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Sample Attendance Policy

SUBJECT: ATTENDANCE AND PUNCTUALITY

APPLIES TO: ALL EMPLOYEES

Policy:  It is the policy of XYZ Company to establish reasonable and necessary controls to ensure adequate attendance and to meet business and production needs.

Procedure:

1.    Working schedules and starting times are established by the Department Supervisor or Manager based on business and production needs . The Department Supervisor is responsible for communicating work schedules to subordinates.

2.    Employees are expected to be at their work station in a fit condition and ready to work at starting time. Work activity should commence at starting times and continue until the normal designated stopping times for breaks, lunch, or the end of work.

3.    In the event of absence or tardiness from an assigned work schedule, the employee is required to report the absence to the Company. When reporting absence, the employee must telephone his or her supervisor, or other designated individual as specified by management. In the event the employee cannot reach a Supervisor or Manager, the absence should be reported to the Human Resource Department. The employee must call within one hour of scheduled start time.

4.    The company reserves the right to require an employee to submit a physician’s certificate in the event of repeated absences for the medical reasons or in the event of medical absences exceeding three days.

5.    The company recognizes that an occasional absence may occur, as defined by Company policies for holidays, vacations, jury service, funerals, family and medical leave, personal leave, military leave, voting, etc. Time off from work is unpaid unless the Company has established a specific policy providing pay for time off.

6.    An employee’s absence will be considered excused if covered by policy and the employee provides proper and timely notification deemed satisfactory to the Supervisor or Manager. Timely notification means calling in on the day of absence or providing advance notice for absences which can be anticipated.

7.    An employee’s absence will be deemed unexcused when an employee fails to call in,  gives a late notice, fails to give advance notice for an absence which could be anticipated , exceeds the number of length of absences as defined by policy or authorized in advance by the Supervisor or Manager. Unexcused absentees are subject to corrective discipline or termination as defined in policies on discipline and separation of employment.

8.    Excessive absenteeism is defined as two or more instances of unexcused absence in a calendar month. Such excessive absenteeism is subject to corrective discipline. Any eight instances of unexcused absenteeism in a calendar year are considered grounds for discharge.

9.    In the event an employee is absent for three days or more without prior notice or approval, such absence is viewed as job abandonment. The employee is then separated from employment as a voluntary quit.

10.    In the event a nonexempt employee reports to work late, he or she will be docked for time missed. Any lateness of up to six minutes shall result in loss of pay equivalent to 1/10 of an hour for each six minutes of lateness or portion thereof.

11.    Excessive tardiness shall be subjected to corrective discipline or termination. Excessive tardiness is defined as three or more instance of lateness in a calendar month and is subject to corrective discipline. Any 12 instances of lateness in a calendar year are considered grounds for discharge.

12.    An employee’s request to leave work early may be considered by the Supervisor or Manager. Approval of such absences should be based upon the urgency of the reason for absence and department staffing needs. As a general guide, early leaving should not exceed one instance per month or five instances in a calendar year.

13.    The Personnel Records Clerk is responsible for maintaining attendance records and for advising respective supervisors if an employee’s absence or lateness exceeds the guidelines of this policy.

Category:Best Human Resources Practices

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