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8 frequently asked questions and answers about personnel lists

If you have personnel responsibilities, there are many questions that may arise. You may be wondering things like:

- Do you get fines when you do not keep time sheets?
- Do the authorities come for unannounced inspections?
- Does my company follow the law regarding personnel lists?
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In this article, we answer the most frequently asked questions about personnel lists. Should you have other questions, or need guidance on how to get the best possible system - do not hesitate to contact us to see what solution we can offer.

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1. Does everyone have to keep staff lists / timesheets?

No, it is not required by law to keep personnel lists in all industries. Nevertheless, keeping time sheets can contribute to more control in the company, especially if you use digital systems. With Visual Registration, it doesn't have to be time-consuming or complicated to keep timesheets - as all employees can easily check in / out directly in the app itself. Alternatively, you can set up a tablet in the workplace that everyone stamps in and out of.

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2. Who must keep personnel lists?

Some industries have traditionally had some undeclared work, and therefore the authorities pay extra attention to industries such as: 

• Restaurants
• Hairdressers and beauty care
• Car workshop and car care

In the above industries, both employees, general managers and any working owners must keep timesheets.

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Does the owner of a sole proprietorship have to track time sheets?

In the above industries, the owner, even if he works alone, must keep timesheets.

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4. Which industries are partially required to keep timesheets?

As a general rule, one is exempt from the requirement to track and maintain a personnel list if 75 per cent or more of the turnover comes from companies where there is no obligation to keep a personnel list.

• Example: A hotel where the turnover consists of room rental and dining. Revenues from catering make up between 15 and 18 percent of total sales. The hotel is then exempt from the obligation to keep a staff list.

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5. Are the authorities subject to unannounced inspections?

Yes, authorities come for unannounced inspections in which you must have the following in place to avoid fees:

• To be able to print the list on paper, or
• To present it on screen

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6. Can you get fines? And how big is the fine or coercive fine?

Yes, you get a coercive fine.

• The fee for deficiencies with the personnel list is 10 court fees for the first violation
• The fee for repeating missing personnel lists is 20 court fees
• In addition, there is 2 court fees for each person who is missing on the list

These are unnecessary consequences that can easily be avoided when keeping personnel lists with Visual Registration!

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7. Can personnel lists be tracked electronically?

Yes, it's fully possible and a very effective solution as long as you can:

• Print the list on paper, or
• Present it on screen
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Read how Jensen Beach Golf Club saved both time and costs by switching to Visual Registration System for both shift lists and daily checklists.

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8. Can you keep personnel lists in Excel or Word?

It's possible to keep personnel lists in Excel or Word, but then you have to be aware that:

• You must save the files in an uneditable format
• The files must be able to be printed on request or displayed directly on screen

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Free demo?

Interested in finding out how you can simplify the process of personnel lists?

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By Torun Sleire Torblå - Authorized Public Accountant.

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