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ATTENDANCE POLICY

Employee Time and Attendance Policy  and

Procedure in realtime
 

Introduction of attendance policy: Attendance policy template is needed in an organisation

when the employee frequent absence and tardiness is causing disturbance in the business.
With enlarged company in order to deal with employees issues, time and attendance policy is
needed. In some companies absenteeism and tardiness is considered as two different things but
in other companies these 2 terms are used interchangeably.

Effective working in any organisation depends upon punctuality, sincerity and regular working of
the employees and to a certain extent on employee attendance. In order to ensure regular
working it is necessary to lay down rules and regulations which are followed within the
organisation to maintain regularity. These rules and regulations can be framed under attendance
policy. Each employee in the organisation is valued and is unique members who are encouraged
to give their best productivity by being regular and punctual. So they are expected tofollow
employee attendance policy and procedure (https://www.hrhelpboard.com/category/hr-
policies.htm)regularly.

Absence of work for an employee can be authorised or unauthorised. Authorised absence is an

absence from organisation for a genuine reason for e.g. Illness etc. Unauthorised absence may
be defined as absence which are non reasonable and non acceptable. For e.g. Non- medical
appointments and day off for birthday celebrations. These definitions are defined under
employee attendance policy and procedure.

In order to ensure attendance is in line with the organisation time and attendance policy regular
review and evaluation of data (https://www.hrhelpboard.com/performance-
management/evaluation-procedure.htm) is being done. The main aim of having work
attendance policy is to provide supportive and inclusive working environment which encourage
all employees to manage their health and well being. Work attendance policy gives a way to
have regular updating of time off and total number of hours worked. It must be known to a
manager that when employee is working, how much an employee is working. Managing an
attendance procedure is important not only from data collection point of view but it helps an
organisation to know what trends to follow to give time off to employees, what are the need of
employees etc. 
Work attendance policy also points out on the productivity per employee. What’s the time in and
time out from work for an employee and how does an employee work within those hours which
give clarity on per employee productivity. The grey areas are also highlighted when we study
attendance and time data. For instance we get to know which employee has reached saturation
and is completely exhausted and need a break. Similarly, we know which employee is least
productive. We get to know about the concept of presenters also through Employee attendance
data. Presenters are a theory in which employee report to work distracted and unable to carry
out the duty rightly.

Importance of having time and Attendance Policy:

1. Makes employees more regular and punctual.
2. Increase productivity.
3. Better use of skilled resource as the most skilled resource is of less use in case they are
not present regularly.
4. Increases employee reputation for dependability.
5. Helps management to take labour related decision.
6. Reduces absenteeism.
7. Major attendance issues can be identified.
8. Good attendance helps you in getting a good position.
9. Poor attendance put a responsible manager or co-worker under pressure as they have to
carry out the job of others besides their own job.
10. Good attendance record increases moral.
11. Attendance policy makes sure that employees are paid in full and on time.
12. Helps in making decision how attendance can be improved.
13. Incentivising rewards with good attendance record.

Consequences of Poor Attendance:

1. Cannot apply for internal job postings (https://www.hrhelpboard.com/recruitment/job-
posting.htm).
2. Unable to use discretionary sick time.
3. In eligible for voluntary overtime.
4. No holiday’s payments.
5. Not eligible for bonus etc.

How can problem of absenteeism be resolved?

The problem of absenteeism can be reduced up to a certain time by following measures.
However following the best attendance policy can also reduce absenteeism to a certain
extent.

1. Flexitime
2. Job Sharing
3. Tele commuting
4. Squeezed weekdays

Policy  Brief
As per the employee attendance policy overview employees are suppose to be present for
work. Punctuality is important for normal and smooth functioning of the organisation. Arriving
late, excess absenteeism disrupts normal working of organisation; this all has been explained
in policy below. The real time attendance gives clarity on other details as well. For details
please refer below mentioned sample attendance policy.


Disclaimer
The content prepared has been created with greatest care. These policies have been prepared
for sample. However for accuracy and completeness hrhelpboard.com cannot guarantee. The
user is therefore requested to professionally check or to have professionally checked the
suitability of all content for its use.

******
 

Why there is need of Attendance Policy?

Sample - 1

INDEX

1. The Objective of the Policy

2. Purpose
3. Policy statement
4. Definitions
5. Recording time worked by the employee

a. Unforeseen circumstances for the absence

6. Good attendance
7. Employee attendance policy and Procedure

a. Method of Tracking attendance

b. Attendance App for employees
c. Employee attendance protocol
d. Documentation necessary for an excused absence

8. Difference between the excused and unexcused absence

9. Tracking of attendance through the Point system
10. Attendance guidelines
11. Responsibilities

a. Director
b. Manager
c. Employee

1. Disciplinary Action

a. Steps to handle Unauthorised absence from work

b. Disciplinary Warning
c. Disciplinary Hearing

a. Objective: The objective behind attendance policy is to encourage attendance and to

monitor employees regarding their punctuality.

 b. Purpose: The purpose of the attendance policy is to reduce absenteeism in the workplace
thereby implement and enforce an attendance policy.

3. Policy Statement:

Punctuality and regular attendance recording and tracking are the signs of the best attendance
policy. They both are required in order to ensure optimal productivity and good work is done. As
per the attendance policy, all employees are expected to report to work on time and maintain the
satisfactory record of attendance. In case an employee is unable to attend office they are
requested to inform their reporting manager within the start of 1 hour of office timings.

4. Definitions :

4.1Absenteeism: Absenteeism may be defined as when employees are not showing up at work
due to reasons like Tardiness etc. It does not include holidays, leave or any emergency situations.

4.2Absence: It may be defined as an occasion or period of being away from a place or person.
Absence also means he/she who is not in that place in which he/she is seeking.

4.3 Tardiness: It refers to coming in late, taking longer breaks then one is entitled to and
consistently leaving early without any reason. It can be explained further as more than 5 minutes
late as but less than 2hours. Leaving early for the scheduled break, returning to work late after a
scheduled break or leaving early before closure of official work time.

4.4 Attendance: The action or state of going regularly to or being present at a place or event.

4.5 Break: It may be defined as the pause at work or during the time work is taking place.

4.6 Shifts: Each of two or more recurring periods in which different group of workers does the
same job in a relay.

4.7 Weekly work hours: The number of hours a non-exempt employee may spend doing work
for his/her employer without being entitled to overtime pay.

4.8 Presenters: It refers to being present at work beyond the scheduled time even when overtime
is not required.

4.9 Partial Absence: Arriving at work 2 hours late but missing less than 50% of scheduled
workday.

4.10 Excessive absenteeism: It refers to the repeated occurrence or unscheduled absences or

tardiness that is unrelated to approved time off.

1. Recording time worked by employee :

In order to record attendance in real-time basis, the company must comply with the law to record
for the number of hours worked by the employee. The number of sick and vacation time an
employee has taken and how an employee is paid in a timely manner. It is the responsibility of the
employee to ensure that their actual hours worked and absences taken are recorded accurately.

There are two types of time off.

Prescheduled time off and unscheduled time off which can be explained as:

Prescheduled time off: Any off taken by the employee which can be planned in advance? Sick
time will be given only if it is possible.

Unscheduled time off: Unscheduled time off may be defined as time off taken by the employee
which cannot be planned in advance.

a. Unforeseen circumstances for absence:

It is necessary to have the timely attendance record in order to maintain the work and attendance.
However, there may be circumstances which are unforeseen in nature and cannot be planned.

However, an employee must try best to inform he immediate manager about the possible absence
from work as soon as possible so that attendance can be recorded timely. In case you are not able
to inform the manager contact HR. Any unreported absence for more than 3 days will be
considered as the willingness to leave service voluntarily and strict disciplinary action will be taken
in such case. For the proper record of attendance, any valid reason like medical emergency,
serious accident will be considered as an excuse by the company. For support of absence for any
such incident, it is necessary for doctor’s note or other verification documents.

The following will not be considered as an excuse as per the attendance policy of office:

1. Waking up late
2. Getting late for personal reasons
3. Bad weather, extreme weather conditions such as flood, hurricane
4. Holidays that has not been approved so far.

2. Good attendance

An employee is said to have best attendance record if the following are met:

1. The Employee is reporting for work consistently

2. Punctual with entry and exit time’
3. Staying at work during working hours
4. Break taken only in the assigned timeline

1. Proper approval has taken in the case being absent or late

2. Absent or Late only for valid reasons.
3. Employee attendance Policy and Procedure

a. Method of tracking attendance:

The real-time attendance needs to be tracked regularly. The mechanism for tracking attendance
needs to be defined and communicated to employees. There are different methods to keep track
of employee’s time and attendance. Some methods are different from others depending on the
nature of the business. Employees are supposed to punch card in and punch out the time card at
the point of entry and exit.

The automated system must have tracking for:

a. Work time and break – The work time must be clearly defined and the punch card must be
able to track the work time schedule and the official break as defined by time and
attendance policy.
b. Automated time tracking – It must have automated time tracking mechanism to record
work and attendance.
c. In case there is any branch office where time tracking is not possible by an automated
machine, Manual timesheet recording must be done. The attendance register must be kept
at reception wherein each employee of the branch is supposed to enter entry and exit
details religiously.
d. The attendance system by default must be integrated with leave management system. It
must also have the automatic correct configuration of holidays which can be uploaded and
updated any time so that report will not reflect the absent to wrong dates.
e. HR must make the monthly dashboard basis the report fetched on a monthly basis.
f. The automated attendance tracking system must have provision to record attendance of
the field executives when they are attending any client visit, then they can feed report in the
App.

a. Attendance app for employees:

Attendance smart app helps to quickly track and manage attendance. With the help of simple
coding system, employer can know the whereabouts of employee and also get to know missed
days,days on which employee has been late along with reasons why an employee is out of office.
This app also helps in tracking sick time and vacation days.


This is one of the best apps for attendance measurement as it helps to track attendance of the
employee who is far at work or based remotely.

How does this App work?

Step 1: Each employee is assigned with a Smartphone with the app installed in it.

Step 2: Whenever the employee reaches the designated site, the system registers the attendance
of the employees.

Step 3: The app also helps to track in case the employee has left the site during any time of the
day.

Step 4: Custom made alerts to track critical sites where the employee is present. Alert is received
in case employee leaves the site 15 minutes before.

a. Employee attendance protocol:

According to the attendance policy measures are taken into consideration to define employee’s
absence from office due to various reasons which can be explained as:

a. Tardy: An employee is said to be Tardy when he/she arrives at the office after the
beginning of office hours or is not in the office at the beginning of office hours.

1. Excused: Any kind of late arrival to office due to the following reasons is said to be under
the excused category such as inclement weather, traffic jam, health-related emergency etc.
2. Unexcused: Unexcused tardiness means arriving late after the start of office hours due to
various non-valid reasons like getting up late etc. and not informing immediate manager for
the delay in attending office hours.

b. Truant: An employee who has been absent for more than 6 times without informing the
immediate manager or HR. There are different types of excuses and no excuses which will
be considered before deciding an employee to be truant as per attendance policy in
office.

Excuses which are considered to not declare truant

1. Personal illness
2. Illness of any dependent family member
3. Death of an immediate family
4. Weather or environmental conditions.
5. Any religious holiday

Unexcused absence:
1. Failure to attend office without informing immediate manager or HR.

c. Early checkout: Leaving office before the closure of office hours. In attendance will be
counted only in case employee has stayed in office for at least one half of office day.

Excuse: 1) any occurrence of unforeseen circumstances.

Non Excuse: 1) for personal reasons like movies, watching theatre etc.

The most sincere of employees also need work day off at times. However the reasons for missed
workday vary from employee to employee, still, there can be reasons which can be categorised as
excused or unexcused absence.

Some of the most common types of  excuse absence include:

1. Sick time: Employee can be on extended sick time due to any reason like under the
influence of some viral infection etc which is communicable. Sick time can also be said
when an employee is not able to perform his/her normal course of duty due to some illness. 
 The number of sick days which can be availed by employee varies from company to
company, Example from attendance policy are like 1 sick day for every 30 days worked
or no. of sick days allotted for the year.

2. Time for personal reasons: This is also one of the common forms of absence i.e.
absence for personal reasons. The examples are mentioned below:

a. An employee has completed a project and is drained out. He/she wants some personal
time to get fresh back to work. During this time the employee has the chance to recharge
and return to work on the next challenge.

b. An employee is supposed to attend PTA meeting of their kid so would be coming late to
office. Such kind of absence comes under excused absence.

c. Vacation days: This is another kind of excuse allowed under attendance Policy. The
number of vacation days varies from company to company policy and procedure. However,
these vacation days must be planned in advance so as to make arrangements for a
substitute during employee absence. It is also to be ensured that such vacation days do
not interfere with normal working hours of the office.

d. Family and Medical leave: The absence of family and the medical reason is another type of
excused absence. However, the grant of leave depends upon the policy of the company.
The policies which include these types of leaves are under the category of the best
attendance policy.

e. Bereavement leave: When a close relative passes away, receiving time for the funeral is
not an uncommon absence. Companies do not have this kind of excused absence from
work when deceased is as spouse, child or parent.

Unexcused absence:
In order to track attendance on a real-time basis, it is necessary to have some unexcused
absence as well.

1. All the form of absence cannot be excused. There may be the possibility that an employee
asks for absence and it is denied. After denial for absence employee still takes that in such
case disciplinary action is taken against the employee.
2. Similarly, if an employee fails to attend office and do not inform the immediate manager
within the scheduled timeframe such actions calls for no pay for the day.
3. Also, any absence that is not mentioned or covered under the policy may be considered an
unexcused absence.
4. As such type of activities results in disruption of work it calls for strict disciplinary action
which may even lead to termination.

It is necessary to understand the policy well that what constitutes the excused absence and what
is not. Also required permission to be taken which is utmost important.

a. Documentation necessary for Excused absence:

The attendance for the work done is marked or tracked as explained previously in the policy.
Documentation is necessary in case of excused absence and it is compulsory to support it with
proper documentation. In case of sickness, it is necessary to submit medical certificate duly
attested by the doctor to immediate reporting manager or HR.

Similarly, any other excused absence which requires any form of documentation, it need to submit
as per policy.

1. Difference between the excused and unexcused absence:

It is necessary that the business support a strong work and time attendance policy. Having
clear guidelines about the excused and unexcused absence and the procedure to take permission
from the immediate manager or notifying a manager of an unexpected absence helps to maintain
productivity as well as employee morale. 
Company policy and absence:
Unplanned absenteeism has a negative impact on the working of the company. The company
attendance policy must address the importance of regular work attendance.

The policy must encourage the employee to notify the immediate manager in advance as possible
when an employee wants to take a day off from work.

   

Unexcused absence Excused absence

An unexcused absence is an absence that

In case of excused absence, an employee
has not been authorized by an employee
has received advanced permission from
supervisor. In some cases, an unexcused
the immediate manager to not to be at
absence may be due to the result of an
work. Reasons do vary however it includes
unavoidable circumstance such as death or
funeral, scheduled surgery etc. The
a sudden illness. In other cases, the reason
absence policy must list the reason for
for absence is personal. The attendance
which a person may request an excused
policy
absence and the reason for doing so.
 Must clearly define the acceptable
 
reason for the unexcused absence.

1. Tracking absenteeism through point system:

The point system is one of the ways to keep control of discipline related to employee attendance
and to notify that an absence cannot be taken casually and the regular absence or tardiness or
absenteeism will be dealt with strict disciplinary action.

Calculation of Point system:

1. The point system takes into account the progressive past 12 Calendar months.
2. Any employee getting 24 or more points in a 12 calendar month period under this system
will be terminated from the company.
3. On the first day of each calendar month, points accumulated during that same month one
year prior will be removed from the employee’s record for purposes of this policy.
4. Any employee getting 3 or less than 3 points in a year will be rewarded with one day off
with pay. Real-time attendance is recorded in this case.
5. After receiving a day off with pay, an employee will begin a new 12 months period for
purpose of earning another day off under this programme.
6. Absences from work will accumulate points in the following manner:
7. If your absence is due to illness or injury, you may be required to provide a doctor’s report
supporting the necessity of your absence, as well as your ability to return to your work,
within 15 calendar days after the absence or tardiness.
8. If your absence is the result of personal emergency other than illness or injury,
documentation supporting your absence may be required.

   No Point:

1. Absence due to work related injury.

2. Absence due to medical leave, lack of work etc.
3. Absence due to extreme weather conditions
4. Absence due to an accident.

Half point: 
 1. Leaving work early due to the proven emergency.

1 Point:

1. Late to work by 18 minutes or less for any reason not excused above.
2. Leaving work 2 hours before the end of scheduled work time for any reason not excused
above after notifying your supervisor.

2 Point:

1. Late to work by more than 18 minutes for any reason not excused above.

2. Leaving work more than two hours before the end of your scheduled workweek for

any reason not excused above after notifying your supervisor.

3 Points:

1. Absence for any reason not excused above with proper call-in.

 Accumulation of Points can be explained as:

12 points: Written notice to employees.

16 points: A written warning to the employee.

20 Points: A final warning to the employee.

24 Points: Termination of an employee.

1. If an employee wants to know about their point system they can contact the HR for the
same.
2. Each time when an employee accumulates enough point, the employee will receive notice
or warning.

For example: If an employee accumulates 12 points and receives a notice or warning of such
points and drop the points to 10 with the passage of time, the employee will be issued verbal
warning again.

Example for point calculation:

The Employee is 45 minutes late and leaves work 2 hours early and 3 properly reported absence.

2. Points + 1 point + 9 points= 12 points = written notice.

10. Attendance guidelines.

The attendance policy of the company stress upon the guidelines to be followed for attendance
and punctuality.

1. The work schedule and the time for starting the work is made by the Head of the
department in consultation with managers depending upon the production and business
needs.
2. The communication of the defined work schedule is passed on from the head of the
department to manage and from immediate manager to subordinates.
3. Employees are advised to be at their workstation at the start of work time as per the work
attendance policy in a fit condition.
4. The work must continue till the end of work timings except for the break time like the lunch
break or tea break etc.
5. In case an employee is unable to attend office due to some emergency and it is part of
unplanned absence as per attendance policy in office. The immediate manager should
be informed on the same by telephone, message or email. In case the immediate manager
is not reachable, HR should be informed on the same. The employee must call within 1
hour of starting work timings. 
 6. In order to record attendance of the employee, it is necessary for the company to ask for
physician certificate in case of medical absence on regular basis or in the event of medical
absence exceeding 3 days.
7. Employee absence will be considered excused if it is covered by the policy and employee
notification to an immediate manager is satisfactory.
8. In case an employee absence is considered under unexcused category wherein employee
has failed to inform manager in stipulated time also employee do not inform manager even
in case of anticipated absence, exceeds the length of absence as defined by the policy.
Unexcused absence calls for disciplinary actions as defined under the policy.
9. In case an employee is absent for more than 3 days without prior notice or approval, In
such case, it will be considered as job abandonment. The employee is then separated from
employment as a voluntary quit.
10. Excessive tardiness will result in strict disciplinary action as per attendance policy in office.
11. In case employee reports working late than 5 minutes, he or she will be docked for time
missed. It will result in loss of pay up to 1/10 of an hour for every 5 minutes of lateness or
portion thereof.
12. An employee request to leave work early may be considered by the manager. Approval in
case of absence is based on the urgency of the reason. Generally, it cannot be granted for
more than 5 times in a calendar year.
13. The normal office timings will be as follows:

Monday to Friday – 9 am to 6 pm

Lunch break: 1 to 2 pm

Saturdays and Sundays are off days in case business demands to work on Saturday; there will be
working as per “Late stay and holiday working “policy.

14. The time to report office is 9 am sharp. A grace of 5 minutes will be given every day.
15. Employees who are studying along with working can attend their academic institution by
taking permission from their immediate reporting manager and HOD. However, they have
to complete 8

16. Working hours as per the time and attendance policy. They will also be allowed grace
time of 5 minutes for their time in.
17. Employees are expected not to leave the office premises during office hours. If in case of
lunch etc. they need to go out than it can be done with the permission of their immediate
reporting manager.
18. Late arrival and early departure will not be tolerated and would be considered as tardiness.
19. Leaving premises after 4 pm will be considered as an early departure. Only 4 early
departures are allowed in a given month. If no. exceed 4, half day salary will be deducted
from employees.

11. Responsibilities:

Director’s responsibilities:
1. Defining the work schedule for employee’s basis the business demands.
2. To determine whether the employee or immediate manager are complying with policy or
not.
3. Taking corrective action as and when required.

Manager’s responsibility: ‘
1. The most important responsibility of the manager is to monitor its employee attendance.
2. In case any employee is coming late to the office on regular basis a meeting can be
arranged with the employee to discuss the issue faced by an employee.
3. Options like flexible hours, work from home etc. can be given to employees for helping
them to manage work-life balance. 
 4. If there are issues related to mental health of employee which result in absenteeism, help
team member to meet the mental health professional.
5. HR can be approached in case there is any disciplinary issue against an employee.

Employee responsibility:
1. To follow the attendance policy of the company religiously.
2. Getting approval from immediate supervisor for the leaves, tardiness or any other deviation
from the normal routine.

12. Disciplinary Action

a. Steps to handle unauthorised absence from work:

It is the responsibility of the manager to deal with the employee absence and it varies from
manager to manager. Forex. An employee who is absent for a single day will be dealt with
differently than someone who is absent on a regular basis.

Step 1: One should first make to have a contact with the employee on his/her regular absence.

Step 2: If an employee is not contactable through any source in such case a letter to be written to
the employee asking the reason for an absence.

Step 3: Letter must notify the employee that absence is causing disruption in the normal working
of the employee so the disciplinary action would be taken against the employee in absence of any
response from employees end.

Step 4: Letter is generally sent in a way that manager gets s copy from the employee which is
duly signed by the employee.

Step 5: This and all other attempts to contact the employee should be recorded as a matter of
attendance policy in offices.

Step 6: Discuss the issue with the employee on their return.

Step 7: If the reasons for absence are valid, in such circumstances the leave although
unauthorised might be seen to be acceptable and steps can be taken to help employee report
absence properly in future.

b. Disciplinary Warning:

It is recommended that unauthorised absence should be handled with a succession of warning,

which, if ignored may result in a disciplinary hearing.

c. Disciplinary Hearing:

In case there is no change in employees behaviour after repeated warning than an

employee can be held for the disciplinary hearing.
Explain to the employee that absence was unauthorised.
If the employee continues unauthorised absence it is gross misconduct then the employee
may be dismissed for that.

Attendance Policy
Sample Template for Example


 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. 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. To create standard benchmark so that employee’s absence is managed and maintained
fairly. This is as per employee attendance policy and procedure.
3. To develop a culture of compassion and support even to manage those employees whose
absence has become unsatisfactory?
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.

De nitions 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:

Senior Management: The task of senior management is to

ensure that attendance policy is implemented and followed
within the organisation 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 (https://www.hrhelpboard.com/category/hr-
manual.htm) 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.
8. To give guidance to employees regarding Sample attendance policy.

Employees:
1. To follow the rules and regulations as per the work attendance policy.
2. In case an employee is on prolonged illness they are suppose to inform their supervisors
on a day to day basis.
3. Following best attendance policy.

Noti cation of absence:

As per the sample attendance policy, employees must notify their managers in case they are
unable to attend the work due to illness.

1. Notification of details including the date they are not attending work.
2. Reason of their absence Employee is suppose to support their absence with proper
documentation.
3. What has caused the absence is it due to some disease or due to any health and safety
loopholes within the organisation. In case of prolonged illness the manager is suppose to 
 inform the payroll team.
4. If absence is because of some accident etc. payroll team must be informed by HR.
5. Duration for which employee would not be attending work.
6. Time duration for which employee will keep informing the manager who in turn will keep the
records.

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

1. Get in touch with employee through phone/email.

2. Try to get details from colleagues in case they have any clue of their absence.
3. 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 o ce:

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 unauthorised 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 organisation 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 eg. Good attendance
habit

1. Employee attendance must be marked regularly

2. As per the work attendance policy, all employees are supposing to report to work 10 min
before the start time.
3. Employees must finish all his personal tasks before the start time of office.
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. Don’t extend the break hours finish off lunch, coffee break etc within the time allotted for
such activities.
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. 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.

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.

3. Timings of break varies from office to office and timings and duration of break varies
depending upon the business requirement.
4. An employee is supposed to stretch their work timings as per the business requirement.
5. 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 suppose 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
(https://www.hrhelpboard.com/hr-software.htm), 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 unauthorised 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  
5 days working  
office/ regional
offices/Branch Saturdays and
Monday to 9 am to 5.30 pm
offices Sundays
Friday
 

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.

Employee Written
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