Attendance Policy

Objective:

1. The objective of attendance policy in office is to make employees present for work, on time, each day. Regular attendance and punctuality are important to keep the team and company running smoothly. Arriving late, being tardy or absence from work causes disruptions and creates burden on colleagues.
2. Employee report to work on time, leave on time and regard it. This is maintained and known through Real time attendance.
3. Clarity on excused and non-excused absence, as per attendance policy in office.
4. No of sick days allowed in a given calendar year as per attendance policy template.
5. Following good attendance habits. This is when the attendance works as per the real time attendance.
6. Disciplinary action to be taken in case of prolonged absence without notification.
7. Clarity on what kind of information must be recorded and by whom as per best attendance policy.

Purpose:The purpose of attendance policy is to provide an environment that helps employees to maintain their health and wellbeing along with attendance at work or attendance works.

Eligibility:This Policy applies to all regular employees of the company.

It also serves the purpose of management of attendance so that employees are treated fairly and work with greater efficiency while managing attendance at work.

Principle to be followed in management of attendance policy:

The general principle followed in time and attendance policy is as follows:

1. 1. To make sure that all process and procedures are in place for attendance management to create good work environment. This must be the best attendance policy examples.
2. 2. To create standard benchmark so that employee’s absence is managed and maintained fairly. This is as per employee attendance policy and procedure.
3. 3. To develop a culture of compassion and support even to manage those employees whose absence has become unsatisfactory.
4. 4. Develop working environment in a way that employees undergoing sickness absence are assisted with right support so that they return to work as they are able to following the best attendance policy.

Definitions of Terms as per work attendance policy:

Constant absence:As per time and attendance policy constant absence may be defined as a term where in employee take short absence frequently. The reason for constant absence may be unassociated.

Short absence:As per real time attendance short attendance is the absence for one or two days not more than 2 weeks at a stretch.

Long absence:As per attendance policy in office, long absence may be defined as an absence which is for more than 2 consecutive weeks.

Responsibilities:

The task of senior management is to ensure that attendance policy is implemented and followed within the organization so that policy of attendance works well. This task is taken by senior management under attendance policy sample.

HR Department:

1. The foremost task of HR department is to make sure that this policy is introduced and its supervision is also done by HR Department as explained under time and attendance policy.
2. Monthly reporting of absentees with senior management by maintaining real time attendance.
3. To give training to managers on how to go ahead with attendance policy in office.

Managers and supervisors:

1. To make sure that the attendance policy is followed within their teams.
2. Team follow employee attendance policy and procedure.
3. To provide a secure working environment to employees and maintain relevant standard on day to day basis and follow the best attendance policy.
4. To seek support from HR regarding implementation of attendance policy template.
5. To make sure that employee attendance is maintained as per the attendance policy guidelines.
6. To ensure that employee follow employee attendance policy and procedure while notifying for their absence.
7. To ensure that employee absence is monitored regularly so that if there is any problem it can be identified in an early stage. This is captured under real time attendance.

Employees:

To follow the rules and regulations as per the work attendance policy.

In case an employee is on prolonged illness they are suppose to inform their supervisors on a day to day basis.

Following best attendance policy.

Notification of absence:

1. As per the sample attendance policy, employees must notify their managers in case they are unable to attend the work due to illness.
2. Notification of details including the date they are not attending work.
3. Reason of their absence Employee is supposed to support their absence with proper documentation.
4. What has caused the absence is it due to some disease or due to any health and safety loopholes within the organization. In case of prolonged illness the manager is suppose to inform the payroll team.
5. If absence is because of some accident etc. payroll team must be informed by HR.
6. Duration for which employee would not be attending work.
7. Time duration for which employee will keep informing the manager who in turn will keep the records.
8. In case there is no communication from employee side according to time and attendance policy manager should try to be in touch with the employee. He/she can follow
9. Get in touch with employee through phone/email.
10. Try to get details from colleagues in case they have any clue of their absence.
11. To visit the employee after getting contact details from HR. Any other person from some department or HR department must accompany the manager to employee house. For any \assistance or guidance HR should be contacted on regular basis

Rules to be followed while recording the absence:

As per attendance policy in office:

1. In case employee is present for half day or more and is not able to do work for another half day or less due to some illness it will not be considered as half day. This absence will not be registered.
2. If Vice versa that employee is present for half day and is not able to attend office for another half day, in such case attendance will be recorded as absence.
3. In case there is no communication from employee on absence neither he/she is contactable for 5 days in continuation it will be considered as unauthorized absence and strict disciplinary action will be taken against the employee.
4. In case employee is on privilege leave and falls sick in such case if employee produces document duly attested for sickness, then employee can take privilege leave further.
5. If employee is sick on a holiday as announced by the organization the employee can’t demand leave in lieu of sick leave.
6. Contact must be maintained between the manager and the employee even during period of absence.
7. The frequency of contact must be agreed between employee and manager.
8. The basic purpose behind the contact is that employee feel supported and appropriate assistance is followed.
9. It is the basic responsibility of the manager/supervisor for monitoring employee attendance and take appropriate actions.

The Best Attendance Policy:

Various habits are included under the attendance policy examples for e.g. Good attendance habit

1. 1. Employee attendance must be marked regularly
2. 2. As per the work attendance policy, all employees are supposing to report to work 10 min before the start time.
3. 3. Employees must finish all his personal tasks before the start time of office.
4. 4. In order to make the best utilisation of real time attendance, employee is required to work at the workplace and should take break only as and when permitted.
5. 5. Don’t extend the break hours finish off lunch, coffee break etc within the time allotted for such activities.
6. 6. Try working for 20-30 minutes more after the finish of work timings. This is to ensure no pendency of work next morning.
7. 7. According to the attendance policy in office, in case you are getting late for any reason, inform reporting manager /supervisor on the same.

Guidelines as per time and attendance policy:

1. Time and attendance must be managed rightly. An employee is expected to be punctual and be available at work station before the start of office timings.
2. Employees coming to office late will be marked late as per time and attendance policy.
3. The calculation of late arrival for 4 consecutive times will be marked as 1 day leave. The late arrival means coming to office after work has started. Similarly if the employee is leaving work early before end of work for4 consecutive times, it will be marked absent.
4. Timings of break varies from office to office and timings and duration of break varies depending upon the business requirement.
5. An employee is supposed to stretch their work timings as per the business requirement.
6. As per the employee attendance policy and procedure the timings are defined for each activity, however there can be change depending upon the business requirement, in either case a notification will float from HOD to employees on the same.

Work Attendance Policy Etiquette:

1. Employee are supposed to carry their I card / access card regularly to office. In case the above is missed on any given day, HR should be informed on the same.
2. For any visit locally or outstation for official purpose HR software tool meant for recording of attendance must be updated regularly.
3. As per employee attendance any day leave taken must be updated on hR software, for details leave policy can be referred.
4. For any delay in reaching office on time, Managers must be notified immediately. If the leave exceed 3 days medical certificate must be submitted to HR on coming back to duty.
5. As per real time attendance record, any absence for more than 7 days without approval will be considered as unauthorized absence. Disciplinary action will be taken will be taken in such case which may even lead to termination.

Punch card:

1. The Punching card / access card must be swiped by employee while entering or leaving the office.
2. Attendance is recorded automatically while punching the card through automatic access card reader machine.
3. In case employee is visiting out of station, where there is no availability of access card, attendance must be recorded and informed to manager and HR.

Attendance sheet:

1. Attendance sheet is maintained in the offices where there is no automatic access machine. The attendance sheet purpose is to mark attendance of employees in these offices.
2. All the details including the employee code, employee name, DOJ etc are captured in attendance sheet.
3. The attendance sheet must be maintained regularly without any over writing etc.
4. All attendance sheet regulations are to be maintained by branch manager.
5. Attendance sheet must be checked regularly so that there is no signing of any proxy or future dates. Strict disciplinary action will be taken against the employee found guilty of doing so.

Responsibility of maintaining Attendance Sheet:

1. It is the responsibility of branch manager to maintain attendance sheet well.
2. Attendance sheet must be kept at a place which is near to entrance of the office so that it is the first task done by employees while entering the office.
3. All details must be filled and signed by employees neatly so that HR can apprehend the sheet rightly.
4. The sheet must be sent to corporate HR by 20th of every month. One copy of the same must be kept with branch manager.
5. Any incomplete details will not be entertained by HR department.
6. HR should ensure they receive fully filled in sheets, in case of any discrepancy the branch manager and employee must be informed via an email.
7. The data must be collated and sent to payroll team for further processing.
8. Internal audit of salary sheet must be done by audit team before payroll process it for salary purpose.

Working Hours:

Office	Days working	Office time	Weekly off
Corporate office/ regional offices/Branch offices	5 days working Monday to Friday	10:30 am to 6 pm	Sundays

Revision of the policy

The company reserves the right to revise, modify any or all clauses of this policy depending upon demand of business.

Explanation of the policy

Corporate HR department will be sole authority to interpret the content of this policy.