Attendance Policy

Define the requirement and procedures for registering and reporting attendance of employees in your organization.

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Attendance Policy-undefined

Punctuality and time management are important to keep the organisation well manned, and they are essential for the company to perform its obligations smoothly. Arriving late, being tardy or absent from work causes disruptions in business. The policy puts forth acceptable behavior and responsibilities to be adhered by all employees.

This policy template is available for download in Word format.

With this Attendance policy template you can:

  • Define the principles to be followed in the organisation
  • Communicate your expectations to your employees clearly
  • Enforce punctuality and a responsible culture
  • Ensure integrity and professionalism with respect to employee actions

In just a few minutes, you will be able to set up a policy that covers most of the necessary information required. This policy covers rules to be followed with respect to:

  • Daily attendance submission
  • Applying leave appropriately
  • Timely communication
  • Consequences of non-adherence and lots more…

Attendance Policy

Objective

Employees at < Company Name Here > are expected to be present for work, on time, every work day. Regular attendance and punctuality are important to keep your team and the company running smoothly. Arriving late, being tardy, or absent from work causes disruptions and burdens colleagues.

Scope and Applicability

It is applicable to all the employees in the organisation except people who are specifically approved by management.

This policy is owned by < Name of the Person > and reachable @ < Contact Number > and < email address >

Policy/Process

Calculation of Attendance Infractions

  • Employees must clock in and clock out prior and after each shift. If there is any problem recording a clock-in or clock-out, employees should inform the manager immediately via an email.
  • Employees are expected to regularise such clock-in / out in the system at the earliest for any late arrivals, early departures or excused leave of absence with the approval of respective Managers; failing which, Loss of Pay (LOP) rules will apply.
  • Late to office by more than 15 mins and less than 30 mins for 3 days in a month : ½ day leave
  • Late to office by more than 30 mins for 3 days in a month : 1 day leave
  • Early departure from office by more than 30 mins and less than 1 hr for 3 days in a month : ½ day leave
  • Early departure from office by more than 1 hr for 3 days in a month : 1 day leave
  • Employees are given a five-minute grace period at the start and end of each scheduled shift and for breaks and for lunch.
  • Employees are required to report an absence by email or application, as applicable in the organisation. Employees must make prior calls each day when they are absent. Failure to call one hour prior to a shift will result in a no call-no show and subsequent LOP.
  • Appropriate leave has to be applied promptly within a reasonable period of time for such unscheduled leave of absence, failing which LOP will be applied for that day(s)
  • In the event an LOP has been applied and the respective Manager feels appropriate to reverse such action, then LOP Reversal has to be applied for those days so that the employee shall receive back the deducted pay in the next pay cycle.

Overview of Disciplinary Action for Attendance Infractions

Attendance issues will result in progressive disciplinary action up to and including termination based on the following point system:

  • Late to office by more than 15 mins and less than 30 mins for 3 days in a month : ½ day leave
  • Late to office by more than 30 mins for 3 days in a month : 1 day leave
  • Early departure from office by more than 30 mins and less than 1 hr for 3 days in a month : ½ day leave
  • Early departure from office by more than 1 hr for 3 days in a month : 1 day leave
  • If no information about leave, it will be considered as Loss of Pay
  • If an employee is absent for three or more consecutive days, evidence for excusing the absence - such as a doctor’s note - must be provided.
  • If an employee is a no call-no show for three or more consecutive days, it will be considered a job abandonment or termination without notice.
  • Employees may request exceptions for extended work absences from their respective Managers & Human Resources. These must be approved on a case-by-case basis.

Excused, Unpaid Absences Without Disciplinary Action.

Excused, unpaid absences can be granted for funerals, court duty, childbirth, accident, medical appointment and such unavoidable emergencies. In these cases, employees must provide documentation when demanded to prove the reason for absence.

Failure to Clock In or Clock Out

Employees must clock in and clock out for each shift. If there is any problem recording a clock-in or clock-out, employees should inform the manager immediately. Employees who consistently fail to clock in or clock out may receive disciplinary action up to and including loss of pay and in extreme cases, termination of employment.

Special Circumstance and Exception

Reporting Manager & HR can jointly take a decision to excuse genuine and valid leaves of absence on the basis of documentation or fact findings performed by them as deemed fit. Any Deviation from this policy has to be approved by HR.

Non-compliance and Consequence

Attendance management is mandatory under Labour laws and its non-adherence will lead to non-compliance. Any changes to the policy has to be approved by Legal and Compliance.

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Disclaimer
This template is meant to provide general guidelines and should be used as a reference. This is not a legal document. greytHR will not assume any legal liability that may arise from the use of this template.
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