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Time recording checklist for employers: Always meet all requirements

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With a time recording checklist, you can always keep an eye on all requirements. This is particularly important if you have several employees. The requirements under employment law must be met in all cases, otherwise you could face heavy fines.

What are the legal requirements for time recording?

The Working Hours Act and the ruling of the European Court of Justice stipulate the requirements for time recording. In order to carry out time recording correctly in your company, you must cover all the requirements with one system. The selection of the time recording system is therefore important.

It is important to record weekly absences in order to comply with the legal requirements for recording working hours. Specifically, the following regulations apply and must be adhered to:

  • The working time per day may not exceed 8 hours (the average working time within 6 months or 24 weeks applies).
  • Work is only permitted on 6 days per week.
  • There is no work on Sundays and public holidays.
  • There must be an uninterrupted rest period of at least 11 hours between two working days.
  • After 6 hours of work, a break of at least 30 minutes must be taken.
  • For a working time of 9 hours, a break of at least 45 minutes must be taken.

In order to comply with these regulations and be able to prove compliance, it is necessary to record all attendance and break times. In addition, the system should also be able to manage absences by distinguishing normal working days from vacation days and days lost due to illness.

Manage vacations, illnesses and other absences

By managing the days on which your employees do not work, you have a complete overview of your employees’ availability.

This is crucial because it makes it easier for you to comply with time recording regulations at all times. For example, to compensate for overtime with special leave.

Added to this are the higher demands on time recording due to flexible working time models. Employees no longer all clock in at the same place at the same time. They work from home and flexibly at different times.

Absence from the workplace no longer just means vacation and illness. Absence can also mean working from home and other forms of mobile working.

This creates new challenges. For example, adhering to break times. After all, as an employer, you don’t have the opportunity to check on your employees at home. Correct time recording helps here, allowing you to clearly track all working hours, break times and absences.

What should be included in a time recording checklist for employers?

The checklist for recording working time contains the most important factors you need to ensure that you can comply with all labor law requirements in a modern company.

Firstly, it is essential that your employees can use the time recording system anytime and anywhere. This enables flexible working hours and mobile working on the move and in the home office.

Break times must be explicitly recorded in the time recording system in order to maintain traceability.

A calendar containing all public holidays is also useful for keeping track. A calendar is worth its weight in gold, especially when planning ahead.

You need to be able to manage all absences due to vacation, illness and other reasons in order to have insight into when your employees are absent and why.

Data storage is also of great importance. In order to comply with the data protection guidelines according to the General Data Protection Regulation (GDPR), you must securely store and retain the recorded working times in the long term.

You can use the following checklist to easily keep an eye on whether you meet all the requirements for recording working time:

All employees can use time recording
Employees can use time recording anytime and anywhere
The break times are explicitly recorded
A calendar with public holidays is available
Absences due to vacation, illness and other reasons are managed
All data is stored securely and in compliance with data protection regulations for the long term

Simply go through the checklist for recording working time and make sure that you meet all the requirements in full at all times.

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