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An underestimated issue with real consequences
Since the landmark rulings by the European Court of Justice (ECJ), it’s clear that employers across the EU – and increasingly worldwide – are required to track working hours systematically, reliably, and in a tamper-proof way. This is not just about compliance: companies that fail to implement proper time tracking risk fines, employee disputes, and reputational damage. The good news is: modern tools make it easy for even small businesses and veterinary practices to meet legal requirements without added complexity.
Time tracking obligations – and what they mean for veterinary practices
Across many jurisdictions – from the EU Working Time Directive to labor standards in countries like the UK, Australia, and the US – employers must document working hours and rest periods. For practice owners, this means:
- Keeping records of daily working hours, including breaks and total weekly hours
- Ensuring minimum rest periods between shifts (e.g. 11 hours, as recommended by the EU Directive)
- Logging actual working times during on-call duties or emergency services
Important: Failing to track working hours correctly can result in legal consequences or financial penalties, depending on local labor laws. In the EU, for example, violations of the Working Time Directive may be sanctioned by national labor authorities.
Why time tracking is especially important in veterinary practices
The day-to-day reality of veterinary work is unpredictable: emergencies, last-minute farm visits, night shifts, or weekend standby duties are part of the job. That’s exactly why effective time tracking is not just a bureaucratic chore – it’s a vital support tool. It ensures that all types of working time are clearly documented, including:
- Travel time in mobile practices
- Emergency or on-call shifts
- Standby hours outside regular opening times
Only with accurate data can you ensure compliance with labor standards, calculate overtime fairly, and respect necessary rest periods for your staff.
Why pen and paper are no longer enough
What may have worked in the past is no longer sufficient. Paper timesheets or Excel spreadsheets are error-prone, easily manipulated, and don’t provide automatic checks for compliance with labor regulations. Relying on outdated systems puts veterinary practices at risk – not just legally, but also operationally.
A digital time tracking system offers a much simpler and more secure solution: it eliminates manual errors, automatically tracks breaks in line with regulations, and provides clear transparency for the whole team. Instead of spending hours double-checking timesheets, practice managers can focus on what really matters – their animal patients.
What veterinary practices should look out for in time tracking
Here are a few key aspects that practice owners should keep in mind:
- Reliability: Time tracking must be complete and tamper-proof – ideally using digital tools
- Transparency: Employees should be able to view their tracked hours at any time – this builds trust
- Clear internal policies: Working time arrangements should be well defined and, if possible, part of employment agreements
- Flexible time accounts: A digital system that supports time balances makes it easier to manage overtime fairly
- Custom agreements: In some cases, individual working time arrangements may be appropriate – these should always be documented
- On-call & standby tracking: All working hours during standby or on-call periods must be logged
- Rest periods: Staff must have sufficient rest between shifts, in line with national and international labor standards
Conclusion: Digitize now – and stay on the safe side
The obligation to track working time applies to veterinary practices too – not just to large corporations. Those still relying on handwritten notes or spreadsheets are not only taking legal risks, but also missing out on valuable time savings in an already busy work environment.
The good news: There are modern solutions that make time tracking simple, transparent, and fully compliant – without adding extra work.
Easy time tracking for everyday practice
With Papershift, time tracking becomes easier than ever: staff can clock in and out with a tap – either on a shared tablet at the clinic or remotely via the mobile app. Perfect for mobile practices and emergency services.
Breaks are automatically handled in accordance with labor regulations, and practice managers can access a clear dashboard showing all relevant data at a glance: hours worked, overtime, rest periods – all in one place.
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