Even if time clocks are slowly becoming outdated: Working time recording is still popular in many companies. What the time tracking where it needs to be done and how best to do it:
Why working time recording is necessary in companies
In many industries, the recording of working hours is becoming increasingly complex. Instead of a timesheet to fill in or time cards, it is also often a matter of proving working hours to external bodies such as the customer or the tax authorities.
Also in the controlling the recording of working hours plays a major role - especially in companies that work in projects. In order to be able to calculate efficiently, the hourly wages invoiced externally, for example, must be compared with the internal billing rates. The resulting difference is the working hours to be charged.
In addition, time recording is also available for the 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 by 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 becomes much easier if there is a clearly structured time recording system that the employees of each employment can maintain themselves. Accuracy is recommended here, as otherwise there is the threat of a fine of up to 30,000 euros ( § 21 para. 1 no. 7, para. 3 MiLoG).
Pros and cons
Per
A clear advantage of working time recording is being able to accurately account for orders right up to the end. Especially in service companies or in companies that work on projects, a few additional hours are quickly lost if they are not documented accurately. For the company and its employees, it is therefore important that their work is also documented correctly, that it is correctly recorded in Invoice can be provided. A security that can become quite relevant, especially for employees, since no one wants to work extra hours for nothing (overtime accounts). But also for the self-employed, working time recording is a good means of allocating and accounting 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 really 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 enterprise has a works council, the works council may have a say in the introduction of a system for the recording of working time (§ Sec. 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 options for recording working time 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 used a lot in the recording of working time. However, an Excel spreadsheet is not considered forgery-proof and is therefore not recognised as a verification document for working time. However, there is a simple solution: simply save it as a PDF.
Today, it is more professional to use special software for time recording, which often runs via online providers. In these online time recording systems, there are often also various project and accounting functions that can be adapted to the companies. In addition, online time recording can also be used on mobile devices. Service providers benefit from this because 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 prefers to use an individualised industry solution. In standard systems such as SAP Business One, there is often already a Integrated time recordingwhich offers exciting possibilities to compare and evaluate the working hours with the other company data. Especially for companies that work a lot in projects, such software is helpful for controlling, as all data is always at hand and can be compared quickly. However, there are also many systems that can be integrated externally and that specialise in sectors such as crafts, trade, 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 is also recording
WEB time tracking for SAP Business One
