Struggling with Leave Policy Compliance: How Can I Get Employees to Follow the Rules?

Please help with the issue below.

Leave Application and Attendance Policy Compliance

Employees in my office avail leave by informing their respective HOD but do not inform the HR Department. Per company policies, any employee applying for leave must keep the HR department informed about the leave. They were already informed that when applying for leave, they have to fill out a Leave Application and email it to their HOD, keeping the HR department in CC. However, no one is following this policy.

Additionally, we have a Biometric Attendance machine at the entrance. If anyone leaves early or arrives late, they do not punch in/out time. Because of this, I am unable to keep records. Everyone is taking things for granted, and it is really frustrating.

In this case, I want to send an email to all employees to strictly follow these policies. Can someone please send me a draft of the email for the same?

Kindly reply to my queries.

Thank you.

Introduction Email for Leave Process and Attendance Policy

Please provide a brief introduction email regarding the leave process to all staff. Inform them strictly that if employees do not submit their leave applications to the HR Department, it will be marked as Leave Without Pay (LOP).

Policy on Late Arrivals and Early Departures

Monitor occurrences of late arrivals and early departures three times in a month. If the frequency exceeds three times, deduct half a day by informing their respective Heads of Departments.

Your involvement is needed to establish these policies.

Regards,

You can straight away write in the mail that in the absence of any leave application to the HR department, the leave will be considered as LOP. Also, if anyone is coming late and leaving early without punching, they will be marked as absent or half-day.

You have to be stricter in the implementation of HR policies. If employees are taking procedures for granted, you can conduct a meeting with all employees in a group and explain to them the importance of HR functions. Also, inform them about the consequences if they fail to follow the policies.

Regards,
Harpreet

With regard to your query, rather than email, you can opt for open communication, such as morning meetings or conducting a meeting and documenting minutes. Alternatively, you can also share the information on the notice board, as not all employees may have email addresses.

Regarding late marking, I agree with Mr. Ashok Negidi—ensure communication is two-way in an open meeting.

Thanks,
Parimala

Draft Leave Policy and Procedure

Attaching herewith the draft leave policy, the procedure to avail the leave, along with a draft notice for late coming/early going for your information. These drafts may help you in designing your own leave policy and notices suiting the requirements of your organization.

Regards,
T. M. Rao

You can send an email to all Heads of Departments (HODs) informing them of your leave and copy (CC) the HR department. Otherwise, it will be treated as Loss of Pay (LOP).

Instructions for Leave and Attendance Compliance

You should instruct all Heads of Departments (HODs) to communicate with their General Managers (GMs) to forward all approved leaves to HR for processing employee salaries. In the event of a missing incoming/outgoing punch, employees should complete an On-Duty slip and obtain approval, similar to the process for leaves. The approved On-Duty slips should then be forwarded to HR by their respective HODs.

Moreover, approved leaves must be submitted to HR at least five days before salary processing to avoid deductions for Loss of Pay (LOP).

To ensure compliance, these procedures need to be followed for a minimum of two to three months for all employees to align with the new process.

Regards,
Mathur AK