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What is a proof of hours?
A proof of hours - also called a timesheet - documents when an employee worked and for how many hours. What is usually recorded:
- Date
- Start and end of the working day
- Break times
- Total working hours per day
- Signature of the employee and, where applicable, of the employer
This record is not only there for payroll, it is also important proof in disputes, for example about overtime or breaches of working time rules.
What does a proof of hours have to look like?
There is no single template laid down by law. What matters is that the entries are complete, correct and traceable.
In practice, Excel spreadsheets, Word templates or classic paper slips are often used. Digital solutions via an app are also being used more and more - simpler, faster and safer.
Tip: Make sure breaks are recorded clearly as well, as they do not count towards working hours.
Obligation: who has to keep a proof of hours?
In principle, the employer is responsible for recording working time. That follows, among other things, from the German Working Hours Act (Arbeitszeitgesetz, ArbZG) and was set out more precisely again in 2022 by a ruling of the European Court of Justice and the German Federal Labour Court.
The proof of hours is particularly relevant for:
- Minijob workers (required by law)
- Part-time staff
- Jobs with strongly fluctuating working hours
- Roles in field service or on installation work
- Night work
- Young workers
How do I write a proof of hours?
A proof of hours can be kept by hand, digitally or electronically - the main thing is that the entries are correct. Here is how to go about it:
- Enter the date
- Record the start and end time
- Note breaks separately
- Calculate the total working hours
- Add a signature
Proof of hours for a minijob: what applies?
For employees in marginal employment the proof of hours is required by law (Section 17 of the German Minimum Wage Act, MiLoG) Employers have to record the daily working hours within seven days of the working day at the latest and keep them for at least two years.
Digital recording via a proof of hours app can save an enormous amount of time here.
The legally safe alternative: proof of hours via app
Proof of hours kept in an Excel spreadsheet or on paper is not just laborious. The German federal government has announced a law on electronic time recording. Under it, working hours will in future have to be objective, reliable and accessible. In concrete terms that means working hours have to be recorded in such a way that
- subjective estimates can be ruled out
- manipulation is impossible
- changes to the recorded hours are traceable
- the recording is directly connected to the work performed
- everyone with the relevant permission has access to the data.
Modern time tracking apps such as clockin meet all of these requirements and make day-to-day work considerably easier:
- time tracking with one click on a smartphone
- automatic calculation of working hours
- export for payroll accounting
- audit-proof storage
- a simple overview for employees and employers
Especially for companies with several locations, field staff or mobile teams, this is a legally compliant and efficient solution - entirely without pen and paper.
Conclusion: the proof of hours - obligation and opportunity at once
A properly kept proof of hours creates clarity, protects you from legal problems and is required by law in many cases. Whether on paper, with Excel or digitally via an app - what matters is that working hours are recorded completely and traceably.
Anyone who wants to minimise the effort and meet all legal requirements at the same time is on the safe side with a proof of hours app like clockin.
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