A Checklist for Your Company's Employee Policy on Time Tracking

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This checklist serves as a guideline and covers the most relevant aspects that you should consider regarding employees' time tracking.

It is important to tailor an employee policy to your specific circumstances to ensure it reflects how you manage time tracking and provides the right help and guidance to your employees.

• Why do we have to track time?

• Provide a brief introduction that explains the background and purpose of time tracking.

• What is working time and what is not working time?

• Review any collective agreements, local agreements, etc., to understand what applies to you.
• Define what constitutes working hours and what does not to create transparency for employees.

• Who should track their working hours?

• Assess whether you are subject to any exceptions. For example, do you have self-managed employees?
• If you have self-managed employees, they should be exempt from the registration requirement and instead have an addendum to their employment contract stating this.

• Regarding time tracking: How and when?

• What system(s) do you use for time tracking?
• Create a guide that describes how employees should track their time, e.g., only deviations from standard hours, at the project level, or the entire working time.
• Make it clear to employees how often they are expected to register their working hours. Also, describe how you as an employer will follow up on the time tracking, e.g., whether there will be approval or other processes.
• Also, describe how you as an employer will follow up on the time tracking, for example, whether there will be approval or other actions.

• Make it clear what is expected of the employee

• The employee is expected to follow the guidelines you have set forth in the employee policy.
• You can require the employee to inform you as the employer if they are approaching a violation of the 48-hour rule or the 11-hour rule.
• You should clarify the potential employment-related consequences if the employee does not fulfill their obligations. This clarification should be based on a mutual understanding between you as the employer and the employee, ensuring good communication and loyalty between the parties.