Attendance Policy

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Attendance Policy
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Purpose of Attendance policy

• The purpose of the attendance policy is to reduce
  absenteeism in the workplace thereby implement
  and enforce an attendance policy.

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Whats Absenteeism?

• 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.

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Causes of absenteeism

• Poor working conditions
• No job satisfaction
• Boredom
• Poor supervision
• Stress
• Personal Problems

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Types of absence

• Constant When it is repeated frequently
• Short absence- Absence for 1-2 days
• Long absence Absence for more then 2
  consecutive weeks

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Goals of Attendance Policy

• Goals must be tangible
• Greater meaningful job, greater motivation to
  regular work
• Real time expectation from employees
• To keep employees engaged

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Ways to curb Absenteeism

• Change of Management Style
• Change in working conditions
• Give incentive to employees
• Develop an attendance Policy

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

• The Employee is reporting for work consistently
• Punctual with entry and exit time
• Staying at work during working hours
• Break taken only in the assigned timeline
• Proper approval has taken in the case being
  absent or late
• Absent or Late only for valid reasons.

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Responsibilities

• Directors responsibilities
• Defining the work schedule for employees basis
  the business demands.
• To determine whether the employee or immediate
  manager are complying with policy or not.
• Taking corrective action as and when required.
• Employee responsibility
• To follow the attendance policy of the company
  religiously.
• Getting approval from Immediate supervisor for
  the leaves, tardiness or any other deviation from
  the normal routine.

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Continue...

• Managers responsibility
• The most important responsibility of the manager
  is to monitor its employee attendance.
• 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.
• Options like flexible hours, work from home etc.
  can be given to employees for helping them to
  manage work-life balance.
• If there are issues related to mental health of
  employee which result in absenteeism, help team
  member to meet the mental health professional.
• HR can be approached in case there is any
  disciplinary issue against an employee.

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Disciplinary action

• 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.
•  

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Further steps for disciplinary action

• 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.

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Benefits of Attendance policy

• Makes employee punctual
• Increase productivity
• Reduced absenteeism
• Major attendance issues can be identified
• Best use of skilled resource