Frakt24 - FleetX Academy
Time and payroll · Level 3 · Expert and setup

Documentation for inspections and audits

Find out where to get the documentation on working time and rest when the labour inspectorate or an audit asks for it.

New 12 min Timeregistrering (tid og fravær) · module 43
1

Goals and why

What you will learn

  • export the violation list as PDF or Excel for a given period
  • create a formal violation report with follow-up for one case
  • when the averaging report for working time shows data
  • export the daily reports as the basis for the hours

Labour inspectorates and audits rarely want to see only the hours. They want to see that you catch breaches of working time and rest, and that you follow them up. The time module already has most of this. Every violation has a status and a history, and everything can be exported.

The most important thing is that violations are handled as they come. If the violations have status and comment, the documentation shows a company in control. If everything is Open, it shows the opposite, however neat the PDF is. See Rule breaches and compliance and Period approval and payroll export.

2

Key terms

Export to PDF / Export to ExcelExports the violation list with the filters you have chosen: period, employee, status and severity.
Open / Resolved / DismissedThe violation's status: not handled, resolved or dismissed. The status and the timestamps are included in the export.
Report tabThe formal report for one violation. It has assessment, PDF, e-mail and follow-up with a deadline.
Averaging Period ReportThe average working hours per employee over agreed periods. Used by companies that have averaging of working time.
Compensation DashboardThe overview of the compensation violations have triggered. It has shortcuts to the averaging report and the cost analysis.
3

Show me

The images show the violation list, the reports on averaging and compensation, and the export of the daily reports. Hours per employee and hour type are in the preview under Export in the team table. Click a part of an image to see what it is used for.

In Frakt24 you will find an interactive walkthrough of the same page under the Help button at the top of the page.
4

Try it yourself

The labour inspectorate announces an inspection and asks for documentation of working time and rest for the drivers over the last three months. What do you send?
5

Check yourself

All correct completes the lesson
Answer all correctly to complete the lesson You see which answers are wrong, and you can try as many times as you like. This lesson counts towards the level 3 badge in Time and payroll: 0 of 3 complete.
1. The inspectorate wants every critical rest violation in August as a spreadsheet. What is the quickest way?

2. One driver has repeated breaches of daily rest, and you have put measures in place. How do you document the case?

3. You have an agreement on averaging working time, but the Averaging Period Report shows no average per rule. What is likely?

4. The inspectors want to see start and end times day by day. A colleague suggests Export in the team table. What do the inspectors get then?

5. Before an inspection you see that almost all the violations from the spring are Open. What does that tell an inspection?

6. The managing director wants to know what the compensation from violations has cost the company. Where do you find it?

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Trainer notesOnly shown when trainer mode is on
  • The violation list shows «null» after the name of employees without a last name, for example «Driver 2 null». The names are corrected in the recording. The bug should be reported as a separate issue.
  • Generate report on the Report tab creates a report on the violation. Do not press it in demos in the test company unless you mean to.
  • The test company has no compliance rule with averaging, so the Averaging Period Report shows no average per rule there.
  • The team table's Export is the payroll export: it gives hours per employee and hour type for the period, not punch times per day. The days are in the Daily Log and the per-employee view, which have no export button of their own.