Attendance Policy
Attendance Policy
Introduction
- Online computer check-in/out; and
- Self-service leave application via computer and cell phone.
Roles & Responsibilities – Weekly
- 15th
- Last day of the month
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Role |
All Employees |
Team Lead/BDM/Manager |
HR Assistant |
Quality Specialist |
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Check-In/Out & Leave Application |
Yes |
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Maintain proper and accurate tracker for payroll documentation |
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Check-In (Two (2) Invalid Reasons* or more tardiness (late for 1 - 59 |
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Monitor frequency tracker to carry out disciplinary action when necessary |
Maintain frequency tracker of check-in tardiness/implementation of sanctions |
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mins) within a 30- |
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day period except |
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for instances |
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excused by the |
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company/Client.) |
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Check-Out (Two (2) Invalid Reasons* within a 30-day period except for instances excused by the company/Client) |
In Zoho People after shift of the following day |
Review/approve Changes immediately |
Monitor frequency tracker to carry out disciplinary action when necessary |
Maintain frequency tracker of check-out changes/implementation of sanctions |
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Notify Check- |
In Zoho People |
Review/approve |
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Maintain frequency |
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In/Out Changes |
after shift of the |
Changes |
tracker of check-in/out |
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(Valid Reasons) |
same day |
immediately |
changes. Assists with |
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retraining of staff. |
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Over Break Edits |
All employees |
Manager is copied |
Maintain |
Copied on break change |
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in Zoho |
notify break |
on break change |
frequency |
request and assists in |
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changes to HR |
request and assists |
tracker of over |
validation |
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Assistant by |
in validation |
break changes |
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email within 24 |
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(Minimum of 3 |
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hours |
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invalid reasons |
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-subject for |
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disciplinary |
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procedure) |
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Filing of Overtime |
Overtime should |
Ensure that the |
Ensure that |
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be pre-approved |
overtime is |
overtime claims |
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by |
approved; forward |
reflected in the |
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Client/Immediate |
the email to HR |
timesheet are |
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Supervisor |
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approved, prior |
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(Minimum of 1 |
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sending to |
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hour) |
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Finance |
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Training |
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As Required |
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Systems Usage Compliance |
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Review changes tracker with HR Assistant weekly |
*Invalid Reasons for Check-in/out
- Forgot to Check-in/out
- Already checked-in/out from Client’s system and assumed it applies in Zoho People
- Running late for a meeting/on a phone call – causing late check-in
Reminder
Where a Client does not want the standard late attendance penalties/deductions to apply, we need a written approval. However, the client staff should nonetheless be disciplined in their work approach to check in on time as if they were travelling to the office. Where there are more than one late a week, the Client would be informed and requested to talk to their staff. If staff work under-time they will still have payroll deductions.
Routing of Attendance Changes
Impact of Attendance Delays
Delays in applying for attendance changes immediately will result in staff pay being without check-in/out amendments as the payroll for all staff cannot be delayed, unless staff is on sick/emergency leave.
The window between finalizing attendance and finalizing payroll can be less than a day, staff compliance of attendance changes immediately is essential.
Frequent Attendance Changes
The Team Lead, BDM or Manager is responsible for validating Check-In/Out changes but also for ensuring these changes are minimized as they are a rework.
Staff need to organize themselves to remember to check-in and out on time. Zoho also sends eMail alerts as reminders. Staff found to be frequently requesting changes will be subject to Disciplinary Process as they must organize themselves to manage their time in Zoho People whether by setting alarms for themselves or by other methods. Please realize changes are waste of time for you to apply for, your Manager to approve and HR to validate.
Valid Reasons for Over Break Changes
Note: Over breaks of less than 10 minutes per day does not require Attendance Edit Request.
Updated September 25, 2020.
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