality
Automated recording of working hours using a fingerprint serves as a guarantee that the required number of employees will always be on site. This indicator allows the team to perform their work efficiently.
Our unique advantages
We offer a comprehensive biometric time and attendance service, not just hardware or software. This means that the company takes on all the difficulties of implementation, maintenance, and control of the system.
We have successful experience in implementing our fingerprint-based employee time tracking system at large enterprises with more than 100 remote sites and in industrial production.
Our biometric time and attendance systems are developed by our own team of programmers and can therefore be customized to suit the individual needs of each customer who purchases the equipment and manages it.
How it works
Each employee must submit reference fingerprints, which will be entered into the database of internal and/or outdoor biometric readers. It is necessary to monitor the correspondence between the employee’s identity and his fingerprint. Therefore, it is advisable that such a procedure be carried out in the personnel department or remotely, but by a trusted person. The list of employees can be imported from 1C using a regular USB flash drive or memory card.
Each facility is equipped with software and a special fingerprint scanner for recording working hours (we provide the scanners free of charge, but they remain the property of Legis).
Every day, upon coming to work, employees are identified through a biometric finger reader. The following factors may be taken into account in this procedure:
- What position does the employee take on? For example, a cashier may be a storekeeper on that day.
- When arrival/departure, exit for break and return from break were made.
- Does the number of employees in each position meet staffing limits?
The data from the biometric time and attendance scanner is transmitted to the central node. This makes it possible to monitor in real time the presence of employees at the workplace, the staffing of all positions and tardiness. In addition, the fingerprint access control system allows you to set up e-mail or SMS notifications to responsible persons about any emergency situations.
When an employee leaves the workplace at the end of the day, the biometric employee time tracking system calculates how many hours he worked and how much he is paid for it.
At any time, the fingerprint time tracking system allows responsible specialists to view reports such as Timesheets and similar electronic statements.
At the end of the month, the working time sheet, created by a special application based on working time control data using a fingerprint, is certified by management. In addition, this electronic document automatically goes to the accounting department (a special application or directly to 1C).
Where does the work begin?
Conducting negotiations with the customer
We clarify all the requirements and business rules for which the fingerprint biometric system will be further optimized. In particular, we are talking about the procedure for working at each facility (is it possible to enter different positions, how lateness or early departure is taken into account, how breaks are taken into account, etc.), methods for calculating wages (if our system will calculate it), as well as the need to compile various reports and sending notifications.
Creation of a software product
Based on the requirements received from the customer, our specialists create a software product. In the developed system for monitoring working hours using fingerprints, only reports and notifications that are of interest to the customer are taken into account, and all business rules are recorded in algorithms.
Implementation of the system at test sites
Initially, the new biometric work time recording system is being implemented only at a few test sites (2-4 sites) over a period of 1-2 months. During this period, our specialists identify and take into account all the points that might have been missed when describing business rules.
Starting the system on all remaining objects
After successful completion of testing, a debugged and optimally configured system of biometric fingerprint readers, the price of which is determined on a personal basis according to the price list, is launched by Legis Group employees at all other customer sites.
Payback calculation
The practice of using our biometric work time recording systems in St. Petersburg, Moscow, Krasnodar, the Moscow and Leningrad regions, as well as in the Krasnodar Territory gave the following results:
- For 150 objects, in practice, it was possible to reduce two accountant rates.
- The quality of service for your customers is expected to improve.
- Salary fund:
Savings of more than 1% of the payroll (average 3%). If the salary of one employee is 20 thousand rubles, then the savings will be from 200 rubles for each employee (on average 600 rubles). In this case, for 1000 employees (100 objects of 10 people each), the savings will range from 200 thousand rubles to 600 thousand rubles per month.
Another way to calculate
If each employee is 5-10 minutes late every other day (a very real situation), then in a month it turns out:
22 working days x 5 minutes = 110 minutes, at a rate of 164 hours, at a rate of 150 rubles per hour:
saving 275 rubles per month.
Let's consider a salary of 20 thousand rubles per month.
One of the most valuable entrepreneurial resources is working time, for which each employee ultimately receives a salary. Naturally, constant and systematic accounting of this resource is necessary, as well as control over it and its optimization. The employer needs, at any time during working hours, not only to establish the fact that the employee is present where this is provided (at the workplace or somewhere else), but also to establish that he is engaged in direct duties.
For a long time, the only way to ensure control of working time was manual recording - filling out time sheets. This is a labor-intensive process that does not exclude errors and inaccuracies due to the influence of the “human factor” and requires labor-intensive subsequent processing of information.
Progress provides more efficient ways of recording working hours, based on automation, allowing to qualitatively improve this procedure. They differ in principles of application and various functional features.
Let's look at the most popular automated time tracking systems (ASURV), assessing their pros and cons for employers and staff.
What problems can ASURV solve?
With the help of more productive accounting systems, it is possible not only to better and more effectively monitor the employment of personnel and the efficiency of their work. Depending on the assigned tasks, the automation chosen by management can help achieve goals such as:
- registration of compliance of the employment of each specific employee with the internal routine established in the organization (lateness, early departure, long absence during a lunch break or “pause” during working hours);
- visible strengthening of internal discipline among staff;
- serious assistance in maintaining statistics and preparing final reports;
- faster and easier planning of employee employment, more reasonable scheduling;
- assistance in making management decisions regarding daily routine, personnel issues, internal labor regulations, etc.;
- significant financial savings.
Main principles of accounting systems
Automation of working time recording involves recording and subsequent analysis of a number of significant parameters that can be selected and set. The most important among them are:
- automated time logging;
- spatial fixation;
- information efficiency (you can quickly convey information, personal information, to the right employee);
- saving the database.
Basically, all automated control systems are designed to control the movements of employees during certain time periods.
This means that in the memory of the systems, each employee is associated with a certain territorial space in which he must remain during established time intervals. The systems take into account the time of entry into the established zone, stay in it and exit from it, and in some automated control systems they also take into account the peculiarities of employment within the work zone, that is, the efficiency of use of working time by staff.
Thus, you can get a complete picture according to the criteria established in the system:
- maintaining a schedule of arrivals and departures;
- predominant types of violations (lateness, early leaving work, absenteeism, etc.);
- recording of processing;
- formation of an overall picture by departments, time intervals, and specific employees.
Various types of ASURV
Depending on the capabilities, principles of operation and results obtained, time tracking systems can be divided into several types.
Organization of video surveillance
The simplest and in some respects primitive method of control. It consists of installing equipment that captures images, sometimes together with sound, in various premises of the company. Undoubtedly, some of its effectiveness for the employer has been confirmed, since video surveillance:
- shows what each individual employee is doing at the observed moment;
- can restore the picture of the desired time period;
- allows you to track staff contacts;
- provides relative security from theft;
- The equipment is relatively inexpensive and easy to install and maintain.
The disadvantages for management are obvious:
- there is no information about the productivity of staff (for example, on the screen a person is working at a computer, but it is impossible to see whether he is writing a report or is on social networks);
- only a generalized working day situation is given;
- knowing the location of the equipment, it is quite easy to remove it from working condition or not to fall into its coverage area;
- almost impossible to use with large crowds of people;
- not very high recognition accuracy.
Staff usually have to put up with video surveillance installed by management; only security staff can find its benefits. For the rest of the categories, being “under the gun” of cameras, as a rule, does not bring pleasure, unless it can simply become a habit.
Biometrics
The accounting system, focused on biometric indicators, individual for each employee, is based on the principle of identification: an employee entering the “work zone” space records the moment of his entry and exit using some kind of biometric identifier.
In modern devices, a fingerprint is most often used, in more complex devices - a retina, and sometimes voice identification is used.
Positive points:
- you can accurately determine the time spent in the “work zone”;
- it is almost impossible to replace the user;
- The possibility of unauthorized entry into the work area is almost completely eliminated.
Disadvantages of the biometric system:
- inability to track the effectiveness of employee employment (only time is recorded, and not what the employee is doing in the “work zone”);
- the accuracy of determining the location of an employee is limited by the location of the system terminals;
- due to passing control, staff have to be distracted and spend additional time on this;
- If there are a large number of employees at one terminal, the identification process can be very delayed.
"Card" system
Its operating principle is the same as that of biometrics - identification. The difference is that the identifier is not a biological factor, but some external mark, most often made in the form of a card. To pass through the system, this card must be presented or inserted into the terminal reader.
The advantages are the same as with biometrics, with the addition of a relatively lower cost of equipment.
Accordingly, the disadvantages are also similar: limited control area, inability to use with large flows of people, moreover, unlike the biometric ASURV, the “card” system allows for substitution much easier (the card can be faked, stolen, or transferred to another person).
Software systems
In many companies, the main work of employees takes place at the computer, which itself is an “accounting machine.” It records the time it was turned on and off, and also stores the user’s “history” in memory. These features can be used when recording the working hours of office employees.
The employer “bonuses” of such an automated control system consist, in addition to the general ones (taking into account time intervals of employment), in the ability to clearly track the use of working time, that is, to determine which resources were used by each specific user and during what time this happened.
In addition, this is the cheapest system of all automated ones, since it does not require additional equipment. And the costs are incurred only for the interpretation of the data.
Disadvantages of this system:
- limited scope;
- not applicable for mobile personnel;
- it is easy to replace the user;
- If you have the appropriate skills and abilities, these systems can be falsified.
Systems that track positioning in real time
Such automated control systems are not based on recording the entry and exit of an employee into the work area, but on determining his position at a given point in time.
As a rule, such systems are used to control the working time of mobile workers whose functional responsibilities involve constant movement, for example, drivers, forwarders, couriers. But you can control employees in any field in the same way.
Location tracking is carried out using equipment, for example, GPS, which can be installed at the workplace itself (as, for example, on board a work car) or in the form of a tracker that the tracked employee always carries with him.
The positive aspects of such an ASURV:
- allows you to most accurately analyze the relationship between time and spatial movements of personnel;
- can be combined with a video surveillance system;
- control data is easily saved and recorded;
- high location accuracy;
- works with large human populations;
- while working, does not distract staff from their immediate duties.
Difficulties associated with such systems:
- quite expensive equipment;
- the need for constant maintenance;
- In the event of equipment failure, it is not always possible to promptly replace it, and lost data cannot be restored.
The choice of one or another automated control system should be determined by the specific goals and problems of the entrepreneur, his financial and technological capabilities, and the nature of the work performed by the staff.
An employee time log is in demand in most enterprises that have hired personnel. This document is not mandatory, but its presence allows you to resolve many issues and prevent the development of situations that are unpleasant for both parties in the labor relationship.
FILES
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, a 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 accordance with the labor (or collective) agreement and regulations 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 does not work enough time, 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 parties to the labor relationship, since it performs several functions at once:
- Solves the problem of monitoring the time that each employee of the enterprise spends at his workplace.
- Serves as the basis for calculating wages (especially if the organization accepts hourly wages).
- It is an aid to management in the matter of organizing discipline at the enterprise.
Sometimes a document can become a substantiating reason for imposing a disciplinary sanction on an employee who has violated work regulations.
How to count working hours
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 In accounting, the daily parameter loses its meaning, since employees are not required to “sit out” hours, but must fulfill a certain standard of work during the week, including time (for example, on one day an employee works six hours, on another – ten).
- Summarized The method is optimal in production or with a flexible work schedule. Typically, data is recorded here based on the results of the month, but sometimes longer periods are also covered (the maximum is one year).
How to Journal
The journal can 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 indicators such as unauthorized absences, overtime, sick leave, etc.
If the journal is kept in paper form, then all its sheets must be numbered, fastened together using a “harsh” thread (a stapler cannot be used), then the number of sheets must be marked on the last page, stamped (provided that the seal is used in the work of the organization) and sign the employee responsible for maintaining the journal. In the future, you should autograph each completed page of the document.
The journal is usually kept by a human resources specialist or an accounting employee. Depending on this, the storage location of the document during its validity period is 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 performing all other necessary actions.
Sample employee time log
If you need to create an employee time log, use the tips below and see a sample document.
The magazine does not have a uniform 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 management, as well as the trade union body (if there is one).
Like the design of the magazine, its structure and text are completely left to 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 list of cases, then you need to provide a link to the journal index in accordance with this accounting document.
The main part of the journal is best presented in the form of a table in which the following data must be entered:
- serial number of the employee, his full name and position;
- date, time of arrival and departure, as well as information about lateness (the exact number in minutes and hours);
- information about absenteeism - yes/no;
- the amount of total time worked (minus absences on personal business);
- employee signature.
If required, the table can be supplemented with other data (for example, about why the employee left the workplace during the day).
How long and how to store the document
The time log cannot be thrown away or disposed of immediately after completion. It must be stored either for the period established by law or for the period prescribed in the company’s accounting policies (but not less than five years). Only after this time has passed, the journal can be destroyed in accordance with the procedure established for business records.
Monitoring working hours is possible only if you organize accurate records 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 reading device, which will record the time and name of the employee. Such an accounting system will allow you to record all employee movements, absenteeism, tardiness and early departures.
In automated accounting systems, you can record sick leave and absenteeism and then receive data with any sampling depth: per month, per year or for an arbitrary period.
Paper logs or card systems allow you to keep track of arrivals and employee records, but they cannot confirm that this particular person passed through the checkpoint. Cards can be transferred, employees can mark several cards at once, and forging a signature is not a problem at all. Biometric systems do not have this drawback.
You just need to put your finger on the scanner, and a record appears in the database with the fact that the employee was marked. At the same time, it is reliably known that this is exactly the employee who checked in. After all, a fingerprint cannot be transferred or marked for another person.
Recording the arrival and departure of employees
According to the automated system, the accountant (timekeeper or accountant) can calculate wages and take into account hours or shifts worked. In this case, it is possible to use both the reports embedded in the system and generate some others based on the system data.
The presence of a full accounting of arrivals and departures by management will help maintain discipline in the organization at the proper level, which, in turn, directly affects the economic component of the activity. Using automated income accounting, management has the opportunity to quickly influence staff, while spending a minimum amount of time.
We offer a simple, maintenance-free fingerprint time and attendance system. Our system will help you in the shortest possible time begin to take into account all lateness and absenteeism and not spend extra money on installation and maintenance.