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Free time registration templates

A weekly sheet for hours worked and a deviation register for part-time employees. In Excel and as a printable PDF, with the Belgian rules and the limits.

Want to track your employees' hours without software? Here are three free templates: a weekly timesheet, a deviation register for part-time employees and the same register with a filled-in hospitality example. Excel and paper are not forbidden in Belgium. They can, however, be changed afterwards without anyone noticing, and some rules ask for more than a template can give. Each template says so.

Rules checked on 10/10/2026.

Weekly timesheet

Per employee and per day, the start, the break and the end of work. The Hours worked column calculates itself, also for a shift past midnight. With a tab holding a filled-in example and a tab with instructions.

Columns

  • Date
  • Employee
  • Start
  • Break from
  • Break to
  • End
  • Hours worked
  • Note
  • Employee signature

What it is for

Usable as a time tracking system with flexible working hours. The law asks for each employee's identity and the duration of work per day, accessible to the employee and kept for five years, and prescribes no form.

Source: Labour Act of 16 March 1971, art. 20ter (Dutch)

Limits

A file can be changed afterwards without a trace. For part-time employees, a time tracking system must record start, end and breaks at the moment itself. For flexi-jobs it is not enough: the NSSO lists five other ways to register.

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Deviation register for part-time employees

One line per deviation from the schedule: scheduled and actual hours side by side, the reason and the time you wrote the line. The difference in hours calculates itself.

Columns

  • Date
  • Employee
  • Scheduled start
  • Scheduled end
  • Actual start
  • Actual end
  • Break from
  • Break to
  • Difference (hours)
  • Reason for deviation
  • Written at

What it is for

Every deviation from the schedule of a part-time employee must be recorded, with a fixed and with a variable schedule, and kept for five years. A later start is written at the start, an earlier stop at the end, work outside the schedule each time at the moment itself.

Source: FPS Employment, monitoring part-time work (Dutch)

Limits

The official deviation document follows the model of the royal decree of 08/03/1990. This template is not that model: use it as a worksheet, or ask your social secretariat for the model. The alternative is a time tracking system that records all work.

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Deviation register, hospitality example

The same register with four filled-in lines from a restaurant: a terrace that closes later, a shift that starts later, covering on a day off and a quiet evening. Fictitious data, the rest of the sheet is empty.

Columns

  • Date
  • Employee
  • Scheduled start
  • Scheduled end
  • Actual start
  • Actual end
  • Break from
  • Break to
  • Difference (hours)
  • Reason for deviation
  • Written at

What it is for

Shows how to record deviations of part-time staff in hospitality, with the time you wrote them down.

Source: NSSO, flexi-jobs (Dutch)

Limits

Flexi-jobs have their own registration, including via the registered cash system (GKS) or a daily Dimona with start and end time. This register does not replace that registration. (The target group reduction for permanent hospitality employees, with its own registration via GKS or ASA, was discontinued on 1 July 2026.)

Download

Excel (.xlsx)Printable PDF

Rather not keep anything in Excel? Start now

Excel or a system?

No Belgian rule forbids Excel or paper. The announced general registration duty does speak of a system that records working time objectively and reliably, and that law has not been voted yet. A template can be changed afterwards without a trace. That is why Klox exists: every clock action is recorded at the moment itself, and a correction is added next to it with reason, author and timestamp.

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