Why is it so important to record working hours?
Recording working hours is not only a legal requirement, but also a key component of personnel management. Proper keeping of working time records allows for:
- correct calculation of salaries and allowances,
- maintaining transparency in the relationship between employer and employee,
- reducing the risk of litigation,
- better control over the efficiency of the organization.
The lack of reliable records of working hours can result in serious financial and legal consequences for the entrepreneur.
Legal bases for recording working hours
In accordance with Article 149 § 1 of the Labour Code, the employer is obliged to keep records of working time in a way that allows for the correct determination of remuneration and other work-related benefits.
Records of working hours must be kept for each employee, regardless of:
- type of contract,
- system or working time schedule,
- full-time position.
Failure to keep such documentation constitutes an offence against the employee's rights (Article 281(6) of the Labour Code) and may result in a fine of PLN 1000 to 30,000.
What should the working hours record include?
Recording employees' working hours includes m.in:
- the number of hours worked, specifying the start and end times of work,
- overtime
- night work,
- on-call duty and the place where they are performed,
- non-working days with the basis for granting them,
- sick leave and other excused absences,
- unexcused absences.
For some groups, e.g. employees covered by the task-based system, management or people receiving a lump sum for overtime and night work, it is possible to use simplified records.
Forms of recording working hours
The law does not impose a single form of documenting working hours. The employer may apply:
- paper records – traditional attendance lists,
- electronic records – modern RCP systems, applications and online tools.
More and more companies are choosing digital solutions that minimize the risk of errors and ensure compliance.
Recording Working Hours in Time Harmony
The Time Harmony system enables full, legally compliant recording of working hours in an electronic version. Thanks to it:
- employees can register entries and exits with an RFID card, PIN or QR code,
- it is possible to connect the system with turnstiles for full automation,
- people working remotely or in the office record their working time online,
- HR staff has access to current reports and analytics,
- data is securely stored in accordance with the current requirements of the Labour Code.
This solution reduces time-consuming administrative processes and increases transparency in the company.
Summary
Recording working hours is the obligation of every employer resulting from the provisions of the labour law. Proper records are the basis for calculating salaries, planning working time and minimizing the risk of disputes.
The implementation of electronic systems, such as Time Harmony, allows not only to meet legal requirements, but also effectively improves processes in the organization.
Easily manage your company's working time
