Working Time Recording Mandate | European Court of Justice | Ruling | Digital | Electronic | Directive | Guidelines | Employees

Many people still remember the time clock from earlier days, but this has largely become obsolete. As a result, working time recording has taken a back seat, even though it remains relevant. On one hand, working time recording is significant from a business perspective; on the other hand, a ruling by the European Court of Justice (ECJ), known as the time clock ruling, has caused a stir.

Content

↓ Definition of time recording requirement
↓ ECJ ruling on time recording requirement — guidelines for digital and analog time recording
↓ The Federal Labor Court’s Ruling on time recording
↓ Transition periods for implementing an electronic time recording system
↓ Time recording requirement when working from home
↓ Checklist: Implications of the ECJ ruling on recording working hours
↓ 5 tips for implementing the time recording requirement
↓ What data protection considerations are relevant for the requirement of time recording?
↓ What companies are affected by the requirement to record working hours?
↓ What happens if companies fail to comply with the mandate to record working hours?
↓ Which time recording systems are suitable for this requirement?

 

 

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Definition of Time Recording Requirement

Time recording requirement describes the obligation of employers to systematically record and document the working hours of their employees. Depending on the country of the legislator, this can ensure compliance with working time regulations, labor laws, and collective agreements. The primary purpose of the time recording requirement is to protect employees’ rights and enforce legal provisions.

 

 

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ECJ Ruling on Time Recording Requirement — Guidelines for Digital and Analog Time Recording

The ECJ ruling on time recording in May 2019, also known as the time clock ruling, states that all companies must establish a time recording system. The European Court of Justice has defined an EU-wide working time recording requirement that all companies, regardless of their size, must comply with. This requires the recording and documentation of the start, duration, and end of daily working time. Time recording must be objective, reliable, and accessible.

 

 

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The Federal Labor Court’s Ruling on Time Recording

While the ECJ introduced an EU-wide time recording requirement, there were no unified regulations at the national level for quite some time. This changed in 2022 with a ruling by the German Federal Labor Court. The court’s ruling confirmed the ECJ’s decision and established a fundamental obligation to record working hours in Germany.

 

 

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Transition Periods for Implementing an Electronic Time Recording System

While the ECJ ruling initially had no immediate consequences in Germany, the Federal Labor Court’s national ruling now holds companies accountable. Employers are required to introduce an electronic time recording system. However, the legislature grants companies a transition period depending on their size for transitioning from analog time recording to a digital system:
Up to 10 employees: paper-based time tracking is still permitted

• Fewer than 50 employees: 5 years
• Fewer than 250 employees: 2 years
• 250 or more employees: 1 year

 

 

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Time Recording Requirement When Working From Home

Traditional time tracking systems record employees’ presence on-site. Working from home presents a unique challenge, as there is no on-site presence that can be easily verified. Instead, digital time recording systems that are adapted to digital work from home are in demand. In this way, the obligation to record working hours can also be implemented for employees working from home.

 

 

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Checklist: Implications of the ECJ Ruling on Recording Working Hours

The ECJ’s time clock ruling introduced an EU-wide working time recording requirement. However, the ruling has further implications that are often overlooked. The following checklist can help prevent oversight and illustrates how the ruling affects work time recording in EU member states:

• The time-tracking data must be retained for at least two years.
• Time recording records must be accessible to employees and labor unions.
• The start, end, and duration of working hours should be recorded daily.
• Employers can delegate time recording responsibilities to employees.
• Legal data protection requirements must be observed for work time recording.

 

 

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5 Tips for Implementing the Time Recording Requirement

Before the recent rulings on the time recording requirement, companies in Germany were only required to record working hours in specific cases. Now, there is a need for action because this requirement applies to all companies in the European Union. Companies facing this challenge can benefit from the five following valuable tips:

• Be aware that the requirement for recording working hours applies to all companies!
• Assess whether analog time recording is sufficient for your business!
• Familiarize yourself with the deadlines for implementing electronic time reporting systems!
• Integrate time management into your workforce management!
• Use professional electronic time recording software!

 

 

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What Data Protection Considerations Are Relevant for the Requirement of Time Recording?

Concerns about data protection often arise in connection with employee time tracking. Strict data protection regulations are prevalent and, at times, lead to uncertainty. However, collecting and storing information when recording working hours is inherent to the process and is unavoidable. Therefore, it is crucial to take data protection seriously. On the one hand, the software must meet the highest standards; on the other hand, proper handling of the system at the company level is essential. If necessary, data protection training can raise awareness of data protection in the context of time tracking.

 

 

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What Companies Are Affected by the Working Time Recording Requirement?

The ECJ’s ruling establishes a working time recording requirement that applies to all industries. There are no exceptions for specific sectors. This also holds true for the Federal Labor Court’s ruling, which confirms the working time recording requirement. Consequently, all companies are obliged to record the working hours of their employees.

 

 

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What Happens If Companies Fail to Comply with the Requirement To Record Working Hours?

Companies that fail to meet the time recording requirement, whether out of ignorance or disregard, should expect consequences. Violations of working time and labor protection laws can result in significant fines. Penalties of up to five figures are possible. In some cases, this may also be classified as a criminal offense, leading to legal consequences. Business owners must, therefore, take the time recording requirement seriously and avoid any negligence.

 

 

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Which Time Tracking Systems Are Suitable for Meeting This Requirement?

The recent rulings on the time recording requirement do not prescribe a specific time recording system. Employee working hours can be recorded using analog methods or digital time recording systems. Digital solutions are not only more contemporary but also offer numerous advantages for both companies and employees. Time tracking can be delegated to employees themselves, reducing the burden on HR departments. Employees can easily stamp their arrival and departure times, breaks, work errands, or similar activities via PC, terminal, or even smartphone, optimizing personnel processes. If such an employee portal is available in a mobile version, all benefits can also be used on the go.

 

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Summary

The use of time recording systems is not only a legal requirement but also proves to be worthwhile, especially when implemented digitally. With a modern tool, both companies and employees can benefit. Companies can monitor, analyze, and lawfully document their employees’ working hours. Simultaneously, it assists them in fulfilling their responsibility of complying with labor laws, reducing employee burdens, constant availability pressures, and, in the worst case, health issues. Systematic recording of working hours creates transparency that ultimately contributes to the well-being of employees. Combined systems like our employee portal offer additional features such as shift swapping possibilities, providing further advantages and ensuring long-term employee satisfaction.

 

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