��������Ƶ

Note: Links to our free templates are at the bottom of this long guide.
Also note: This is not legal advice

Introduction

Attendance policies are a vital tool for employers, helping to ensure productivity and fairness in the workplace as well as safety for employees. But creating such a policy can be tricky - particularly when taking into consideration legal requirements. The ��������Ƶ team understands this, which is why they provide free templates and guidance on how to create an effective attendance policy that suits your business needs.

Attendance policies act as a form of contract between employers and employees, so it’s important that they conform to the relevant legal guidelines for your jurisdiction. This includes the Fair Labor Standards Act (FLSA) in the US, Title VII of the Civil Rights Act of 1964 and the Americans with Disabilities Act (ADA). Furthermore, state laws may also apply. It’s essential that you seek legal advice when drafting your policy so you don’t miss any crucial details or fall foul of any regulations.

Having an attendance policy is beneficial not only from a legal point-of-view, but it establishes expectations around employee attendance - including setting out what happens if somebody doesn’t turn up or is late - and provides guidance regarding absences due to sickness or other reasons such as vacation days or parental leave. It also helps ensure fairness among staff members who may otherwise receive preferential treatment with regards to their attendance record; by having a solid policy in place there’ll be no room for ambiguity or inconsistency. As well as this, having strict standards when it comes to employee presence can play a part in maintaining safety at work; if certain individuals are required to be present then this will prevent hazardous activities taking place without proper supervision or support staff being on hand where necessary.

All employers should consider these aspects before producing their own attendance policy and use our step-by-step guidance below for help constructing one tailored specifically towards their business needs - without requiring them to have an account with us either! Read on now for more information about how access our template library today!

Definitions

Acceptable attendance: The rules and expectations set by an organization that must be met by employees in order to be considered present and on-time.
Punctuality-based: A type of attendance policy that focuses on ensuring that employees arrive and leave work on time.
Paid time off: A type of attendance policy that provides employees with a set number of days off per year that they can use for vacation, personal, or medical reasons.
Working from home: A type of attendance policy that allows employees to work from home on a regular basis.
Flexible scheduling: A type of attendance policy that allows employees to adjust their work schedules to accommodate other commitments or obligations.
Consequences: The disciplinary action taken by an organization when an employee does not meet the expectations of the attendance policy.
Accommodations: A way for an organization to provide assistance to employees who are unable to meet the expectations of the attendance policy.

Contents

1. Overview of Attendance Policy
2. Understand the purpose of an attendance policy
3. Learn the benefits of an attendance policy
4. Benefits of an Attendance Policy
5. Improved employee productivity
6. Reduced cost of labor
7. Increased employee morale
8. Improved customer service
9. Components of an Effective Attendance Policy
10. Definition of acceptable attendance
11. Consequences for poor attendance
12. Accommodations for medical and family emergencies
13. Guidelines for requesting time off
14. Types of Attendance Policies
15. Punctuality-based
16. Paid time off
17. Working from home
18. Flexible scheduling
19. Writing an Attendance Policy
20. Determine the components
21. Draft the policy
22. Seek feedback from management and staff
23. Finalize the policy
24. Implementing an Attendance Policy
25. Inform employees of the new policy
26. Provide training on the policy
27. Establish a timeline for implementation
28. Communicating an Attendance Policy
29. Create messaging and materials
30. Use multiple communication methods
31. Make sure all employees understand the policy
32. Monitoring an Attendance Policy
33. Collect and document attendance data
34. Track employee absences
35. Establish a system for tracking and reporting
36. Evaluating an Attendance Policy
37. Measure changes in employee attendance
38. Assess the effectiveness of the policy
39. Identify areas for improvement
40. Common Troubleshooting Issues
41. Employees exceeding the attendance policy
42. Employees not adhering to the policy
43. Unclear or unenforced consequences
44. Additional Resources
45. Check state and local laws
46. Seek advice from an employment attorney
47. Research best practices from other companies

Get started

Overview of Attendance Policy

• Understand why you need an attendance policy
• Research other company attendance policies
• Identify the scope of the attendance policy
• Determine the policy’s rules, regulations, and expectations
• Set an attendance policy timeline
• When you’ve completed the above steps, you can move on to the next step in creating an effective attendance policy.

Understand the purpose of an attendance policy

• Research the purpose of an attendance policy for your company
• Determine how the policy should be structured and enforced
• Consider how an attendance policy fits into the company’s bigger goals
• List the key components of an effective attendance policy
• Make sure the policy is comprehensive enough to cover all scenarios
• When you’ve researched and put together an understanding of the purpose of an attendance policy, you can check this step off your list and move on to the next step.

Learn the benefits of an attendance policy

• Learn the key benefits that an attendance policy can bring, such as improved employee engagement, improved morale and productivity, and a reduction in absenteeism.
• Understand how an attendance policy can help you manage and track staff attendance and absences.
• Recognize how an attendance policy can help you to create a sense of responsibility in your staff.
• Identify how an attendance policy can help you to create a consistent and fair standard for all staff.

Once you are confident that you understand the key benefits of an attendance policy, you can check this off your list and move on to the next step.

Benefits of an Attendance Policy

• Understand the importance of having an attendance policy in place
• Learn the benefits of having an attendance policy for both employees and employers
• Realize the impact that an attendance policy can have on business operations
• Determine how an attendance policy can increase employee satisfaction and morale
• Consider how an attendance policy can reduce employee turnover

When you can check this off your list:

• When you have a thorough understanding of how an attendance policy can benefit both employees and employers.

Improved employee productivity

• Define clear expectations for attendance and punctuality
• Set rules for illness, tardiness, and other absences
• Establish processes for requesting leave and other absences
• Communicate expectations to employees
• Provide recognition for good attendance
• Monitor attendance and address issues with employees who are frequently absent
• Take disciplinary action when necessary

When you have completed these steps, you can consider this step of creating an effective attendance policy completed and move on to the next step of reducing cost of labor.

Reduced cost of labor

• Establish clear guidelines for attendance in the employee handbook
• Create a policy for tracking attendance, including late arrivals and absences
• Set a reasonable number of allowed absences and provide a system of warnings for employees who exceed their allotted absences
• Determine the consequences for late arrivals and absences
• Consider offering incentives to employees who have perfect attendance records
• Monitor the implementation of the policy to ensure its effectiveness

You can check this step off your list when all the guidelines have been established and the policy has been communicated to all employees.

Increased employee morale

• Survey employees about their satisfaction with the new attendance policy
• Create a rewards system for employees who consistently meet attendance expectations
• Hold regular meetings to discuss employee morale and satisfaction
• Implement a recognition program for employees who go above and beyond their attendance expectations
• Encourage employees to take the necessary time off to rest and recharge

Once employee morale is improved based on surveys and feedback, the step of increasing employee morale can be deemed successful.

Improved customer service

• Analyze customer feedback to identify areas where customer service could be improved
• Develop customer service improvement strategies and training programs
• Establish customer service standards and performance expectations
• Implement customer service improvement strategies
• Monitor customer service performance and customer feedback
• Make adjustments as necessary
• When customer feedback shows improvement, you can move on to the next step, which is creating an effective attendance policy.

Components of an Effective Attendance Policy

• Define the attendance policy and its purpose
• Outline what is considered to be acceptable attendance
• Determine the consequences for not following the policy
• Make sure the policy is clear, concise and easy to understand
• Make sure the policy is compliant with all relevant laws
• Ensure that the policy is communicated to all employees
• Make sure the policy is enforced consistently

When you can check this off your list and move on to the next step:

• When you have included all of the components outlined above in your policy and have it communicated to all employees.

Definition of acceptable attendance

• Define the attendance expectations for all employees in the policy.
• Set expectations for both full-time and part-time employees.
• Specify the number of days an employee may be absent during a given period, such as full-time employees can be absent no more than ten days in a year.
• Set the time at which an employee is considered tardy, such as fifteen minutes past their start time.
• Outline the expectations for requesting leave, such as requests must be submitted two weeks in advance.

When you’ve included the definition of acceptable attendance in your attendance policy, you can move on to the next step.

Consequences for poor attendance

• Determine the number of absences that are allowed in a certain period of time, such as a week or month.
• Establish a clear set of consequences for employees who exceed the number of allowed absences.
• Make sure the consequences are progressive, with increasing severity based on the number of missed days.
• Ensure that the consequences are enforceable and consistent.
• Document the consequences in the attendance policy.

Checklist on when to move on to the next step:

• Determine the number of absences that are allowed in a certain period of time
• Establish a clear set of consequences for employees who exceed the number of allowed absences
• Ensure that the consequences are progressive, with increasing severity based on the number of missed days
• Ensure that the consequences are enforceable and consistent
• Document the consequences in the attendance policy

Once all of the above steps are completed, move on to the next step: ### Accommodations for medical and family emergencies.

Accommodations for medical and family emergencies

• Include provisions for illness, medical appointments, and special family circumstances such as a death in the family
• Develop a process for employees to request time off for medical and family emergencies
• Make sure that your policy outlines the documentation that is required to support the request for time off
• Consider allowing employees to use available paid time off or unpaid time off for medical and family emergencies
• Make sure that your policy outlines the maximum amount of time off for any one occurrence
• Consider allowing employees to make up missed time for medical or family emergencies
• Make sure that your policy outlines any other potential accommodations for medical and family emergencies

Once you have outlined the provisions for medical and family emergencies in your attendance policy, you can check this step off your list and move on to the next step.

Guidelines for requesting time off

• Establish a procedure for employees to request vacation or personal time off in advance.
• Set a timeline for when the requests must be submitted and how the process will work.
• Make sure to document the requests and keep a record of the approvals.
• Create a policy on how to handle employees who have not requested time off but need to be absent.
• Decide how much time off will be allowed and whether there will be any limits.
• Set out the consequences for employees who abuse the policy.

Once you have established the guidelines for requesting time off, you can check them off your list and move on to the next step.

Types of Attendance Policies

• Understand the different types of attendance policies and their implications.
• Select the type of attendance policy that best suits your company’s needs.
• Consider the pros and cons of each type of attendance policy.
• Determine the types of leave that you are willing to accommodate.
• Decide if you will have a separate policy for part-time employees.

When you have considered the different types of attendance policies and determined the types of leave that you are willing to accommodate, you can check this step off your list and move on to the next step.

Punctuality-based

• Establish punctuality expectations- Decide on how early or late employees should arrive for the job and create a policy to reflect these expectations
• Lay out the consequences- Decide on the disciplinary measures that will be taken for employees who arrive late or leave early, such as warnings, demerits, or unpaid leave
• Make sure employees are aware of the policy- Ensure that your attendance policy is communicated to all employees and that they understand the expectations and consequences
• Track employee arrivals- Use a time tracking system to monitor employee arrival times and ensure that employees are following the policy
• Monitor compliance- Regularly review employee attendance records to ensure that the attendance policy is being followed

When you can check this off your list and move on to the next step:

• When you have established the punctuality expectations and laid out the consequences
• When all employees are aware of and understand the attendance policy
• When a time tracking system has been set up to monitor employee arrival times
• When you have reviewed employee attendance records to ensure the attendance policy is being followed

Paid time off

• Consider which types of paid time off you will offer, such as vacation, sick days, and personal days.
• Decide the amount of days off that will be provided and when they may be used.
• Determine how paid time off will be accrued and how much time must be taken at once.
• Establish any additional guidelines, such as requiring prior approval for certain types of time off or requesting a certain amount of notice before a planned absence.
• Make sure the policy is in compliance with any applicable federal, state, or local laws.

How you’ll know when you can check this off your list and move on to the next step:

• When you have finalized the details for your attendance policy’s paid time off and all applicable laws have been considered, you can check this off your list and move on to the next step.

Working from home

• Determine what tasks or roles can be completed from home
• Decide what tools and resources are needed to support working from home
• Establish a policy on whether employees must work from the office or if they can work from home
• Set expectations for remote workers, including hours and communication
• Consider having employees set up a daily check-in meeting to remain connected
• Confirm that the policy is compliant with any applicable laws and regulations

Once you have determined the policy on working from home and established the expectations for remote workers, you can move on to the next step.

Flexible scheduling

• Determine which employees are in need of flexible scheduling options
• Decide on what type of flexible scheduling will be offered (i.e. flex-time, compressed work weeks, part-time, etc.)
• Identify the specific working hours required by each employee and ensure that they are able to work within their preferred schedule
• Consider implementing a telecommuting policy to allow employees to work remotely if needed
• Make sure to communicate your flexible scheduling policy to all employees
• When you have established a flexible scheduling policy and communicated it to your employees, you can check this off your list and move on to the next step: Writing an Attendance Policy.

Writing an Attendance Policy

• Brainstorm what you would like to include in the attendance policy: expectations for employees, procedures for tracking attendance, and consequences for missing work
• Think about what type of flexibility you can offer for employees, such as flexible scheduling or remote work
• Draft the policy, making sure to clearly define expectations and procedures
• Review the policy with a legal adviser to ensure that it is compliant with applicable laws and regulations
• Once the policy is complete and you have reviewed it with a legal adviser, it is ready to be distributed to all employees and put into effect

Once all of these steps have been completed, you can move on to the next step: determining the components of the policy.

Determine the components

• Identify the reasons for having an attendance policy
• Decide on the attendance policy scope (e.g. full-time, part-time, and contractual employees)
• Determine how employees will record their attendance (e.g. physical time sheet, online system, etc.)
• Decide what constitutes an excused or unexcused absence
• Set the amount of time allowed for an excused absence
• Define the circumstances for taking a leave of absence
• Establish a time for employees to submit vacation requests
• Outline the consequences for excessive absences
• Establish a system for tracking employee absences

Once you have determined the components of the attendance policy, you can move on to the next step: drafting the policy.

Draft the policy

• Draft an attendance policy that is clear, precise, and easy to follow
• Outline the attendance expectations and any applicable consequences
• Identify the documents or forms that will be used to track absences and record attendance
• Specify the circumstances that are acceptable for taking time off
• Note any applicable leave or vacation policies
• Determine the process for requesting and approving leave
• Establish a policy for employees who are tardy or miss work
• When you have completed the draft of the policy, check it off your list and move on to the next step.

Seek feedback from management and staff

• Reach out and have a discussion with management and staff to get their feedback on the draft policy
• Solicit input from management and staff to ensure that the policy reflects the needs of the organization
• Take into consideration the feedback from both management and staff when revising the policy
• Once revisions have been made and management and staff are satisfied with the policy, proceed to the next step of finalizing the policy

Finalize the policy

• Review any feedback from management and staff
• Make any necessary changes to the policy
• Have the policy finalized by a legal team to ensure it is legally compliant
• Have the policy reviewed and approved by senior management
• Make sure the policy is written in clear and concise language
• Ensure the policy is accessible to all staff by posting it in a common area
• Check off this step when the policy is finalized, approved and accessible to all staff.

Implementing an Attendance Policy

• Distribute the attendance policy to all employees
• Ensure all employees have read and understood the policy
• Ask employees to sign and date the policy to confirm they understand it
• Ensure all employees have access to the policy
• Schedule a meeting with employees to answer any questions about the policy
• Post the policy in a visible location in the workplace
• Check that all employees are following the policy
• When all employees have read, understood, and signed the policy, and the policy has been posted in a visible location, you can check this step off your list and move on to the next step.

Inform employees of the new policy

• Draft a memo to send to all employees outlining the new attendance policy
• Include in the memo the expectations for attendance, such as acceptable absences, rules for when an employee should call in sick, and the consequences for not following the policy
• Distribute the memo to all employees either through email, in-person meetings, or a combination of both
• Follow up with employees to ensure they understand the new policy and ask if they have any questions
• When all employees have received the memo and understand the policy, you can check this step off your list and move on to the next step.

Provide training on the policy

• Provide a formal training session on the new policy, during which managers and HR representatives should review the policy in detail, answering questions and clarifying any ambiguities.
• Provide the policy to each employee in writing and have them initial and/or sign to acknowledge that they have read and understand the policy.
• Provide additional training opportunities as needed, such as periodic reviews of the policy and how it affects employee attendance.

You’ll know that you can check this off your list and move on to the next step when you have provided a formal training session on the new policy, have provided the policy to each employee in writing, and have provided additional training opportunities as needed.

Establish a timeline for implementation

• Decide when the attendance policy will take effect and make sure all employees are aware of the timeline.
• Determine if there will be a grace period before any attendance policy violations are enforced.
• Set a timeline for reviewing and updating the policy on a regular basis.
• Make sure all employees are aware of the timeline and any updates to the policy.

Once the timeline for implementation and updates to the policy are established and communicated to all employees, you can check this step off your list and move on to the next.

Communicating an Attendance Policy

• Determine the best method for communicating the attendance policy to employees. Options may include email, posting a hard-copy of the policy at the workplace, or discussing the policy in group meetings.
• Make sure each employee receives a copy of the attendance policy and has an understanding of the expectations.
• Provide additional resources or training to employees to help them better understand the policy.
• Have each employee sign a document acknowledging receipt of the policy.
• Once all of the above steps have been completed, you can mark this step off your list and move on to the next step.

Create messaging and materials

• Craft a message that outlines your attendance policy
• Develop promotional materials (such as a poster or flyer) that explain the policy
• Make sure the message and materials are displayed in a prominent place in the workplace
• Ensure the materials are easy to read and understand
• When you have created the messaging and materials, check it off your list and move on to the next step.

Use multiple communication methods

• Have multiple methods of communication available to reach all employees (e.g. email, bulletin boards, flyers, intranet, etc.)
• Make sure to tailor your message to each method of communication
• Be consistent with the message across all channels
• Reach out to employees to ensure they have received and read the policy
• Host a meeting or training session to explain the policy to all employees
• Make sure employees have access to the policy document

Once you have made sure that all employees have been effectively communicated with, you can check this step off your list and move on to the next step.

Make sure all employees understand the policy

• Clearly explain the policy to employees including the possible consequences of poor attendance
• Document the policy in writing using plain language that is easy to understand
• Make sure employees have the opportunity to ask questions and express any concerns
• Have employees sign a document acknowledging that they have read and understood the attendance policy
• Make sure to provide a copy of the attendance policy to all employees
• Check that all employees have read and understood the policy
• When all employees have read and understood the policy, you can check this off your list and move on to the next step of monitoring the attendance policy.

Monitoring an Attendance Policy

• Set up a system that records employee attendance
• Choose an automated system, if possible, to minimize human error and ensure accuracy
• Ensure that all employees have access to the attendance system and understand how to use it
• Track absences and note any patterns that may arise
• Monitor compliance with the attendance policy on a daily or weekly basis
• Make sure that any attendance-related changes are reflected in employee records

When you have successfully set up an attendance system, tracked absences, and monitored compliance, you can move on to the next step.

Collect and document attendance data

• Create an attendance form that outlines when employees should arrive and leave each day
• Create a tracking system that allows you to easily record when employees arrive and leave
• Ensure the attendance form and tracking system are easily accessible to employees and supervisors
• Collect and document attendance data on a regular basis, such as daily or weekly
• Ensure the data collected is accurate and up-to-date

When you can check this off your list and move on to the next step:

• When you have created the attendance form and tracking system
• When you have collected and documented the attendance data on a regular basis

Track employee absences

• Set up a system for tracking employee absences, such as spreadsheets, attendance software, or a time-tracking system
• Make sure that the system can record the number of days absent, reason for absence, dates of absence, and any other relevant information
• Ensure that any system you use is secure and compliant with the applicable laws and regulations
• Distribute and communicate the attendance tracking system to all employees
• Train employees on how to use the system
• Monitor employee absences regularly to ensure compliance with the policy

When you can check this off your list:

• When the attendance tracking system has been distributed and communicated to all employees
• When all employees have been trained on how to use the system
• When the system is being monitored regularly and accurately

Establish a system for tracking and reporting

• Decide how often attendance will be tracked - daily, weekly, bi-weekly, etc.
• Set up a system for tracking and reporting employee absences - use a software system, a spreadsheet, or manual tracking.
• Determine how often the attendance will be reported - daily, weekly, bi-weekly, etc.
• Designate one or more individuals to be responsible for tracking attendance and reporting absences.

When you have established a system for tracking and reporting, you can move on to the next step of evaluating an attendance policy.

Evaluating an Attendance Policy

• Compare the impact of your organization’s attendance policy with those of other organizations
• Gather information from other organizations to determine how effective their attendance policies are and how they compare with yours
• Analyze the data to determine whether your policy is more or less effective than other policies
• Make any necessary changes to ensure that your attendance policy is as effective as possible
• Create a report that outlines the findings of your evaluation and any changes that you have made

When you can check this off your list and move on to the next step: When you have completed the steps listed above and have made all of the necessary changes to your organization’s attendance policy.

Measure changes in employee attendance

• Collect employee attendance data before, during, and after implementing the attendance policy.
• Track the number of unexcused absences, tardiness, and any other attendance-related issues you are trying to address.
• Compare the data from before and after implementation of the attendance policy to measure the effectiveness.
• Once you have collected data for at least one month after implementing the policy, you can assess the effectiveness of the policy.

Assess the effectiveness of the policy

• Review the employee attendance records for the period of time the policy was in effect.
• Compare employee attendance rates before and after the policy was implemented.
• Identify any changes in employee attendance that can be attributed to the policy.
• Identify any areas where improvements are needed or desired.
• Review feedback from employees on the policy.

When you can check this off your list:

• When you have reviewed the employee attendance records, compared the before and after attendance rates, identified any changes in attendance, identified areas for improvement and reviewed employee feedback on the policy.

Identify areas for improvement

• Review attendance records and compare to the policy
• Identify any areas where the policy is not being followed
• Look for any patterns or trends in absences
• Identify any areas where the policy is not clear or difficult to enforce
• Make note of any areas where the policy could be improved

Once you have identified areas for improvement, you can move on to the next step.

Common Troubleshooting Issues

• Review the current attendance policy and identify any common issues that may arise when implementing it.
• Consider any potential challenges that staff members may face in adhering to the policy.
• Research any laws or regulations that may be relevant to your attendance policy.
• Identify any areas of the policy that may be unclear or could be improved.
• Create a list of common issues and potential solutions.
• When you have identified common troubleshooting issues and potential solutions, you can check this off your list and move on to the next step.

Employees exceeding the attendance policy

• Create a system for tracking employee absences and tardiness
• Set a clear disciplinary procedure for employees who exceed the policy
• Establish a timeline for employees to meet their attendance requirements
• Establish a method of communication between managers and employees to address any issues
• Document any disciplinary action taken for employees who exceed the policy
• Make sure any disciplinary action taken is consistent with other employees

You can check this step off your list once you have established a system for tracking employee absences and tardiness, set a clear disciplinary procedure for employees who exceed the policy, established a timeline for employees to meet their attendance requirements, established a method of communication between managers and employees to address any issues, documented any disciplinary action taken for employees who exceed the policy, and made sure any disciplinary action taken is consistent with other employees.

Employees not adhering to the policy

• Define what is considered non-adherence to the policy, such as excessive tardiness, unexcused absences, and frequent early departures.
• Set up a system of warnings to remind employees of the policy and their obligations.
• Make it clear to employees that non-adherence to the policy can result in disciplinary action or termination.
• Provide employees with a mechanism to appeal disciplinary action and/or termination.
• When these steps are completed, you can move on to the next step of creating an effective attendance policy.

Unclear or unenforced consequences

• Ensure that there are clear and known consequences for employees who consistently miss work or are late for work.
• Establish a probationary period for employees who are consistently missing work or are late.
• Set a deadline for when the probationary period will end.
• Develop a disciplinary action plan that is followed consistently and fairly.
• Discuss the disciplinary action plan with the employee, if necessary.
• Document each instance of an employee’s failure to adhere to the policy.
• When the employee’s probationary period ends, take disciplinary action if necessary.

Once you have established clear consequences for employees who are not adhering to the attendance policy, you can move on to the next step.

Additional Resources

• Research state and local laws regarding attendance and time-keeping policies
• Use this information to create a policy that is compliant with state and local laws
• Make sure to document any changes made to the policy
• When all the necessary information is gathered and the policy is updated, you can move on to the next step.

Check state and local laws

• Review relevant state and local laws that affect attendance policies.
• Research any state or local labor laws that dictate the structure and components of attendance policies.
• Check with your state’s department of labor to find out if there are any specific laws or regulations that apply to your organization.
• Be sure to note any specific laws related to employee classification, such as exempt vs. non-exempt employees.
• When you have a complete understanding of your state and local laws, you can move on to the next step.

Seek advice from an employment attorney

• Consult with an experienced employment attorney to ensure the policy complies with all applicable federal and state laws.
• Ask the attorney for advice on any other legal issues that could arise from the policy.
• Carefully document the advice you receive from the attorney in case questions arise later.
• When you have a clear understanding of the applicable laws and regulations, you can move on to the next step.

Research best practices from other companies

• Conduct an online search for other companies’ attendance policies, including looking at the policies of companies within the same industry or geographic area
• Look for information about attendance policies from professional organizations, trade associations, and government agencies
• Ask other companies and colleagues in your industry for input on what policies they have in place
• Make a list of the components that other companies include in their attendance policies
• When you have a sufficient amount of information, you can check this step off your list and move on to the next step.

FAQ

Q: Does an attendance policy have to be in writing?

Asked by John on March 14th 2022.
A: Yes, it is recommended that an attendance policy should be in writing. This is important to ensure that all employees are aware of the expectations and that the policy is enforced fairly and consistently. Having a written attendance policy also helps to protect employers against potential legal issues.

Q: Are there any special considerations for remote working when creating an attendance policy?

Asked by Sarah on August 22nd 2022.
A: Yes, when creating an attendance policy for remote workers it is important to consider their specific needs. For example, remote workers may need flexibility when it comes to working hours or may need extra guidance on how to manage their time effectively. It is also important to ensure that the policy is clear about expectations for responding to emails or attending virtual meetings, and outlining the availability of support for remote workers if needed.

Q: How do I ensure that all employees are aware of the attendance policy?

Asked by David on June 15th 2022.
A: It is important to make sure all employees are aware of the attendance policy and that they understand it fully. The best way to do this is by communicating the policy clearly in writing and making sure employees have access to a copy of the policy at all times. It is also important to discuss the policy with employees during staff meetings and regularly review and update the policy as needed.

Q: Does an attendance policy need to include provisions for leave?

Asked by Emily on April 10th 2022.
A: Yes, an attendance policy should include provisions for leave, such as vacation, sick days, and bereavement leave. This ensures that employees are aware of their rights when it comes to taking time off from work and provides a clear framework for how leave should be taken and how it will be managed.

Q: What should be included in an attendance policy regarding tardiness?

Asked by Brian on July 28th 2022.
A: Tardiness should be addressed in an attendance policy in order to ensure that employees understand what is expected of them and what will be tolerated when it comes to being late for work or meetings. The policy should outline the consequences of tardiness, such as warnings or disciplinary action, as well as any exceptions that may be made in certain circumstances (e.g., emergencies). The policy should also provide information on how tardiness will be tracked, such as using a time-tracking system or requiring written documentation.

Q: How can I handle employee absences due to illness or injury?

Asked by Tyler on September 5th 2022.
A: It is important to address absences due to illness or injury in an attendance policy in order to provide guidance on how these absences will be managed. The policy should outline any requirements for providing documentation from a doctor or other medical professional confirming the absence due to illness or injury, as well as any options available for making up missed work or taking leave if necessary. It is also important to ensure that any absences due to illness or injury are handled sensitively and with discretion.

Q: Should I include provisions for religious holidays in my attendance policy?

Asked by Matthew on October 3rd 2022.
A: Yes, your attendance policy should include provisions for religious holidays if applicable in your workplace. This ensures that employees who observe religious holidays are able to take time off without fear of disciplinary action, while still meeting their commitments at work. The policy should clearly outline which holidays are recognized and how they will be handled (e.g., whether they will be taken as paid leave or unpaid leave).

Q: What kind of disciplinary action should be included in an attendance policy?

Asked by Jessica on November 17th 2022.
A: An effective attendance policy should include clear provisions outlining what kind of disciplinary action will be taken if an employee fails to comply with the expectations outlined in the policy (e.g., warnings, suspensions, terminations). The disciplinary action should be fair, consistent, and proportional to the infraction; however, it is important to note that disciplinary action should always be a last resort after other efforts have been exhausted (e.g., providing additional training or support).

Q: Is there anything else I should consider when creating an effective attendance policy?

Asked by Jacob on December 21st 2022.
A: Yes, there are several other things you should consider when creating an effective attendance policy, such as ensuring compliance with applicable laws (e.g., Equal Employment Opportunity Commission laws) and considering any potential issues that could arise from implementing certain policies (e.g., potential conflicts between team members). You should also consider whether you need policies specifically tailored for certain roles (e.g., shift workers) or industries (e.g., healthcare) and ensure your policies are flexible enough to accommodate changes over time (e.g., introducing new technologies).

Example dispute

Lawsuits Involving Attendance Policies

• A plaintiff may challenge an employer’s attendance policy if they believe the policy is unfair or discriminatory.
• To win, the plaintiff must prove that the policy violates state or federal laws, or that the employer failed to follow their own policy.
• The plaintiff can cite relevant documents, such as the attendance policy, collective bargaining agreements, labor laws, or civil rights laws.
• The plaintiff must show that the policy has caused them harm, such as loss of employment or wages.
• Settlement may be reached through negotiation or mediation, or a court may order the employer to pay damages or change the policy.
• If damages are awarded, they may include lost wages, back pay, attorney fees, or punitive damages.

Templates available (free to use)

‍