Trust-based working hours and working time recording: do they go together?

Ist Arbeitszeiterfassung das Ende der Vertrauensarbeitszeit

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If every employer has to record all working hours in future, will trust-based working time no longer be possible?

We take a closer look at this in this article. At this point, it can already be anticipated that the answer is neither a clear yes nor a clear no. That’s why this article is longer than two lines.

The short answer: trust-based working time has a different definition

Trust-based working time is not dead. This is because there are Time & Attendance tools that allow employees to enter their times completely by hand. This is based just as much on trust as a scenario in which no times are recorded at all.

So we simply have to define trust-based working time differently in future. It no longer means that the employer does not record any working hours at all. In future, trust-based working time means that the recorded times are based on trust and are used exclusively to ensure compliance with the Working Hours Act and not to monitor employees.

The long answer: This is what trust-based working hours look like with the new law

So objectively speaking, trust-based working hours mean that the employer does not monitor the working hours of its employees at all. The working hours are therefore based entirely on trust.

Now the European Court of Justice has ruled that all companies in the EU must in future record all their employees’ working hours. Previously, under German law, this only applied to overtime – in other words, only all time worked in excess of 8 hours per day had to be recorded.

There has been criticism of these regulations in recent years, as it is hardly possible to document overtime if the employer does not record the time when someone starts working. Then it makes more sense to use a time clock and record all working hours. Overtime can then be calculated much more accurately.

Time clocks sound like a lot of control and in practice are not compatible with trust-based working hours. But in professions with flexible working hours and locations, the time clock doesn’t work anyway.

And that is why the question of the “end” of trust-based working hours is not a clear yes. The current draft law provides for fully electronic working time recording. However, it does not say that the employer must record the times themselves. For example, with a time clock. He is only responsible for providing employees with a suitable electronic tool for recording working hours.

This means that working hours are still based on trust, as employees enter them manually into a tool. The working hours recorded in this way can be evaluated by the employer and are important for monitoring compliance with the Working Hours Act. We have already made a video about this, which I will link to in the description.

Employers therefore have two options with the new law:

Firstly, either a fairly accurate and location-based recording of working hours using a digital terminal or at a PC workstation. There are quite a few options that record working times in real time.

Secondly, the alternative is the one that comes closest to trust-based working hours. The employer provides a software tool and the employees record their working hours there on their own responsibility. And that is again based on trust.

Especially in companies with flexible work locations, the second option will probably be used most often.

Important additional thoughts on trust-based working hours

A brief digression at this point. Many employees are afraid that the mandatory recording of working hours will take away their flexibility. There are a few interesting studies that show that people with trust-based working hours and working from home often work more overtime than those who are in the office, for example. And with trust-based working hours, overtime is recorded much more poorly or not at all, which is ultimately bad for the employees.

Imagine you work from home and have trust-based working hours. The weather is nice in the afternoon and you think – cool, I’ll go out for a while and then work this evening. In the evening you’re hungry, make something to eat, then it’s half past 8 and you have to work for another 2 hours. No desire at all.

So – realize that trust-based working hours can also cause stress. Merging work and leisure sounds good, but fixed working hours also have advantages. Employees have enough breaks, enough rest time and know that they don’t have to think about work after work. There is a fitting quote from the Federal Minister of Labor. He says: “There has to be an end to work at some point.”

Conclusion – Trust-based working hours and Time & Attendance – do they go together?

As I said above, the answer is yes and no. We need to adapt our understanding of “trust-based working time” somewhat, but ultimately there is nothing to stop the recorded working times being based entirely on trust.

So – if you as an employee :in are prescribed Time & Attendance by the company, remember that the legislator has thought of this to protect you and to make employers consistently comply with the Working Hours Act.

And if you are an employer, talk openly with your employees about it. With trust-based working hours, it is important that everyone is satisfied with the concept and that no one feels observed or controlled.

Ultimately, it’s about achieving the best situation for employees and companies. And Time & Attendance – if used and communicated correctly – can be a step in the right direction.

Time & Attendance App vs. Desktop

Zeiterfassung App vs. Desktop

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Time & Attendance – better in the app or on the desktop? Or would you prefer both solutions?

In this article, we compare the options and also talk about stationary terminals.

Advantages of an app for Time & Attendance

  • The employees are flexible. You can start and end your working time from anywhere.
  • The app is suitable for industries whose employees do not use a computer and do not have a fixed place of work. For example, the construction industry.
  • Time & Attendance apps are usually very easy to use. Because they are only used on mobile devices, the possibilities are limited. This keeps Time & Attendance from becoming too confusing.
  • Apps are often cheaper than comprehensive systems. They are even available free of charge. But a free solution is never as reliable as a system backed by a company with support and quality assurance.

These were the most important advantages. Time & Attendance apps are therefore most suitable for companies whose employees are on the road a lot and where a simple app with limited functions is sufficient.

Advantages of desktop applications

For employees in the office, Time & Attendance works directly on the work device. There are two variants here. Either software is installed directly on the computer or laptop or the application works via the browser.

Desktop solutions also work in the home office – then you just need the software on your laptop.

The solutions are very comprehensive and enable not only simple Time & Attendance, but often also project-based allocation of times and many other functions. This makes desktop applications an important tool for HR professionals. The more comprehensive the tool, the better the personnel planning and evaluations. And, of course, there is usually a rights management system to ensure that only authorized employees have access to sensitive data.

App vs. desktop: Who needs what?

Let’s compare the two solutions directly. The app and desktop each have advantages and disadvantages, but what if a company needs both? There are also people in the construction industry who work in the office and it is impractical if employees in the office use a different tool than the employees on the construction site.

So our tip: look for a time recording system that enables both desktop and mobile applications.

Example of a comprehensive solution with different end devices

ZMI – Time is our solution for Time & Attendance. This is basically a desktop application. This is also necessary because the system gives HR staff a good overview and so much data cannot be evaluated and processed on the move. This includes, for example, a shift planner, vacation planner and staff scheduling. And there are direct interfaces to DATEV, payroll systems and ERP systems. The system is quite comprehensive and recruiters can use the tool extensively.

There is then a different user interface for the employees who are to use the tool. The view is slimmed down and completely self-explanatory. In most cases, you only have to record the start and end of working hours and when you take breaks.

And what about the people who are not in the office? There is a ZMI app for them. This is of course connected to the overall system and offers the simplest possible user interface. Each company can decide for itself which employees record their times on a computer or laptop and who needs a mobile application. Of course, both are also possible.

Stationary terminals

If a company only uses stationary terminals, a home office is of course no longer possible. But a terminal often makes the most sense for production companies, for example. The employees don’t have a computer and the best way for them to start and end their working time is at a permanently installed terminal.

All three variants can be used with ZMI – Time. The software is optimized for many end devices. And all the data converges in a central system.

Time & Attendance Excel: Is this still allowed in 2024?

Zeiterfassung Excel - ist das 2024 noch erlaubt

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Time & Attendance with Excel is quite common. Most companies use the tool for other things anyway, so it’s practically free. But a new law on working time recording is coming soon. Will Excel then still be permissible at all?

The draft law on working time recording

The draft states that the employer is obliged to electronically record the start, end and duration of the employee’s daily working hours on the day the work is performed.

We take a closer look at the word “electronic” below.

All tools that run on electronic devices are electronic. This can be a computer, an electronic time clock or even a smartphone. So – why shouldn’t Excel be part of it?

Quite simply, according to the ECJ ruling, the system in which working hours are recorded must be reliable, objective and easily accessible. It must also be audit-proof, which means that no times may be changed retrospectively.

Is Excel Time & Attendance “reliable, objective, easily accessible and audit-proof”?

And there is the question: If a spreadsheet managed in Excel is used in the long term. Is this then a reliable system? So many cells, calculations and references. And if a mistake creeps in, it can make a big difference in the end. Isn’t it better to have a system that automatically records the times?

So – What can happen with Excel Time & Attendance?

  • You can slip in the row (the larger the table, the more difficult it is to get an overview)
  • You can type in the wrong numbers – whether on purpose or by mistake
  • Mistakes can be made when creating calculations and references. This happens much more often than you might think. Especially for complicated calculations and references.
  • You can delete files by mistake – sounds silly but it happens. And if you don’t have any backups, the stress is huge.
  • When the company grows, it quickly becomes confusing. By then at the latest, you should definitely be looking for a Time & Attendance solution that is scalable and has exactly one purpose: to record working hours.

Especially with shift work or changes in working hours, the effort involved in Time & Attendance with Excel is simply huge. HR managers are just adapting Excel tables and mistakes always happen. In the worst case, employees end up being paid incorrectly.

The bigger the company, the more Excel lists you end up with. Each employee has a schedule that is adapted to their working hours, some work full-time, others do not. Sometimes shift schedules change, someone switches to the night shift or no longer works Saturdays. The HR department has all these tables and nothing works automatically. Everything has to be checked by hand and there is no mechanism to detect errors. Excel Time & Attendance requires much more working time than other systems for recording working time.

Conclusion: Will Excel Time & Attendance be banned?

These were reasons why you should voluntarily do without Time & Attendance with Excel. But for precisely these reasons, Excel could actually be banned for Time & Attendance in the future. The system could be classified as not reliable enough.

In this case, a centralized, electronic system is always the most reliable solution for recording working time. The simplest systems are those that record working times automatically, for example with a time clock or if the working time is recorded automatically on the computer or by simply clicking a button at the beginning and end of the working day. However, there are also systems where employees who work from home, for example, enter their times manually.

So there could actually be court rulings that rule out Excel working time recording.

Introducing Time & Attendance in 5 steps

Zeiterfassung einführen in 5 Schritten

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Introducing new tools for Time & Attendance can throw companies’ workflows off balance. In this article, we show you how to introduce a time recording tool step by step and what you need to bear in mind.

  1. Why Time & Attendance?
  2. Select tool
  3. Implementation
  4. Active use
  5. Monitor functionality

Step 1 is of course always the question – Why exactly do we want to introduce Time & Attendance?

The question of whether your company needs to introduce Time & Attendance can be anticipated at this point. The answer is probably yes. After some legally binding court rulings and because a draft law on the subject of Time & Attendance has just been presented. You should therefore make sure that you record all your employees’ working hours at an early stage.

Many companies are also introducing Time & Attendance because they want to pay more attention to ensuring that employees manage their working time in a balanced way. In addition, many are switching from manual tools to electronic systems.

In the 2nd step, you have to decide on a time recording tool.

What are your most important requirements for a time recording tool?

When choosing a suitable tool to introduce Time & Attendance, you should talk to your employees and exchange ideas with colleagues. The people who use the tool every day in the future should also like it. And in the end, they are also the ones who have the wishes and requirements that the tool must offer.

Here are a few factors that are important for many companies.

Stationary, on a computer or as an app – does a time clock work or do you need a tool that can also be used on laptops? This is the only way to make Time & Attendance in the home office possible. Construction companies also often need a solution that works on cell phones. There are also time recording tools that work both stationary and mobile and are therefore suitable for employees with different work routines.

The scope – Do individual projects have to be booked (e.g. in agencies) or is it sufficient if only the start and end of working hours are recorded?

Complexity – The larger the company, the more important it is to use software smoothly. And that’s why you should definitely choose a solution that is self-explanatory and where your employees don’t need 2 hours of introductory training.

Interfaces – Time & Attendance should work seamlessly with the software your company already uses. For example, interfaces to DATEV, payroll software and ERP systems. Without these interfaces, things quickly become complicated and HR managers have a lot of extra work.

Advice and support – Time & Attendance is here to stay. That’s why you should choose a time tracking tool that you feel comfortable with in the long term and that offers reliable advice and support.

Costs – Costs are of course an issue in every company. Lower costs often also mean a lower scope of services and less support in the event of problems.

Incidentally, many companies are currently opting for Excel. Most companies use this for other work anyway. But it also has significant disadvantages. In our YouTube video, we discuss whether Excel can still be used for Time & Attendance with the new law.

Step 3 then deals with the technical implementation.

Time & Attendance is now being introduced for real. This is usually quite simple and most Time & Attendance software is quick to install.

Sometimes, of course, it is necessary to strategically distribute time clocks throughout the building. However, if the software runs on the employees’ computers, the technical implementation of Time & Attendance is much easier. Some tools even run completely via the browser. For example, it is sufficient to set a bookmark and employees do not have to install a program.

With ZMI’s time recording tools, for example, customers receive a 30-minute onboarding session. This is completely sufficient to be able to use the tool.

Step 4 then starts with active use.

Now the employees have to familiarize themselves with the solution. Some tools still need an introduction, with ZMI this is usually not necessary, but our support is of course always available if you have any questions.

Step 5: Monitoring

Depending on the complexity of the tool, some employees need a little longer to integrate the new tool into their day-to-day work. That’s why you should make sure that everyone can still ask questions at the beginning and that there is someone in the company who can help if there are difficulties. Give your employees a transition period and keep an eye on whether everything is working correctly at the beginning.

Further tips on introducing working time recording

Introducing Time & Attendance: Step by step

In some companies, it can make sense to introduce Time & Attendance step by step. Perhaps there is a department in which the tool can be rolled out first. This gives you direct feedback from employees and allows you to clarify important questions right at the start. Time & Attendance is then rolled out further and further.

Communicating Time & Attendance correctly

It may be that employees are not keen on accurate Time & Attendance. The whole subject can seem annoying and complicated at first. Be transparent right from the start. Of course, you have the argument that Time & Attendance is required by law. But apart from that, your employees also benefit. Talk about it and also communicate that Time & Attendance should not be a control instance. Rather, it is about recording overtime more accurately and showing that the Working Hours Act is being complied with.

Scope of services before costs

This is a mistake I often see… When choosing a time tracking tool, don’t look at the cost of a solution first and foremost. First make your requirements clear and then decide on a solution that offers everything you need and that you can call if you have any questions. This will not only save you money in the end, but also the nerves of your employees. Nothing is more annoying than a tool that only looks half finished or where no one is ever available.

Working Hours Act – the most important points in brief

Arbeitszeitgesetz – das Wichtigste in Kürze

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New Work and flexible working hours are increasingly becoming the standard in the world of work. But how flexible can we be and how can we ensure that working hours remain within the legal framework? To do this, employers and employees must be familiar with the Working Hours Act. This article provides the most important basics for this.


Who is affected by the Working Hours Act?

The aim of the law is to protect employees. But who exactly is meant by this? The Working Hours Act excludes certain occupational groups. This includes

  • Senior executives
  • Chief physicians
  • Caregivers who live with a person entrusted to their care
  • People who work in the liturgical area of the churches
  • and different groups of people who work in the public sector.

Furthermore, the law does not apply to persons under the age of 18. Working hours are regulated by the Youth Protection Act.

Working hours

If you are affected by the law. How long can you work per day? This is basically 8 hours. In some cases, more is permitted. The maximum working hours exist because there are simply many more accidents at work if working hours are too long. Of course, this is particularly true for jobs where heavy machinery is operated, such as on construction sites or in production. 

But it’s also about office jobs. Doctors keep saying that sitting for too long is bad for your health. And the law stipulates that employees must not work too long and that everyone must get enough breaks.

How much does the average employee in Germany work? That’s about 40 hours a week and 8 hours a day. Most companies still do this. Theoretically, 48 hours per week would also be possible, as Saturday is also counted as a working day. If your company wants to allow flexible working hours, employees can also work more hours per day – namely a maximum of 10 hours on 6 working days. There is one important condition for this: Working hours must not exceed an average of 8 hours per working day within a 6-month period. 

Incidentally, there are special regulations for some professions – for example in hospitals. Working hours can sometimes be over 10 hours.

Example working time

If someone works a total of 45 hours in a 5-day working week, the 5 hours of additional work must be compensated within 6 months. For example, by taking additional vacation or simply leaving a few days earlier.

Break times

Very important: As an employee, you may NOT voluntarily give up your break. The law prohibits this very clearly. Employees who do this are not doing themselves or their company any favors. After all, physical and mental health are more important than a half-hour lunch break. 

There must be a half-hour break after 6 hours of work at the latest. The law is not as specific when it comes to regulating break times as it is in other areas. Each company must regulate this itself. In manufacturing companies – for example in production at car manufacturers – there are often 15-minute breaks in between so that the employees stay focused and fewer mistakes are made. After 9 hours of work, the Working Hours Act even provides for an additional 15-minute break, i.e. a total of three quarters of an hour.

Another important note: Many small breaks, such as 5-minute smoking breaks, do not add up to the legally required 30-minute break after 6 hours. A break must last at least 15 minutes to be recognized as a rest break.

Example break times

One employee works through her lunch break every day because the deadlines are too tight. On the other hand, she gets tired much more quickly in the evening and is totally unfocused for the last hour of work. Will it pay off for the company? Probably not. And on top of that, she goes home in the evening with a bad feeling because she knows for sure that she wasn’t productive in the end. And that also has an impact on mental health.

So if you as a manager notice that employees are not taking their breaks, it is not only in the interests of the law if you insist that your people take breaks. However, this does not mean that you are not flexible when it comes to organizing working hours.

 

Rest periods

The Working Hours Act states that employees must have at least 11 hours of rest between two working days. With flexible working hours, violations can quickly occur. This is also a reason why the Working Hours Act should perhaps be revised. This rest period of 11 hours in particular is often not observed and it is not necessarily to the advantage of employees that it is so strictly regulated.

Example of rest periods

If you go home at 6 p.m. in the evening, you are not allowed to come back to work until 5 a.m. the next day at the earliest. That sounds like it would be easy to comply with, but with flexible working hours it can happen that someone is still working at 11 p.m. in the evening. And according to the law, he is not allowed to start work before 10.00 a.m. the next morning. 

Further regulations in the Working Hours Act

Night work

This includes all work between 11 p.m. and 6 a.m. that takes more than 2 hours. Only 8 hours may be worked at night on working days. You can also extend this to 10 hours, but the time must be made up within 4 weeks.

Sunday work

Employees may not work between midnight and midnight on Sundays and public holidays. But of course there are exceptions here too. Exceptions are particularly important for hospitals, certain services or public transport, for example. And of course the police and security services also work on Sundays. And imagine if all leisure activities were closed on Sundays. Of course, there are exceptions here too. Nevertheless, all employees must have at least 15 Sundays off per year.

Note: This blog article does not constitute legal advice and, in particular, cannot replace individual legal advice.
 

Time & Attendance mandatory – this will change in 2024

Zeiterfassung-Pflicht-Das-aendert-sich-2024

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Contents

Time & Attendance becomes mandatory. Even if we are still stuck on the draft bill in March 2024, the law will probably come soon. And that’s why we’re talking today about what will change with the new law.

  1. What do we know?
  2. What does the draft law say?
  3. What is not quite clear yet?

Let’s start with what we know for sure. The law on working time recording is definitely coming, as the European Court of Justice (ECJ) has already decided this in 2019. The EU member states must transpose the ruling into applicable law. Following the ECJ ruling and a further ruling by the Federal Labor Court in 2022, the Federal Ministry of Labor and Social Affairs has proposed a draft amendment to the current Working Hours Act.

Up to now, employees have only been required by law to document overtime hours worked. This is important so that you can check whether the Working Hours Act – i.e. maximum working hours, breaks and rest periods – is being complied with.

There has been criticism of this regulation in recent years because it is not so easy to document overtime if you don’t even know when someone started working. Recording is actually only possible manually.

Therefore, in future, all working hours will be recorded and overtime will be calculated automatically.

What exactly does the draft say?

“the employer is obliged to electronically record the start, end and duration of the employee’s daily working time on the day the work is performed.”

There are four interesting things in this one sentence.

1. “The employer is obliged”

The responsibility therefore lies with the employer. They must ensure that a suitable tool is available for employees to use.

2. “Start, end and duration of employees’ daily working hours”

So it is not enough to simply write down that you have worked 8 hours. It must also be documented when working hours began and when you finished work.

3. “on the day the work is performed”

The working time must be recorded immediately on the respective day. For example, you cannot simply enter the times in a table at the end of the week. There are exceptions in certain cases, for example through collective agreements or works and service agreements. Working hours must then be recorded by the end of the week at the latest.

4. “to record electronically”

The word “electronic” changes a lot. There are many companies – especially in the construction industry or in businesses such as electricians or plumbers – that simply write their current times on a piece of paper.

A clear statement: this will no longer be possible with the new law. Other solutions are needed. The law does not say exactly what these must look like. Employers are quite free in this respect. This means that completely normal time clocks are possible, which then record the data digitally and store it centrally. But tools on employees’ computers are also conceivable. These automatically record the start and end of working hours. And of course there are also tools where employees enter their times manually. This is particularly important for flexible work locations. If a company has a lot of people working from home, a time clock doesn’t make much sense. Of course, the time recording system also has to work at home.

Exceptions to the Working Hours Recording Act

The most important question with new laws is: Does this also apply to me? And of course there are also exceptions to the new law on working time recording.

The draft currently states that companies with fewer than 10 employees are exempt from the obligation. In addition, companies abroad that do not have a permanent establishment in Germany and send fewer than 10 employees to Germany. Collective agreements, works and service agreements may also provide for exceptions to electronic recording.

There is also a sentence stating that the obligation to keep records does not apply to employees “for whom the total working time is not measured or cannot be determined in advance or can be determined by the employees themselves due to the special characteristics of the work performed”.

This only affects a very small group and if you want to use it, you probably have to be able to make a very good case for it.

Further regulations on working time recording

According to the ECJ ruling, the way Time & Attendance is recorded must be reliable, objective and easily accessible. However, there are no specific requirements. Within the EU, the paper form will also be possible, but it looks as if Germany is about to go one step further and implement Time & Attendance completely electronically.

When exactly will this law come into force and when will it apply? No one knows exactly when it will be decided; the government is not yet in complete agreement as to which changes are still to come.

Once the law is in place, companies will have until the beginning of the next quarter to implement it. There is also a transitional period of one year during which companies can switch to electronic tools. During this period, the paper form is still sufficient. The transition period may vary depending on the size of the business.

Note: This blog article does not constitute legal advice and, in particular, cannot replace individual legal advice.

Documenting working time: why a digital solution is essential

Dokumentation der Arbeitszeit: Warum eine digitale Lösung unverzichtbar ist

With the time recording obligation planned by the legislator (ArbZG-E), companies with fewer than 10 employees will probably be exempt from the electronic documentation obligation, but there is still a basic obligation to document start, end and duration of employees’ daily working hours. However, keeping manual working time documentation is not only time-consuming, but also cost-intensive: Employees have to note down every single working hour manually and then the employer or the tax office has to painstakingly add them up. This time-consuming procedure can be a major burden for both employees and employers.

Nevertheless, paper-based working time recording is still widespread. In many cases, for example, in operational practice The DATEV form “Template for documenting daily working hours” is used to record working hours. This is a free template in the form of a Excel workbook, which is often provided by the tax office in the context of the minimum wage recording obligations. However, the forthcoming legislation in Germany on working time recording means that it is time to question the future viability of conventional working time documentation and switch to an innovative solution.

With digital Time & Attendance, working times can be recorded easily and efficiently without having to fill out cumbersome forms or constantly losing track of things. Employees save Time when recording their hours – kNo more fiddling with paper forms! A digital tool also minimizes the risk of errors in the records: Smudged ink lines or forgotten entries are now a thing of the past.  Incorrect entries are corrected by a Plausibility check identified. Thanks to the intuitive user interface offered by ZMI, the solution not only makes it easy to record attendance and absence times, but also offers functions such as vacation planning and overtime control. This not only makes administrative work easier, but can also save costs.

But how does it all work? It’s simple: with cloud-based Time & Attendance, you can get started straight away and no longer need to install anything on your computer or server. Working times can be conveniently entered and saved directly in the browser – without pen and paper. Optionally, a time recording terminal with RFID cards or transponders can also be easily connected. Make life easier for yourself and your employees life by using a modern tool for recording working time.

Whistleblower Protection Act – what employers need to know now

Hinweisgeberschutzgesetz - was Arbeitgeber:innen jetzt wissen müssen

In a world where information and secrets are invaluable, whistleblowers play a heroic role in exposing wrongdoing and misconduct in organizations and companies. The Whistleblower Protection Act, also known as the Whistleblower Protection Act, has attracted immense attention in recent years and marks a significant step towards a society that is more transparent and fairer. The Whistleblower Protection Act, which has already come into force in many countries, is crucial as it gives whistleblowers the confidence that they are protected from any retaliation. This certainty encourages people to disclose grievances and misconduct in organizations and companies and thus helps to promote accountability.

On July 2, 2023, a groundbreaking amendment to the Whistleblower Protection Act came into force. According to this update, all employers with 50 to 249 employees are obliged to set up internal reporting channels by December 17, 2023 at the latest. Companies with 250 or more employees have had to introduce secure whistleblower systems since July 2, 2023. These reporting channels provide whistleblowers with a safe place to share their information and ensure that this information is treated appropriately and confidentially. In addition, employers under private law with 50 to 249 employees have the option of joining forces and jointly operating an internal reporting office. This cooperation not only promotes efficiency, but also collective responsibility.

However, the Whistleblower Protection Act does not only apply to employees, but also to other groups who are professionally associated with the reported company. These include suppliers, for example. This inclusive definition contributes significantly to the comprehensive exposure of wrongdoing and emphasizes the essential role of whistleblowers in our society. It is important to note that failure to set up a registration office despite the corresponding obligation is considered an administrative offense. Companies that do not comply with this obligation can be fined up to 20,000 euros.

It is therefore not just an option, but rather mandatory for a large number of SMEs  and local authorities to set up a digital whistleblower system. To ensure that employees can access the digital reporting channel as easily and barrier-free as possible, it makes sense to integrate the whistleblower protection system into existing HR tools such as digital Time & Attendance. For example, users in ZMI can access the digital reporting channel directly via the employee portal and the mobile app. The integrated solution was created together with the partner whistle.law and fully complies with the requirements of the EU Whistleblower Directive and reliably supports companies in processing incoming cases.

New working models and digital Time & Attendance: How work-life balance and New Work can go hand in hand

Neue Arbeitsmodelle und Digitale Zeiterfassung
In this article, you will learn how digital Time & Attendance can harmonize with new working models:
  1. The importance of New Work and work-life balance
  2. What are the principles of New Work?
  3. How do you define work-life balance?
  4. Combining New Work and work-life balance through digital Time & Attendance
  5. Flexibility and transparency through digital Time & Attendance
  6. Fairness and justice in the recording of work performance
  7. How digital Time & Attendance contributes to the future of work

The importance of New Work and work-life balance

In the constantly changing world of work, concepts such as New Work and work-life balance are becoming increasingly important. These paradigms no longer view work merely as a means of earning a living, but rather as an opportunity to develop oneself, discover one’s own potential and at the same time lead a fulfilling private life.

What are the principles of New Work?

The concept of New Work, originally developed by the Austrian-American philosopher Frithjof Bergmann, addresses the needs of today’s knowledge and service society. New Work stands for flexible working hours, flat hierarchies, individual responsibility and participation. It’s about rethinking and redesigning work – more creative, more self-determined and more meaningful.

How do you define work-life balance?

Work-life balance is a concept that promotes a balance between professional demands and private life. The aim is to create a balance between working hours and free time in order to reduce stress and improve general well-being.

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Free Checklist Digital Time Recording

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    Combining New Work and work-life balance through digital Time & Attendance

    One of the challenges in the implementation of New Work and work-life balance is the management of working hours and processes. Digital time recording systems can play a decisive role here. They make it possible to manage flexible working hours and at the same time record work performance transparently and fairly.

    Flexibility and transparency through digital Time & Attendance

    One of the central pillars of New Work is flexibility. With digital Time & Attendance, employers and employees can agree individual working times and locations and manage them easily and transparently. This creates mutual trust, which forms the basis for a healthy work-life balance.

    Fairness and justice in the recording of work performance

    Another advantage of digital Time & Attendance is its ability to record work performance fairly and accurately. This makes overtime and extra work visible and can be compensated. This strengthens the work-life balance and promotes a fair working environment.

    Conclusion: How digital Time & Attendance contributes to the future of work

    With its options for flexible and transparent recording of working hours, digital Time & Attendance makes an important contribution to implementing the principles of New Work and work-life balance. It offers companies and employees the flexibility they need to keep up with the hectic pace of work and the transparency they need to build trust and find a work-life balance. Digital Time & Attendance is therefore a decisive factor in making the working world of the future fairer, more flexible and more people-oriented. It is a tool that helps to ensure that work is not just perceived as a necessary evil, but as an opportunity for personal development and satisfaction.

    Does your company not yet have digital Time & Attendance?

    Digital Time & Attendance offers numerous advantages that can both increase the efficiency of your work processes and contribute to a better work-life balance for your team:

    • Increased efficiency: Save time and resources when managing working hours and overtime.
    • Transparency: Offer your employees insight into their working hours and create a fair working environment.
    • Flexibility: Support flexible working models and enable your team to achieve a better work-life balance.
    • Compliance: Ensure compliance with statutory working time regulations and avoid legal problems.

    Discover the possibilities of Digital Time & Attendance and find out how it can transform your business.

    Arrange a free demo today and see the benefits for yourself!

    Would you prefer to call one of our experts? Call us: +49 9704 60392-100.

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      The quickest way to obtain an electronic certificate of incapacity for work (eAU)

      Elektronische Arbeitsunfähigkeitsbescheinigung

      Since 01.01.2023, the electronic certificate of incapacity for work (eAU) has replaced the previous paper dodocument. This not only brings advantages for environment, but also changes for employers andemployers and employees.

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      What is a certificate of incapacity for work?

      A certificate of incapacity for work is a certificate issued by a doctor. This certificate confirms that the patient is unfit for work and therefore unable to work.

      How does the eAU work?

      The electronic certificate of incapacity for work is issued to employees by their treating physician . issued by a doctor. The eAU replaces the previous papercertificate and is transmitted online to the responsible health insurance company or the GKV server – the patients patients must take care of the transmission to the no longer have to worry about health insurance. The important thing here is, that the certificates of incapacity for workemployers are not proactively communicated. WithEmployees must therefore still report sick to their employerthe employer so that they can take sick leave at the at the right time (usually after 24 hours at the earliest) hours at the earliest) to send an eAU request to the GKV server. can.

      What is the quickest way to retrieve the eAU?

      The GKV-Spitzenverband provides the web-based tool “sv.net” for retrieving electronic certificates of incapacity for work from the GKV server. The call can also be made via a payroll accounting program. A convenient alternative is to retrieve the eAU directly from the digital Time & Attendance system, as this usually records employees’ sick notes promptly anyway. In particular, companies that have commissioned a tax consultant to prepare their payroll accounting can keep the eAU process lean by using a digital query from the time recording software and digitally transmit the retrieved incapacity for work at the end of the payroll period together with other gross wage data to their tax consultant. In addition, the personnel master data relevant for the eAU retrieval is already available in the time recording software and does not have to be entered manually for each eAU query.

      Who is the eAU suitable for?

      The electronic certificate of incapacity for work is suitable for anyone who is in an employment relationshipand has statutory health insurance.

      What are the advantages of the eAU?

      By digitizing the process, it will be possible to issue the certificates online in the future and transmit them. This makes the entire process less paper. In addition, potential errors in the issuing of the certificates.

      Your company does not yet have software to query the eAU?

      ZMI offers you flexible solutions for recording working time, including absence management and an eAU interface. We will also find an individual solution for your company:

      • Time recording at the stationary terminal,
      • at the PC workstation or
      • mobile with a variety of end devices
      Discover ZMI Time & Attendance with eAU now

      In which cases can the eAU be requested?

      • Incapacity to work due to illness diagnosed by a panel doctor or panel dentist (Section 295 (1) sentence 1 SGB V),
      • Incapacity to work due to an accident at work or an occupational disease (§ 201 Para. 2 SGB VII) or
      • Incapacity for work during inpatient hospital treatment at the expense of a statutory health insurance fund (Section 301 (1) sentence 1 SGB V)

      In which cases can the eAU not be used?

      • Incapacity for work without a diagnosis by a panel doctor or panel dentist (three-day waiting period),
      • Determination of incapacity for work by doctors abroad,
      • Prevention or rehabilitation measure of a social insurance provider,
      • Preventive care benefit (mother-child or father-child measure),
      • Medical prohibition of employment according to § 16 paragraph 1 Maternity Protection Act,
      • Receipt of child sickness benefit or child injury benefit or
      • Incapacity for work determined by a private doctor