1. The legal requirements for time tracking
In May 2019, the Court of Justice of the European Union issued a ruling requiring companies to track their employees' working hours.The employer must be able to justify the hours worked each day by its employees. The times at which employees enter and leave the workplace, as well as overtime, must therefore be recorded. The penalties are particularly severe. Failure to monitor working hours can result in a fine of up to 2,000 euros per employee. This legal obligation is imposed on all employers, regardless of their size or mode of operation. Moreover, it concerns all workers regardless of their work schedule. This means that time tracking applies to hybrid work as well. The fact that an employee performs all or part of his or her tasks at home does not exempt the company from its obligation.
2. The benefits of hybrid working time trackingTime tracking is a requirement that also serves as a measure of performance and productivity for workers, especially when the work is done remotely. M oreover, this system facilitates the management of overtime, absences, and their justification, which is especially beneficial when telework is used in a full-time or hybrid capacity. Setting up an automated tracking system saves the company time in terms of administrative tasks, and it allows focusing on the core of human resources: human capital.
3. Working from home versus workers' rightsThe particularity of remote work is that the worker carries out his tasks at home, which is a private place. When it comes to monitoring remote workers, constant video or audio monitoring is prohibited. Continuous monitoring of screens and keyboard recording software are also prohibited. Geolocation is also strictly regulated. If this type of monitoring goes beyond the tracking of working hours, it is nevertheless indicative of the work requirements imposed by the company.
4. How to track hybrid working time?The tracking of office working time can be done using the following tools :
- Electronic time clocks installed on site
- Paper tracking logs
- Digital spreadsheets
- Time and attendance software
5. Using spreadsheets to record working timeIt can be tempting for an employer to use a spreadsheet to set up a time tracking system. Many solutions exist, including the popular Excel software. These customizable tools can record the beginning and end times of each employee. Employees can fill out an online daily or weekly Excel workbook and submit it via email to the organization. This apparent ease of use has a downside when, due in part to the number of employees, it leads to a large volume of data that needs to be managed. It creates a complex administration process for the employer, that increases the risk of making mistakes and incurring fines.
6. The best tools for monitoring hybrid working timeIn order to fulfil their legal obligations to monitor working time, employers who have opted for a hybrid system have more effective alternatives than a spreadsheet:
- Facial recognition
- Time and attendance software