This employee attendance policy template is an easy-to-use downloadable PDF designed for all industries. Just add your company information, and you're good to go!
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Does your call-out system track, notify instantly, and get more people in the door at the same time?
An attendance policy alone won't.
This free employee attendance policy template will help you inform and manage employee attendance by standardizing the process for all. Our downloadable PDF can be easily customized according to your company's needs and requirements. Use this template as a sample attendance policy to spark inspiration to create your own attendance policy. Or, you can use it as is and add or remove sections at your convenience. We believe having an attendance policy in place is essential for any business. It helps to ensure that employees are aware of the expectations and standards that are expected of them. Let this helpful template guide you as you craft your employee attendance policy
Enter your company email below to get instant access to the template. You can have your policy filled in and done in under 5 minutes!
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[Company Name] Attendance Policy
Punctuality and attendance are essential to our company's daily functions and operations. As an employee of [Company Name], we expect our employees to work their scheduled shift hours and provide ample notice when they cannot. Failure to report to work hinders not only the daily operations of our business but also the level of quality service we provide to our customers.
Employee Schedules
[Name of company] keeps working hours from [times] [workweek start day] through [workweek end day]. Hours can vary based on work location and job responsibilities. Your manager will provide you with your work schedule.
Schedules are pre-determined before hiring, but new hires are often provided options to choose their desired schedule. This option allows the employee to commit to what works best for their lives outside of work. The assigned shift will be provided on the Offer for Employment and should be followed unless approved or changed in writing by Human Resources.
Individual locations and departments may have varying shift structures based on the needs of the business, and employees should be flexible to changes. If schedules change, the employee will receive communication regarding the change within a minimum of two weeks.
Timekeeping
All employees are expected to record their hours honestly and accurately on a daily basis. Based on a traditional work day, employees should have four punches:
These punches will vary based on employee type (hourly, salary, part-time, or contractor).
Employees are encouraged to review their hours weekly to ensure minimal errors before payroll. If errors are found, employees should communicate with their direct leader to submit a correction on their behalf before the next payroll.
Absences
All employees are expected to report to work and be productive during their work schedule. However, [Company Name] understands that circumstances may occur when employees cannot report to work that day.
If there are any reasons that employees plan to report late for their shift or are unable to report for their entire shift, they are expected to use the call-out line and alert their manager as soon as possible with a minimum of notice of three hours prior to the start of the shift.
Failure to alert leadership and follow the call-out process will result in disciplinary action. Please be aware that unsatisfactory attendance on a regular and consistent basis may also result in disciplinary action, up to and including termination.
Failure to inform leadership of a planned absence will be considered a "No Call/No Show" unexcused absence.
Excused Absence
An excused absence occurs when an employee uses paid time off (PTO) that was previously scheduled and approved by the employee's manager.
Unexcused Absence
An unexcused absence occurs when an employee is absent from work and has not notified their manager before their scheduled shift begins.
Late Arrival
All employees are expected to arrive at work on time at the start of their shift schedule. If an employee is late, they must notify their supervisor three hours prior to the start of their shift. There will be a 10-minute grace period before an employee is considered late.
Early Departure
All employees are expected to work the entire duration of their shift. If an employee cannot work the entire duration of their shift, they must notify their supervisor as soon as possible.
Disciplinary Action
Violations of this Attendance Policy will result in varying levels of disciplinary action based on the number of offenses. The progression of disciplinary action will be as follows:
Verbal Warning
A first offense will result in a verbal warning from the employee’s manager, reminding the employee of the Attendance Policy and further consequences if the behavior continues.
Written Warning
Violating the policy for a second time will result in a formal written warning for the employee. This written warning will remind the employee of the Attendance Policy and further consequences if the behavior escalates. This written warning will go into the employee's file with Human Resources.
In addition, the employee will receive a formal Performance Improvement Plan (PIP), informing the employee of steps to correct this behavior within 30 days. A meeting will then be scheduled to discuss how the employee is conducting themselves in accordance with the Performance Improvement Plan.
Suspension
A third violation will result in employee suspension. The period of time for which the employee is suspended from work will depend on the severity of their violation. The employee may be suspended with or without pay based upon the frequency and severity of their violation, per federal and state laws.
In addition, the employee will receive a final written warning covering all the necessary steps to correct their behavior. This final written warning will go into the employee's file with Human Resources. The employee will be terminated if this behavior is not corrected within 30 days.
Termination of Employment
If the employee cannot correct their behavior after multiple violations and three warnings, the employee will be terminated upon the fourth violation of the Attendance Policy.
Job Abandonment
If the employee fails to report to work for three consecutive days, the organization will conduct a wellness check on the employee and their emergency contact (listed on their employee file).
If the organization is unable to reach the employee or emergency contact, an email will be sent to the employee's personal email. The email will alert the employee that termination is pending if there is no communication within the next 24 hours. After those allotted 24 hours, the employee will be considered to have resigned due to "Job Abandonment." A separation notice will be sent to the employee, via email, within 72 hours of separation.
Employee Acknowledgement
I acknowledge that I have read and understand the [Company Name] Attendance Policy. By signing this document, I confirm my knowledge, acceptance, and agreement to comply with the Attendance Policy.
Employee’s Name (Printed)
