Formation of employee work schedule program. Key Excel Templates for HR

If you work in HR, chances are you often have to juggle multiple tasks at once. Your responsibilities can be very varied and include not only finding and attracting the best talent, but also developing employee motivation and managing training and education.

For those who juggle so many tasks at once, it's important to build a system that allows you to stay organized and not miss a beat. You can use Excel templates for this. But how do you find and select the best Excel templates to suit your goals? We've reviewed and reviewed key HR Excel templates and provide you with a short description of each template along with a download link.

We'll also show you how to use HR templates in Smartsheet, a spreadsheet-based collaboration tool that lets you collaborate with colleagues to simplify your HR processes even more than Excel.

Let's start with the fact that the organization's work schedule and the employee's work schedule are different concepts. Of course, it often happens that the company and its employees work in the same mode, for example, from 9.00 to 18.00. But not always. Let's see what staff work schedules are like.

Work schedules according to the Labor Code

There is no separate article regulating the establishment of work schedules for employees in the Labor Code of the Russian Federation. This is understandable. After all, each employer has the right to determine specific working hours for its employees, taking into account the working hours established by it (Article 100 of the Labor Code of the Russian Federation), as well as legal requirements regarding the mandatory provision of rest time, limiting the involvement of a number of people in night work, etc.

The most common work schedule in the Russian Federation is a five-day workday: a week an employee works 5 days, 8 hours a day and has 2 days off. Another option is a six-day period. It assumes 6 working days a week and 1 day off. At the same time, the normal working time, just as with a five-day week, is no more than 40 hours per week (Article 91 of the Labor Code of the Russian Federation). Therefore, an employer can set, for example, the following schedule for an employee: 5 days for 7 hours and 1 day for 5 hours. The working day schedule for 2017 for five-day and six-day periods is available at.

If the specifics of the enterprise’s activities are such that employees have to work a different number of hours per week, and it is not possible to comply with the 40-hour working time standard, then it is necessary to introduce summarized accounting (Article 104 of the Labor Code of the Russian Federation). With it, employees’ work schedules can be very different.

Work schedule “2 through 2”

A “2 in 2” work schedule means that an employee works for 2 days and then rests for 2 days. Moreover, each of his working days lasts more than 8 hours. Standard working hours are worked out per accounting period, for example, per quarter. This principle also applies to the work schedule “4 in 4”, “in three days”, etc.

Thus, the work and rest regime of employees when recording working time in aggregate is regulated by the work schedule. A sample monthly schedule can be found in the Consultant+ legal reference system. By the way, when working “in three days” and the working week norm is 40 hours, it would be better to draw up a working time schedule for the entire 2017. Since with a shorter accounting period it is unlikely that the norm will be met without overtime work.

What does flexible work schedule mean?

The Labor Code of the Russian Federation provides for a flexible working time regime established for employees for whom there is no strict requirement to work within a certain time period. Accordingly, a clear working time schedule is not established for the employee. But at the same time, in total the employee must work a certain number of hours during the accounting period (

There are many areas of employment for citizens, including in those enterprises and companies where downtime cannot be tolerated. Because of this, it is necessary to define work in shifts so that the functioning of the company does not stop. The shift schedule has its own nuances and differences from the usual one.

Shift work

Shift work is a necessity for enterprises where the production process must run continuously to maintain smooth operation and generate income for the company. When workers work shifts, this affects:

product quality;
quantity of products;
efficiency of the equipment used;
volumes of trade turnover.

Uninterrupted industrial process allows reach the required daily requirement, but no person can work 24 hours a day without breaks, which is why there is a need to organize shifts.

In order to introduce a shift schedule, it is necessary to draw up a schedule based on the requirements of the trade union. This need is spelled out in Article No. 103 of the Labor Code of the Russian Federation.

When creating a collective agreement, a work schedule must be attached to it.

The schedule should be drawn up according to the following points:

the working hours for one employee cannot exceed the standards established by the state;
some citizens have the opportunity to work under a special regime;
on a holiday daily norm employee is reduced by 1 hour. If the enterprise works continuously, then this hour is compensated by increased pay, or the rest time is increased;
at night, the employee’s workload is reduced by 1 hour;
the employee should not work two shifts in a row;
Continuous rest for each employee must exceed 42 hours per week.

But most production companies cannot afford to provide the required periods of rest, which is why the limit set by the state is exceeded.

If the company does not have the ability to change this, then the best solution will be the summation of working hours. Such limits will be established within the enterprise, which is permitted by Article 104 of the Labor Code of the Russian Federation.

How is it different from normal

The differences can best be seen with a visual example.

Shift work assigns employees to shifts, for example, into two: the first is from 09:00 to 21:00, and the second is from 21:00 to 9:00. The size will depend on the number of shifts and whether the enterprise has a break. This type of chart is also called a moving chart.

Shifts will be compiled in accordance with the norms of the Labor Code of the Russian Federation, since no special procedures for determining regimes are provided for in the legislation.

Work 2/2, 12 hours a day - a rotating schedule.

Since the document is drawn up by the enterprise itself, each the employee must read and sign local regulations, which determine the order labor activity. The absence of a signature will indicate that the citizen was not familiar with or agreed with the requirements provided.

When drawing up a schedule, they most often refer to Article 103 of the Labor Code of the Russian Federation, where you can find information about acceptable work periods. The main thing is to familiarize employees at least a month in advance about the transition to the changed system. The notification period can be changed, for example, reduced to two weeks, if there is a corresponding clause in the local act. This document will have full legal force, since it is drawn up in accordance with legislative acts.

If an employee has any complaints against the employer regarding the schedule and shifts, then he may contact the appropriate authorities, based on the lack of standards that could regulate the conditions of a sliding schedule at the legislative level. A positive turn for the applicant will be accepted if the court is provided with evidence of the lack of information about the conditions of the shift schedule in the employment contract.

In order for work on a sliding scale to take place in accordance with the verified terms of the employment contract and management acts of the enterprise, it is best to introduce summarized recording of working time. This will help avoid non-compliance with daily or weekly work quotas. The main thing when drawing up such a schedule is to take into account the period so that it collects information on time worked in accordance with the necessary conditions without any shortcomings or rework.

Citizens often work according to the “in two days” scheme and similar. This regime cannot be called rolling, since the employee fulfills his obligations within 24 hours.

Shift work implies the presence of shifts that alternate within one day. The legislation does not establish a special schedule that can be followed when drawing up a work schedule.

There are also nuances in the area of payment for work on a shift schedule. Regular hours are paid at the end of the work week, including weekends. And if a person works in shifts, then his rest may fall on weekdays, and during the weekend he will be busy at the enterprise. A particularly common situation is when an employee completed overtime tasks that deviated from the norm, or was unable to achieve the minimum goal.

To take into account all these nuances, it is necessary to compare the actual hours worked and the hours for the accounting period that were recorded in the standards. Processing must be paid, according to the Supreme Court of the Russian Federation.

Drafting rules and sample

The form is a document that consists of three consecutive parts:

Hat includes:
- Document's name.
- Date, place of creation.
- A number valid within the company.
- Period of validity of the schedule.
The main block includes:
- Full name of the employee.
- Date of signing.
- Shift number.
- Information about the weekend.
Notes on the opinions of employees and their signatures.

The document must be available for approval of the developed schedule by the manager or manager. The fields must include your full name and position. The place where this data is entered is not regulated; the main thing is its availability.

The main block table can be supplemented with any columns if they help make the document more convenient or informative. Below the table there should be a full transcript of all the information provided.

The sample document is suitable for recording any form of shift work, even for 12 hours, even according to the “every other day” system. You can create it for any period of time, from a couple of weeks to several months.

Calculation of shift schedule

determine the summarized accounting of working hours;
reflect work during the day and at night;
take into account legal regulations on rest, allotted time for meals, and so on;
Time records must be kept for each employee individually.

All data can be recorded using the example provided in the table above. Particular attention must be paid to the rule of 42 hours of uninterrupted rest provided weekly.

As an illustrative example. The turner has a summarized work time record for two weeks; he works 11 hours a day according to the 2/2 scheme. This means that in 14 days he must work at least 77 hours to fulfill the plan. But the turner exceeded the norm and worked 80 hours. Then the accountant must make calculations based on an hourly rate of 200 rubles:

salary for work done

80 x 200 = 16,000 rubles

processing amounted to

80 – 77 = 3 hours

the employee worked during the accounting period

80 / 11 = 8 days

calculation coefficient:

3 / 8 = 0.375 hours/day

surcharge amount:

200 x 3 x (1.5-1) = 300 rubles

total salary:

16,000 + 300 = 16,300 rubles

Should also bonuses are awarded for working shifts on holidays. The standard minimum odds are two. If the employer wishes to independently increase the amount of payments, then he can do this without limiting the maximum amount. All holidays included in the list of paid ones can be found in Article No. 112 of the Labor Code of the Russian Federation.

Information on any payment, including holiday supplements, must be transferred to the company’s local act to reflect the transfer of funds. Holidays start at 00:00 and end at 24:00, this must be taken into account when determining the work schedule for employees and assigning additional pay.

This video contains detailed instructions on how to maintain and fill out a shift schedule.

Employee work schedule - example

Shift work is used when the production process time is longer than valid time work of individual employees, and when the need to work without interruption is caused by the specifics of equipment, products or services (for example, an iron foundry, gas station, etc.).

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

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

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

Scheduling procedure:

select an accounting period - month/quarter/several months/year (cannot be more than a year);
calculate how much time is needed to maintain the workplace;
write the standard working hours for all employees (for each separately, if it differs depending on the specialty);
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 emergency phone calls. medical care. 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 be flexible

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

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

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

Its advantages include the ability to work at a time convenient for you, improved performance and general condition 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:

The article will be useful to managers of large organizations and departments that employ many people. Sample work schedule (download in Excel ready-made example 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 non-standardized work time. It is installed rules internal labor regulations, collective agreements, agreements, and employees whose regime is different from general rules, — employment contract.

TO normal duration working hours include the following modes: 5-day week with 2 days off, 6-day week with 1 day off, week with days off on a rotating schedule or part-time work week, in case of irregular working 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 attached to 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;
in order 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 it is calculated wage and other payments);
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 must be drawn up by the manager 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 indicate full list 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 hazardous 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 (Part 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.