Employee Attendance Policy Sample

Table of Contents

    Employee Attendance Policy comprises a set of rules and regulations established by an organization to regulate the attendance of employees. It outlines the timely arrival of employees and the procedure to notify them during leaves or absences. It also highlights the provision and disciplinary actions for unscheduled absences. The main aim of the policy is to ensure a productive work environment and build a culture of accountability among the workforce. 

    Purpose and Scope

    The policy aims to establish clear company expectations regarding attendance and punctuality. It helps create a productive and efficient work environment, encouraging everyone to contribute their skills and expertise.  

    The scope of the policy typically encompasses all employees of the firm, regardless of their position, department, work arrangement, or working hours. It also includes provisions for various types of leave like sick, vacation, and personal leave, allowing employees to lead their personal and professional lives harmoniously. 

    What are the Types of Absences?

    There are various types of absences encountered by employers in the workplace. They can be classified under the following categories based on their nature: 

    1. Planned Absences:

    They are of the following kinds: 

    • Vacation Leave: It’s a planned time off from work taken by an employee to relax, rest or enjoy family time. 
    • Personal Leave: It’s a type of time off taken for personal reasons, like family events or personal appointments. 
    • Bereavement Leave: Bereavement leave is a time taken off to grieve the loss of a loved one, a family member or a close friend. 
    • Maternity/Paternity Leave: Maternity leave is a time off taken by new or expectant parents to look after their unborn, newborn, or adopted child. 
    • Parental Leave: It’s a time off taken by parents to care for their children during the case of serious illness or another emergency. 

    2. Unplanned Absences:

    They are of the following kinds: 

    3. Authorized Absences:

    They are of the following kinds: 

    • Approved Time off: Absence formally requested by employees and granted by the managers. 
    • Compensatory Time off: Leave given to employees as compensation for working extra hours or on weekends. 

    4. Unauthorized Absences:

    They are of two kinds: 

    • Absent without Leave (AWOL): It’s a type of unauthorized absence, where the employee does not notify the manager of the leave. 
    • Tardiness: It’s when the employee arrives late to work or from breaks that go beyond the authorized grace period. 

    Employee Attendance Policy Sample 

     

    At [Organization’s Name], we strive to maintain a healthy and productive environment. This policy guidelines all attendance expectations and the procedures for requisition and management of leaves. All our employees need to adhere to this policy and ensure the smooth functioning of the organization. 

    Definitions

    The following are the terms defined under this policy: 

    • Absence: It refers to the time when an employee is not present during their scheduled shift timings, regardless of the reason. They can be either planned or unplanned. 
    • Occasion of Absence: It is a situation where an employee takes one or more days of unapproved leave for a whole day(s) or partial day(s). 
    • Unscheduled: It is a type of absence without prior notice to superiors. 

    Guidelines for Occasions of Absence 

    • Tracking and review: Our HR department will closely monitor and keep track of employees’ absences. The following factors will be considered while taking any disciplinary actions against employees: 
      • The total number of days an employee has been absent during a month. 
      • The frequency of occasions that resulted in employees’ absence during a month. 
      • Any common pattern of employees’ absence, specifically in and around holidays. 
      • The overall attendance history of the employees and its impact on individual and team performance. 
      • The seriousness of the reason behind the employee’s absence will be taken into account. 
    • Action steps: The HR department clearly defines the following disciplinary actions to be taken based on various situations: 
      • Three occasions in three months: Employees’ attendance will be closely analyzed to identify the root causes. 
      • Five occasions in six months: Employees will be issued a written memo. Counseling sessions will be held to understand and address the underlying cause of absence. 
      • Nine occasions in one twelve months: A documented discussion will be held with the employees. They will be given a low rating during performance appraisal unless they explain their absence satisfactorily. 

    Attendance Rules and Expectations

    Our company prioritizes punctuality, regular attendance, and compliance with scheduled work hours for effective collaboration among employees. We require all employees to adhere to the agreed-upon schedule with their manager. 

    Occasional absences or lateness are understandable with a valid reason. However, consistent tardiness or absenteeism can disrupt workflow and burden colleagues who may need to pick up additional tasks. 

     

    Persistent issues with attendance may result in a “bad attendance” record and necessitate progressive disciplinary action.

    Absenteeism: Frequent absence from work or excessive sick leave without valid documentation.

    Presenteeism: Remaining at work beyond scheduled hours, potentially leading to overwork and reduced productivity.

    Tardiness: Arriving late, exceeding authorized break times, or leaving early without justification, with occasional allowances for minor deviations from schedule.

    Leave Policies

    Annual Leave

    Employees are granted (number of leaves) paid annual leave per year. To take annual leave, employees must notify their approval manager in writing at least 15 days in advance. Leave can be taken in full or part. 

    Unused leave can be carried over to the next year, limited to 12 days. Compensation is provided for untaken leave upon contract expiration or termination.

    Casual Leave

    Casual leave is a form of paid leave not accrued by employees. It can be taken with or without prior permission but must be ratified within 7 days upon return. Failure to notify may result in a pay cut from the salary.

    Sick/Medical Leave

    Employees can take sick leave when ailing, often requiring a medical certificate for approval. Unused sick leave can be carried forward to the next year. Self-certification is allowed for the first 2 days. A doctor’s note is required thereafter. Sick leave can be taken during annual leave if necessary.

    Maternity Leave

    To be eligible for maternity leave, a woman must have worked for at least 80 days in the past 12 months. Female employees are entitled to 26 weeks of leave during pregnancy. Adopting mothers can take 12 weeks of leave for children below three months of age. 

    Paternity Leave

    Male employees can take up to 15 days of paternity leave within 6 months of their wife’s delivery. Once exhausted, other paid or unpaid leave options are available.

    Procedures for Applying for Leave

    All employees are requested to adhere to the following guidelines while applying for leave: 

    • Pre-schedule All Leaves: Employees are requested to preschedule all their leaves like vacation, sick leave, and personal leave, as far as possible, as they are subjected to the pre-approval of managers. Following this leads to minimum distortion of work schedules. 
    • Unscheduled Absences: In the cases of unscheduled absences, employees must follow these steps: 
      • Notify the managers within the first 30 minutes of the shift schedule. 
      • Provide a valid reason for absence. 
      • Provide an estimated duration of the absence. 
      • In case of an extended period of absence, lasting about two weeks or more, they should provide a daily update to their superiors. 
      • Failing to notify the superiors within the first 30 minutes without a reasonable explanation will result in an Occasion of Absence. Strict punishment will be levied against the employees if the leave lasts more than five days. 
    • Exhaustion of Sick Leave: If an employee has exhausted all his sick leave, and should undertake one due to a serious medical condition, follow these steps: 
      • A State Medical Certificate Form explaining the reason for absence must be submitted to the HR department. 
      • Employees must submit a written request to the HR department if they wish to utilize any other accrued leaves. 
    • Extended Leaves: Employees that are expected to take an extended period must follow these steps: 
      • Obtain an official medical certificate form from the HR department. 
      • Have the form filled out by your consulting doctor, stating the reason for absence. 
      • Submit the form to the HR department upon return to work.

    Attendance Monitoring

    Employee attendance monitoring will be conducted using Keka’s Attendance Monitoring System. Employees are required to log their attendance using biometric scanners, utilizing fingerprint and iris scanning where available.

    Attendance logging must occur twice daily: at the start and end of the workday. Biometric data will be seamlessly integrated with Keka’s system.

    Employees working remotely are expected to utilize Keka’s remote clock-in feature to log their attendance accurately. This feature ensures seamless attendance tracking for remote workers, maintaining consistency across all employees.

    Failure to log attendance as required may result in disciplinary action in accordance with company policies.

    Policy Enforcement

    The policy guidelines do not prevent [Organization’s Name] from taking separate disciplinary actions on employees when they undertake any fraudulent activities, like other policy violations, fake medical certificates, or other official documents. 

    Employees pledge their obedience to this policy to ensure the smooth functioning of the organization and maintenance of a positive work environment. For any further concerns, reach out to the HR department. 

    The policy is subjected to annual review to meet the evolving legal requirements. Any changes to the policy will be communicated across the organization in a timely manner. 

    [Organization’s Name] 

    [Signature of Authorized Personnel] 

    [Position Title] 

    [Date] 

    In a nutshell, the employee attendance policy of a company will ensure that the company complies with the various laws regarding leave policies, like FMLA. It also improves the overall productivity of the workforce with strict laws regarding attendance and punctuality. 

     

    Frequently Asked Questions

    1. What is the attendance policy?

    An attendance policy outlines rules for employees regarding their work attendance, covering arrival and departure times, as well as time-off procedures. It includes guidelines for reporting absences and tardiness, along with consequences for unexcused absences.

    2. What is the employee attendance rule?

    Employees are required to clock in and out before and after each shift. In case of inability to attend work, employees must promptly inform their manager or HR. Unreported absences exceeding three days may be deemed as job abandonment.

    3. How do I create an attendance policy?

    • Define work hours, including start and end times, and any core hours required.
    • Address various types of absences:
      • Scheduled time off (e.g., vacations, personal days).
      • Sick leave.
      • Bereavement leave.
      • Parental leave.
    • Differentiate between each type of absence for proper handling.

    4. What is a reasonable attendance policy?

    A reasonable attendance policy finds a balance between work needs and personal or health-related reasons for missing work. It should also offer workplace flexibility to support employees in managing their work-life balance.

    5. How do I hold employees accountable for attendance?

    Here are some ways to hold employees accountable for attendance:

    • Set goals: Establish SMART goals for each employee and monitor their progress.
    • Address performance issues promptly: Deal with any performance concerns as soon as they arise.
    • Provide support: Ensure employees have access to the resources they need to meet attendance expectations.
    • Consider workplace culture: Align the attendance policy with the organization’s culture, particularly if it’s performance-driven.
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