Working time records, record cards, overtime and absences
Working time records are a mandatory register of hours, overtime, leave and absences for each employee, required by art. 149 of the Labour Code. We keep them reliably and on time, giving your company a solid basis for salary calculations and readiness for a National Labour Inspectorate (PIP) inspection.
What keeping the records covers
Working time records at E&P Service mean order in the hours and certainty that every overtime hour and absence is documented. It is the document that links HR administration with payroll and is most often checked by the labour inspector.
- Keeping working time record cards.
- Recording hours, on-call duty and overtime.
- Showing leave and absences.
- Monitoring overtime limits and rest periods.
- Statements ready for salary calculation.
What a record card contains
A correctly kept working time record card contains strictly defined information:
| Element | Scope |
|---|---|
| Working hours | Number of hours worked on each day. |
| Overtime | Work in overtime hours and its settlement. |
| Night time and on-call duty | Night hours, on-call duty and work on days off. |
| Absences | Leave, sick leave and other absences. |
Why reliable records matter
A lack of records or errors in them is not only the risk of a fine of up to PLN 30,000 (art. 281 of the Labour Code), but also disputes with employees over unpaid overtime. A reliable card protects the company and serves as evidence in the event of an inspection or dispute.
Related services: salary calculation, HR administration and labour law for companies.
Frequently asked questions about working time records
What are working time records?
Working time records are a document in which the employer records the number of hours worked, overtime, on-call duty, leave and other absences of each employee. The obligation to keep them stems from art. 149 of the Labour Code and is the basis for correct salary calculation.
Must records be kept for every employee?
Yes, as a rule records are kept individually for each employee. Exceptions apply, among others, to employees covered by task-based working time and to managerial staff, although leave and other absences are still recorded for them too.
How long are working time records retained?
Working time documentation, including record cards, is retained for the entire period of employment and then for 10 years from the end of the year in which the employment relationship ended (for those employed after 1 January 2019).
How do you settle overtime?
We settle overtime in accordance with the Labour Code: with a 50% or 100% supplement to remuneration or with time off in lieu. We also keep track of the annual overtime limits and the correct inclusion of overtime in the payroll register.
Do the records cover leave and sick leave?
Yes. In the records we show annual leave, leave on demand, unpaid leave and special leave, sick leave certificates, and other justified and unjustified absences, which forms the basis for ZUS settlements and salary calculations.
What are the penalties for not keeping working time records?
Failure to keep records or keeping them unreliably is an offence against employee rights punishable by a fine from PLN 1,000 to 30,000 (art. 281 of the Labour Code). It is also a frequent subject of National Labour Inspectorate (PIP) inspections.
Can records be kept electronically?
Yes. Records may be kept in paper or electronic form. We support data imports from electronic working time registration systems and prepare statements ready for salary calculation.
How do records connect with salary calculation?
Working time records are the data source for the payroll register: on their basis we calculate basic remuneration, overtime, night supplements and deductions for absences. That is why they work best when the same office handles both payroll and the records.
Put your working time records in order
We will take over keeping working time cards and settling overtime. Free quote for companies in Poznań.