Regulatory compliance report

What this report is for

RDL 8/2019 requires every company with employees in Spain to record daily the start and finish time of each employee's working day, and to keep those records for four years available to the Labour and Social Security Inspectorate (ITSS) and to the workers themselves.

CheckBiz360's regulatory compliance report responds directly to that requirement: it produces a document containing every clock record for the period requested with the level of detail the rules demand, in a format that can be presented to any labour authority.

What the report includes

The regulatory compliance report contains the following data for each record in the selected period:

• Employee identification: full name and identification number on the platform.
• Record date: in DD/MM/YYYY format.
• Entry timestamp: exact time of the start-of-workday record, to the second.
• Exit timestamp: exact time of the end-of-workday record, to the second.
• Event type: ordinary entry, ordinary exit, break, resumption or another record type configured at the organisation.
• Validation status: indicates whether the record was validated automatically, is pending review or has been corrected manually.
• Traceability of corrections: if a record was modified manually by a manager, the report states who made the modification, on what date and the reason recorded.

Organisation details

The report header includes:

• The organisation's legal name.
• The company's tax ID.
• The period covered by the report.
• The date and time the report was generated.

How to generate the compliance report

1. Sign in to the back office with an Owner or Manager role.
2. Go to the Reports section in the side menu.
3. Select the Regulatory compliance report type.
4. Choose the date range for the period you want to evidence. For a labour inspection, select the exact period the inspector has indicated.
5. Select whether you want the report for all employees or for a particular employee.
6. Press Preview to verify that the data is complete.
7. Press Export and select the format (Excel or PDF according to the inspector's instructions or the process it is being presented in).

Format recommended by the labour authorities

The ITSS does not require a specific technical format, but it does require the record to be:

• Daily: each workday has to have its own record, not weekly or monthly groupings.
• Individual: separated by employee, not an aggregate record for the team.
• With a precise timestamp: start and finish time of the workday, not just the total hours worked.
• Retained and accessible: available for four years to the inspector and to the worker themselves.

CheckBiz360's compliance report meets all these requirements in its default format.

For an on-site inspection, printing the report as a digitally signed PDF or presenting it in the medium the inspector indicates is recommended. In the case of a formal written request, the report can be attached directly to the written response.

Mandatory retention period

The legal obligation to retain working-time records is four years from the date of the record. CheckBiz360 keeps every record on its platform for that minimum period with no action needed from the company.

Employee access to their own records

RDL 8/2019 establishes that workers have the right to access their own working-time records. In CheckBiz360, each employee can consult their complete clocking history from the mobile app at any time, with no need to request it from the manager. This directly satisfies the right of access the rules require.