Employee Attendance Policy

Disclaimer: This employee attendance policy template is meant to provide general guidelines and should be used as a reference. It may not consider all relevant local, state, or federal laws and is not a legal document. Neither the author nor CurrentWare will assume any legal liability for using this policy.

[COMPANY] is committed to managing employee attendance through a positive, supportive environment that promotes the best possible attendance. Every employee has a responsibility to maintain regular attendance at work.

This Employee Attendance Policy establishes guidelines for employee attendance to ensure a productive, efficient, and fair workplace. This policy aims to promote punctuality, accountability, and attendance that meets the organization’s needs while offering flexibility for legitimate absences.

Definitions

Absenteeism refers to frequent absences from an employee’s job responsibilities. This includes not coming to work frequently or taking excessive sick leave without adequate proof of medical necessity. 

Presenteeism refers to being present at work beyond your schedule, even when we don’t require overtime. This impacts labor costs and can cause you to overwork, affecting your productivity and job satisfaction. Employees must adhere to their schedules when coming to work and leaving.

Tardiness refers to coming in late, taking longer breaks than you’re entitled to, and leaving work earlier without reason. A 15-minute discretionary grace period will be provided so long as tardiness is not frequent.

Sick Leave is a form of insurance to be used only if an employee’s illness or injury prevents them from reporting for work.

Job Abandonment occurs when an employee fails to report to work and does not notify their manager for three or more consecutive days. After this time, an employee is assumed to have voluntarily resigned from their position.

Employee Attendance Management Responsibilities

• Employees: Report absences promptly, provide necessary documentation, and adhere to attendance expectations.
• Managers: Monitor attendance, enforce the attendance policy, and address team attendance issues.
• HR Department: Maintain attendance records, handle accommodations and FMLA/ADA requests, and ensure policy compliance.

Employee attendance is tracked through regular monitoring of time-tracking systems, employee computer activity tracking tools, employee self-reporting, and manager oversight. Managers are responsible for reviewing attendance records regularly and addressing any irregularities or excessive absences.

Employee Attendance Expectations

[[ Define expectations regarding regular attendance and punctuality. Communicate the importance of adhering to the established work schedule.]] 

Most employees need to collaborate with their colleagues to do their job. To make this collaboration more accessible, we expect you to be punctual and follow the schedule you and your manager have agreed on. If you anticipate being absent or late, you must inform your manager promptly.

Employees are expected to:

• Report consistently to work
• Come to work at the scheduled shift start time (within a discretionary 15-minute grace period)
• Leave work at the scheduled shift end time (except when paid overtime is required)
• Remaining on-premises or otherwise available to fulfill job duties during working hours (excluding breaks)
• Take lunch breaks that don’t exceed 30 minutes and two rest breaks that do not exceed 15 minutes
• Notify their manager when they will be absent or arriving more than 15 minutes past their scheduled shift start time
• Provide the required documentation for excused absences as defined in this policy

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 fails to report to work and does not notify their manager for three consecutive days, it will be considered job abandonment, resulting in termination without notice. 

Employees may request exceptions for work absences from human resources and management. These must be approved on a case-by-case basis.

Working Hours

[[ Clearly outline the standard working hours for employees. If relevant, state the start and end times for each workday, as well as any designated break periods. Consider if a strict schedule is required or if employees will have more flexible schedules with core hours where they’re expected to be available]]

Employees are expected to work during the agreed-upon hours as outlined in their employment contract or assigned by their manager. This includes any break times, overtime, or flexible scheduling arrangements.

Excused vs. Unexcused Absences

When an employee misses work, it’s categorized as an excused or unexcused absence. Understanding the distinction is crucial for employees, managers, and human resources personnel as part of the employee attendance management process.

Note: Absences for bereavement, jury duty, or military duty require proper documentation to be provided to a manager within 48 hours of the absence.

Excused Absences

The company recognizes that there are legitimate reasons for employees to occasionally miss work. This section outlines the types of absences that are considered excused, such as illness, family emergencies, and pre-approved time off, as well as the procedures for requesting and documenting these absences. Employees are expected to follow the guidelines to ensure their absences are appropriately communicated and approved.

Excused absences are exempt from disciplinary action, provided that adequate supporting documentation is provided if requested. 

FMLA & ADA-Covered Absences

The Family and Medical Leave Act (FMLA) and the Americans with Disabilities Act (ADA) are two federal laws that protect employees’ rights to take time off for certain medical reasons. 

FMLA is designed to help employees balance their work and family responsibilities by allowing them to take reasonable unpaid leave for certain family and medical reasons. It also seeks to accommodate the legitimate interests of employers and promote equal employment opportunities for men and women.

Under the FMLA, eligible employees can be provided with up to 12 weeks of unpaid leave each year for any of the following reasons:

• For the birth and care of the newborn child of an employee;
• For placement with the employee of a child for adoption or foster care;
• To care for an immediate family member (i.e., spouse, child, or parent) with a serious health condition; or
• To take medical leave when the employee is unable to work because of a serious health condition.

Under the ADA, [COMPANY] will provide reasonable scheduling accommodations to qualified individuals with disabilities. This can include allowing for absences related to:

• Treatment: Time off for medical appointments, therapy sessions, or other treatments necessary to manage a disability.
• Exacerbations: Time off for periods when a disability becomes more severe or difficult to manage.

Illness

Employees who are unable to work due to illness are required to notify their managers as soon as possible, ideally before the start of their shift. A doctor’s note or medical documentation may be required for absences longer than three consecutive days. 

Work-from-home arrangements may be considered at a manager’s discretion for employees who are able to work but are advised to avoid the workplace due to potential contagious illness. Employees are not required to disclose specific medical details and are encouraged to prioritize their health.

If an employee is frequently absent due to illness, the company may request additional medical verification or explore accommodations under applicable laws. Sick leave is to be used only if an employee’s illness or injury prevents them from reporting for work.

Family Emergencies

Attending to urgent matters within one’s immediate or chosen family, such as death, injury, or illness.

• Immediate Family: Parents, children, spouses, siblings, and grandparents
• Chosen Family: Individuals who play a significant role in your life, such as close friends, partners, or adopted family members
• Documentation: While not always required, having documentation such as a death certificate, medical note, or court order may be requested

Medical Appointments

[COMPANY] recognizes the importance of medical appointments for employees, as well as their immediate and chosen families. To ensure the well-being of our employees and maintain a healthy work environment, we strive to make reasonable accommodations to provide employees with the flexibility they need to attend medical appointments while balancing the responsibilities of their roles.

• Scheduling: Employees should make every effort to schedule medical appointments outside of work hours. However, if this is not possible, they should notify their manager in advance.
• Documentation: In some cases, a doctor’s note or other documentation may be requested to verify the appointment

Jury Duty or Court Appearances

Employees summoned for jury duty or required to appear in court as witnesses will be granted paid time off for their required attendance. If the court appearance is related to a personal matter, employees may be eligible for unpaid leave in accordance with our leave policies.

• Notification: Employees should notify their manager as soon as they receive a summons for jury duty or a court appearance.
• Documentation: Provide a copy of the summons or court order as proof of the absence.

Paid Time Off (PTO)

Employees are entitled to a certain number of paid vacation days, personal days, and sick days per year. Employees may also request to carry over unused vacation days, as outlined in our vacation policy.

• Notification: Vacation requests must be submitted in advance, and approval is subject to operational needs
• Scheduling: To ensure fair distribution of vacation time, we may limit the number of employees on vacation at any given time

Unexcused Absences

Unexcused absences are any absences not approved in advance or not covered by a legitimate reason as outlined in the Excused Absences section. Accumulating unexcused absences may negatively affect performance reviews, bonus eligibility, and promotions.

Unexcused absences that are not ADA or FMLA-eligible are subject to our progressive discipline process, up to and including termination. Employees may be required to make up the time for unexcused absences through their PTO allocation or by making up the time based on discussions with their manager.

Examples of unexcused absences include, but are not limited to:

• Inadequate notice: Employees must follow proper channels for reporting an absence. Any employee who fails to notify their manager of their absence promptly may be subject to disciplinary action. This includes not showing up for shifts without notice (no call, no show) and leaving early without notice, among other things.
• Job abandonment: If an employee fails to report to work and does not notify their manager for three consecutive days, it will be considered job abandonment, resulting in termination without notice.
• Insufficient documentation: The employee cannot provide adequate proof of the reason for their absence, such as a doctor’s note or court summons.
• Absence after denied leave request: An employee takes time off despite having a previous leave request denied by management.
• Non-emergency personal issues: Missing work due to oversleeping, forgetting their schedule, or routine appointments (e.g., car repairs) without arranging time off in advance.
• Vacation extension without approval: An employee extends a scheduled vacation or leave without prior approval from their manager.
• Tardiness: Repeated tardiness that cumulatively results in unapproved time off
• Excessive absences: The employee has a history of frequent or excessive absences without legitimate reasons. 

Time-Tracking Procedures

[[Outline the steps employees must follow to accurately record their working hours. Discuss the various methods used, such as time clocks, computer activity monitoring software, or manual timesheets, and provide clear instructions for each]]

Accurate time tracking is essential for ensuring fair compensation, maintaining compliance with labor laws, and effectively managing employee time. Employees can be assured they are paid and credited for their time worked by following time-tracking procedures.

Employees must clock in and out using the designated timekeeping system at the start and end of each shift. If you encounter difficulties with the timekeeping system, please notify a member of the management team immediately. Failure to consistently clock in and out may result in disciplinary action, up to and including termination.

Employees in roles requiring a computer must log in to their designated computers at the start of their shift and log out any time they leave their workstation unattended, especially at the end of a shift. This login process helps us track employee working location (in-office or remote) and confirm that they are actively engaged in their work duties. Consistent logins are essential for accurate timekeeping, monitoring productivity, and ensuring compliance with company policies.

Flexible Work Arrangements

Where applicable, flexible work arrangements (e.g., remote work, flexible hours) are permitted upon approval by management. Employees must ensure their availability during core working hours and meet job performance expectations regardless of their working arrangement.

Overtime Policies

Employees eligible for overtime must receive prior approval from their manager before working extra hours. Overtime will be compensated according to the company’s pay policy and relevant labor laws.

Disciplinary Action

The company expects all employees to maintain regular attendance and to follow the proper procedures for reporting absences. Failure to comply with attendance policies may result in disciplinary action. The following outlines the steps the company may take when attendance issues arise:

1. Verbal Warning
   For the first instance of an attendance issue (e.g., unexcused absence or excessive tardiness), the employee may receive a verbal warning. The purpose of this warning is to address the issue and remind the employee of attendance expectations.
2. Written Warning
   If attendance issues persist after a verbal warning, a formal written warning will be issued. This warning will outline the specific attendance violations and the required improvement. The employee will be asked to acknowledge receipt of the warning, and a copy will be placed in their personnel file.
3. Final Written Warning or Suspension
   Continued attendance issues after a written warning may result in a final written warning or suspension without pay. This step indicates that further violations could result in termination. The employee will have an opportunity to discuss any extenuating circumstances affecting their attendance.
4. Termination
   If the employee fails to improve attendance after the final warning or suspension, the company may proceed with termination. Certain violations, such as job abandonment (e.g., three consecutive days of no-call-no-show), may lead to immediate termination without going through the earlier steps of the disciplinary process.

Note: The company reserves the right to skip any of the above steps based on the severity of the attendance issue or any other mitigating factors. Each case will be reviewed individually, and disciplinary action will be taken in accordance with company policy and applicable laws.

Communication of Policy Changes

The company reserves the right to modify the attendance policy as needed and will notify employees in advance of any changes. Notifications will be communicated through email, internal platforms, or printed copies, ensuring all employees are informed.

Employees must acknowledge receipt of updated policies, either electronically or via a signed hard copy. The latest version of the attendance policy will be accessible in the employee handbook and on internal platforms.

If significant changes occur, the company may offer additional training or clarification sessions. Employees are encouraged to ask questions to ensure understanding and compliance with the updated policy.

Acknowledgment