Timekeeping Policy

PHILIPPINE LUEN THAI HOLDINGS CORPORATION
Subject: TIMEKEEPING POLICY Doc No: HRD-005

Issue 1; Revision 1; Page 1 of 20 Effective Date: January 1,2005
Approved by: Evelyn S. Jose
I. OBJECTIVE
1. This P&P aims to standardize the policies and procedures in the area of
timekeeping in all factories of Luen Thai in the Philippines.
2. This Policy and Procedure shall likewise define Luen Thai’s policies on areas
affecting timekeeping reports and processes.
II. RATIONALE
It is Luen Thai’s policy to pay its employees fairly based on the actual days or hours
of work rendered. Therefore, this Policy and Procedure intends to eliminate
underpayment or overpayment of salary due to inaccurate timekeeping reports.
III. COVERAGE
This Policy and Procedure shall apply to employees below the rank of Assistant
Manager or those who are timecard holders. Some provisions of the policy
specifically indicate limitation of coverage.
IV. DEFINITION OF TERMS
A. Employees. Employees of Philippine Luen Thai Holdings Corporation and Its

Subsidiaries, Apparel Tech International, Inc., Candice Apparel, Inc., Designs
Apparel International, Inc., Golden Dragon Apparel, Inc., L&T International
Group, Phils., Inc., Starcar Garments Enterprises, Inc.
B. Employment Status. Regular, probationary, or temporary (casual or reliever)

employment.
C. Timecard Holder. An employee who is required to record time of arrival and

departure from workstations.
D. Daily Attendance Sheet. Form used by an employee to record time of arrival

and departure from workstation.

E. Time Monitoring Machine. Machine provided at all timekeeping stations

where the employee can use his Company ID to indicate time of arrival and
departure from workstation.
F. Company ID. Identification card bearing pertinent information about the

employee. The Company ID has either the proximity card or the barcode to be
used in recording time in/out.
G. Proximity Card. A Radio Frequency ID Card used by an employee to register

his/her work attendance through the utilization of the Time Monitoring
Machine or the Proximity Time Recorder.
H. Official Business. Work assignment outside an employee’s official base. This

can be either within the Philippines or overseas.
I. Compensable Meal Period. Meal break of sixty (60) minutes which is

considered as time worked.
J. Noncompensable Meal Period. Meal break of less than sixty (60) minutes
which is not considered as time worked.
K. Tardiness. Reporting to work or returning from meal break after the scheduled
starting time without prior notice and due to invalid reasons.
L. Undertime. Work less than the required number of hours in a day.
M. Transfer. The permanent or temporary movement of an employee from one

job to another of equivalent rank or the transfer of an employee from one
department/company to another occupying the same job.
N. Cut Off Period. A period of 15 days, such as the following:
 21st – 5th of the month; 6th – 20th of the month

 24th – 8th of the month; 9th – 23rd of the month

V. POLICY
A. Who are Timecard Holders (P&P No. 01-004-PI)
All employees below the rank of Assistant Manager shall be required to record
the times at which they begin and end work for the day.
B. Method of Recording Time
1. Regular, probationary, and temporary employees whose tenure with the

Company is more than six (6) days record time of arrival and departure in
the Time Monitoring Machine or Timetrack Device by using the
Company ID. An employee may only be allowed to time-in fifteen (15)
minutes before the start of official work schedule.
2. Temporary employees who are hired to work in the Company for a

period of six (6) days or less manually record time of arrival/departure
through the use of Daily Attendance Sheet.
3. Timecard holders are required to record time on the following occasions:
3.1 when the employee checks in for work; and

3.2 when the employee checks out of work.
4. In an extreme case wherein an employee cannot be issued the Company

ID on the first day of work, the new employee shall record his/her
attendance through the use of Daily Attendance Sheet. The Timekeeper
manually encodes the data in HR2 Timetrack System.
5. In case of loss of Company ID, the employee shall be allowed to record

time of arrival and departure through the use of Daily Attendance Sheet
within a certain period of time.
C. Work Schedule
1. The Company reserves the right to set the work schedule of its employees
based on its operational requirements.

2. Kinds of work schedules:
2.1 Regular work schedule – means that the employee reports for
work for six (6) days in a week for at least eight (8) hours in a
day.
Illustrative example:
Mondays to Saturdays - 8am to 5pm

Sundays - rest day
2.2 Compressed work schedule – implies less working days but

longer work hours during the weekdays.
Mondays to Fridays - 8am to 6pm

Saturdays & Sundays - rest days
For compressed work schedule, the following points should

always be taken into consideration:
2.2.1 The employee voluntarily agrees to work more than

eight (8) hours a day to complete the forty-eight (48)
or forty-five (45) hours workweek. Each employee is
required to accomplish the Application for
Compressed Work Schedule (Attachment “A”) prior
to implementation of the compressed work
arrangement.
2.2.2 The employee waives the payment of overtime pay in

excess of the eight (8) hours work per day.
2.2.3 That there will not be any diminution whatsoever in

the weekly or monthly take-home pay and fringe
benefits of the employee.
2.2.4 The work of the employee does not involve strenuous

physical exertion and they are provided with adequate
rest periods or ‘coffee breaks’ in the morning and
afternoon.

2.2.5 The compressed work schedule is reported to the

Department of Labor and Employment (DOLE) prior
to its implementation.
2.3 Broken Shift – means that the employee reports for work in the
morning and afternoon or evening to complete the eight (8) hours
work in one day. It is recommended that broken shift be the last
resort of organizational unit heads in addressing operational
requirements since this work schedule is costly on the part of an
employee. An employee on a regular or compressed work schedule
may go on a broken shift.
Illustrative Example #1: (with compensable meal break)

Monday to Saturdays - 8am to 12noon and 2pm to 7pm
Illustrative Example #2: (with non-compensable meal break)

Work shift - 8am to 11am & 4pm to 9pm
Actual Time-In - 8am & 3:45pm
Actual Time-Out - 11:01am & 10:02pm
3. Unless otherwise advised in writing by the respective unit head, a newly

hired employee shall be assigned a work schedule similar to the
organizational unit where s/he shall be assigned.
4. Changes in the work schedule of employees should be supported with:
4.1 amendment due to operational requirements - Revised or new

work schedule in hard copy or memorandum from the department
head or Management indicating the reason(s) of the revision(s).
4.2 amendment due to an employee’s personal request to change work

schedule - Duly accomplished and approved Application for
Leave/Change of Shift/Change of Day Off. (Attachment “B”)
4.3 amendment due to change of schedule from regular work shift to

compressed workweek - Duly accomplished and approved
Application for Compressed Workweek.
5. Special Provision: Revision of work schedule in the Timetrack System

(HR2) is the responsibility of the timekeeper. Revisions can only be
effected upon receipt of any of the documents stated in Item #4 of this
Policy and Procedure.

D. Change of Shift/Change of Day Off
1. Change of shift or change of day off can be initiated by the unit head due
to operational requirements or by the employee for important personal
reason(s).
2. An employee’s request for change of shift or change of day off maybe

allowed on the following cases:
2.1 natural calamities or fortuitous events, i.e. earthquake, fire;

2.2 occurrence of massive transportation strike;
2.3 bringing of a legal dependent to a hospital or medical clinic; and
2.4 other important and serious case.
3. Request for change of shift or change of day off have to be submitted for
review and approval of the respective unit head at least four (4) days
before effectivity. The organizational unit head reserves the right to
approve or reject a request depending on operational requirements.
4. An employee who reports on a work shift other than the approved work
schedule without the necessary document as enumerated in Item C.4 of
this Policy & Procedure, is deemed absent on that particular day and
therefore subject to salary deduction.
E. Tardiness
1. Tardiness is defined as reporting to work or returning from meal break

after the scheduled starting time. Tardiness implies late arrivals without
valid reason and without prior notice to superior.
2. An employee who is tardy in reporting for work is required to record

his/her time of arrival. Tardiness/undertime cannot be offset with
overtime. (Philippine Labor Code)
3. Tardiness on ordinary working days: Tardiness after the 5-minute grace

period is deducted from the employee’s pay. On the other hand, no
deduction is made for tardiness within the 5-minute grace period. The
employee may also be penalized in accordance with the Company’s Code
of Discipline.

Illustrative Example #1:

Work schedule - 8am to 5pm
Actual time in - 8:06am
Deduction - 6 minutes

Work schedule - 8am to 5pm
Actual time in - 8:05am
Deduction - 0 (none)
4. Tardiness on a rest day, rest day falling on a holiday, regular holiday, or a

special holiday: No tardiness shall be deducted; rather, the calculation of
hours worked is based on the employee’s actual time in/out and the
Authorization to Render Overtime, whichever comes later.
F. Meal Breaks
1. Meal break of sixty (60) minutes is considered as time off or

noncompensable time. (Philippine Labor Code)
2. Treatment of meal break for continuous shifts:
Continuous shifts due to overtime work rendered within Company

premises – the treatment of meal break depends on what is
indicated in the duly approved Request for Overtime. Thus, the
Request for Overtime should specify the meal break(s) of the
employee. This applies to any type of day: regular, rest day, or
holiday.
Continuous shifts due to overtime work rendered outside Company

premises or outside official base (official business):
First shift : less one (1) hour noncompensable meal break

Succeeding shifts: meal break(s) treated as compensable
This applies to any type of day: regular, rest day, or holiday.
G. Undertime
1. Undertime is defined as rendering work less than the required number

of working hours in a day. Undertime maybe allowed at the beginning,
during, or end of the work shift.

2. Undertime requires prior notice and/or approval of the unit head

through submission of the duly accomplished and approved
Application for Leave/Change of Shift/Change of Day Off. When
undertime at the beginning of the shift is not anticipated, the employee
is required to notify his/her immediate supervisor through any means of
communication at least one (1) hour before the start of work.
2.1 An employee who went on undertime at the beginning of the

shift has to swipe in the Company ID upon arrival at the
workstation. Unplanned change of shift to cover undertime is
not allowed.
2.2 For undertime during the shift, the Application for

Leave/Change of Shift/Change of Day Off shall serve as gate
pass for the employee to leave/return to Company premises
earlier than work schedule. An employee who went on
undertime during the shift is not required to swipe out/in when
s/he leaves and returns to the Company premises.
Illustrative Example:
Work Schedule - 9am to 6pm

Undertime - 2pm to 4pm (2 hrs)
The employee need not swipe out when s/he leaves at 2pm and swipe
in when s/he returns to work on or before 4pm
2.3 For undertime at the end of the shift, the Application for
Leave/Change of Shift/Change of Day Off serves as gate pass
of the employee to leave the premises earlier than work
schedule. Undertime at the end of the shift requires the
employee to swipe out the Company ID.
Work Schedule - 9am to 6pm

Undertime - 4pm to 6pm (2 hrs)
The employee needs to swipe out when s/he leaves at 4pm

3. Undertime maybe allowed for any of the reasons enumerated below:
3.1 massive transportation strike;

3.2 natural calamities or fortuitous events;
3.3 bringing of a legal dependent to a hospital or medical clinic for
emergency reasons; and
3.4 other important and serious cases.
4. Duly approved undertime maybe charged against the employee’s leave

credits, vacation or sick leave, as the case maybe. The minimum
number of hours that can be charged against leave credits is one (1)
hour.
H. Overtime
1. In accordance with the provisions of Philippine Labor Laws, all

employees who occupy non-supervisory positions are entitled to
overtime premium.
2. For employee occupying supervisory positions and whose gross

monthly salary falls within the range of P8,000 – P20,000 and had
been employed with the Company before June 1, 2002, the Company
grants overtime meal allowance.
3. The following shall be treated as overtime work:
3.1 work in excess of the agreed daily hours of work (8 hours for
regular schedule and variable hours for compressed work
schedule) on an ordinary working day
3.2 work regardless of number of hours on a rest day, rest day
falling on a holiday, regular or special holiday
3.3 work after gap within the same work day, e.g. in a work day of
8am to 8am, work from 8am to 4pm is treated as regular hours while
work from 12am to 8am is treated as overtime
4. Overtime work, whether rendered within or outside Company

premises/official base (official business) should always be supported
with a duly accomplished Authorization to Render Overtime Form.
Only authorized overtime work is paid with overtime premium or
overtime allowance prescribed by Philippine Labor Laws and/or
Company policies.

5. For ordinary working days, the minimum compensable overtime is

thirty (30) minutes. Overtime work is rounded down to the nearest
thirty (30) minutes. For restdays and holidays, no rounding down is
applied. Instead, the compensable overtime work is calculated based
on the employee’s actual time in/out or the duly approved
6. Request for Overtime should be encoded in the Timetrack System no

later than 3:00pm of the day that the overtime work shall be rendered.
For cases of emergency overtime work, the Request for Ovetime has to
be encoded, validated, and approved on or before 8:00am of the day
succeeding the overtime work. Classified as emergency overtime work
are unforeseen events that requires immediate extension of working
hours.
Exempted from this rule are those employees whose task involves
regular travel from one factory/place to another, such as drivers,
messengers, Corporate staff, and escorts. In this case, the Request for
Overtime has to be encoded and approved immediately after the
employee’s return to work.
7. Overtime Rate Table for various scenarios: (Philippine Labor Code)
Day Type 1st 8 hrs Next 16 hrs
Regular Working Day 100.00% 125.00%

Rest Day 130.00% 169.00%
Special Holiday 130.00% 169.00%
Regular Holiday 200.00% 260.00%
Rest Day & Special Holiday 150.00% 195.00%
Rest Day & Regular Holiday 260.00% 338.00%
I. Treatment of Hours Worked on Various Scenarios
1. Straight Shifts Not Exceeding 24 Hours
The 24-hour period or ‘work day’ commences from the beginning of the shift of the
employee and ends 24 hour thereafter.
In a work shift of 8am to 5pm, the 24-hour period commences
at 8am of the current day and ends on 8am of the following day

Employees who worked on straight shifts shall be compensated in accordance with the
Overtime Rate Table contained in this Policy and Procedure. The ‘Day Type’ is based on the
start of the 24-hour period or workday.
Day In Day Out 1st 8 hrs Next 16 hrs
Regular Day Special Holiday 100% 125%
Special Holiday Regular Day 130% 169%
2. Straight Shifts Exceeding 24 Hours
The Day Type for the first 24 hours is the Day In of the employee; the Day Type on the
succeeding 8 hours is the Day Out of the staff.
Illustrative Examples:
Day In Day Out 1st 8 hrs Next 16 hrs Next 8 hrs
Regular Day Special Holiday 100% 125% 130%
Special Holiday Regular Day 130% 169% 100%
3. Work on Rest Day, Rest Day Falling on a Holiday, Regular or Special

Holiday
3.1 The basis of computation of hours worked of employees who

are required to work on these days shall be the actual time the
employee begin and end work for the day or the duly approved
Illustrative Example #1: (rest day)

Actual Actual Time Approved
Time In Out Overtime 1st 8 hrs Next 16 hrs
9:30am to 8 hrs @ 2 hrs @
10:00am 9:00pm 9pm 130% 169%
Illustrative Example #2: (rest day falling on a special holiday)

Actual Actual Time Approved
Time In Out Overtime 1st 8 hrs Next 16 hrs
10am to 8 hrs @ 2 hrs @
9:45am 9:00pm 9pm 150% 195%
J. Holiday Pay and Holiday Premium


1. Regular Holidays (applies to both monthly-paid and daily-paid employees)
Holiday pay is payment given to an employee even s/he did not

work on a regular holiday. To be entitled to the holiday pay, the
employee should be present or on leave with pay on the day
immediately preceding the holiday.
Holiday premium is granted to employees who worked on a

holiday except to the following persons: (a) managerial
employees, and (b) officers or members of the managerial staff.

Day 1 – Regular Day, employee was on leave with pay
Day 2 – Regular Holiday, employee did not work
if employee is on a 8hr/day schedule-

Holiday Pay Holiday Premium
8 hrs @ 100% 0
if employee is on a compressed schedule-

9.5* hrs @ 100% 0
*depends on agreed regular hours in a day

Day 1 – Regular Day, employee was on leave without pay
Day 2 – Regular Holiday, employee did not work

0 0

Day 2 – Regular Holiday, employee worked for 4 hours

8 hrs @ 100% 100% of 4 hours
2. Special Holidays
2.1 Monthly-paid employees


2.1.1 The policy on special holidays for monthly-paid

employees shall be similar to the aforementioned policy
on regular holidays except the holiday premium rates.
2.2 Daily-paid employees
2.2.1 No-work, no-pay.
Day 2 – Special Holiday, employee worked for 4 hours

0 4 hours @ 130%
K. Official Business
1. An employee attending to an official business, whether in the

Philippines or overseas, is required to accomplish and secure the
approval of the department head or the authorized signatory on the
Notice of Official Business Form. (Attachment “C”) Employees
whose regular job involves travel from one factory/place to another,
such as driver, messenger, escorts, are covered with this policy. An
employee assigned to other subsidiaries to accomplish a certain project
is considered on official business.
2. The approval on the Notice of Official Business Form should be

secured on or before the start of the work assignment in other location.
In cases that the time of arrival in the place of assignment or
completion of the task cannot be determined prior to going on official
business, the duly approved Notice of Official Business Form has to be
submitted immediately upon return to work on the subsequent day.
3. In cases of unexpected official business of one (1) day, the Notice of

Official Business Form has to be accomplished and submitted to the
timekeeper immediately upon return to work on the subsequent day.
4. For official business to any of the subsidiaries or affiliates overseas for

at least one (1) payroll cut-off, the Timekeeper in the employee’s
official base assumes that the staff on official business has perfect
attendance.

5. For official business that would require the employee on overseas

assignment to stay longer than one (1) payroll cut-off, he/she should
have to follow the procedure stated on Section M 1.3.
L. Loss of Company ID
1. The employee who lost his/her Company ID manually records time of

arrival and departure from workstations in the Daily Attendance Sheet
for a period not to exceed five (5) working days.
2. After the lapse of the five (5) working days, the employee is not
allowed to enter Company premises if s/he has not secured replacement
of the Company ID.
3. The detailed procedures on how to get replacement of lost Company ID

are contained in a separate policy and procedure.
M. Transfer to Subsidiaries Within the Philippines or Overseas
1. Temporary Transfer
An employee is considered on temporary transfer when s/he fills up a

vacancy created due to the absence of an incumbent in a
particular unit/company.
Transfer to any of the subsidiaries in the Philippines:

The employee manually records his/her attendance in the
temporary office/factory assignment using the Daily Attendance
Sheet. The attendance record of the employee is submitted to
the originating Company following the payroll cut off using the
Timesheet contents and format. (Attachment “D”) Note: This
policy may change depending on the progress of the computerization
program.
Transfer to any of the subsidiaries and affiliates overseas:

Employees who are on temporary overseas assignment (ie., Hong
Kong, Mainland China, USA, Cambodia, Saipan, etc…) will have to
record their attendance by logging in/out using the temporary

identification card (ID card) issued by the local host Human

Resources. (Attachment “E”) Note: Employees will have to follow
the official business hours of the host country including the
observance of working hours and holidays but will still in bounded by
their respective country of origin’s timekeeping and attendance
policies.
2. Permanent Transfer
Transfer of employees should be parallel with payroll

cut off. In the event that the transfer is in between the cut off,
the originating Company submits the attendance report to the
receiving Company two (2) days from end of the applicable cut
off.
N. Failure to Record Time of Arrival and/or Departure
1. Failure to record time of arrival and/or departure to/from workstation,

due to the employee’s own fault, shall be subject to disciplinary action
as contained in the Code of Discipline. At any rate, the employee is
required to accomplish the Validation Form (Attachment “F”) and
secure the approval of the department head so that the actual time in
and out will be reflected.
2. In case that an employee failed to record time of arrival and/or

departure due to reasons beyond his control, such as machine
breakdown, the employee has to immediately inform the immediate
supervisor or the Timekeeper and accomplish a Validation Form.
3. The Timekeeper generates a daily report on attendance for validation of

the respective HR Officers/HR Staff. Validation is the process by
which the employee accomplishes a Validation Form and secures the
approval of the respective department head so that the actual time the
employee arrived and left the workstation is recorded.
O. Submission of Timekeeping-Related Report or Documents/Uploading of

Timekeeping Report to Payroll System
1. The Timekeeper uploads the Timekeeping Report to Payroll System

within two (2) working days from the end of applicable payroll cut off.

2. Timekeeping-related documents, i.e. Validation Form, have to be

submitted to the Timekeeper immediately on the day subsequent to
occurrence or at the latest, on or before 5:00pm of the last day of the
applicable payroll cut off.
3. Timekeeping-related documents received after the deadline is

processed on the succeeding payroll. The prescription period in the
submission of these documents is one (1) cut off after the date of
occurrence; afterwhich, the documents/request for adjustment shall not
be processed.
Date of OB - September 22, 2001

Applicable cut off - September 21-October 5
Succeeding cut off - October 6-20
Applying the above ruling, the employee has until October 20 to file
the Notice of Official Business Form.
L. Authorized Signatories on Timekeeping-Related Documents
1. Unless otherwise contained in a separate Policy & Procedure, the

authorized signatory in timekeeping-related documents including on-
line approval, is the respective section/department/division head or
his/her certified personnel.
2. All authorized signatories are required to submit Specimen Signature

Form (Attachment “G”) to the Human Resources Department.
Changes in authorized signatories should be reported by accomplishing
a new Specimen Signature Form.
M. Timetrack Device Breakdown
1. Time Monitoring Machine breakdown should be immediately reported

to the Timekeeper. The Timekeeper is responsible in reporting
machine breakdown to the IT Division or the supplier, depending on
the extent of the machine damage.
2. In case of machine failures, the employees manually record time of

arrival and departure using the Daily Attendance Sheet.
N. Special Payroll

1. Special payroll is requested in cases that the employee did not

completely receive salary or the employee received only half of the
expected wage due to reason(s) beyond their control, i.e. machine
failure.
2. Special payroll is paid within three (3) working days from the date the
report and/or documents were submitted to the Human Resources
Division.
3. In the event that the respective section/department/division head is

responsible for the non-payment or underpayment of employee’s
salary, such as in the case of failure to approve Request for Overtime
on time, the organizational unit head should be called upon to explain
accordingly. In the same manner, repeated errors of the timekeeper that
resulted to non-payment or underpayment of employee’s salary shall
lead to disciplinary action.
4. It is the responsibility of the Human Resources Division to request for

payment of special payroll of employees.
VI. PROCEDURES
The procedures enumerated below may change and the tasks maybe automated once
the computerization project is fully implemented. Revisions in procedures brought
about by computerization shall be communicated through issuance of Policy
Guidelines. Other timekeeping-related tasks that have been automated as of
finalization of this Policy and Procedure are not included.
A. Change of Work Schedule
1. Changes due to operational requirements
1.1 The section/department/division head submits to the Human

Resources Department the change in work schedule on or
before the changes take effect.
1.2 The Timekeeper changes the work schedule of the employee or

group of employees in the system.
2. Personal request to change work shift or change day off:


The employee secures and accomplishes an Application for

Leave/Change of Shift/Change of Day Off.
The employee secures the approval of the section/department/division

head. For mutual change of shift/day off, the employees asks
the other employee to sign in the form.
The employee submits the duly approved Application for

Leave/Change of Shift/Change of Day Off to the Timekeeper.
The Timekeeper changes the work schedule in the system.
B. Undertime
1. The employee accomplishes an Application for Leave/Change of

Shift/Change of Day Off and secures the approval of his/her immediate
supervisor and department head.
2. The employee submits the duly accomplished and approved

Application for Leave/Change of Shift/Change of Day Off to the
timekeeper or the designated person.
3. In case of undertime during the shift, the employee photocopies the

duly approved form and presents the duplicate to the guard at the exit
area.
C. Failure to Indicate Time of Arrival and/or Departure/Validation of

Timekeeping Data
1. Official Business (OB)
2.1 The employee secures and accomplishes a Notice of Official

Business Form.
2.2 The employee secures the approval of his/her immediate

supervisor and/or department head on the Notice of Official
Business.
2.3 The employee submits the duly accomplished and approved

Notice of Official Business form to the timekeeper or the
designated person.

2.4 The Timekeeper encodes the revision in the system.
2. Other Reasons
1.1 The employee secures and accomplishes a Validation Form.
1.2 The employee secures the approval of his/her immediate

supervisor and/or department head.
1.3 The employee submits the duly approved Validation Form to

the timekeeper or the designated person.
D. Loss of Company ID
1. The employee reports the loss of the Company ID to the Timekeeper.
2. The Timekeeper informs the employee of the requirement in securing

replacement of the Company ID and the transitory method of recording
time in/out. (The procedures on how to request replacement of lost ID
are contained in the Policy & Procedure on Company ID)
3. The Timekeeper prepares the Daily Attendance Sheet and forwards the
same to the security guard or to the person who monitors time in/out of
employees.
E. Machine Failure
1. Upon receipt of the report of machine breakdown, the timekeeper

coordinates with the supplier or the Engineering Department the repair
of the device.
2. Should the repair involve some cost, the timekeeper requests payment
thereof and forward it to Finance Department.

F. Special Payroll
1. The employee reports to the Human Resources Department his/her

failure to receive the salary.
2. The Human Resources Department forwards request for payment of the

employee’s salary to the Payroll Section-Finance Division.
3. The Payroll Section-Finance Division releases payment to the subject

employee.
VII. REPEALING CLAUSE
A. All existing policies and procedures inconsistent with these guidelines shall be
modified accordingly.
B. Periodic review of this Policy and Procedure may be done; changes, variations,
or modifications to this Policy and Procedure may be effected only by the
authorized signatory or his/her representative.

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PHILIPPINE LUEN THAI HOLDINGS CORPORATION

Subject: TIMEKEEPING POLICY Doc No: HRD-005

Approved by: Evelyn S. Jose

IV. DEFINITION OF TERMS

A. Employees. Employees of Philippine Luen Thai Holdings Corporation and Its

B. Employment Status. Regular, probationary, or temporary (casual or reliever)

C. Timecard Holder. An employee who is required to record time of arrival and

D. Daily Attendance Sheet. Form used by an employee to record time of arrival

Subject: TIMEKEEPING POLICY Doc No: HRD-005

Approved by: Evelyn S. Jose

E. Time Monitoring Machine. Machine provided at all timekeeping stations

F. Company ID. Identification card bearing pertinent information about the

G. Proximity Card. A Radio Frequency ID Card used by an employee to register

H. Official Business. Work assignment outside an employee’s official base. This

I. Compensable Meal Period. Meal break of sixty (60) minutes which is

L. Undertime. Work less than the required number of hours in a day.

M. Transfer. The permanent or temporary movement of an employee from one

N. Cut Off Period. A period of 15 days, such as the following:

 21st – 5th of the month; 6th – 20th of the month

Subject: TIMEKEEPING POLICY Doc No: HRD-005

Approved by: Evelyn S. Jose

A. Who are Timecard Holders (P&P No. 01-004-PI)

1. Regular, probationary, and temporary employees whose tenure with the

2. Temporary employees who are hired to work in the Company for a

3. Timecard holders are required to record time on the following occasions:

3.1 when the employee checks in for work; and

4. In an extreme case wherein an employee cannot be issued the Company

5. In case of loss of Company ID, the employee shall be allowed to record

Subject: TIMEKEEPING POLICY Doc No: HRD-005

Approved by: Evelyn S. Jose

2. Kinds of work schedules:

Mondays to Saturdays - 8am to 5pm

2.2 Compressed work schedule – implies less working days but

Mondays to Fridays - 8am to 6pm

For compressed work schedule, the following points should

2.2.1 The employee voluntarily agrees to work more than

2.2.2 The employee waives the payment of overtime pay in

2.2.3 That there will not be any diminution whatsoever in

2.2.4 The work of the employee does not involve strenuous

Subject: TIMEKEEPING POLICY Doc No: HRD-005

Approved by: Evelyn S. Jose

2.2.5 The compressed work schedule is reported to the

Illustrative Example #1: (with compensable meal break)

Illustrative Example #2: (with non-compensable meal break)

3. Unless otherwise advised in writing by the respective unit head, a newly

4. Changes in the work schedule of employees should be supported with:

4.1 amendment due to operational requirements - Revised or new

4.2 amendment due to an employee’s personal request to change work

4.3 amendment due to change of schedule from regular work shift to

5. Special Provision: Revision of work schedule in the Timetrack System

Subject: TIMEKEEPING POLICY Doc No: HRD-005

Approved by: Evelyn S. Jose

D. Change of Shift/Change of Day Off

2. An employee’s request for change of shift or change of day off maybe

2.1 natural calamities or fortuitous events, i.e. earthquake, fire;

1. Tardiness is defined as reporting to work or returning from meal break

2. An employee who is tardy in reporting for work is required to record

3. Tardiness on ordinary working days: Tardiness after the 5-minute grace