What should a complete timesheet include?

A working hours record It must make it possible to identify when each person’s working day begins and ends. Furthermore, to ensure it is useful for day-to-day management, it needs to provide sufficient context when an incident occurs or a time recording is amended.

An entry recorded in one document and an output saved elsewhere may exist, but they do not form a record that is easy to consult. The problem arises when HR needs to check a specific date and has to piece together what happened from emails, spreadsheets and conversations.

Organising data by person, date and status makes it possible to identify incomplete records, check corrections and prepare reports with less manual work.

What is a working hours record?

It is the daily record used to identify the start and end of a worker’s shift.

In addition to this basic data, the company may need further information in order to interpret what happened correctly:

• Recorded pauses.
• Incidents.
• Workplace or place of work.
• Tentative timetable.
• Transfers added at a later date.
• Corrections and reasons for amendments.

A distinction must be made between the data required by the regulations and the additional information that the company uses to organise and review the working day.

Key details for identifying the working day

It must be possible to link a record unequivocally to a specific person and a specific date.

The basic information includes:

• A hard-working person.
• Date.
• Start time.
• End time.

From there, further details may be added where necessary, depending on the type of working day, the organisation of the work or the applicable rules.

Entrances, exits and breaks

Not all entries represent the same action. Distinguishing between the different types prevents you from interpreting a temporary exit as the definitive end of the working day.

A system can distinguish between:

• Start of the working day.
• End of the working day.
• The start and end of a break.
• Intermediate exit.
• Resumption of work.
• Entry added or amended at a later date.

The method used to record and calculate breaks must comply with the relevant regulations, the collective agreement, the contract and the company’s organisational structure. The tool does not decide on its own whether a break is considered working time.

What happens when a new signing is missing?

An oversight should not be resolved by directly changing the time without providing any context. It is advisable to establish a standard procedure for staff and managers.

1. The record has been detected as incomplete.
2. The person explains what has happened.
3. The date and the transfer in question are specified.
4. An authorised person checks the information.
5. The record is completed or corrected.
6. The change is saved in the history.

This workflow makes it possible to distinguish between the original entry and any subsequent correction.

What level of traceability is required for a correction?

When a record changes, it should be possible to understand the change without referring to external discussions.

It is useful to keep:

• The previous figure.
• The corrected figure.
• The date of the amendment.
• The person who carried it out or approved it.
• The reason for the adjustment.

This does not mean that every user profile should be able to view all the information. Permissions should restrict access and the actions available.

How to check working hours and incidents

Incidents are easier to manage when they are reviewed regularly rather than being left to pile up until the end of the month.

HR or those in charge may need to filter the records by:

• Employee.
• Date or period.
• Work centre.
• Team or department.
• Person in charge.
• Incident status.

Regular checks help to identify incomplete entries at an earlier stage and reduce the need for last-minute corrections.

What to check in a time record

Common errors in time and attendance records

• Save entries and exits in separate files.
• Failure to match the record with the correct person.
• Correct transfers without stating the reason.
• Replace the original data without retaining traceability.
• Accumulate incidents until the end of the month.
• Failure to specify who may view or amend the records.
• Confusing the scheduled working hours with the recorded working hours.

The planned timetable sets out what should happen. The timesheet reflects the data collected on what was actually recorded. The two can be compared, but they are not the same thing.

Working time records and regulations in Spain

In Spain, Article 34.9 of the Workers’ Statute stipulates that the daily record must include the specific start and end times of each worker’s working day. It also sets out rules governing its organisation, retention and availability.

You can check the updated text of Article 34 in the Official State Gazette (BOE). The specific application should be reviewed in conjunction with the agreement, the contract and the relevant advice.

How to manage time and attendance recording with Staffy

Staffy allows you to record and view working hours via the time and attendance module.

With this feature, you can:

• Record arrivals, departures, breaks and incidents.
• Process forgotten registrations in accordance with the defined workflow.
• View daily, monthly or annual records.
• Check for any discrepancies with the scheduled timetable.
• Generate time sheets.

Employees, managers and HR staff can access the information and actions for which they have been granted authorisation.

Frequently asked questions about time recording

What information must a time record contain?

You must specify the person, the date and the start and end times. You may include additional information where necessary to interpret and manage the working day.

What happens if someone forgets to clock in?

The procedure defined by the company must be followed to report, review and rectify the incident, whilst ensuring that the change remains traceable.

Is a spreadsheet enough?

It can be difficult to manage when there are several sites, frequent incidents, different people in charge, or a need to keep a record of changes.

Who can access the records?

Persons authorised in accordance with the regulations, organisational structure and permits established by the company.

Are the planned working hours and the record of hours worked the same thing?

No. The scheduled timetable forms part of the planning process; the record shows the start and end times of the working day and the details of what took place.