How to comply with working hours and rest period rules

Employer obligations for working hours and rest periods

Employers must comply with several legal requirements regarding working hours and rest periods. These rules are defined by the Labour Code and sector-specific collective agreements. When building work schedules, employers must respect the legal framework, which includes:

• a maximum of 10 consecutive hours per day
• a maximum of 48 working hours per week
• at least 35 consecutive hours of weekly rest
• no more than 6 working days per week

Work schedules are subject to inspection by labour authorities, who ensure these rules are followed.

Managing leave requests

Setting a clear leave and rest policy

Employers must establish a transparent policy regarding paid leave and rest days. This policy helps employees understand how to request leave and ensures fairness across the company. It should cover:

• the request process
• deadlines for submission, approval, and refusal
• priority criteria
• the authorised leave period

This policy must be shared with all employees.

Creating an efficient leave schedule

Once the policy is set, leave and rest periods must be incorporated into the work schedule. This schedule should outline working hours, rest days, and approved leave for each employee. It is essential for effective workforce management.

Schedules can be paper-based, digital, or managed through HR software. Digital tools simplify adjustments for last-minute changes, peak work periods, and rotating shifts.

Ensuring compliance with paid leave regulations

All employees, regardless of their contract type (permanent, fixed-term, or temporary) or working hours (full-time or part-time), are entitled to paid leave. Employers must comply with both the Labour Code and sector-specific agreements, which cover:

• the leave period: usually set by the company in consultation with employee representatives, unless defined by a collective agreement. By law, this period must include dates between May 1 and October 31 and employees must be informed at least one month in advance.
• the duration: employees earn five weeks of paid leave per year, calculated at 2.5 days per month worked. During the annual leave period, employees must take at least 12 consecutive days and no more than 24 working days at once. Remaining leave can be used in smaller segments later in the year.
• paid leave allowance: employees receive an allowance equal to 10% of their gross salary earned during the reference period. This allowance includes regular wages but excludes year-end bonuses, profit-sharing, and expense reimbursements. For fixed-term and temporary contracts, the allowance is included in the final pay.

Using HR software to manage working hours and rest periods

Automated scheduling

Work and leave scheduling can quickly become complex. Poor planning can lead to:

• exceeding legal working hours
• unpaid overtime
• insufficient rest periods

HR software automates scheduling by applying legal requirements and company rules. It considers employee availability, skills, and personal constraints to create balanced schedules that reduce errors and non-compliance risks.

Accurate time tracking

Tracking working hours is essential to meet legal obligations and avoid disputes. HR software records work hours and rest periods for each employee, using virtual clock-in tools or access control integration. These tools capture:

• clock-in and clock-out times
• break durations
• taken leave
• overtime hours

This ensures reliable, real-time tracking and accurate data collection.

Improved leave and rest management

Digital scheduling tools also improve communication between employees and HR. Employees can request leave directly through the platform, with managers receiving automatic notifications. Approved leave is instantly visible to all, preventing scheduling conflicts and ensuring fair leave distribution.

The software can also send automated reminders for upcoming leave or unavailable periods, helping HR teams stay organised.

Data analysis to optimise workforce management

HR software provides analytical tools that help HR teams adjust leave and work policies based on actual data. By tracking work hours, absences, and overtime patterns, companies can identify recurring issues and adjust staffing needs accordingly.

This data-driven approach helps balance workloads, improve productivity, and maintain employee satisfaction.

Using HR software helps employers comply with legal requirements while streamlining workforce management. These digital tools automate scheduling, enhance communication, and provide valuable data for long-term optimisation. They are essential for ensuring fair and efficient management of working hours and rest periods.

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