From the 12th of May, 2019, employers are obliged to keep a daily control of each employee’s working times.
Until May 2019 it was only obligatory to register part-time employee working hours and all personnel overtime on a daily basis. However, from the 12th of May 2019 onwards, all employee working hours must be registered.
How do you have to register employees’ timetable
Working hours can be registered manually or by electronic means.
The way in which working hours must be registered can be collectively negotiated or decided by the company. Otherwise, the employer can determine the register system after consulting with the legal representatives of the employees.
In the case of manually registering working hours the employee must state on a daily basis the following concepts:
- Start and finish time at the working place (it will be two in the case of split shifts).
- Breakdown of normal hours.
- Total amount of overtime (if any).
- Daily employee’s signature.
- Company’s and employee’s signature at the bottom of the document at the end of the month.
At the end of each month a copy of the register will be issued and provided to the employee, along with their payslip. The company must keep the original register. In case of an inspection, the company must be able to submit the original document immediately.
What happens if there is a work inspection?
In the case of a work inspection, there needs to be proof that there is a direct working hours control in place at the work centre, in order to avoid later manipulation. Therefore, in the case of having a work inspection in the work centre, you might be requested to submit, at the work centre, the working hours control register for all of your employees.
Electronic registers tend to be more reliable in the case of a work inspection since they are less liable to manipulation. The work Inspector may request that you provide the printed version of the register for a set time period.
If it is done manually, the Inspector may request that you provide a copy, make photocopies or, even, as a cautionary measure, take the original register. To prevent registers being created later on or working hours being manipulated, the Work Inspector will check the existence of the register in the working centre.
In the case that the company does not meet the working hours register and control measures, the Work Inspection department can issue an infringement note and charge fines from 626€ to 6,250€.