Timekeeping policy template
Our Timekeeping Policy Template promotes punctuality, accountability, and efficient workflow management for a more productive work environment.
- 2 pages / 339 words.
- Last updated 19/06/2023.
- Designed for United Kingdom use.
- Suitable for use in other territories; check local laws first.
- Instantly download as Word / PDF / plain text, or send by email.
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
Timekeeping policy
1 Overview
1.1 The purpose of this policy is to cover rules and procedures with regards to timekeeping.
2 Scope
2.1 This policy is applicable to all employees of [company name].
3 General principles
3.1 All employees are expected to report for work punctually and to observe the normal hours of work as specifiied in their [Contract of Employment | Statement of Terms and Conditions of Employment]. Failure to report for work on time is detrimental to the efficient running of the business and imposes an unnecessary burden on colleagues.
If you are going to be late for work, you must make every effort to contact your line manager by
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A timekeeping policy is a set of guidelines and procedures that an organisation establishes to govern the tracking and recording of employees' work hours. The policy typically outlines expectations for how employees are expected to record their time worked, as well as any consequences for failing to comply with the policy.
A timekeeping policy may include rules for how employees are expected to track their time, such as using a specific timekeeping system, recording their hours on a timesheet or other document, or clocking in and out using a time clock. The policy may also outline expectations for how employees should handle time off requests, including how far in advance requests should be submitted and any documentation that may be required.
Other elements of a timekeeping policy may include guidelines for overtime pay, including how much overtime is allowed and how it is calculated, as well as procedures for addressing any discrepancies or errors in recorded time. Additionally, the policy may include guidelines for addressing any violations of the policy, including disciplinary actions that may be taken if an employee fails to comply with the policy.
Overall, a timekeeping policy is designed to ensure that employees are accurately tracking and reporting their work hours, which is important for compliance with labour laws, managing employee schedules and workloads, and accurately paying employees for their time worked.
Send to appropriate internal recipients such as employees, workers, contractors etc. and request confirmation that is has been read and understood.
Issue during onboarding / after changes / planned refresher.
Compliance
Compliance
This Timekeeping policy template incorporates relevant UK laws and HR standards, including those listed below:
While there is no specific UK employment legislation dedicated solely to timekeeping policies, several existing laws and regulations indirectly support the implementation of a Timekeeping Policy. Here are some relevant ones:
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Employment Rights Act 1996: Ensures that employees are provided with a written statement of their employment particulars, which may include details about timekeeping expectations.
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Working Time Regulations 1998: Sets limits on weekly working hours, rest breaks, and rest periods, which can impact timekeeping practices.
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Equality Act 2010: Requires fair treatment and prohibits discrimination, ensuring consistent timekeeping expectations for all employees.
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National Minimum Wage and National Living Wage Regulations: Helps prevent underpayment and emphasizes accurate timekeeping for pay calculations.
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Health and Safety at Work etc. Act 1974: Encourages employers to manage workload effectively and prevent fatigue, which can affect timekeeping.
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Employment Contracts: Individual employment contracts may include specific terms related to timekeeping, working hours, and attendance expectations.
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Data Protection Act 2018: Protects employees' data, which might include timekeeping records, ensuring proper handling and privacy.
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Timekeeping policy template is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.
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Is this template compliant with 2025 UK employment law?
Absolutely. All of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.
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Can I customise it for my organisation?
Yes, we highlight the areas that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
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Do I get instant access?
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
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What if I need more help, not just this template?
If you're looking for broader support, we also offer toolkits and library bundles that include this template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
