Use this sample attendance policy as reference while building your own time and attendance policy. This attendance policy sample covers all the basics. We always suggest reading through and making any changes you see fit before adopting it as your time clock policy. If you have other attendance policy examples that you would like to mix in with this one mix-and-match them. You are free to use it in your business however you need. This policy sample is released into the public domain as-is without warranty.
We also have a Free Employee Time Card Template for you.
Employee Attendance Policy
This document is [Company Name’s] statement of policy and procedure for employee attendance.
Employees are expected to be punctual. Being late or absent from your scheduled shift causes fellow employees and managers to take on extra duties. Attendance incidents, like being late or absent, diminish operational functioning of the Organization. Employees are expected to work with their manager to build a schedule that works for both the employee and the Organization.
[Company Name] is expected to provide schedules before each work week starts. Employees expect the schedules to be easily available and stable once published. The Organization is expected to work with employees on respecting availability while building schedules.
On-Time: Employees are On-Time when they report as scheduled and prepared to start work.
Late: A late incident is recorded when an employee starts working more than 5 minutes after the scheduled start time, or more than 5 minutes late to return from a break.
Excused Absence: An employee requests an excused absence from their direct manager. Excused absences require at least 48 hours notice before the scheduled start of the shift. The request/reason must be credible and/or acceptable to the manager. Vacations and leave, separate from this policy, approved by Human Resources are considered excused absences.
Unexcused Absence: An unexcused absence occurs when an employee reports to their manager that they will not be on a shift and the absence is not excused. The absence must be reported prior to the shift ending, or it will be considered a NCNS event.
No Call No Show: NCNS: A No Call/No Show event happens when an employee does not show up for and does not call to report their absence. The NCNS event happens at the moment the scheduled shift ends with no reporting by the employee.
Patterned Absence: Unexcused absence before or after weekends, holidays and vacation days are considered patterned absences when the same event or pattern happens more than once.
Work hours and schedules are published each [Day Schedules Are Published] for the following week. The official schedule is available [Where is Official Schedule Published.]
Employees will be notified by [Notification method] if there are any changes made to the official schedule after it has been published on [Day Schedules Are Published.]
All attendance events will be relative to the official schedule only. No other schedules, copies, edits, verbal requests, or non-official changes will be considered. Any changes must be made to the official schedule and notifications made as defined above.
Breaks and Lunch
For shifts up to 5 hours employees receive one 15-minute paid break. Shifts over 5 hours receive two 15-minute paid breaks and one unpaid 30-minute lunch. Breaks and lunch are not optional and must be taken.
Procedure for Reporting an Absence
Employees must report their absence as soon as reasonably possible to allow [Company Name] time to fill the shift. To report an absence [call | email] your manager at [reporting phone number | email]. Please leave at least [notice hours|48] hours to be considered for an excused absence.
Illness & Injury
After three consecutive days of absences due to illness or injury the employee must give proof of physician’s care. If the illness or injury prevents the employee from returning to their scheduled duties further information will be requested from Human Resources to determine a back to work plan.
Following any unexcused absences an employee will be asked to take a back-to-work interview. This interview will discuss the schedule of the employee. The intention of the interview is to determine what changes can be made either by the employee or employer, or both, to avoid future attendance problems.
First Occurrence: Documented Friendly Reminder
Second Occurrence: Documented Verbal Warning
Third Occurrence: Written Warning
The third, written warning will include guidelines from Human Resources for termination in the case that the attendance record can not be improved.
Three (3) consecutive NCNS No Call No Show events will be deemed a voluntary termination by the employee.
This policy is the complete, written agreement on attendance. As changes are made to this document employees will be notified. A new copy is always available upon request and all changes should be discussed between employees and managers.