How to write an Absence and Timekeeping Policy (FREE template)

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Absence and Timekeeping Policy

Home Resources Absence and Timekeeping Policy

Managing absence and timekeeping in the workplace is essential. Creating an absence and timekeeping policy clearly defines how your business manages absence in the workplace.

If a business is not managing absence and timekeeping the consequences include reduced efficiency within the business, especially as other employees will have to pick up the work of an absent employee. Lowering morale within the business.

Including an absence and timekeeping policy in your employee handbooks outline the possible consequences for failing to comply with contractual obligations.

Reasons employees may be absent or late

Aside from entitled annual leave, employees may need time off unexpectedly. Incidents when this may happen to include;

  • Medical appointments
  • Bereavement of a family member
  • Helping a ‘dependent’ such as an elderly parent or child
  • Pregnancy or fertility appointments, or pregnancy-related sickness
  • Transport issues or severe weather conditions causing the commute to work impossible or difficult
  • Short- or long-term sickness, mental health conditions included.

What an absence and timekeeping policy covers

The policy will outline the expectations of the employer and employee for managing and dealing with absence and timekeeping. Detailing how an employee should report absences for example via text or phone calls. Outlining who the employee reports the absence to and timeframes.

Other aspects of the absence and timekeeping policy include;

  • Return to work meeting including who and when these will be held
  • Structure for keeping in touch
  • Tracking of absence
  • If and when a fit note is necessary
  • Details on sick pay and the employee pay entitlements following sickness absence 

Managing poor timekeeping and lateness

Lateness in the workplace impacts both the employer and employee including interruption to the working environment and co-workers may begin to resent the employee who has poor timekeeping.

It is important for employers and managers to address poor timekeeping and lateness in the workplace. If this situation is a one-off and the employee has provided a sufficient reason, no further action may be necessary.

Alternatively, if this is a reoccurring situation an informal chat is necessary to address lateness. The employee should provide reasons for continuous lateness or if it feels they are making excuses further action may be necessary, such as disciplinary.

We have made it simple for your business, download our absence and timekeeping policy template, which includes;

  • Absence notification and certification procedure
  • Statutory Sick Pay (SSP)
  • Reporting for work and time recording
  • Time recording
  • Leaving the premises during working hours
  • Repetitive absence and/or poor timekeeping
  • Illness or injury occurring at work

Download your FREE absence and timekeeping policy template!

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