Employee Attendance Policy Template
What is the Employee Attendance Policy?
An employee attendance policy is a set of guidelines that an organization establishes to outline expectations for employee attendance. The policy defines rules for reporting absences, tardiness, leave requests, and procedures for documenting and managing attendance records. It includes information on approved reasons for time off, the process for requesting leave, consequences for excessive absenteeism, and procedures for tracking and monitoring attendance. Clear attendance policies promote accountability, consistency, and effective workforce management.
At < Company Name Here >, we place high importance on regular attendance and punctuality from our employees. Being present for work, on time, every work day is an essential expectation. Maintaining reliable attendance and punctuality ensures smooth operations and minimizes disruptions for your team and the company as a whole. Late arrivals, tardiness, or absences can create unnecessary burdens for your colleagues.
How do you Create an Employee Attendance Policy Include:
An Employee Attendance Policy includes the following things:
1. Failure to clock In or clock out:
Employees are responsible for the clock in and out every time they enter the office, regardless of shifts. Employees have to notify the manager shortly if any issue occurs during clock-in or clock-out. The strict disciplinary action might include termination against employees who fail to clock in or clock out regularly.
2. Calculation of attendance:
Employee attendance is calculate on the point system. An employee is given points on the following parameters:
1. Tardy: ½ point
2. Early departure: ½ point
3. Absent with calls: 1 point
4. Absent, no call: 2 points
5. Delay in coming back from lunch & other breaks above 30 minutes: 1 point
The five-minute grace period is provided during the shift beginning & ending for every employee. A proper reporting method needs to be followed by an employee to report his absence every time. Any failure in informing about the absence an hour before the shift starts leads to a no-call-no-show. Attendance infractions reset every six months or annually.
3. Disciplinary action for attendance infractions:
Employees face disciplinary measures in case of regular absenteeism or not adhering to the employee attendance policy. Here is the pointer-based system to evaluate the height of repercussions an employee has to face.
3 Points: Verbal warning
4 Points: Written warning
5 Points: Meeting with manager/director leading to suspension
6 Points: Employees are accountable for termination
Note: A valid written proof like a medical letter needs to be submitted to the higher authorities to defend yourself against attendance issues if you are consecutively absent for three or more days. In case of no call-no-show for three or more days, an employee gets straightaway under the case of termination or job abandonment.
4. Excused, unpaid absences without disciplinary action:
Employees are eligible for excused, unpaid absences in case of indispensable emergencies. It includes jury duty, childbirth, funerals, car accidents, personal problems, bereavement, and clinical/medical visits. However, an employee has to submit a documented letter to prove the reason behind their absence within the said time mentioned in the policy. Failing to do so leads to strict disciplinary actions against the employee.
5. Attendance policy exceptions:
No disciplinary action is taken against absent employees on leave for military duty, bereavement, or jury duty. These exemptions from the management side from taking legal action against employees are possible only after submitting the valid documents to the manager within 48 hours of your absence from the office.
Use Case of Employee Attendance Policy.
Every company has an employee attendance policy, whether a startup, SME, or big MNC. The attendance policy is included in the Employee Handbook & is vital to create discipline and punctuality among the employees. Everyone should know the importance of regularly being present in the company by checking in and out of the office on time. In addition, they are educated on how their presence leads to a rise in productivity and policy non-adherence leads to a downfall in productivity.
It is calculated based on the point system & created by determining things like expectations, paid vs. unpaid leaves, designing disciplinary policy, taking employees’ adherence, and leading by example. The employee attendance policy applies to all temporary or permanent employees of the company.
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