Employee Attendance Policy Template

A company attendance policy is a set of guidelines and rules established by a company to manage and regulate employee attendance, punctuality, and leave. It outlines attendance expectations, procedures, and consequences to create a productive and fair work environment for all employees.

January 24, 2024
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Andy Przystański
Senior Content Marketing Manager
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What Should an Attendance Policy Include?

Critical components of an employee attendance policy include:

  • Attendance Expectations: Includes expected workday hours and emphasizes the importance of punctuality and good attendance
  • Types of Leave: Establishes what kind of leave (PTO, sick leave, etc) employees have available to them
  • Reporting Absences: Provides information on how employees should notify their managers about different types of absences, including any documentation requirements
  • Attendance Tracking: Clarifies how employees and managers should report and track absenteeism and lateness over time
  • Disciplinary Action: This covers disciplinary actions and the process of how employees can appeal them
  • Policy Changes: The company's right to modify or update the attendance policy

Attendance Policy Template

Please note: This free template policy is for informational purposes only and does not constitute legal advice. It is a generic template that may not suit your specific circumstances. When adopting or revising a policy, consult legal counsel to ensure compliance with all applicable laws and regulations.

[Company Name] has developed this employee attendance policy to ensure a consistent and fair approach to attendance management. This policy is designed to create a positive and efficient work environment, fostering teamwork and contributing to our organization’s success.

This policy applies to all employees of [Company Name], regardless of their position or employment status. Whether you are a full-time, part-time, or temporary employee, good attendance is essential for the smooth operation of our business.

1. Attendance Expectations

  • Punctuality: Employees are expected to arrive on time for their scheduled work hours. Punctuality is crucial for the effective operation of teams and the overall success of the company. For most employees, our company hours are [insert start and end times].
  • Regular Attendance: Consistent attendance is vital for meeting deadlines and providing excellent service to our clients and customers.
  • Communication: In the event of an absence or tardiness, employees are required to communicate as soon as possible with their supervisors or human resources. 
  • Leave Requests: All leave requests, including sick leave, vacation, and personal days, should be submitted in accordance with the established procedures outlined in this policy.
  • Record Keeping: Accurate record-keeping of attendance is essential. Employees are responsible for ensuring that their attendance records are up-to-date and reflect their actual work hours. This policy serves as a guide for employees and supervisors alike in fostering an environment that encourages accountability, teamwork, and success.

2. Types of Leave

In recognition of the diverse needs of our workforce as well as the importance of work-life balance, [Company Name] provides various types of leave to accommodate different life circumstances and excused absences. Employees are encouraged to familiarize themselves with the following types of leave:

  • Sick Leave: We provide sick leave for employees’ own illnesses or medical appointments. Employees should notify their manager as soon as possible in the event of illness and document the sick leave in our HR information system (HRIS).
  • Vacation Leave: Vacation leave allows employees to take time off for rest, relaxation, and personal activities. Requests for vacation leave must be submitted in advance via our company’s HRIS, and approval is subject to business needs and staffing requirements.
  • Personal Leave: Personal leave may be granted for personal reasons not covered by sick or vacation leave. Employees should submit personal leave requests in advance and provide a brief explanation for the request.
  • Bereavement Leave: Bereavement leave is paid time off granted to employees to cope with the emotional and practical challenges arising from the death of an immediate family member or a significant person in their life. 
  • Parental Leave: Maternity and paternity leave allows employees to take time off for the birth or adoption of a child. Employees should notify their supervisor well in advance and follow the company's procedures for documenting maternity/paternity leave. Under federal law, job-protected leave may also be available under the Family Medical Leave Act (FMLA).
  • Jury Duty Leave: Jury duty leave is granted to employees who are required to serve on a jury. Employees should provide advance notice and documentation of the jury duty summons to their manager.
  • Military Leave: Military leave is provided for employees who are called to active duty or reserve duty. 

In addition to the above forms of leave, managers are encouraged to work with employees to identify reasonable accommodations, like flexible hours and/or changes in employee scheduling. Changes to employee work schedules will require approval from a department head.

3. Reporting Absences

At [Company Name], we believe in open communication and understand that life can sometimes throw unexpected curveballs. If you find yourself unable to make it to work or running behind schedule, here's how we can work together to keep things running smoothly.

  • Absences: If you wake up feeling under the weather or face an unforeseen situation, give your supervisor a heads-up before your scheduled work hours. A quick call or a message through our preferred communication channel is all it takes. If you can’t reach anyone, contact human resources.
  • Remote work: If you are expected on site but need to work from home due to a commitment or other need, work let your manager know as soon as possible.
  • Tardiness: If you're running late for any reason, send a message to your supervisor before your scheduled start time. Let them know why you're running behind (e.g. weather conditions) and your estimated arrival time. We appreciate your proactive communication.
  • Planned Employee Absences: Planning a vacation or taking some personal time? Just submit a leave request through our HRIS. Give your manager a heads-up on the dates and type of leave you're looking for. We'll do our best to accommodate your plans while keeping the team on track.
  • Documentation: If you're out due to illness or other unexpected events, we may need a little documentation, like a doctor's note. Just send it over to your supervisor as soon as you can.
  • Emergency Situations: We understand that truly urgent situations may make immediate communication impossible. Just reach out to your supervisor as soon as you're able to.

Remember, we're here to support you. If you ever need assistance or have questions about reporting absences or tardiness, don't hesitate to reach out to your supervisor.

4. Attendance Tracking

At [Company Name], we believe in maintaining accurate records to ensure transparency and fair treatment for everyone. The following outlines our procedures for attendance tracking and record-keeping:

  • Timekeeping Systems: All employees are expected to use the designated timekeeping system to record their daily work hours accurately. In the event of discrepancies or concerns, supervisors will work with employees to address and resolve issues promptly. If you are unsure of how to clock in or clock out, contact human resources.
  • Manager Responsibilities: Supervisors will regularly review and monitor the accuracy of employee start and end times. In the event of discrepancies or concerns, supervisors will work with employees to address and resolve any issues or unexcused absences.
  • Record Accuracy: Employees are responsible for reviewing and verifying the accuracy of their attendance records regularly. If any discrepancies are identified, employees should notify their supervisor immediately to ensure timely correction.
  • Leave Requests: Approved leave requests will be accurately reflected in the attendance records. Employees must ensure that all leave requests, whether for sick leave, vacation, or other types, are submitted and approved through the appropriate channels.
  • Documentation of Absences: In cases of unplanned absences, employees may be required to provide documentation, such as a doctor's note.
  • Review and Evaluation: Attendance records may be periodically reviewed for patterns or trends that may require further attention. Any concerns related to attendance will be addressed through open communication between the employee and their manager.
  • Confidentiality: Attendance records are considered confidential and will be handled with discretion. Access to attendance records is restricted to authorized personnel involved in attendance management.

By adhering to these procedures, we can maintain a fair and accurate representation of attendance. If you have any questions or need assistance related to time tracking and records, please feel free to reach out to your supervisor or the designated point of contact.

5. Disciplinary Action

While our primary focus is on fostering a positive and collaborative work environment, there may be instances where disciplinary action is necessary to address attendance-related issues. The following outlines our approach to disciplinary action:

  • Progressive Discipline: Disciplinary action, when required, will follow a progressive approach. This means that initial attendance infractions may result in less severe consequences or verbal warnings, with the severity increasing for repeated violations. For example, consecutive days of no calls or no-shows will be handled with more severity than an unscheduled absence from someone with an otherwise good attendance record.
  • Communication: For minor attendance issues, supervisors will initiate open communication with the employee to understand the reasons behind the attendance concerns. Counseling sessions may be conducted to explore solutions and provide support to help the employee improve attendance.
  • Written Warning: If unreported absences persist, a formal written warning may be issued. This document will outline the specific attendance concerns, expectations for improvement, and the potential consequences if the issues continue.
  • Probationary Period: In some cases, employees with chronic attendance issues may be placed on a probationary period. During this time, the employee is expected to demonstrate sustained improvement in attendance.
  • Suspension: In cases of excessive absenteeism, a suspension may be implemented. The duration of the suspension will be determined based on the severity and frequency of the attendance issues.
  • Termination of Employment: If all previous attempts at resolution prove unsuccessful, and attendance issues persist, the absences will be classified as job abandonment, and termination may be considered.
  • Appeals Process: Employees have the right to appeal any disciplinary action. The appeals process allows employees to present their case and provide additional information for consideration.
  • Documentation: All instances of disciplinary action will be documented in the employee's personnel file. This documentation will include details of the issue, actions taken, and any relevant communication.

It’s our hope that disciplinary action will rarely be necessary. We are committed to working collaboratively with employees to address attendance concerns in a fair and supportive manner. If you find yourself facing attendance challenges, please don't hesitate to reach out to your supervisor or human resources.

6. Policy Changes

At [Company Name], we recognize that our policies may need to evolve to better align with the needs of our dynamic workplace. As with the rest of the employee handbook, we are committed to keeping you informed about any changes to our policies, including the Employee Attendance Policy. Notifications may be communicated through email, company-wide announcements, or other established communication channels.

By acknowledging policy changes, we can maintain a harmonious and informed workplace. We appreciate your commitment to staying up-to-date with company policies and working together to create a positive and collaborative environment.

Frequently asked questions

Why is an attendance policy necessary?

The Employee Attendance Policy is designed to ensure a consistent and fair approach to attendance management. It helps maintain a positive work environment, fosters teamwork, and contributes to the overall success of our organization.

What types of leave are available to employees?

Employees have access to various types of leave, including sick leave, vacation leave, personal leave, bereavement leave, maternity/paternity leave, jury duty leave, and military leave.

How do I report my absence?

In the event of an absence, notify your supervisor or designated point of contact before your scheduled work hours. For planned absences, use the company's established leave request process. If you anticipate tardiness, inform your supervisor beforehand.

What happens if I need to provide documentation for an absence?

In cases of unplanned absences, you may be required to provide documentation, such as a doctor's note. Your manager and human resources will let you know if that’s the case via email, and we’ll work with you on how to provide that documentation.

How are attendance records maintained?

Attendance records are maintained through our designated timekeeping system. Supervisors regularly review records for accuracy, and employees are encouraged to verify their records as well.

What is the disciplinary action process?

Disciplinary action, if necessary, follows a progressive approach. It may include open communication, counseling sessions, written warnings, probationary periods, suspension, and, in extreme cases, termination of employment.

How will I be notified of policy changes?

Policy changes will be communicated through email, company-wide announcements, or other established communication channels. It is important to review and acknowledge any policy updates.

What if I have questions about the policy or need clarification?

If you have questions or need clarification, reach out to your supervisor or human resources. Your feedback is valuable, and we are here to provide support.

Is there an appeals process for disciplinary action?

Yes, employees have the right to appeal any disciplinary action. The appeals process allows you to present your case and provide additional information for consideration.