Document Title: Doc. No.

Effective Date
NEW ATTENDANCE POLICY
Page No.

I. OBJECTIVES
To deliver the best service to its clients, the company expects all employees to maintain a good attendance record.
Absenteeism and tardiness affects productivity, disrupts operational effectiveness and burdens other employees
who must cover for the absent or tardy employee.

This policy shall supersede Attendance Policy HR-2016-XX which was updated on Month Day, YYYY. The objectives
of this new attendance policy are:

1. To set standards in maintaining an excellent attendance and handling attendance issues

2. To establish certain parameters needed to implement the policy effectively
3. To clarify the responsibilities of employees and approving parties
4. To define a clear process in the approval of leave applications

II. SCOPE AND LIMITATION

This policy shall apply to all employees except for those in the Managerial level. However, managers must be able to
implement this policy consistently.

III. DEFINITION OF TERMS

TERMS As will be used in this policy
Absent Unauthorized Leave or an Absence Without Official Leave (AWOL)
Leave of Absence Authorized Leave Without Pay
Tardiness Arriving later than the official start of work schedule
Under Time Leaving work prior to the official end of work schedule
AWOL Absence Without Official Leave
NOI Notice of Infraction is the written document issued by Supervisors to employees who violated
established rules and regulations. The notice requires the employee to explain within FIVE
(5) Calendar Days upon receipt of notice.
NOD Notice of Decision is a collective term used to refer to the final action corresponding to the
infraction committed. This includes coaching logs, verbal and written warnings, suspension,

Prepared by: Reviewed and Approved by:

MARIA TERESA P. BERNABE

Senior HR Consultant
 Document Title: Doc. No.

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termination and notice of case dismissal.

Roll Off Cleansing period
Sick Hotline (SH) Phone number to contact to inform the management for his/her absence
Online LOA Form A new Google Form for application for leave

IV. STATEMENT OF GUIDELINES

A. Notification Requirement

1. Employees shall be responsible in notifying the company at least two (2) hours prior to the start of his/her
official shift for sickness, unplanned tardiness, or unplanned one (1) day absence.

2. A designated mobile phone with both landline and mobile capability shall be used for this notification
requirement. The Sick Hotline (SH) Phone Number are:
Mobile Number
Landline Number

3. This phone shall be in the custody of the following to ensure that the SH phone is not left unattended:
PERSON-IN-CHARGE CONDITION
Human Resources During regular HR Operation days

4. As much as possible, the employee must inform of their absence or tardiness via phone call to the SH phone.
If a call is not possible, the employee must provide the following information via a text message:

a. Full Name:
b. Department/Section:
c. Shift Time:
d. Immediate Superior’s Name:

Prepared by: Reviewed and Approved by:

MARIA TERESA P. BERNABE

Senior HR Consultant
 Document Title: Doc. No.

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e. Reason for Absence:

5. An employee who sends a text message notification of his absence must keep his/her phone lines open to
receive a call from the SH phone. Failure to respond to the call shall invalidate the text message notification
resulting to immediate disapproval.

6. For scheduled absences of more than one day, notification and filing of an ONLINE Leave Application Form
must follow the schedules set below:
NO. OF DAYS PRIOR APPROVAL REQUIRED
One (1) Day At least One (1) Day before
Two (2) to Five (5) Days At least Three (3) Days prior
More than Five (5) Days At least Fifteen (15) Days prior

7. Notification may also be invalidated when no Online Leave Application Form is filed and approved.

B. Absences

1. Each Manager is expected to ensure that there is an adequate number of employees for every shift. Thus,
as much as it can be avoided, unscheduled absences must not be tolerated.

2. To guide managers in approving Leave of Absences, reasons for approval shall be limited to the following:
TYPE OF ABSENCE ALLOWABLE REASONS FOR APPROVAL
LEAVE OF ABSENCE  Attend to personal matters that employee may not be able to
NOT DUE TO SICKNESS attend to on a weekend
or VACATION LEAVE  Vacation, rest or out-of-town trips
(VL)
LEAVE OF ABSENCE DUE  For personal illness or physical incapacity of the employee requiring
TO SICKNESS or SICK either hospital or home confinement
LEAVE (SL)  To recover from any illness/injury, especially if the illness is
contagious or communicable and may affect the health of other
employees
 Enforced quarantine of the employee in compliance with the
community health regulation

Prepared by: Reviewed and Approved by:

MARIA TERESA P. BERNABE

Senior HR Consultant
 Document Title: Doc. No.

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 Actual pre-arranged medical and dental appointment/ check-up or

minor surgery

LEAVE OF ABSENCE DUE  Death of an immediate family member limited to legitimate spouse,
TO EMERGENCY legitimate child, legitimate parent and siblings.
 Destruction of the employee’s residence due to a major natural
calamity such as typhoon, earthquake and the like.
 Sudden Illness and/or hospitalization of an immediate family
member defined in (a).
 Fire in the vicinity of the employee’s residence where such fire
adversely affected the employee.
 Robbery or being Held-up
 “Coup d’état”

3. All reasons for absences shall be subject to the evaluation of the Manager. However, HR may invalidate the
approval if and only if the reason given does not in any way relate to the list above.

4. No two (2) employees within a department or account shall be allowed to be absent on the same day.

5. Approvals for all types of Leave of Absences, VL and SL shall follow the table below:
EMPLOYEE GROUP RECOMMENDING FINAL
APPROVAL/DISAPPROVAL APPROVAL/DISAPPROVAL
Operations
Support

6. In the event that the employee no longer have leave credits, he/she can still apply for a LOA (Leave
of Absence) following the notification and reason requirements above. Although no attendance
points is incurred when filing for a LOA, the overall attendance will be factored in the employee’s
performance rating.

A. Tardiness and Undertime

Prepared by: Reviewed and Approved by:

MARIA TERESA P. BERNABE

Senior HR Consultant
 Document Title: Doc. No.

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1. There is no grace period allowed for arriving late or leaving work. The Company intends to ensure efficient
service to all its clients by training its employees to be present in their respective stations or work areas
before or at the exact time of their official work schedule.

2. In evaluating punctuality, the following will be taken into consideration:

a. frequency of both excused and unexcused tardiness/undertime

b. frequency of unscheduled meal breaks without notice to the Supervisor on duty
c. frequency of extended meal breaks

3. The supervisor may excuse the employee from being tardy or going under time if with PRIOR notice.
However, a LEAVE APPLICATION FORM must support an EXCUSED TARDINESS/UNDERTIME. Without the
form, the tardiness/under time shall be considered UNEXCUSED and will be subject to disciplinary action.

4. Cases for EXCUSED TARDINESS/UNDER TIME are limited to the following:

a. If an employee has to attend to some personal official business and other important matters which
cannot be done at any other time/day.
b. In cases of emergency, as enumerated in Section B.2, the employee has complied with the notification
requirement and has immediately filed his LEAVE OF ABSENCE form upon his arrival in the office.

B. Online Application For Leave

1. The ABC Online Application For Leave Form shall be available for all employees. It is the same form
used to be able to easily file the form and monitor all documentation. The link to access the ABC
Online Application For Leave Form is:
https://docs.google.com/forms/xxxxxxx
2. HR shall be responsible in monitoring, maintaining and updating the database created by the online
Application For Leave Form.
3. A copy of the ABC Online Application Leave Form shall be sent to the email used by the employee
to apply.

Prepared by: Reviewed and Approved by:

MARIA TERESA P. BERNABE

Senior HR Consultant
 Document Title: Doc. No.

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4. The form shall be used to request for approval of Leave of Absences, VL, SL, government leaves
(Paternity, Maternity, Solo Parent, Magna Cart Leave, Leave for Victims of Violence against Women
and Children) and excused tardiness.
C. Point System Mechanics

1. Point System. Employees will accrue “points” for attendance infractions as follows:

POINTS
INFRACTION DETAILS
PER DAY
Less than X minutes late
X minutes to X minutes
Late
X minutes to X hours
More than X hours
Less than X minutes to X hours
Under Time X minutes to X hours
More than X hours
Leave of Absence Approved < X weeks before intended date of absence with
(Authorized Absence) approved Leave of Absence Form.
Absent (Unauthorized
Unplanned absence
Absence)
Approved at least X weeks before intended date of leave
Approved Leave (VL/SL)
with approved Leave of Absence form
Late Notification Late Notification of Absence
AWOL Absence Without Official Leave

2. Waiving of Points.

a. Points may be waived or reversed with the submission of documents that would support the waiver
claim.
b. Claims for reversal of points shall be made within 7 calendar days from the date of absence.
c. Only the Human Resources Department shall be responsibility in waiving points upon review of the
submitted documents.

Prepared by: Reviewed and Approved by:

MARIA TERESA P. BERNABE

Senior HR Consultant
 Document Title: Doc. No.

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3. Tracking System. All Supervisors shall use a shared tracker that must be updated daily. This tracker shall be
shared with all Operations Immediate Superiors, Assistant Immediate Superiors and Human Resources
Department.

4. Roll Off. Points will revert to zero when no occurrence of attendance violation happens within six (6)
months from the last recorded point. However, when an employee incurs other non-attendance related
violations, the Roll Off shall be deliberated on by the Operations Manager and the Human Resources
Manager prior to execution.

5. Incentive. If an employee do not accrue any points in one (1) calendar month, a one (1) point waiver will be
given to the employee. This can be used to roll off past attendance points.

6. Disciplinary Sanctions. Below are the corresponding disciplinary action to be meted by the employee based
on their employment status and points incurred.

TRAINING PROBATIONARY/ PROJECT BASED REGULAR

X points – Written Warning
X points – Final Warning
X points – 1-day Suspension
ZERO Tolerance X points – 3-day Suspension
X points – 5-day Suspension
>X points – Non-Regularization
X points – Written Warning
X points – Final Warning
X points – 1-day Suspension
X points – 3-day Suspension
X points – 5-day Suspension
X points – 10-day Suspension
>X points – TERMINATION

D. Grounds for Disapproval of Leave Application

The following reasons may be used as grounds to disapprove all types of leave application:

1. When the employee fails to comply with proper notification based on the schedule set in Section IV.A of this
policy or late filing.

2. When Management proves that the information provided in the LEAVE APPLICATION FORM is not correct or
not truthful.

3. When the employee is suspended from service.

Prepared by: Reviewed and Approved by:

MARIA TERESA P. BERNABE

Senior HR Consultant
 Document Title: Doc. No.

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4. When the employee extends the initial approved VL/SL period without valid notification and reason.

V. Responsibilities
In summary, the following responsibilities shall be assigned accordingly:

ASSIGNED TO RESPONSIBILITIES
Employee ● Comply with prescribed notification for the corresponding type of Leave of Absence
● Accomplish the ABC online Leave Application Form
● Forward the copy of the ABC Online Leave Application Form to the Approver via email
● Confirm approval prior to actual leave (if scheduled)
Approver of Leave ● Acknowledge receipt of the accomplished ABC Online Leave Application Form
● Verify the reasons given
● Check shift headcount
● Approves/Disapproves application following the guidelines of this policy
● Update Points Tracker
● Recommend Roll Off, as needed
● Recommend Disciplinary Action, as needed
● Recommend Incentive, as needed

ASSIGNED TO RESPONSIBILITIES
Human Resources ● Check the ABC Online Leave Application Database regularly
● Update Leave Credits every first week of the following month, to include newly
regularized employees
● Prepare Staff Leave Credits Report and release on or before the 10 th the month to
Immediate Superiors and Operation Manager
● Prepare Managers Leave Credits Report separately and release to Managers
individually.

VI. Procedures
The same procedures apply on applying for all types of absences and excused tardiness:

RESPONSIBLE ACTION

Prepared by: Reviewed and Approved by:

MARIA TERESA P. BERNABE

Senior HR Consultant
 Document Title: Doc. No.

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Employee 1. Click on the ABC Online Leave of Application Form

2. Fill out the form and attach the necessary document, if any. (For 2 days SL, a medical
certificate must be attached)
3. Wait for a copy of the accomplished ABC Online Application Form
4. Forward the received copy of the form to the following:
a. TO: Immediate Superior/Assistant Immediate Superior
b. CC: Operation Manager
c. CC: HR EMAIL
Immediate Superior 5. Acknowledge Receipt of the Form
6. Verify the reason given and check shift headcount
7. Determine approval or disapproval of the leave based on this policy
8. Respond to the email (whether approved or disapproved) and send to the following:
a. TO: Employee
b. CC: Operation Manager
c. CC: HR EMAIL
Human Resources 9. Acknowledge receipt of the approved or disapproved leave
10. Update ABC Online Leave Application Form database and tag as approved or
disapproved
11. Generate monthly report and send to corresponsing recipients

VII. Related Policies and Procedures

 XXXXXX

VIII. Attachment
 None

IX. Department Heads Approval and Conformance

All Department Heads are signed in compliance hereunder:

Prepared by: Reviewed and Approved by:

MARIA TERESA P. BERNABE

Senior HR Consultant
 Document Title: Doc. No.

Effective Date
NEW ATTENDANCE POLICY
Page No.

Prepared by: Reviewed and Approved by:

MARIA TERESA P. BERNABE

Senior HR Consultant