how can i write a memo or note on absenteeism policy for staff who just take off as they wish and for those always coming late to work
From Nigeria, Lagos
From Nigeria, Lagos
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Hello!!
We follow the following policy regarding absentism and late coming:
Attendance
Employees at (Company Name) have been hired because a specific need for their services exists within the organization. When an employee is absent from work, for whatever reason, this need is neglected. For this reason, it is important that employees are regular and consistent in their attendance.
Employees who have excessive absences may be subject to disciplinary action, up to and including termination.
It is each employee's obligation to notify their supervisor, as far in advance as possible, whenever he or she will be late or absent, and to advise the time of expected return to work. If the supervisor is not available you must inform the HR and provide a telephone number where you may be reached.
Approval of Leave
An employee’s supervisor must approve leave in advance. Sick leave that is foreseeable (e.g. planned surgery) must also be approved in advance.
NOTE:
• Application for leave can be obtained from the HR.
• Application for leave should be made in advance and leave availed only after obtaining the sanction.
• In case of some emergency where prior sanction is not possible, information on telephone/in writing must be sent to your supervisor or the HR department.
• Leaves should be planned and informed to your PM well in advance
• Leaves up to two days should be informed a week in advance
• All leaves extending for more than two days should be informed two weeks in advance
• Long period of leaves in case of marriage or any other function should be informed one month in advance.
Late Deduction Policy
(i) Reaching office between 9:30-10:- It will be permissible for 3 times in a month. After that, will be considered as a half day.
(ii) Reaching Office after 10:- will be considered as a Half Day.
(iii) Leaving from office before 4:30 will be considered as a Half day
(iv) Leaving from between 4:30-6:- is permissible only once in the month, and that too with genuine reason.
I hope the above policy works for you as well!!
Regards.
Rupali
From United States, Cambridge
2We follow the following policy regarding absentism and late coming:
Attendance
Employees at (Company Name) have been hired because a specific need for their services exists within the organization. When an employee is absent from work, for whatever reason, this need is neglected. For this reason, it is important that employees are regular and consistent in their attendance.
Employees who have excessive absences may be subject to disciplinary action, up to and including termination.
It is each employee's obligation to notify their supervisor, as far in advance as possible, whenever he or she will be late or absent, and to advise the time of expected return to work. If the supervisor is not available you must inform the HR and provide a telephone number where you may be reached.
Approval of Leave
An employee’s supervisor must approve leave in advance. Sick leave that is foreseeable (e.g. planned surgery) must also be approved in advance.
NOTE:
• Application for leave can be obtained from the HR.
• Application for leave should be made in advance and leave availed only after obtaining the sanction.
• In case of some emergency where prior sanction is not possible, information on telephone/in writing must be sent to your supervisor or the HR department.
• Leaves should be planned and informed to your PM well in advance
• Leaves up to two days should be informed a week in advance
• All leaves extending for more than two days should be informed two weeks in advance
• Long period of leaves in case of marriage or any other function should be informed one month in advance.
Late Deduction Policy
(i) Reaching office between 9:30-10:- It will be permissible for 3 times in a month. After that, will be considered as a half day.
(ii) Reaching Office after 10:- will be considered as a Half Day.
(iii) Leaving from office before 4:30 will be considered as a Half day
(iv) Leaving from between 4:30-6:- is permissible only once in the month, and that too with genuine reason.
I hope the above policy works for you as well!!
Regards.
Rupali
From United States, Cambridge
Dear Rupali, This was quite clear and good.Can you also let me know the formula of calculating absenteeism??That will be a great help. regards, Anjali
From India, Gurgaon
From India, Gurgaon
Hi
Looks like a decent policy note.
However, my experience says ABSENTEEISM as a concept need not be treated in terms of POLICY. The moment we use the word POLICY it becomes a hard and fast rule to be followed.
ABSENTEEISM should have safe guidelines to be followed.
Deduction Policy should be implemented kept in mind the Office Compex distance from city... esp in an IT Park/City kind of a situation
Cheers
K
From India, Madras
Looks like a decent policy note.
However, my experience says ABSENTEEISM as a concept need not be treated in terms of POLICY. The moment we use the word POLICY it becomes a hard and fast rule to be followed.
ABSENTEEISM should have safe guidelines to be followed.
Deduction Policy should be implemented kept in mind the Office Compex distance from city... esp in an IT Park/City kind of a situation
Cheers
K
From India, Madras
Dear Ms. Rupali,
We have deducted half a day of a staff member who was late six times in a month. He is questioning us about the basis on which this deduction was made. How should I handle this situation?
Regards,
Sandeep
From India, Panaji
We have deducted half a day of a staff member who was late six times in a month. He is questioning us about the basis on which this deduction was made. How should I handle this situation?
Regards,
Sandeep
From India, Panaji
Hi,
My understanding is that a memo should be served as a notification for compliance. The patterned habit of non-compliance is then addressed not only with a memo for correction but also with a broader spectrum of control mechanisms. My thoughts on this should be as follows:
As Correction:
- The memo should identify absenteeism and its current status, highlighting its impact on the organization.
- Sanctions and their effective dates should be clearly stated.
As Corrective Action:
- Enforce the Attendance Policy through proper processes and procedures, implementing an attendance monitoring scheme, and outlining potential sanctions, etc.
Hope that helps.
BS
Roger
From Saudi Arabia, Khobar
My understanding is that a memo should be served as a notification for compliance. The patterned habit of non-compliance is then addressed not only with a memo for correction but also with a broader spectrum of control mechanisms. My thoughts on this should be as follows:
As Correction:
- The memo should identify absenteeism and its current status, highlighting its impact on the organization.
- Sanctions and their effective dates should be clearly stated.
As Corrective Action:
- Enforce the Attendance Policy through proper processes and procedures, implementing an attendance monitoring scheme, and outlining potential sanctions, etc.
Hope that helps.
BS
Roger
From Saudi Arabia, Khobar
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