Even if time clocks are slowly becoming obsolete: Time recording is still popular in many companies. What the time tracking where it needs to be done and the best way to do it:
Why working time recording is necessary in companies
In many industries, recording working hours is becoming increasingly complex. Instead of a timesheet for entering hours or time cards, it is often a matter of providing proof of working hours to external bodies such as the customer or the tax authorities.
Also in the controlling time recording plays a major role - especially for companies that work on projects. In order to be able to calculate efficiently, for example, the hourly wages invoiced externally must be compared with the internal billing rates. The resulting difference is the working hours to be invoiced.
In addition, time recording is also used for employees an important tool to check the efficiency of their working time. After all, it ultimately makes them feel better if their working time is well utilised. Tasks that take up too much time can be "unmasked" through structured working time recording and subsequently optimised in personnel deployment planning. This data also provides an important basis for holiday planning, calculation of posts and benchmarking.
The statutory Documentation obligation can be easily followed up with good working time recording. For example, in the case of 450-euro salaries, proof must be provided that the legally stipulated working hours (Minimum Wage Act; 50.9 hours per month at 8.84 euros per hour) are adhered to. As an employer, verifiability is much easier if there is a clearly structured time recording system that employees can maintain themselves for each job. Accuracy is recommended here, as otherwise a fine of up to 30,000 euros may be imposed (§ 21 Para. 1 No. 7, Para. 3 MiLoG).
Pros and cons
Per
One clear advantage of recording working hours is that orders can be invoiced accurately right up to the end. Especially in service companies or in companies that work on projects, a few extra hours are quickly lost if they are not accurately documented. It is therefore important for the company and its employees that their work is also correctly documented, that it is correctly recorded in Invoice can be provided. A security that can be particularly relevant for employees, as nobody wants to work overtime for nothing (overtime accounts). But working time recording is also a good way for self-employed people to organise and bill their time correctly. In addition, working time planning enables precise planning and calculation of orders and resources.
Contra
It becomes difficult to record working time in areas of the company where it is not actually necessary. Full-time recording, as practised in some companies, can have unpleasant consequences for the working atmosphere, as employees have the feeling that they are mistrusted. In addition, such an atmosphere often leads to a controlling mentality. People look left and right to see whether everyone is sticking to their "working hours", which creates a certain rivalry. For the company, accurate time recording also means that overtime no longer "falls by the wayside". This can result in higher personnel costs.
Info on the side:
If the company has a works council, it may have a say in the introduction of a working time recording system (§ Section 87 (1) No. 6 BetrVG). However, the works council may not decide which system is used. But it can decide exactly how the system is used.
Which working time recording options are used today
Electronic capture
In production companies in particular, working time is now recorded on "hardware terminals". Similar to the time clock, employees record their coming and going. Instead of a card, however, they use a chip or magnetic card. Sometimes even passwords or fingerprints are used. This makes time recording "forgery-proof". Other biometric methods, such as facial recognition, have also recently been further developed
Capture through software
Excel is still widely used to record working hours. However, an Excel spreadsheet is not considered tamper-proof and is therefore not recognised as proof of working time. However, there is a simple solution to this: simply save it as a PDF.
Today, it is more professional to use specialised software for working time recording, which often runs via online providers. These online time recording systems often include various project and billing functions that can be customised to the company. Online time recording can also be used on mobile devices. Service providers benefit from this as working time can also be documented outside the company.
The recording of working time by means of software is actually always based on trust, as the employees record their working times themselves.
A company can also decide whether it wants to use a standard system for time recording or whether it would prefer to use a customised industry solution. Standard systems such as SAP Business One often already include a Integrated time recordingwhich offers exciting opportunities to compare and analyse working times with other company data. This type of controlling software is particularly helpful for companies that work a lot on projects, as all data is always to hand and can be synchronised quickly. However, there are also many systems that can be integrated externally and specialise in sectors such as skilled trades, retail, care professions, etc.
ECJ ruling obliges to record working time
Why time tracking should be popular again
Away from the time card: Recording working time today
Integrated time recording - when the ERP system takes notes
WEB time recording for SAP Business One
