Simplified time tracking

Not every time recording needs to go into great detail. Under certain conditions, simplified time recording allows for significantly less documentation – we’ll show you when this is possible and what you need to bear in mind.

Requirements for simplified time recording

1. Employees with sufficient autonomy

👉 The most important condition:

• Employees must be able to determine a significant proportion of their own working hours
• In practice, this means:
  • approx. ≥ 25% flexibility in managing one’s own time
  • genuine flexibility, not just flexitime

👉 Important:

• Standard fixed working hours or a purely “flexitime” system are not enough.

2. A formal agreement is essential

👉 Simplified time recording isn't possible without an agreement.

Option A: Companies with 50 or more employees

• Agreement between:
  • Employer
  • Employee representatives or a majority of employees

Option B: Companies with fewer than 50 employees

• It is possible to enter into an individual written agreement with the employee

3. Contents of the agreement (mandatory points)

The agreement must specifically provide for:

✔️ Control mechanism (joint procedure) for verification

✔️ Which employees are affected

✔️ How working time and rest period regulations are complied with

4. Additional obligation for small businesses (< 50 employees)

👉 Often overlooked, but very important:

✔️ Must be documented

✔️ Annual review of workload

5. Restrictions on night work and Sunday work

👉 Although this is a simplification, the following still applies:

The start and end times must still be recorded

6. What exactly does ‘simplified time tracking’ mean?

👉The following is now the only information recorded:

• ✅ Total working hours per day

👉 The following is omitted:

❌ Detailed records

❌ Start and end of work

❌ Timing of breaks

7. Common misunderstandings (very important in practice)

👉 ❌“Anyone can use simplified time tracking” → No – only if they have sufficient autonomy

👉 ❌ “Flexitime = simplified time recording” → No – autonomy ≠ flexitime

👉 ❌ “It’s less strict” → No – controls must still be in place