Struggling with Late Comers? How to Create an Effective Office Timing Policy

Hi seniors,

I am working in a middle-level company as an HR executive. I want to create a policy for office timings. Kindly help.

Nehagoel3j

Hi Neha,

In my office, we have implemented a system of tracking late marks. Our official timings are from 9:30 am to 5:30 pm. Any employee arriving after 9:30 am will be marked as late. Upon the 3rd late mark, the employee will have half a day's salary deducted.

Employees arriving after 10:30 am will be considered as half-day late, and the same applies in the evening.

Thanks & Regards,
Viren.

Kindly, can anybody send us more suggestions for the same? Our office timing is also 9:30 to 6:30, but it's a small consultancy planning for expansion. For this, we need to maintain decorum in the office, which is not being maintained.

I also do the same thing but nothing happens. I would appreciate anybody helping me out in implementing office decorum.

Thanks,
Manu

Hi Neha,

Some ways through which you can curb late coming in a company could be:

1) Allow employees to arrive 30 minutes late in the office, the frequency of which could be decided by the management. Devise a form. The employee has to inform beforehand for late coming. This form/small slip should be filled out by the employee, signed by the T.L. or higher authority, and submitted to HR/Admin. The late coming permission could be granted once or twice a month.

2) You could deduct salary in proportion to the time or occasions of late coming. For example, you can excuse late coming the first or second time by just giving a strict verbal warning. From the third occasion, charge an amount along with a written warning.

3) You can ask the employee to compensate for late coming. For instance, if he or she arrives 15 minutes late, ask them to put in extra work for those 15 minutes.

4) It is essential to have written policies for late coming and measures that HR will adopt in the event of late coming/tardiness/absence.

You can even make it very clear with all the employees that in our company, we have a policy that the maximum period of delay for reporting to work on any working day would be 15 minutes over and above the normal working time.

Hope this information meets your requirements.

Viren bhai,

Kem tame Labour Law ni khabar nathi? Thame evi rite payment no kut karishako. According to labour law, you should issue notice then an enquiry before deduction. Thmaro nano bhai, Bad loser.

Dear Neha,

I agree with Shalini.... Also, would like to share with you....

In my previous organization, we had strict timings from 10 to 7. Compulsorily, we had to work for 8 hours. In case we were late by 10-15 minutes, we had to inform our seniors immediately. Three late marks in a month would mean a half day, and accordingly, the salary was deducted. I feel if the management and team leaders cooperate, then surely this works, and you too need to be strict with no leniency and no excuses.

Regards,
Anu

Dear Neha,

In my organization, we are following these rules:

1) Three days are allowed; after that, half-day leave will be deducted for the next consecutive days.
2) Five minutes late is allowed.

Thanks & Regards,
Swati

Hi,

I've also implemented a policy for latecomers. After three instances of tardiness, one day will be deducted. However, if a Team Leader arrives late but works late as well, what should I do? Should I adjust their clock-in and clock-out times, or should I base any deductions solely on their clock-in time?

Kindly advise.

Regards,
Vanita

Hi all,

I am having the same problem as Vanita. If the senior persons or team leaders work late hours, what should be done when they are regularly late in the mornings? They are giving more time to the company than normal working hours. Please suggest.

Regards,
Mohit

Hi!

I work in a small retail company. How can I implement a strict time policy in my organization? Store members report to me when they come, but usually, one person lies for the others and they try to help each other. We only have phone contact with stores, and they often claim that the phone lines are not working, which is why we are unable to contact you. I am not able to visit each store.

So, how can I monitor latecomers at the stores or retail outlets? Kindly suggest.

Regards,
Mohit

Dear Sachin,

Kindly find attached the format of the warning letter.

In my company, the timings are 9:00 a.m to 5:30 p.m. We'll excuse 15 minutes late coming. At the month end, we'll calculate the number of latecomings (after 9:15 a.m) and late-going days (after 7:00 p.m). We'll calculate the difference between them. If the difference is more than 4, i.e., from count 5, half-day salary will be deducted.

During the busy schedule of product delivery, many employees work late hours. At that time, management will decide to excuse latecoming, but only for that specific period.

Overall, it depends on your company's work mode. Accordingly, establish some rules to promote sincerity among employees.

If any points are unclear, please let me know. All the best!

With Regards,
Madhu

Hi Everybody,

All of your thought processes are appreciated, but in a software professional setting, timing is taken into account (except Infosys, TCS, Satyam...). Please understand that I am referring to the timesheet hours because timesheets are necessary in this profession. Why not think about flexible timing? Where there are defined targets mapped to performance.

Thank you.

All Respectable Members,

Did anyone comment on how late these latecomers are sitting in the office after official working hours without being paid compensatory off and overtime? Nobody says this because half knowledge is always dangerous.

If sitting late hours beyond in the office is a general practice, then there is no point in such a policy that does not compensate for extra hours worked. It is not fair to ask employees to report on time and overstay at work without compensation.

Tamaro Nanakdo Bhai, Bad loser

Dear Neha,

Maybe it will provide you some guidelines.

Policy & Procedure for Punctuality

HRP / 17 / 00

Total Number of Pages: 02
Issued on: October 27, 2008
Approved on: October 28, 2008
Implement w.e.f. November 1, 2008

1. INTRODUCTION

1.1 PURPOSE

To maintain a productive and efficient work environment, XXX Pvt Ltd, expects employees to be reliable and punctual in reporting for scheduled work.

1.2 SCOPE

This policy applies to all employees of the company working under the management cadre as full-time permanent employees of the company.

1.3 RESPONSIBILITY

It is the responsibility of employees to notify their supervisor of any expected leaves, absences, or tardiness. In the event of an unexpected absence, it is the responsibility of the employee to stay in contact with the supervisor. Departments are responsible for establishing call-in or lateness procedures to meet operational needs.

2. DEFINITIONS

2.1 Working Hours
Duration of working per day as notified by the management

2.2 Late Coming
Arriving at the office after 10 minutes of the notified time

3. POLICY

3.1 All company employees are required to complete their respective notified hours of working during the week.
3.2 A grace period of 10 minutes against the notified timings will be given to all employees for marking attendance.
3.3 If an employee comes late for three (3) days during a month, his/her one day leave will be deducted.
3.4 Similarly, if an employee comes late for more than two (2) hours, he/she needs to apply for a half-day leave.
3.5 The company allows flexible timings without altering the duration of the workweek for respective offices. The employee, in consent with his/her supervisor, may alter his/her work timings from any time from 0830 hours to 1830 hours; however, any such arrangement must ensure that the dependability from other functions is not at stake, and all employees shall ensure their presence latest by 0930 hours.

4. PROCEDURE

4.1 It is the responsibility of each individual to mark his attendance through the system immediately once he arrives.
4.2 In case of no response from the system, the employee should immediately inform the Time office.
4.3 In case of availing the flexi hours, an early intimation shall be sent to Admin. However, the process/service area work schedule must not be altered on an individual basis. Employees may be shifted to another shift to alter timings if required. Information on the change of timings must be communicated to the Admin department prior to the changeover. However, the option of flexi timings may not be applicable to a few due to the critical nature of the job.
4.4 Initially, a casual leave will be deducted on coming late on the third day in a month, and in case of no CL balance, an annual leave will be deducted. Similarly, coming late on the fourth (4th) day onwards will result in deduction of 0.33 days for every additional late coming.

Take Care,

Sultan Mughal
+92 333 223 1122

We have our office timings from 9 am to 5:30 pm. A grace period of 15 minutes is permissible on all working days, but after 15 minutes, it would be marked as late coming. Three instances of late coming would result in a half-day salary deduction. Employees arriving after 10:30 am would be considered half-day absent, and two such half-days would lead to a one-day salary deduction.

Regards,
Rosetta

Hi,

Flexi timings are better than imposing strict timing, especially if your employees attend late-night conference calls. On average, an employee works between 40-45 hours per week.

-- Shash