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In an organization, any actions aimed at changing the mode or working conditions (including the balance of working hours) are accompanied by the preparation of appropriate documentation. Orders serve as their main models. Depending on the specifics of such acts, separate documents and resolutions may be attached to it. In other cases, all adjustments made may be reflected in the order itself, indicating in which documents they are made. The introduction of summarized working time recording is also accompanied by the issuance of a separate order.
How an order to change the working hours is drawn up, and a sample of how to fill it out, can be found in the article at the link.
In what cases is summarized accounting used?
In most enterprises and organizations, working hours are recorded according to a standard scheme - daily and amount to an 8-hour working day or a 40-hour working week, respectively.
But in some cases, the length of the working day is determined individually, depending on a variety of factors: the workload of the enterprise, the characteristics of the employee’s working conditions, etc. With such a flexible schedule, when it is impractical to set the exact duration of the shift, management decides on cumulative recording of working hours .
In other words, an employee works according to his own schedule: for example, on Monday he works 6 hours, on Tuesday - 9, on Wednesday - 10, and so on until the end of the week. As a result, his working hours at the end of the weekly period should be equal to the standard 40 hours, as required by law. In the example given, the summarized accounting of working hours equal to one week was considered.
Similarly, a month, quarter, half-year or year can be selected as the accounting period (with a year being the maximum accounting period).
Is it necessary to draw up a Surveillance System for the introduction?
Cumulative working time is a mode for counting the hours during which employees performed their production functions using an established accounting period and working hours calculated for a given period of time.
In accordance with the Labor Code of Russia, the presented accounting method is used in industries where it is not possible to implement it using the standard 40-hour method.
The duration of the accounting period is determined at the discretion of the employer, but cannot go beyond the limits provided by the legislator:
- the general norm is no more than 12 months;
- a special norm for industries with hazardous working conditions - no more than 3 months (with the possibility of extension up to one year in agreement with the primary body of the trade union organization or with the full composition of the workforce with the corresponding agreement enshrined in the collective labor agreement).
The use of summarized working time is possible at the following stages:
- initial production launch;
- in the course of the organization's activities.
In the first of the two methods presented above, the mode of total calculation of labor hours is recorded and reflected in local documentation:
- collective labor agreement;
- work schedule;
- regulations on the use of summarized accounting.
In the event that production switches to a new operating mode (for example, from an 8-hour schedule to continuous production with shift outputs) and there is a need to keep records using the summarized method, such an innovation is formalized by issuing a separate order from the manager.
Important! The order to switch to RMS should be issued no later than 60 days before the introduction of the specified method into effect.
In addition, due to the fact that these changes are changes in essential working conditions, they should be familiarized with them against signature of each worker whom they concern.
Employees who agree to perform production functions according to the new schedule must provide written consent and conclude with the employer an addition to the employment agreement reflecting the new regime.
Read about the procedure for introducing summarized accounting here.
How to register correctly?
The legislator does not put forward any special requirements for the order to switch to the summarized method of recording labor hours.
The presented document is issued by the head of the enterprise using general standards for maintaining production documentation of an administrative nature.
However, it should be noted the basic information that should be contained in such an order:
- the reason why it is not possible to keep daily or weekly (standard) records at production;
- the date from which the innovation comes into force;
- list of positions affected by the changes;
- details of the new schedule (number of shifts, their sequence, days off, duration of shifts, etc.);
- duration of the accounting period;
- the number of required working hours in the accounting period;
- method of remuneration of employees with summarized accounting.
The order is signed by the head, as well as by the persons responsible for its execution.
Download a sample order to establish a control system
order on the introduction of summarized accounting - word.
CJSC "Inkas"
ORDER No. 3
On the introduction of summarized working time recording
Magadan 01/11/2019
In accordance with Article 104 of the Labor Code of the Russian Federation and with the need to transfer production to continuous mode:
I ORDER
- Transfer to a shift schedule with summarized working hours for truck drivers of Inkas CJSC from 03/11/2019;
- Approve the work schedule of truck drivers;
- Establish an accounting period for drivers with summarized accounting of working hours lasting 3 months;
- The head of the personnel department should make appropriate changes to the internal labor regulations and familiarize truck drivers with the order;
- The head of the legal department must conclude an amendment to the employment agreement with truck drivers;
- From March 11, 2019, the chief accountant will calculate wages for truck drivers in accordance with the summarized accounting of working hours.
Director Tsukov I.V.
The following have been familiarized with the order:
Head of the Legal Department Varvarova N.K.
Head of Human Resources Department Pipchuk A.F.
Chief Accountant K.R. Syrova
To whom can a summarized accounting measure be assigned?
Summarized accounting can be assigned to a specific employee of the enterprise, or to a group of employees, a structural unit or the company as a whole. Management makes decisions based on the capabilities and needs of the organization.
There is only one important condition - the total amount of time spent by employees at work should not exceed or be lower than the usual working hours established by law, i.e. reworking or under-processing is unacceptable.
It should be noted that summation cannot be entered without the employee’s consent. In order for everything to be carried out according to the law, an additional agreement to the employment contract (unless, of course, there was such a clause in it initially).
To introduce summarized accounting in an organization, a corresponding order is issued.
Is it allowed to introduce RMS in an organization?
Labor legislation in force on the territory of the Russian Federation determines the norms of hours that a worker must work during a working day and week.
For example, with a 5-day work schedule, the duration of each day spent by an employee at work should be 8 hours. The weekly number of hours worked should not exceed 40 hours.
The management of not every enterprise can set a schedule for employees that meets general standards. The lack of such an opportunity is usually due to the peculiarities of the company’s production activities.
It should be taken into account that, regardless of the circumstances, the organization must keep records of the time worked by employees.
Article 104 of the Labor Code of the Russian Federation states that it is in such cases that the employer can introduce summarized recording of working time for specialists. A specific schedule is established provided that it is not possible to establish the normal number of hours worked per day/week.
At the same time, the length of time worked during the accounting period does not exceed the normal indicator.
It should be noted that the accounting period lasts no more than 1 year. If the specified characteristics are met, the head of the institution can introduce a summarized type of working time recording to employees.
Who creates the document
An order on the summary recording of working time is written on behalf of the head of the enterprise by any of his subordinates authorized to draw up administrative documentation. Usually this is the head or HR specialist, secretary, legal adviser, etc.
It is important that after drawing up the order is submitted to the director of the company for approval - without his personal signature it will not be valid and in which case it can easily be challenged in court or with the help of the labor inspectorate.
Order on overtime work with summarized recording of working hours
Often, an employer has a question about how to involve an employee in overtime work when recording working hours together. Article 99 of the Labor Code of the Russian Federation indicates that an employee may be involved in overtime processing by a separate order. However, the total calculation of the number of hours usually does not take into account individual overtime.
On this issue, there is a difference of opinion whether such a sample documentation should be published. The legislation does not regulate this nuance. However, experts believe that issuing an order on overtime work is relevant at the moment when the number of hours for the specified billing period has already been worked out.
For example, an employee must work 480 hours in a quarter. Separately, by day and week, he has both overfulfillment and underachievement. The former in this case are usually not subject to regulation.
However, if he fully fulfills the norm, for example, two weeks before the end of the billing period, then his involvement in further work, already overtime, must be documented. In this case, a basis is created for further payment for processing.
Important points when drawing up an order
At the moment, there is no standard, uniform sample of this order for everyone, so employers can write it the way they imagine it. A template approved within the company can also be used.
The document must contain a number of specific data:
- date, number, place of creation;
- full name of the enterprise;
- the very essence of the order, i.e. information about the period of summarized accounting;
- list who exactly this measure will concern;
- indicate the basis for its writing and justification (reason for compilation);
- appoint employees responsible for executing the order (indicate their positions and full names).
In cases where some additional papers are attached to the document, they also need to be noted. If necessary, you can include other information in the form.
Main design nuances
The execution of the document, as well as its informational part, is entirely at the discretion of the director of the enterprise. It is acceptable to write an order either on a simple blank sheet of A4 or A5 format, or on the organization’s letterhead, printed or by hand (with a blue, purple or black ballpoint pen, but in no case with a pencil).
You only need to ensure that the order is endorsed by the original signature of the head of the organization or a person authorized to certify such papers (in this case, the use of facsimile signatures, i.e. printed in any way, is unacceptable). In addition, the employees responsible for its execution and those in respect of whom it was written must be familiarized with the order - their signatures indicate that they are familiar with the order.
Today there is no strict need to stamp the order form with a seal: stamped products can only be used when this rule is stated in the local regulations of the organization. In the general procedure, which also applies to legal entities, seals and stamps are no longer required for use.
The order is usually written in one original copy, but if necessary, additional copies can be made (for example, for a personnel officer and an accountant).
How to install - step-by-step instructions and translation procedure
The technology for introducing RMS is reflected in the labor documentation of the Russian Federation.
In particular, information of this nature is present in Article 104 of the Labor Code of the Russian Federation. When establishing a summary schedule, it is important to adhere to a certain sequence of actions and take into account the rules of labor legislation.
Each organization must have a document that reflects information about internal regulations. The same paper should reflect the procedure for introducing summarized recording of working time, if any.
Before establishing non-standard working hours, the employer must coordinate this action with a trade union or other body representing the interests of workers.
This need is regulated by Article 372 of the Labor Code of the Russian Federation. The decision of the union representatives must be made within 5 working days.
The summarized working time recording technology can be introduced both for one employee and for the entire enterprise at once. It all depends on the nature of the production need.
The introduction of RAS should occur in several stages. Each of these includes a specific action.
Step-by-step instructions for establishing this procedure in an organization are as follows:
- Step 1. Deciding on the introduction of summarized working hours.
- Step 2. Determination of the category of workers or persons for whom the introduction of RMS is planned.
A list of specialties is approved for which a specific work schedule will be established.
- Step 3. Coordination of the employer’s decision with the opinion of a trade union or other similar body.
In the absence of controversial issues, appropriate changes are made to the company’s regulatory internal documentation regarding the working hours and schedule of specific workers or employees of the enterprise as a whole.
- Step 4. Issuing an order from the employer -.
- Step 5. Notify employees about upcoming changes.
This action must be carried out no later than 2 months before the introduction of the RMS.
- Step 6. Approval of the work schedule with employees.
- Step 7. Notifying employees that the changes have taken effect.
- Step 8. Making changes to internal documentation, concluding additional agreements with employees.
Responsibility for competent implementation of all stages of introducing a new working time regime rests with the management of the company.
Information about the time worked by each specialist must be entered into the appropriate timesheet.
Features of establishing RMS for drivers.
How to properly prepare documents for the transition?
The procedure for establishing summarized accounting requires appropriate documentary support. In particular, the following papers are drawn up:
- an order according to which changes are made to the internal documentation of the company;
- notifications about the implementation of a new system;
- order for the changes to come into force;
- additional agreements to the main employment contracts;
- new work schedule;
- time sheet.
Documents are personally signed by persons who are affected by the topic.
For example, the presence of an employee’s signature in the employer’s order indicates that the latter is familiar with the contents of the order.
Example of an order
The main document on the basis of which changes regarding the working hours of workers come into force is the order of management. It is drawn up in free form; there is no unified form for filling it out.
The order should reflect the following points:
- duration of work shifts;
- exact start and end time of the work shift/day;
- shift rotation technology and other nuances.
Due to the fact that the Labor Code of the Russian Federation does not establish a mandatory form of order, the employer has the right to approve its own sample.
In almost all cases, the contents of the order are approximately the same.
The structure of the order can be drawn up as follows:
- name and civil form of the employing organization;
- name and serial number assigned to the order;
- date and region of publication of the document;
- link to the article according to which changes are being introduced (104 Labor Code of the Russian Federation);
- the circumstance that led to the need to introduce summarized technology for recording working hours;
- Full name of the employee, name of the structural unit, company. This paragraph specifies who is subject to this order;
- duration of the accounting period;
- date of entry into force of the new type of working time recording;
- Full name and position of the person responsible for communicating the order data to employees and drawing up a new schedule;
- payroll technology;
- signature and initials of the chief executive of the company;
- signatures and initials of persons familiar with the order.
If the order applies to a group of persons, then to confirm the fact of familiarization with the order, a special document is drawn up, in which employees put their personal signatures.
order on the introduction of summarized accounting in the organization - word.
Sample notification
A mandatory stage of introducing RMS is notification of the implementation of changes to employees. For this purpose, the relevant paper is drawn up and sent to the workers.
Please note that each employee must receive it at least 2 months before the changes come into force.
The notification is issued in free form. The basic rule that must be observed when compiling it is a clear statement of the essence of the summarized accounting.
The notice must contain the following information:
- Business name;
- recipient's address, position and initials;
- date and place of the notification;
- document's name;
- basic information about the summarized operating mode - the date of implementation of the changes, their specifics, the duration of the accounting period and other nuances;
- consequences of failure;
- consequences of ignoring the notice;
- sender's signature and initials.
Upon receipt of the notification, the employee must put the appropriate mark in it. In the same document, the worker signs a visa with his decision - he agrees/disagrees with the changed working conditions.
notifications to the employee about transfer to summarized working hours - word.
After the order is issued
After the order is issued and all the employees mentioned in it have become familiar with it, a new summarized recording of working time begins on the basis of it.
For the entire period of validity, the order must be filed with the rest of the administrative documentation in a separate folder, which must be kept in a place with limited access. After the relevance of the document has passed, it should be given to the archive of the organization, where it should be stored for the period established by law (but not less than three years) or for the period prescribed in the internal regulations of the company.
