Working time records – the most common mistakes and how to avoid them
- dariakalenikova
- Aug 25
- 2 min read
Maintaining accurate records of working time is one of the fundamental obligations of employers – both in the case of permanent and temporary employment. This is especially important for companies using temporary workers, as any irregularities in documentation can result not only in financial penalties but also in a loss of credibility with contractors and employees.
Why is record-keeping so important?
Working time records are the basis for:
Correct calculation of wages, benefits, and leave entitlements,
Monitoring compliance with rest and overtime standards,
Protecting the company during inspections by the National Labor Inspectorate,
Building transparency towards temporary workers and agency clients.
The most common errors detected by PIP
Reports and analyses show that the most common irregularities include:
replacing records with attendance lists – the list confirms attendance but does not document working hours or overtime,
failure to record start and end times – complicates the calculation of daily and weekly rest periods,
lack of proper working time schedules and systems,
failure to designate days off for work on Sundays and public holidays,
failure to keep records for the required period (minimum for the duration of employment + 10 years, although changes have been made in this regard since 2025),
falsifying data or automatically completing hours – risky and punishable.
Consequences for the employer
A fine of PLN 1,000 to PLN 30,000 for failing to maintain records or for failing to maintain them correctly,
in the case of document forgery – even criminal liability (up to 5 years in prison),
problems with settling wages and overtime, which may lead to disputes with employees.
How to keep records correctly?
Ensure that your documentation includes all required elements: start and end times, overtime, on-call duty, vacation time, excused and unexcused absences.
Don't limit yourself to attendance records – maintain comprehensive records.
Use electronic systems (RCP) that minimize errors and allow for ongoing data analysis.
Keep documentation in accordance with legal requirements – currently for the duration of employment and for 10 years after its termination (for new records: 5 years).
Partner with a temporary employment agency that will support you in maintaining accurate records and reduce the burden on your HR department.
Accurate timekeeping is not only a formal requirement but also a factor in building trust and business security. This is especially important for employers using temporary workers – transparency and legal compliance facilitate collaboration with the agency and protect the company from costly mistakes.
