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Working-time record

An Excel template that meets article 34.9 of the Spanish Workers’ Statute —one worker, a full calendar year, dates already in place and the summaries done— plus the guide to understand it or build your own.

The template and the guide

Both files download to your own computer and send nothing anywhere. No sign-up, no form, nothing asked in return.

Download the template

Excel (.xlsx) · 51 KB · also works in LibreOffice Calc and Google Sheets

Download the guide

PDF · 405 KB · 22 pages, from the legal basis to the expert report

What is inside

Twelve monthly sheets with the year’s calendar already generated and the weekday worked out.
Clock-in, clock-out and non-countable break — the part that lets you evidence which time was actual work and which was not.
A summary for each month: hours worked, hours balance, holidays, sick leave, paid leave, public holidays and days worked.
An annual summary that pulls in all twelve months on its own.
An instructions sheet with the legal basis up front.

And the guide, if you would rather understand it

Twenty-two pages covering where the obligation comes from, how to build the sheet step by step, and what to do with a working-time record when it turns up in court proceedings. It reads on its own, without opening the template.

The full legal basis: article 34.9 of the Workers’ Statute, the CJEU judgment of May 2019 and Technical Criterion 101/2019 of the Labour Inspectorate.
The step-by-step build in Excel with every formula, to start from scratch or adapt the sheet to a different working pattern.
Why you should not turn on the «1904 date system», and what to do about negative times instead.
Night shifts, where most homemade templates break.
Custody, the four-year retention period and data protection.
Working-time records as expert evidence: how to check the file metadata, what gives away a record filled in all at once, how to quantify excess hours and what the expert report should say.

How to fill it in

1
The details, once
The «Datos» sheet takes the employee, the company and the contracted weekly hours. The daily working time is worked out on its own.
2
Four boxes a day
Pick the day type from a list; clock-in, clock-out and break go in as hh:mm. Only the amber boxes are filled in.
3
The rest takes care of itself
The blue boxes are calculated: hours for the day, difference against the contracted day, monthly totals and the annual summary.

Why the hours over and under are shown as decimals

You will see −0.75 rather than −0:45. Excel, on its standard date system, cannot represent negative times: it shows hashes. The usual workaround is to switch on the «1904 date system», but that shifts every date in the workbook by four years and causes trouble when copying data between files. Decimal hours avoid the problem altogether.

What the law requires

The record is daily and must show the specific start and finish time of each employee’s working day (art. 34.9 of the Workers’ Statute).
It is kept for four years and remains available to employees, their legal representatives and the Labour and Social Security Inspectorate.
A work calendar or a shift rota will not do: those are drawn up in advance, and the record is of time actually worked.
Failing to keep it is a serious infringement under article 7.5 of the LISOS.
The system is set up through collective bargaining or a company agreement and, failing that, by the employer after consulting the employees’ legal representatives.

Please note

This is a support tool. It does not replace advice from a labour law professional, nor whatever the applicable collective agreement provides.

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