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About Submission of Daily Attendance Records

1) Why does a principal contractor need to install an electronic card reading device on the site to retrieve and record the information of the registered construction workers?

According to Section 58 of the “Construction Workers Registration Ordinance” (CWRO) the principal contractor is required to install an electronic card reading device on the site to retrieve and verify the data stored in the Construction Workers Registration Card. However, it is not applicable to the following two cases.

(a)  The construction work on the site has not begun;

(b) Maintenance work carried out under a term contract for maintenance, of any specified structure owned by, or otherwise belonging to, a public body or a specified body.

 

2) What is “specified structure”?

The exact interpretation of “specified structure” is set out in the CWRO. Please refer to Schedule 3 of CWRO on the CIC website.

 

3) Who is the “controller” of the construction site?

According to Section 58(9) of the CWRO, a controller means (i) a principal contractor for the site, or (ii) if there is no principal contractor for the site, any person who has control over, or is in charge of the site.

 

4) What is “specified body”?

According to Schedule 2 of the CWRO, “specified body” refers to Airport Authority, CLP Power Hong Kong Limited, The Hong Kong and China Gas Company Limited, The Hongkong Electric Company, Limited, Hong Kong Housing Authority, The Hong Kong Housing Society, Hong Kong Tramways Limited, Kowloon-Canton Railway Corporation and MTR Corporation Limited.

 

5) How to apply for the exemption from providing a card reading device on the site?

According to Section 58(2) of the CWRO, the principal contractor of the construction site may apply to the Council to be exempted from providing a card reading device on the site. However, the principal contractor still needs to furnish the Registrar with a copy of the Site Daily Attendance Report in a specified form. The Council will consider the exemption application with regard to the physical condition and location of the site and the value of construction work carried out on the site. In addition, the Council has issued guidelines for the assessment of application for exemption; please refer to “Contractor’s Corner” on the Council’s website.  Please note that after the principal contractor is granted the exemption, according to the CWRO, the principal contractor still needs to complete the Site Daily Attendance Reports by hand or other means and submit the Site Daily Attendance Reports for the period of 7 days after any construction work begins on the site and for each successive periods of 7 days.

 

6) While I am waiting for the assessment result of the exemption, am I not required to submit the site attendance records?

No. You are required to submit the site attendance records to the Council for any construction site. There is no exemption from submitting site attendance records.

 

7) How to apply? How long will the assessment take?

Applicant is required to complete and submit the “Application for Exemption from Providing Card Reading Device” form within 7 days after any construction work begins on the construction site. Application form can be downloaded from the Council’s website. The Council will assess each application according to the Guidelines for Assessment of Application for Exemption from Providing Card Reading Device, and notify the applicant of the assessment result in writing. During the waiting period, the site may be suspended from providing a card reading device.

 

8) Is it required to provide a card reading device on each construction site?

According to Section 58 of the CWRO, the principal contractor shall provide a card reading device on the construction site to retrieve and verify the data stored in the Workers Registration Card. However, it is not applicable to the following two cases.

(a)  The construction work on the site has not begun;

(b) Maintenance work carried out under a term contract for maintenance, of any specified structure owned by, or otherwise belonging to, a public body or a specified body.

 

9) According to Section 58(1) (a) of the CWRO, for maintenance work carried out under a term contract for maintenance, of any specified structure owned by, or otherwise belonging to, a public body or a specified body, the principal contractor for the construction site could be exempted from providing on the site such device that enables the data stored in a registration card in electronic form to be retrieved. What does it mean? Does it mean that there is no need to provide a card reading device?

Yes. For maintenance work carried out under a term contract for maintenance, of any specified structure owned by, or otherwise belonging to, a public body or a specified body, the principal contractor is exempted from providing a card reading device on the construction site. However, please note that according to the CWRO, the controller still needs to complete the Site Daily Attendance Reports by hand or other means and submit the Site Daily Attendance Reports for the period of 7 days after any construction work begins on the site and for each successive periods of 7 days.

 

10) Sometimes it is not possible to install the card reading device at the entrance of the construction site because of geographic conditions. In these circumstances, can it be exempted? If not, how to solve the installation problem?

The principal contractor can use a mobile card reading device due to the constraints of the physical condition and location of the construction site. As such, the physical condition and location of the construction site may not constitute a good reason for being unable to provide the card reading device. In these circumstances, the requirement of providing a card reading device may be satisfied in an alternative manner Under a term contract, if the value of construction work under a works order is more than HK$1 million, the principal contractor is required to provide a card reading device on the site office established for the works order concerned. If there is no such site office, the principal contractor shall provide a card reading device at the main site office established under the term contract and take reasonable steps and exercise due diligence to ensure that such device is operated effectively on the construction site under the works order concerned. If multiple construction sites are involved under a contract/works order, the principal contractor is required to provide a card reading device at a permanent site office only, and take reasonable steps and exercise due diligence to ensure that such device is operated effectively on all the relevant construction sites under the contract/works order concerned. If there is no such site office, the principal contractor should act in accordance with the above manner.

 

11) What is included in the Site Daily Attendance Report?

Site Daily Attendance Report is in Excel format. The report contains information including Contract Number, CIC Site Reference Number, Construction Workers Registration Number, Card Serial Number/Card Sequence Number, In/Out Status, Date and Time of In/Out, and Practising Trade Code. Controllers can download the Site Daily Attendance Reports in Excel format from this website and submit the Site Daily Attendance Reports to the Registrar for each successive period of 7 days after any construction work begins on the site within 2 business days after the last day of the period concerned.

 

12) How to submit the Site Daily Attendance Reports?

The Site Daily Attendance Reports shall be submitted for the period of 7 days after any construction work begins on the site and for each successive period of 7 days, within 2 business days following the last day of the period concerned.

 

13) Will the Registrar forward the Site Daily Attendance Reports to government departments such as Labour Department or Inland Revenue Department?

Furnishing the Registrar with a copy of the Site Daily Attendance Reports by the controller of each construction site is a requirement of the CWRO. The Council will not instruct the Registrar to forward the Site Daily Attendance Reports to other government departments unless the information provided is related to any law enforcement. 

 

14) Do I have  to submit the GF527 ,GF527A  or QTR via the attendance system?

Currently, the controllers can only submit the Site Daily Attendance Reports via the system.  GF527, GF527A or QTR cannot be submitted via this system. The three reports should be submitted through the original method until the related government departments switch to the attendance system.

 

15) Do the controllers of all construction sites have to submit the Site Daily Attendance Reports to the Council?

Yes. All controllers of construction sites are required to submit the Site Daily Attendance Reports to the Registrar within the statutory time limit. . If the construction work begins on Monday, the period of the Site Daily Attendance Reports will be from Monday to next Sunday.

 

16) How to report the attendance records for a construction worker who has multiple in/out time in a day (such as driver of construction vehicle)? 

According to Section 58 (7)(b), the controller of the construction site shall submit the Site Daily Attendance Reports to the Registrar for the period of 7 days after any construction work begins on the site and for each successive period of 7 days, within 2 business days following the last day of the period concerned.  The Site Daily Attendance Report shall be in the specified form that contains information of the registered construction workers who are employed by the controller or the sub-contractors of the controller for the construction site and personally carry out construction work on the site.   Controllers may record the in/out time of the construction workers through the attendance system or by other means. For a construction worker with multiple in/out times a day such as driver, controllers may choose to record every time he/she gets in/out of the site, or just record the first time he/she gets in and the last time he/she gets out of the site.  Under these circumstances, controllers may maintain the attendance records of the vehicle driver according to the actual operation of the construction site and input to the Site Daily Attendance Reports manually.

 

17) If the worker renews the Construction Workers Registration Card, do I need to update his information?

Yes. For each Construction Workers Registration Card, the card sequence number (i.e. the chip number) and card serial number (i.e. the number on the lower right corner at the back) will be changed because of the renewal of the Workers Registration Card. Therefore, it is necessary to update the information in system for submitting Daily Attendance Records; otherwise the worker’s attendance records cannot be made.

 

18) How do I know whether the Construction Workers Registration Card of the worker has been changed?

“R1” code on the lower right corner on the front of the Workers Registration Card means the card is a reprint card for the same registration number. R1 is the first reprint and R2 is the second reprint and so on.

 

19) For some reasons the work on the site is suspended for a long time. Do I need to submit the Site Daily Attendance Reports to the Council?

Yes. Regardless of the time of suspension, controllers are required to submit the Site Daily Attendance Reports according to the submission period and select all suspension days as “non-working days” during submission.

 

20) The construction work of the site is completed. Am I not required to submit the Site Daily Attendance Report to the Council anymore?

According to the interpretation of “construction site” of the CWRO, in case a certificate of substantial completion of contract has been issued or a certificate of the construction work has been sent to the Building Authority, the site is no longer a construction site as defined in the CWRO and the controller is not required to submit the Site Daily Attendance Report to the Council.

 

21) Can the company issue its own certificate of completion of the contract?

No. The Council only accepts the certificate of substantial completion of contract or the certificate of the construction work sent to the Building Authority. Other documents will not be accepted.

 

22) The certificate of completion has not yet been issued and we have no worker working on the construction site. How should I submit the Site Daily Attendance Report?

The controller shall submit the Site Daily Attendance Reports with no in/out time record and select all days as “non-working days” when submitting the reports until the certificate of substantial completion of contract is issued.

 

23) Common causes of the rejection of the submission of Site Daily Attendance Reports (Computerised Registration Management System)

(1) Input incorrect CIC site reference number or forget to input CIC site reference number

(2) Input incorrect or forget to input Contract No./ BOD Ref. No. Please note the letters or numbers such as “O”, “o”, “0” and “1”, “I”, “l”, “_”, “-“, “/” or “\”.

(3) Unnecessary space or number, letter or symbol in the Contract No./ BOD Ref. No.

(4) Input incorrect or forget to input card sequence number (chip number) or card serial number (number on the lower right corner at the back)

(5) Incorrect input of in/out time, i.e. in time without out time and out time without in time

(6) Incorrect input of in/out date and time. The correct format of in/out date should be y/m/d and the correct format of in/out time should be h: m: sec

(7)    Attendance record showing the same IN and OUT time, i.e.  09:00:00 in and 09:00:00 out

(8) Input incorrect or forget to input practising trade code. Please note that the practising Trade Code for general workers is C406. For practising trade codes of various trades, please refer to the List of Designated Trades (Simple Version) in this website

(9)       Did not declare the non-working days for each reporting period when submitting the Site Daily Attendance Report

(10)    Attendance records of workers found in the non-working days

(11)    In case of consolidated data, did not submit the Consolidated Data together with the Raw Data

(12)    Submit the Site Daily Attendance Report to the Council by fax or email

 

24) Codes of Common Errors (Computerised Registration Management System)

(1) Invalid Construction Workers Registration Card   (2):Void Card (After Issue)

(2) Invalid Construction Workers Registration Card   (3):Internal Damaged Card. Please contact Workers Registration Offices (WRO)

(3) Invalid Construction Workers Registration Card   (4):Faulty Card during quality check. Please contact WRO

(4) Invalid Construction Workers Registration Card   (5):Internal Lost Card. Please contact WRO

(5) Invalid Construction Workers Registration Card   (6):Damaged Card (After Issue)

(6) Invalid Construction Workers Registration Card   (7):Lost Card (After Issue)

(7) Invalid Construction Workers Registration Card   (8):Not Formally Issued Card. Please contact Workers Registration Office.

 

25) How can the employers identify the authenticity of the Workers Registration Card?

Employers can identify the authenticity of the Workers Registration Card by the data stored in the card (including name, photo, registered trade division(s) and expiry date). An employer can also enquire through the Register of Construction Workers on CIC website or the kiosks in any of the Workers Registration Service Locations. Just input any of the following information (Name in Chinese, Name in English, HKID card number or Workers Registration Number) and check the card holder’s information such as his/ her registration category, registered trade division(s) and expiry date.

 

26) Is each construction site required to establish a register for the workers who are unable to present their Construction Workers Registration Card?

Yes. According to Section 48 (6) of the CWRO, the principal contractor of each construction site shall maintain a register on the site to record the statement made by the workers who are unable to produce their Workers Registration Card.  For the format of the relevant statement register, please refer to the “Contractor’s Corner” in this website.

 

27) Why is a principal contractor required to establish and maintain a copy of the register for its workers or the workers employed by its subcontractors (including their subcontractors)?

According to Section 48 (6) of the CWRO, a principal contractor for a construction site shall establish and maintain a register in the specified form for the workers employed by a principal contractor for the construction site, or a sub-contractor of such a principal contractor. If a registered construction worker is unable to produce the registration card, he shall make a statement in a register that he has been issued a registration card in respect of the registration concerned and that registration is in effect, unless:

(a) he has made a like statement in 2 consecutive days;

(b) he has made 2 like statements in that register within 30 days. 

That means the workers are not required to make a statement in the register under the above circumstances. However, the inspector of the Council can request the worker to produce his worker registration card within a specified period and at a specified place to identify himself as a registered construction worker.

The principal contractor shall maintain the statements in the register for 24 months from the date on which the statement was made in the register. Specified form of the register can be downloaded from the Council’s website. 


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