Settlement of driver's working time based on records
Keeping records of working time is the responsibility of every company that employs employees. A salary is paid on the basis of the register.
This, of course, also applies to transport companies. In such a case, keeping the register is connected with additional obligations defined by law. It is also important that the very specificity of the driver's profession may make it difficult to accurately determine the time of starting and ending work.
Car fleet managers are responsible, among others, for monitoring company vehicles, supervising employees, as well as observing possible changes in road transport regulations. Currently, it is possible thanks to modern IT systems. By choosing the right tools, you will improve the operation of the company and also save.
So how do you calculate the driver's working time? There is often a problem in this regard. It is not always easy to precisely define the beginning of work and its end.
Accounting for the driver's working time is often problematic. It requires a lot of paperwork and attention. When errors occur in this respect, e.g. settlement of errors or submission of incomplete documents, the National Labor Inspectorate may impose a fine. Employers should also remember that an employee may question the settlement within three years from the time the records are compiled. The fine may vary from one thousand to three thousand zlotys. It is also necessary to prepare records for previous years (even up to 3 years back). The company is also required to pay all donations if more applications are received from employees.
Appropriate regulation of the driver's time serves to increase the level of road safety, as exhausted drivers are a potential threat to other road users. In addition, the records are to protect employee goods and constitute the basis for the settlement of the driver's working time.
What does the driver's working time include?
How to determine the driver's working time? It is the time from the commencement of all activities related to road transport until their completion. This includes driving, loading and unloading, supervision and assistance for getting on and off, activities
freight forwarding, daily operation of vehicles and trailers, work undertaken to perform a professional task, ensuring the safety of transported people, vehicles and things. The duties of drivers also include the necessary administrative activities, as well as maintaining the cleanliness of the vehicle.
What is not included in the driver's working time?
According to Art. 7 of the Drivers' Working Time Act does not include:
- On-call time during which the driver does not perform any work-related activities.
- Unauthorized stoppages during the operation and were used, for example, for private affairs.
- Uninterrupted daily rest, because according to the labor code it is necessary to have 11 hours of rest a day. The driver can use this rest in the car's cabin when stationary, if the car is equipped with a sleeping place.
- Work breaks specified in Art. 16 sec. 1, which are related to an interrupted working time system according to a schedule which does not provide for more than one break of a maximum of 5 hours. In the case of regular transport, breaks longer than 6 hours are prohibited, if the daily working time is not longer than 7 hours. The break time is at the driver's discretion.
The driver's working time cannot be longer than 8 hours a day. In a week, it may be 40 hours during a 40-hour working week, in a settlement period of 4 months.
Driver's working hours - how to settle them?
Settlement of the driver's working time may be based on one of the following forms:
- records on charts
- printouts from the driver card and digital tachograph
- files downloaded from the driver card and digital tachograph
- other documents confirming the working time and type of activity performed
- registers compiled on the basis of the above-mentioned documents
The driver's time records are kept by the employer for a period of approximately 3 years after the end of this period. It is possible to make it available at the driver's request. The method of billing the driver should be presented to him in advance.
Accounting for driver's working time based on modern solutions
Properly selected record-keeping solutions allow for proper settlement of driver's working time and reduction of costs in the enterprise. To make it easier for our clients, we have created a unique system for downloading files from the tachograph and driver card. GPS recorders with a special one
the reader connected to the tachograph and the TransMobil software allow you to remotely download the necessary files from the tachograph or the driver card inserted directly into the slot. It is also possible to download a driver card using the application we offer - Mobile Driver Assistant.
The downloaded files are located in our folder and have the appropriate certificates, thanks to which they are accepted by controlling institutions such as ITD.
What provides remote file reading? It increases security, and thanks to it, you will avoid penalties for failure to meet deadlines
resulting from legal regulations. It is worth mentioning that the downloaded files are stored in the cloud throughout the period of cooperation, so the customer does not have to worry about the possible loss of this important data.
Our GPS recorders allow you to download ddd files. It is also possible to settle ddd files downloaded from the tachograph. Our devices and software make it unnecessary to buy additional applications for reading data from cards. This is a huge saving in keeping records.
If you want to know the details of our offer, please contact us.