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Timekeeping policy template

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Our Timekeeping Policy Template promotes punctuality, accountability, and efficient workflow management for a more productive work environment.

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What is a Timekeeping policy?

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.

Timekeeping policy template
timekeeping policy template

What legal and best practice aspects should employers be aware of?

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:

  1. Employment Rights Act 1996: Ensures that employees are provided with a written statement of their employment particulars, which may include details about timekeeping expectations.

  2. Working Time Regulations 1998: Sets limits on weekly working hours, rest breaks, and rest periods, which can impact timekeeping practices.

  3. Equality Act 2010: Requires fair treatment and prohibits discrimination, ensuring consistent timekeeping expectations for all employees.

  4. National Minimum Wage and National Living Wage Regulations: Helps prevent underpayment and emphasizes accurate timekeeping for pay calculations.

  5. Health and Safety at Work etc. Act 1974: Encourages employers to manage workload effectively and prevent fatigue, which can affect timekeeping.

  6. Employment Contracts: Individual employment contracts may include specific terms related to timekeeping, working hours, and attendance expectations.

  7. Data Protection Act 2018: Protects employees' data, which might include timekeeping records, ensuring proper handling and privacy.

Timekeeping Policy


Overview

The purpose of this policy is to cover rules and procedures with regards to timekeeping.

Scope

This policy is applicable to all employees of [company name].

General principles

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 telephone as soon as reasonably practicable to notify them of this fact and of the time you expect to arrive. If you are then late for work, you must report to your line manager and explain the reason for your lateness before starting.

If it becomes necessary for you to leave work before your normal finishing time or to take time off work during normal working hours (even in circumstances of a family emergency), prior authorisation must be obtained from your line manager. You must then report to your line manager on re-commencing work.

Except in the normal course of your job duties and during your lunch break, you must not leave your place of work without the prior authorisation of your line manager.

Your line manager may monitor your timekeeping. Such monitoring will include visual observation and/or electronic swipe-card data (where appropriate).

You have no contractual or statutory right to be paid for time not worked due to lateness or absence. Any payments made by the Company in such circumstances are made in its absolute discretion.

Failure to comply with the above rules and procedures without reasonable excuse and/or persistent poor timekeeping are serious offences and will be dealt with in accordance with the Company's disciplinary procedure.

Enforcement

Altering, falsifying, tampering with time records or recording time on another employee’s time record may result in disciplinary action, up to and including termination of employment.

This policy [does not] form[s] part of your terms and conditions of employment.

Version: [1.0]

Issue date: [date]

Author: [name, job title]

Direction

The Timekeeping policy template is issued by an employer
Employer
Issue path
The Timekeeping policy template is issued to an employee
Employee
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