Unknown User3
Night Work Hours Summary Sheet | Methods for Recording Project-Based and Non-Regular Work
2026.10.07 15:36
Risk Assessment and Safety System
Night Work Hours Summary Sheet | Methods for Recording Project-Based and Non-Regular Work
Employees with irregular night shift schedules find it difficult to immediately answer, “How many times and for how many hours did I work this month?” such as for equipment inspections, project deadlines, or event preparations. Record irregular night shifts as a single shift. I am sharing an Excel summary table that allows you to automatically check the criteria for special health examinations for night work (24 times in 6 months or 360 hours).
📎 Attachments to this post
Attachment · Night Work Hours Summary Table.xlsx
Calculate working hours from 22:00 to 06:00 and whether it meets the '8 consecutive hours including 00:00 to 05:00' requirement by simply entering the start date, start time, and end time. Work records , showing target/closeness/below standard based on cumulative frequency/time over 6 months Individual tally , viewing the monthly distribution Monthly Status , determining the calculation reference date and the method of handling rest time Standard setting It consists of sheets.
Calculate working hours from 22:00 to 06:00 and whether it meets the '8 consecutive hours including 00:00 to 05:00' requirement by simply entering the start date, start time, and end time. Work records , showing target/closeness/below standard based on cumulative frequency/time over 6 months Individual tally , viewing the monthly distribution Monthly Status , determining the calculation reference date and the method of handling rest time Standard setting It consists of sheets.
📌 When is the best time to use this?
For work schedules that meet night work standards from the start, such as a 4-team, 2-shift system, you simply need to manage them according to plan, beginning with the pre-placement health examination. This summary table is... People whose night shifts are not scheduled in advance It is a tool to ensure you do not miss it.
- Jobs that involve overnight work due to irregular facility inspections and maintenance, and response to failures
- Projects where night work is concentrated during specific periods, such as system launches, settlements, and inventory checks
- Part-time workers who frequently work short early morning shifts, such as in logistics and sorting
- Work that may not be recorded as night work in the attendance system, such as events, office relocation, standby, and on-call duty.
How the criteria for the target are determined Article on determining eligibility for special health examinations for irregular night work I have summarized this in detail elsewhere. This article focuses on the method of recording.
🗂️ This is how I record my work.
| Input items | Writing Standards | Common mistakes |
|---|---|---|
| worker | Identifiers used only within the summary table, such as pseudonyms or employee IDs | Names and employee numbers differ by row, so individual tallies are separated |
| Work type | Select from Regular Shift / Irregular Night / Project/Closing / Event/Relocation / Standby/On-call | If you leave the type blank, it will be difficult to analyze the cause later. |
| Start date of employment | work The day it started I will write just one. | The overnight shift was written over two days, causing the number of items to be incorrect. |
| Start and end times | The actual time from arrival to departure. Includes waiting, preparation, and handover time. | Only write down scheduled working hours or hours recognized for allowance. |
| Break (minutes) between 22:00 and 06:00 | Enter only if designated for deduction according to workplace standards. | Deductions vary by person in charge without standards |
| note | Memo needed for decisions regarding emergency dispatch, substitute duty, etc. | Write down sensitive details such as health status or reason |
If the end time is earlier than or equal to the start time Ends the next day It calculates automatically. For shifts ending at midnight, please enter 0:00 instead of 24:00.
🧮 How the summary table calculates
| Calculation items | Calculation method | Example: Working from 22:00 to 07:00 |
|---|---|---|
| Working hours | End Date/Time − Start Date/Time | 9 hours |
| Working from 22:00 to 06:00 | Only the time overlapping with 10 PM to 6 AM during working hours is added up | 8 hours |
| Item A | 00~05 o'clock every If it includes and is 8 consecutive hours or more, 1 | 1 time |
| Na Mok reflection time | Work from 22:00 to 06:00 − (Only when deduction criteria is 'Yes') Break time | 8 hours |
| 6-month judgment | If Category A has 24 or more sessions or Category B has 360 hours or more, it is 'Eligible'; if it is 80% or more of the standard, it is 'Close'. | Decision based on combination with other work |
It is recommended to set the aggregation reference date to the last day of each month. If the reference date is the last day of the month, the preceding six months are automatically selected (e.g., based on September 30 → April 1–September 30). The 12-month value is displayed alongside the standard period to serve as a reference when determining the frequency following the first special health examination (Ministry of Employment and Labor explanation: 48 times or 720 hours per year).
📋 Monthly Operational Routine
- The first week of every month — Select the work from 22:00 to 06:00 of the previous month from the attendance/entry records and work logs and paste it into the work record.
- Change in aggregate reference date — Change the aggregation reference date in the standard settings to the last day of the previous month.
- Check individual tally — The 'Subject' consults with the specialized health examination institution regarding the timing of implementation, and the 'Proximity' confirms the work plan for the following month with the department.
- Storage of evidence — When sending the list of subjects, include the calculation period, the number of times in Item A, and the time in Item B, and leave the consultation date in the memo box.
💡 Before using the attendance system data as is Please compare them. Managers without night shift allowances, employees on a comprehensive wage system, and emergency dispatches with only entry/exit records and no attendance applications are easily omitted from system reports.
🔐 Points to note when recording
- The summary sheet is for eligibility assessment purposes. Do not record health status, medical history, and examination results in the same file.
- Access to the file is restricted to personnel responsible for health management and health examination requests, and department heads are shared only with the scope necessary for adjusting work plans.
- Work records are not combined with personnel evaluation or performance analysis data.
- Since the implementing entity for dispatched or partner company personnel may differ, please check with their affiliated company first.
✅ Checklist Before Applying the Summary Table
The checklist below is for internal inspection purposes to ensure that no judgment errors or subject omissions occur before the initial application of the summary table. In particular, Aggregation reference date, break time standard, data source comparison, identification value unification is a basic verification item. Among all items If 3 or more are insufficient It is recommended to first organize the recording criteria and the person in charge before writing the summary table.
| Inspection items | Confirmation details | check |
|---|---|---|
| Compilation date | We set the reference date (e.g., the last day of the month) and the person in charge for monthly tallying. | □ |
| Break time standards | Determined whether to deduct break time from 22:00 to 06:00 and confirmed with a specialized health examination institution. | □ |
| Data source | We decided which of the attendance records, entry/exit records, or work logs to use as the standard and how to compare them. | □ |
| Unification of identification values | The worker identification value (pseudonym or employee number) is used identically in work records and individual aggregations. | □ |
| Example data | Workers A, B, and C deleted the example row. | □ |
| Viewing rights | We determined the file storage location and the personnel authorized to view the files. | □ |
| Regular night shift workers | Regular night shift workers, such as those on shift rotations, are managed separately through a pre-placement health examination schedule. | □ |
| External personnel | We confirmed with the employing company the entity responsible for conducting health examinations for dispatched and partner company personnel. | □ |
🧾 How to use attachments
- [Setting Standards] Sets the aggregation reference date and whether to deduct break time between 22:00 and 06:00. The first value is an example.
- [Work Record] Delete the example row (Workers A, B, C) and enter one work assignment for each. Enter only in the yellow cells; leave the gray cells as formulas.
- [Individual Summary] If you enter an identifier such as a work record in column A, the 6-month frequency, time, and judgment will be displayed.
- [Monthly Status] Check the period when night shifts are concentrated based on the monthly distribution and the likelihood of exceeding the next month's standards.
❓ FAQ
Q1. From which months should I start entering work records?
To determine the 6-month period, records from at least the previous 6 months are required, and to determine the period, it is recommended to include 12 months of data. When first implementing the system, the fastest method is to download past records from the attendance system all at once and paste them in.
Q2. If you took a 2-hour break in the middle of your shift and then returned to work, is it counted as one case?
If work is performed consecutively on the same day, record it as a single case and use the break (minute) column according to the break time processing standards. For work where it is ambiguous whether it falls under the 'continuous 8 hours' of Item A, it is safer to note it in the remarks and verify it with a specialized health examination institution.
Q3. If I am determined to be 'eligible,' do I need to get a checkup immediately?
If you meet the criteria due to irregular night work, you will be subject to the first special health examination after placement. Consult with the special health examination institution regarding the timing of the examination, and be sure to record the details of the consultation and the basis for calculation. The judgment in the summary table is for reference only and does not replace a legal judgment.
Recommended Posts
Determining Eligibility for Special Health Examinations for Irregular Night Work | How to Calculate Working Hours → Checklist for Supporting Documents for Flu Vaccination Cost Support | Organized by Actual Cost Reimbursement, Partner Hospitals, and On-site Vaccination → October HR, Health, and Safety Monthly Checklist | 8 Tasks to Check Before the End of the Year → When is the best time to introduce mental health counseling to night shift workers? →
👉 Next step
Employees who work frequent night shifts are more likely to shoulder concerns regarding sleep, fatigue, and family relationships alone. Along with managing working hours, try introducing them to counseling channels that can be used without time restrictions.
Inquire about EAP operation for night and shift workers →📚 Source and Verification Criteria
- National Law Information Center · Annex 22, Item 4 of the Enforcement Rules of the Occupational Safety and Health Act (Night Work)
- National Law Information Center · Article 201 of the Enforcement Rule of the Occupational Safety and Health Act (Tasks Subject to Special Health Examinations)
- National Law Information Center · Article 202 and Annex 23 of the Enforcement Rule of the Occupational Safety and Health Act (Timing and Frequency of Special Health Examinations)
- National Law Information Center · Standards for Conducting Worker Health Examinations (Ministry of Employment and Labor Notice No. 2025-131)
- Ministry of Employment and Labor · Explanation (Q&A) and Guidelines on Major Amendments to Special Health Examinations for Night Work
- Ministry of Employment and Labor Seoul Northern Regional Office · Explanation of Special Health Examinations for Night Work (Guidance on Administrative Interpretation Including Standby, Preparation, and Shift Time)
The attached summary table is a practical form to assist in verifying eligibility for special health examinations for night work and does not substitute for legal judgment. For matters requiring workplace-specific determination, such as the handling of rest periods and whether the work constitutes a "continuous 8 hours," please verify with a specialized health examination agency or the competent regional employment and labor office. The example data is hypothetical data intended to demonstrate usage. Date of verification for laws and official data: October 7, 2026.
Comments3
Most Engaging Posts in the Community
- 0160026.10.22
- 0250026.10.22
- 03CommentsWe also have a lot of short-term contract workers during peak season, so I get confused every time I have to handle the training for rehired employees. I'm also curious how other places handle cases where contracts are renewed immediately without any gaps.132226.10.21
- 01coach AnswerHello, this is Nudge EAP ☺️ You should group tasks based on whether the actual work type and conditions are the same, rather than the process name. Tasks can be considered the same if the worker posture, number of repetitions and time, handling weight and frequency, movement, and equipment and tools are similar. Therefore, even within the same assembly process, it is better to separate "seated assembly" and "standing assembly while moving materials" into separate tasks. First, list the detailed tasks within the process and compare them using the criteria above; separating only the tasks with significant differences makes organization easier, even with a large workforce. If there are multiple tasks under the same conditions, you can select a representative sample that includes the worker with the highest workload. The KOSHA guide suggests using at least two tasks with high work intensity as a sample when there are 10 or fewer identical tasks. Shifts can be grouped together if the equipment, workload, speed, and personnel are the same, but if the conditions differ, please separate them by shift. For rotation workers, you can make a judgment by recording all detailed tasks performed during the day, along with the time and frequency of each. For the final classification, confirm the opinions of on-site workers, and if you record the basis for the grouping on the survey form, it will be easier to explain during inspections.753326.09.18
- 02CommentsThe distinction between receiving a report and reaching a conclusion is important. Global HR teams should secure immediate protection and confidentiality before trying to decide whether the conduct legally qualifies as harassment.724426.09.02
- 03coach AnswerHello, this is Nudge EAP.☺️ The simplest method is for employees to simply receive guidance and apply directly, as the company does not transfer personal information. If you want a health manager to forward a name and contact information to an EAP agency for contact, it is safer to explain the receiving agency, purpose, items, retention period, and the right to refuse consent, and to obtain clear consent from the individual. Since checkup results and symptoms are sensitive health information, do not consider them included in the existing health checkup consent; instead, please write down only the content to be conveyed and obtain separate consent. In practice, it is common to separate the options into ① consent for forwarding name and contact information and ② consent for forwarding checkup results and symptoms, ensuring that there is no disadvantage in using the EAP even if the second option is not agreed to. The burden of repeating explanations can be reduced by providing the option for employees to send a summary of their consultation request, written directly by the employee, to the agency. However, since the wording and procedures may vary depending on whether the contract with the EAP agency involves the outsourcing of personal information processing or the provision of information to a third party, please review the contract details with your in-house personal information manager before implementation. It is a good idea to define the scope of responses in advance to the company to prevent unnecessary feedback regarding consultation requests or their content.668926.09.21
- 04
- 05
- 06
- 07
- 08
- 09
- 10
- 04
- 05
- 06
- 07
- 08
- 09
- 10