Records of working time

09/14/2023
Compliant with Polish Labour Law

 

Keeping time and attendance records of working time is not only an expression of care for compliance with labour law, but also a key element of human resources management

It is an indispensable legal requirement aimed at the correct calculation of remuneration and other work-related benefits, as well as fostering transparency in the relationship between employer and employee.

Records of working time – employer's responsibilities

The obligation to keep records applies to all employees, regardless of the schedule or working time system, as well as regardless of the number of employees.

Even in the case of a single employee, the employer is obliged to keep individual, personal records of working time.

The employer is obliged to keep records of working time for the period of employment, as well as for a period of 10 years from the end of the calendar year in which the employment relationship was terminated or expired, unless separate regulations provide for a longer retention period (Article 94(9b) of the Labour Code).

It is worth noting that an employer who does not keep records of working time commits an offence against the employee's rights (Article 281(6) of the Labour Code) punishable by a fine of PLN 1,000 to 30,000.

What should be included in a time and attendance records?

The working time records should include information about:
- the number of hours worked and the time of the start and end of work;
- the number of hours worked at night;- the number of overtime hours;
- the number of on-call hours and the start and end time of on-call duty, with an indication of the place where it is performed;
- non-working days, with the indication of the title for granting them;
- statutory sick leaves, with an indication of the legal basis for granting them and the determination of the amount;
- other justified absences from work, with an indication of their type and extent;
- unexcused absences from work, with an indication of their duration;
- the working time of a juvenile worker in work prohibited for juveniles, the performance of which is permitted for the purpose of their apprenticeship (§ 6(1)(1)(a) of the Regulation).

Who is the simplified timesheet for?

For certain groups of employees, a simplified form of records is used, including only information on working days and periods in which employees do not perform their duties due to, for example, vacation or sick leave.

The three main categories of employees for whom simplified records are kept are:

- employees covered by a task-based working time system,
- employees managing the workplace on behalf of the employer,
- employees who receive a lump sum for night work or overtime.

Forms of keeping records of working time

The form of keeping records of working time can be both paper and electronic - it is the employer's choice.

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Easily manage your company's working time

Records of working time in Time Harmony

The introduction of an electronic time and attendance records system, such as Time Harmony, greatly simplifies  the process of recording working time. You can resign from manually filled out paper attendance lists. Employees can choose from a variety of forms of registration.

Turn your tablet into a time tracker and place it in a convenient place for your employees. They will register their arrival at work using an RFID card, personal PIN or QR code. The system can also be combined with turnstiles, further automating the registration process. Office workers and remote workers can check in their working time on their computer. Thanks to the data available on-line, you can monitor the attendance list on an ongoing basis.

Time Harmony will also work great as a tool for planning and settling working time, additionally contributing to effective time management, thanks to extensive analytics.

The Time Harmony time and attendance module saves time and resources, as well as ensures compliance with the Labour Law, as our system is constantly adapted to current regulations.

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