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HomeSmall BusinessA information to creating an worker attendance coverage to your small enterprise

A information to creating an worker attendance coverage to your small enterprise


As a small enterprise proprietor, you want workers to reliably present up able to work their scheduled shifts. However what occurs when folks begin getting in late, lacking shifts, or often requesting days off? That’s when having an worker attendance coverage turns out to be useful.

Attendance insurance policies are instruments that make it easier to educate your crew about what you think about a one-off absence or absenteeism, which implies often lacking work for unjustified causes. They need to additionally embrace details about all of your inner processes and depart insurance policies so everybody is obvious about expectations.

Worker attendance touches nearly each side of your enterprise. That’s why it’s vital to have an all-in-one HR platform like Homebase that will help you simplify time monitoring, scheduling, payroll, and worker efficiency. Plus, our platform can retailer your inner insurance policies and make them simply accessible for crew members. So, let’s discover every thing it’s best to embrace in your coverage.

What’s an worker attendance coverage?

An worker attendance coverage is a doc that comprises a set of pointers, insurance policies, processes, and penalties relating to work attendance. Often, it outlines enterprise expectations for scheduling, punctuality, and depart requests.

Crew members ought to have entry to this coverage as quickly as they be part of in order that they know find out how to handle days off, absences, or tardiness. And small enterprise worker attendance insurance policies could be divided into sections that:

  • Record all of your completely different attendance-related paperwork like tardiness or late-for-work insurance policies
  • Set inner expectations while you outline attendance and absences
  • Clarify find out how to report absences or tardiness to supervisors
  • Share the variety of attendance incidents which might be permitted
  • Define the results of coverage violations
  • Point out find out how to entry schedules and request shift modifications
  • Reinforce communication pointers

Professional tip: Create, replace, share, and reference your worker attendance coverage often to encourage your crew to observe office guidelines.

Why are worker attendance insurance policies vital for small companies?

Small companies want worker attendance insurance policies — and never solely as a result of they foster accountability. Additionally they:

  • Enhance pay accuracy. Your worker attendance coverage ought to go hand-in-hand along with your time monitoring course of so everybody will get paid appropriately for the hours they labored. And for those who use an all-in-one HR platform like Homebase, you possibly can assessment your workers’ ins and outs and breaks and pay them straight via the identical app.
  • Guarantee equity. Insurance policies make it easier to deal with all workers equally and maintain them accountable to the identical requirements. When you could have all of the do’s and don’ts written down on paper with clear procedures, you possibly can’t unconsciously favor anybody.
  • Enable you to meet enterprise targets. Folks have to be working at your small enterprise and taking good care of clients so you possibly can meet your gross sales targets. However it is advisable observe attendance for extra causes than simply to see who’s engaged on a given day — you can even use data to tell staffing selections. As an example, Homebase enables you to view or export worker timetables and attendance data.
  • Keep compliant with labor legal guidelines. Having an worker attendance coverage isn’t obligatory. However, relying on your enterprise sort and the state the place you’re positioned, you would possibly want to take care of correct data of worker attendance for compliance.

The place do small companies often retailer worker attendance insurance policies?

Many small companies retailer these sorts of insurance policies in an enormous binder with a label on the quilt that claims: The Worker Handbook. However having a bodily copy is inconvenient, laborious to replace, and straightforward to misplace or harm. A cloud-based worker handbook is a a lot better different.

When you select to make use of Homebase to trace worker attendance, you’ll get entry to HR and compliance specialists who can assessment your insurance policies and procedures to make sure you’re abiding by the laws that apply to you. Plus, Homebase simplifies hiring and onboarding. When you welcome a brand new worker, they’ll robotically get a welcome packet with every thing they should know to reach their place, together with:

  • Paperwork they should e-sign and full like direct deposit paperwork, in addition to W-4, W-9, and I-9 varieties
  • An worker handbook
  • Inside insurance policies and procedures
  • Details about particular coaching programs, each required and optionally available
  • An outline of their function and duties

You may then entry all signed worker paperwork inside your Homebase account — and really feel relaxed figuring out they’re safely saved.

Supply: https://joinhomebase.com/hr-compliance/
Caption: Digitize your paperwork. Use Homebase to maintain all of your worker paperwork in the identical place.

The important thing elements of an worker attendance coverage

Worker attendance insurance policies are detailed paperwork that specify all attendance-related issues. To create one which’s complete and straightforward for workers to navigate, use these elements as a template:

  1. Absence monitoring and documentation
  2. Go away insurance policies
  3. Schedules, shift modifications, and additional time
  4. Communication and coverage enforcement
  5. Lodging and exceptions
  6. Process for evaluations, suggestions, and updates

1. Absence monitoring and documentation

The primary act of each film units the principles of the world you’re about to discover. So, the primary a part of your worker attendance coverage ought to clarify the principles of your enterprise. Outline your attendance expectations, clarify the that means of absence with out official depart (AWOL), and state the intention and scope of the doc.

Inside this part, you must also cowl the way you’ll measure worker efficiency, in addition to the potential penalties if folks fail to conform. General, the doc ought to invite them to seek out, learn, and observe processes to keep away from having a poor attendance document.

It’s vital that you just construct processes for each leave-related motion. All of us have unconscious biases and would possibly find yourself being extra relaxed with sure workers over others, relying on our relationship with them. So, monitoring absences in a documented and standardized means reduces the possibilities of making intestine selections and ensures you deal with folks pretty and equitably. And an automatic system can save the time you’d in any other case should spend transcribing attendance data, which reduces human error and eliminates the opportunity of shedding or deleting recordsdata.

We suggest utilizing an answer like Homebase so workers can observe their clock ins and outs — together with breaks — and attendance from any sensible machine utilizing a safe PIN code. That means, their hours will likely be securely recorded in a dashboard that supervisors can approve or edit straight from the app. They’ll then use that data to pay their crew straight via Homebase or a built-in payroll integration.

Supply: https://app.joinhomebase.com/daily_roster
Caption: Use a safe time clock app and maintain digital attendance data with Homebase.

2. Go away insurance policies

Right here’s the place you clarify all of the completely different depart insurance policies, what every sort entails, and find out how to request days off. This part ought to hyperlink out to related paperwork and embrace data relating to:

  • Sick depart. Everybody can probably get in poor health or injured, so give workers clear pointers on what to do when that occurs. Clarify what number of sick days they’re entitled to primarily based on seniority, function, legal guidelines and laws, and the specifics of your enterprise.
  • Trip time. The variety of days off crew members can profit from for journey or leisure is dependent upon native legal guidelines, inner pointers, tenure, and their place. Clearly point out what number of trip days every individual will get and find out how to request them.
  • Private days off. Folks can take private days to deal with issues like administrative appointments or taking their children or pets to the physician. Write the quantity that you just supply workers and in the event that they’re paid or unpaid.
  • Bereavement depart. State what number of days off your workers can take to mourn the lack of their family members and find out how to request them. Sadly, this type of depart often can’t be deliberate forward, so you’ll want to have a course of in place to cowl their shifts. In line with the Honest Labor Requirements Act (FLSA), you’re not required to make bereavement depart paid, but it surely’s a great and type finest observe.
  • Parental depart. In line with the Household and Medical Go away Act (FMLA), organic and adoptive dad and mom can take as much as 12 weeks of unpaid depart to present delivery and/or take care of a brand new child. You additionally want to ensure they’ll have their jobs again as quickly as their depart is over. Some states have particular laws about paying for this type of depart, so you possibly can ask Homebase’s HR specialists for recommendation.
  • Medical depart. This falls underneath the identical laws as parental depart (as much as 12 weeks of unpaid day without work), but it surely’s used to care for in poor health or injured relations or their private medical wants.
  • Particular leaves. This consists of jury obligation, in addition to non secular or navy leaves. The FLSA doesn’t require you to pay for this type of day without work, however you possibly can set up your personal inner pointers.

3. Schedules, shift modifications, and additional time

Use this part to share expectations and laws relating to schedules, additional time, and shift changes. For instance, checklist the variety of hours full-time and part-time workers are anticipated to work and the way a lot additional time they’re allowed to do.

  • Schedules. Clarify in the event that they’re mounted or versatile, the place to entry them, and find out how to request modifications.
  • Shift modifications. Share the method of find out how to swap shifts with coworkers and get managerial approval.
  • Extra time. If your enterprise permits additional time, embrace your inner pointers, the hourly fee, month-to-month limits, and the way you observe it.
Supply: https://joinhomebase.com/employee-scheduling/
Caption: Schedule shifts and assessment who’s working every day without cost on the Homebase app.

4. Communication and coverage enforcement

This part is usually geared toward supervisors and managers because it often outlines:

  • How and when to say the coverage. This could occur in the course of the first weeks of coaching, each time somebody is late, with periodic reminders in group chats, and through efficiency evaluations.
  • What to do when somebody doesn’t comply. Every enterprise has its personal inner processes for this, however often, it’s best to:
      1. Right the worker the primary time it occurs with a verbal notification.
      2. Speak to the worker about what’s inflicting them to be late or absent if it’s turn out to be a recurring situation. Add a written assertion and a signed notification to their file.
      3. Give you an alternate means to assist them keep in keeping with their schedule, for instance, providing them part-time hours as an alternative of full-time, making shift modifications, or suggesting a short interval of depart.
      4. If their habits turns into constant absenteeism, take disciplinary motion and rent somebody new.
  • When to take disciplinary motion. Many companies provide you with a factors system to evaluate penalties primarily based on tardiness, not exhibiting up as soon as, or absenteeism. Record all of the infractions and assign factors to every one. Decide which rating means you’ll let the individual go and rent somebody new.

To encourage folks to observe the principles, remind crew members about your coverage often. As an example, while you rent somebody new, they’re most likely anticipated to learn and study a bunch of recent processes in a brief time frame — and that may be overwhelming. So, you possibly can’t assume a brand new worker will keep in mind every thing you talked about or taught them in the course of the first week. When administration often refers again to their attendance coverage, in addition they:

  • Promote readability and guarantee everybody absolutely understands it.
  • Assure all crew members have the identical data, so you possibly can maintain them to the identical requirements.
  • Cowl your bases, keep compliant with native legal guidelines and laws, and invite workers to higher perceive their labor advantages.
  • Construct belief between managers and workers. The extra clear you’re along with your insurance policies, the extra doubtless folks will likely be to worth and belief you.

When you use an all-in-one HR platform like Homebase, the crew communication app enables you to shout people out for being attendance coverage champions. And such reminders and acknowledgments encourage others to emulate the identical habits.

Supply: https://joinhomebase.com/team-communication/
Caption: Rejoice crew wins and reinforce enterprise expectations and values with the Homebase crew communication app.

5. Lodging and exceptions

Make sure to define the necessity for lodging for workers with particular necessities in your attendance coverage. For instance, let’s say you rent an individual with a incapacity that should do bodily remedy every single day at 12:00 pm, however your afternoon shift begins at midday. You can permit them to start out their shifts at 2pm as an alternative.

You may additionally must make lodging for folks attributable to non secular beliefs or medical circumstances. Clarify how they need to request these changes and the processes that managers ought to use to approve them in an unbiased means.

And if you end up having to make the identical sort of lodging over and over, add it as an attendance coverage exception. Then, embrace a longtime course of for requesting every one. Another exceptions that you just would possibly must account for are:

  • Extra unpaid trip time
  • Pressing private days off

6. Process for evaluations, suggestions, and updates

The worker attendance coverage is a residing doc — it isn’t a one-off process you possibly can merely cross off of your to-do checklist. As a substitute, provide you with a course of to make sure you view and replace it often primarily based on worker suggestions, classes discovered, and new laws.

The second your insurance policies really feel outdated and cease reflecting actuality, folks will cease being attentive to them. For instance, in case your depart coverage says workers must request trip days one month prematurely, however in actuality, you want two months to arrange your rosters and discover replacements, it’s best to modify your coverage.

Ought to you could have an worker attendance coverage?

Even small companies want worker attendance insurance policies in place to make sure they monitor workers efficiency in a good and well-documented method.

And making a doc that outlines all your enterprise insurance policies relating to punctuality, schedules, and depart is simpler than you assume. At the least for those who’re utilizing Homebase.

An all-in-one device like Homebase connects you with a crew of HR specialists who can provide you recommendation in your worker attendance coverage and share examples you possibly can take inspiration from. Then, you possibly can host your completed doc inside a digital worker handbook and use the identical app to trace your crew’s hours, schedule shifts, pay their salaries, and chat with them.



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