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What is Timekeeping (Puantaj)?

Timekeeping is a record-keeping system that tracks the time an employee spends at the workplace within a specific period (usually monthly), including overtime, leaves, and absences. These records play a critical role in salary calculations, fulfilling legal obligations, and workforce management. The timekeeping chart (puantaj cetveli) is the table where this information is compiled and is essential for the smooth operation of a workplace. The person responsible for recording this data is called a timekeeper (puantör). The accuracy of the timekeeper’s records is crucial for workplace discipline, fair compensation, and proper legal compliance.

Timekeeping Records and Their Function

Timekeeping records include data such as clock-in and clock-out times, break durations, public holidays, annual leave, and overtime. These records form the foundation for payroll and insurance premium calculations by human resources and accounting departments. They also ensure transparency in employer-employee relations and help the employer meet their legal obligations comprehensively.

How is Timekeeping Done?

Manual Timekeeping System

Manual timekeeping is a traditional method carried out without technological tools. Typically, a timekeeper is appointed to monitor employee attendance. The timekeeper manually records daily work start and end times, leave, and absences using timekeeping books or cards. Key elements of manual timekeeping include: Daily records entry and exit times must be tracked daily. Reporting leave and absences situations such as sick leave, annual leave, or excused absences must be clearly indicated. Signatures or approvalsthe timekeeper’s or employee’s signature may be required to ensure data accuracy and reliability.

Digital Timekeeping System

Nowadays, many businesses prefer digital timekeeping systems for saving time and human resources. These systems may include fingerprint scanning, card access systems, facial recognition, or GPS-based mobile applications. The main advantages of digital systems include:

Automatic recording: Entry and exit times are automatically logged, eliminating manual entry.

Data security and archiving: Information is stored electronically and is easily accessible when needed.

Ease of reporting and analysis: Daily, weekly, or monthly timekeeping reports can be generated effortlessly.

Integration: Seamless integration with payroll, HR, and time management software accelerates processes.

What is a Timekeeping Chart and How Is It Filled Out?

A timekeeping chart is a table showing whether employees attended work daily throughout a month, including leave, absence, and overtime status. Key information included in the chart:

• Employee’s full name

• Number of working days

• Number of leave days

• Days of absence

• Overtime days and hours

In manual systems, the timekeeping chart is filled out by the timekeeper by hand. In digital systems, software automates the process, minimizing the margin of error.

How Is Timekeeping Calculated?

Timekeeping calculations help determine salaries, overtime payments, and leave deductions based on the actual days and hours worked. In Turkey, these calculations are made in accordance with Labor Law No. 4857 and related secondary legislation.

Key elements in the calculation:

• Daily and weekly working hours

• Overtime durations

• Leave days (annual, sick, excused, etc.)

• Days of absence

Timesheet Ledger and Card

Timesheet Ledger: The timesheet ledger is a document used to manually record employees' daily work attendance. Each page includes the employee’s name and columns for every day of the month. The timekeeper marks the boxes for the days the employee is present. This method is commonly used in small and medium-sized enterprises.

Timesheet Card: Timesheet cards, maintained individually for each employee, offer a practical solution for small businesses. The card includes the days of the month, weekly holidays, public holidays, and overtime boxes. Leaves and absences are also recorded on this card.

Daily and Monthly Timesheet Records

Daily Timesheet: The daily timesheet system records the actual working hours or shift durations for each workday. This system ensures accurate and fair calculation of entitlements, especially for daily wage (per diem) workers. It tracks clock-in and clock-out times, partial workdays, absences, and public holiday work on a daily basis. Daily timesheets are often preferred for short-term jobs or project-based personnel compensation.

Monthly Timesheet: The monthly timesheet is typically used for salaried employees and evaluates all work performed, leaves taken, deficiencies, and overtime over the course of a month. These records are among the primary documents used in payroll preparation. The monthly timesheet details all personnel movements such as annual leave, sick leave, public holiday work, weekly rest days, overtime, and absences. This allows for the complete and accurate calculation of the employee’s net salary, social benefits, and any deductions for the month.

Legal Aspects of Keeping Timesheet Records

Under Turkish Labor Law, employers are legally obliged to maintain accurate, complete, and truthful records of their employees' working hours. These records must accurately reflect the employee’s daily, weekly, and monthly working times, overtime, weekly and public holiday work, as well as absences and leave days.

Articles 66 and subsequent provisions of Labor Law No. 4857 outline the principles for determining and monitoring working hours. Additionally, related legislation such as the Occupational Health and Safety Law and the Social Insurance and General Health Insurance Law also require employers to keep records of working hours.

Timesheet records are not only essential for internal audits but also serve as official documents to be presented during inspections by the Ministry of Labor and Social Security. If these records are found to be incorrect, incomplete, or false, employers may face administrative fines and unfavorable judgments in lawsuits filed by employees for labor claims.

Especially in disputes regarding overtime wages, weekend work, and annual leave entitlements, timesheet records are accepted as critical evidence in court. Therefore, maintaining a transparent and auditable electronic timesheet system is crucial for fulfilling legal obligations and preventing potential conflicts.

Conclusion

The timesheet system is more than just a tool for tracking employee hours; it is an essential element for ensuring fair compensation, effective personnel management, and compliance with legal responsibilities. While manual and digital timesheet methods cater to different needs, the primary goal is to provide accurate, complete, and auditable data. The advantages of digital systems, in particular, stand out in today’s business environment for saving time and resources. Maintaining complete timesheet records in accordance with labor laws and relevant legislation is vital for preserving workplace harmony and avoiding legal disputes. In this regard, establishing an effective timesheet system is a strategic necessity for the long-term success of businesses of all sizes.