Employee Time Sheet 2025 - Instructions - Working Hours Management and Transitional Regulation 2024/2025

Sep 12, 2026

Upload by Kyle

Employee Time Sheet 2025 instructions set out legal and administrative duties for UZH staff to record and have working hours monthly checked and signed off by line managers. HR provides the attached Excel sheet as the only valid recording tool. Rules cover academic staff entitlements, HR submission requests, and year-end transitional regulation for 2024/2025, including carryover limits for negative balances and timelines to reduce them. It also defines how to compensate extra hours and when vacation must be taken first, plus technical requirements for Excel and office suites.

LanguageEnglish

CategoryForms

FormatPDF

Pages9

Reading Time3 min

AccessFree to download

Basic Principles

Monthly time-sheet checking and signatures

Academic staff recording and entitlements

Transitional regulation 2024/2025

Carryover of negative working hours balance

Compensation rules after 30 June 2025

Carryover notes for positive/negative balances and vacation

Compensation for extra hours

Vacation-first principle and compensation days

Prohibited interruptions and example scenarios

Special rule for year-end 2024/2025

Note on regular working time

Technical Requirements

Microsoft Excel for Mac

Microsoft Excel for Windows

OpenOffice/LibreOffice

General language settings

Instructions Employee Time Sheet 2025 This English translation is provided for convenience purposes only. The original German text fully prevails. Basic Principles Administrative and technical staff at UZH are entitled and obliged by law to keep an employee time sheet (§ 129 of the implementation ordinance to the employment act of the Canton of Zurich (VVO)) . This must be checked and signed off by their line manager on a monthly basis. The Human Resources (HR) department has provided the attached Excel sheet for recording working hours, and only this sheet may be used for that purpose. Non-professorial academic staff at UZH also have the right to keep a personal record of the hours they work, but they do not have to do so. However, they will only be entitled to claim unused vacation or compensation for a positive working hours balance if they keep a record of their working hours and this is checked and signed off by their line manager (§ 33 of the employment ordinance of the University of Zurich, PVO-UZH) . The attached Excel sheet is also the only valid way to record working hours for this group of employees. The HR department may request submission of the completed employee time sheets. Transitional regulation for the turn of the year 2024/2025 and for compensating a negative working hours balance Please check the Fact Sheet on Working Hours at the Turn of the Year 2024/2025 for the applicable working hours regulation for the turn of the year 2024/2025 . As of 31 December 2024, as an exception a negative working hours balance of no more than 119 hours and 24 minutes may be carried over to the following year. This figure is based on 84 hours plus a balance of 35 hours and 24 minutes required to compensate for lost work at the turn of the year (based on full-time employment) . These minus hours must be reduced to no more than 84 hours by 30 June 2025, which is half a year later than usual. Any balance of negative working hours that extends beyond 1 July 2025 must be compensated with overtime or vacation time. With this, the regular conditions according to § 121 para. 1 of the Implementation Ordinance of the Employment Act will be restored. With regard to carrying over a positive and/or negative working hours balance or vacation balance, please note the applicable regulations in the fact sheets “Working Hours at the Turn of the Year 2024/2025” and “Vacation”(see the websites Vacation and Working Hours) . Compensation for extra hours The § 124 para. 3 VVO (“Compensation of more than one consecutive day is only permitted after employees have taken all their vacation”) explicitly regulates the principle already applied and recognized in part in practice of “Vacation before compensation for extra hours.” This means vacation must be taken before extra hours can be compensated (= positive working hours balance). Compensation of extra hours of up to one day is permitted, even if the employee has not used up all of his or her vacation balance. This makes it possible, in particular, to take advantage of what are known as “bridge days”(e.g. after Ascension Day) or to take extra hours off (e.g. by finishing work earlier or by taking the morning of Sechseläuten or Knabenschiessen off) . Vacation must always be taken before consecutive compensation days are taken. For that reason, warnings will be displayed on the monthly sheet if more than one compensation day is used even though the employeestill has a remaining vacation balance: Compensation days may not be systematically interrupted by vacation days or weekends. To give a specific example, this means it is not possible to take one compensation day, followed by eight days of vacation, followed by another compensation day. Taking compensation days on a Friday and then on the following Monday is also prohibited. In this context, the employee time sheet follows the regular weekend days, the official holidays, and the standard working hours recorded by par

FAQs

Who must keep and sign off an employee time sheet at UZH, and how often?

Administrative and technical staff must keep an employee time sheet and it must be checked and signed off by their line manager on a monthly basis.

What are the year-end transitional carryover limits for negative working hours in 2024/2025?

As of 31 December 2024, a negative working hours balance of no more than 119 hours and 24 minutes may be carried over. These minus hours must be reduced to no more than 84 hours by 30 June 2025.

How does the document regulate vacation versus compensation for extra hours?

Vacation must be taken before compensating extra hours. The document also specifies limits and warns on the monthly sheet if more than one compensation day is used while vacation balance remains, and it restricts interruptions by vacation days, weekends, and certain sequences of dates.

Sep 12, 2026

Upload by Kyle