For the success of any business, employees must value time and discipline. This success is possible only when there are combined efforts of all the teams working towards a common goal. However, suppose your organization is struggling with late attendance issues. In that case, it is important to set strict guidelines and convey HR policy for late coming to employees.
Attendance issues can cause companies a lot. According to the CDC, every year, companies lose $1,685 per employee due to attendance issues. Running a few minutes behind once in a while is common. It happens to most of us, but if it becomes a habit, it can significantly affect the company’s bottom line.
As an HR professional, you must create a late-coming policy for employees. This article is for you if you are unfamiliar with creating a late-coming policy. We will discuss how to write a late-coming policy for employees that’s fair and easy to implement.
What makes an excellent late coming at work policy?
Employees get late from time to time for several reasons. It would be unethical to punish them for reasons that are beyond their control. If a worker gets stuck in traffic, it must not attract an intervention from the HR department. Implementing an attendance late coming policy discourages the culture of regular late arrival at work.
A well-defined late-coming policy ensures that employees are aware of the company’s stance against workers taking office timings lightly. It is crucial to set an example, so new employees are not encouraged to come late. Explain in the policy how the company management always accepts genuine reasons for being late but also does not tolerate employees taking the given privilege for granted causing trouble for other employees and shift schedules. The policy states that HR managers have the right to take the required course of action if employees do not adhere to the policy guidelines.
What must be there in the late-coming policy for employees?
Some crucial elements must be there in the late coming policy to help employees understand what constitutes late attendance and how the company deals with repeated late coming issues. Your company’s late coming attendance policy must include these:
Working time and days
Employees must be aware of the shift timings. Clearly state what the official timings are. Working days of the week must be there as well as the lunch hours.
Employees must be aware of when they will be considered late to work. It is essential to mention the timings that will be regarded as late. Such as, 30 minutes after the reporting hour will be considered late.
Clearly state the consequences of late coming to work
Transparently mention how the company will deal with late coming. Employees must be aware of what consequences they can face for repeatedly being late to work. Include details on how leave adjustments will be made against late coming.
Mention how salary deductions will be handled. The late-coming rules for employees should be specific and not ambiguous so they can easily understand and follow them.
Train the HR managers to enforce the late-coming policy provisions wisely. They must pay attention to employees’ feedback about the policy or why they reported late to work.
Here is a late-coming policy template that you can use. Modify it according to your company requirements and guidelines.
Late Coming Policy Template
Late Coming Policy and Rules for Employees
We have always appreciated the punctuality of our workforce and rewarded the same. Lately, it has been observed that several employees are repeatedly coming late to work. This has forced management to take action to ensure timely attendance.
This late-coming policy states workers must follow the company’s office time and schedules.
Official Reporting Hours
- The office timings are from 10 AM to 7 PM from Monday to Saturday. For the night shift, the official hours are from 8 PM to 3 AM.
- Lunch hour is of 30 minutes, from 1:30 PM to 2 PM.
Impact of Late Coming on Entitled Leaves
- If a worker reports late for work for two days, one casual leave will be deducted from their annual quota.
- If a worker reports for work late more than three days in a month, one earned leave will be deducted.
- For fourth and fifth late coming for work, quarter-day leave shall be deducted.
- Half-day leave shall be deducted from the employee’s yearly quota for every next late coming.
Late / half-day attendance / full day leave:
- Any worker reporting for work after 10:30 AM shall be considered late to work.
- If the time in the record for a worker is between 10:30 AM and 11: 30 AM, they shall be marked as half-day leave.
- Employees coming to work after 11:30 AM will be marked absent for the day. This will be considered unannounced leave and dealt with the same.
Salary Deduction for Late Coming
- Any leave beyond two days within a month resulting from the above-detailed scenarios will be recorded as leave without pay.
- If an employee has used up all their available leaves and there is no leave balance to adjust, the extra leave resulting from the above scenarios will be considered leave without pay.
- The deductions for such leaves will be on a pro-rata salary basis within a particular month.
- Any request for reimbursements for extra deductions, if any, will be considered at the beginning of the next Calendar year.
- At the end of the calendar year, all the leaves deduction due to late coming will be balanced against the entitled leave quota. If there are any balance leaves, the amount for the same will be credited to their monthly salary at the beginning of the following calendar year.
- All the reimbursements will be as per the company’s late coming and leave policy, and management holds the right to make the final decisions on the matter.
How can you automate and manage the late-coming policy easily?
Leave management is one of the essential duties of HR managers. Manually maintaining timesheets for employees can create much overhead for managers. It also leaves scope for human error and timesheet fraud which results in erroneous compensations made to the employees. As a result, resentment against the management could build.
There is an easy solution to prevent this scenario from becoming a reality. Automate your workforce attendance and leave management.
Truein: A complete solution for leave management
Truein is a face recognition attendance system powered by AI. It offers wholly automated attendance recording, eliminating any need for human intervention. It is one of the most accurate time-keeping solutions and helps managers and supervisors track late coming to work in real-time. With Truein, you can also create late-coming policies for your entire workforce.
For the ease of payroll management, it integrates with most of the payroll software. With this time and attendance management system, a company can implement its HR policy for late coming effectively and transparently.