Employee negligence - requests for attendance regularisation and unauthorised hour additions

Dear professionals,

There has been a significant issue of negligence among some of our staff members regarding their requests for attendance regularization and unauthorized hour additions. As per our policy, I have communicated the proper procedure to them, which is to send a request email to HR with details. They are demanding me to add their attendance punch without an email. However, my management has warned me once not to do that. I clearly told the employees I could not do that. After closely observing the situation, it appears that the reasons for not recording their punches are as follows:

1. Swift or frequent punching, often by multiple individuals simultaneously.
2. Some employees have resorted to trimming their biometric cards to fit them into a single slot conveniently.

I want to emphasize that when approached to rectify these issues, some employees have exhibited a concerning level of arrogance.

I kindly request a review of this case, as it represents a severe breach of behavior from employees.

How could we handle the situation? Looking forward to your valuable suggestions.

Hi,

Employees are supposed to follow the rules and regulations of the company, and any deviation amounts to serious misconduct. Exhibiting arrogance is a demeaning behavior and cannot be tolerated at any cost.

You may post a general circular advising all employees to use the biometric access system properly. Educate them that their salaries are processed based on biometric access entry, and any failure to adhere might result in leave without pay. Similarly, biometric access cards are provided to employees for official purposes, and any alteration to them without the consent of the employer is not legal.

You may also check your biometric access machine for its feasibility to handle multiple entries with rapid intervals. Seek the help of the service provider in case any service is required.

Thank you for your message.

The circular regarding leave, WFH, regularization, and other request submissions has already been distributed to our employees. We offered considerable flexibility in terms of when they can make these requests. However, there have been instances of misuse, with many employees choosing to submit their requests right at the end of the month.

Some employees assert that this is their prerogative and their rights, and they place the blame on the company for any inconveniences they may face.

I also had an unpleasant experience where one of our employees confronted me in front of their colleagues, refusing to comply with the process. It's worth noting that similar behavior has been reported by other employees as well.

Could you please check this case too?

Looking forward to hearing from you.

Hi,

Such arrogant behavior in the workplace should be handled firmly. If the concerned employee has already been counseled and warned, and there has been no significant change in the employee's behavior, then disciplinary action should be taken promptly. Confronting HR in front of other employees will create a negative image among the team, so it is advisable to issue a severe warning to the concerned employee initially.

Thank you.

In this scenario, there are a few sub-cases that warrant discussion:

1. If the management prefers a more delicate approach, can HR address the issue by directly communicating with the employee to issue a warning?

2. If the management wishes to handle the situation with a gentle touch, can HR advise management on the importance of warning the employee?

3. If the employee is a high-performing individual and the management is willing to tolerate this behavior, they request HR not to intervene.

4. What should be done if the employee threatens to resign due to this issue?

Please share if there are additional cases or aspects that need to be considered.

Looking forward to hearing from you.

Hi,

Discipline, conduct, and punctuality should never be relegated to the back seat because all organizations rely on these basic principles. Accordingly, any act of indiscipline should be dealt with disciplinary action, and the onus of responsibility lies with the employer/HR. The lack of discipline in the workplace will lead to decreased productivity and hinder the growth of the business in the long run. As an HR professional, you should discuss this with management and document it for future reference. If management chooses to be lenient, that is their call. Typically, when everything goes well, things will be good. However, if something goes wrong and impacts production/revenue, management will understandably question the HR team for not taking precautionary corrective measures.

"What should be done if the employee threatens to resign due to this issue?" Just because someone is performing well, their misconduct at work should not be tolerated. For an organization, no one is indispensable, and overall productivity should not depend solely on one employee.

In addition, the role of the immediate supervisor in the production department is equally crucial as they interact with employees daily and ensure tasks are completed. It is not solely the responsibility of HR to handle everything; it should be a combined effort involving HR, supervisors, and the HOD of the department.

If the management had been lenient regarding timings and attendance in the past, and you want to suddenly be strict, there is bound to be resistance from the employees. Therefore, it is very important to create an atmosphere that communicates that things are changing through continuous communication and circulars.

Once a process has been implemented, bending rules for specific persons would be detrimental to the organization's growth.

Dear Priya Lakshmi,

It's important to address this issue promptly to maintain the integrity of your attendance recording system and ensure fairness among all employees. Here are some steps you can take to handle this situation:

Document Everything:
Make sure you have a detailed record of each incident, including dates, times, individuals involved, and specific actions taken.

Communicate Clearly:
Reiterate the company policy to all employees involved, emphasizing the importance of following the proper procedure for attendance regularization.

Escalate to HR:
Share all the details of the incidents with your HR department. They will be able to provide guidance on how to proceed, and may also be able to take direct action.

Consult with Management:
Since you mentioned that your management has already warned you not to add attendance punches without proper authorization, consult with them about the situation. They may need to be informed of the seriousness of the issue and decide on any further steps to be taken.

Consider Additional Security Measures:
Given the issues with swift or frequent punching and trimming of biometric cards, you may want to explore options for enhancing security measures. This could include implementing stricter access controls or considering alternative attendance tracking methods.

Address Arrogance and Unprofessional Behavior:
If employees are exhibiting arrogance or unprofessional behavior when approached about this issue, it's important to address it. Encourage a respectful and cooperative attitude when dealing with company policies.

Implement Consequences:
If this behavior continues, there may be consequences outlined in your company's policies or employment contracts. Ensure that these consequences are communicated clearly to all employees.

Monitor and Follow Up:
Keep a close eye on attendance records and continue to address any irregularities promptly. Follow up with HR to ensure that the issue is being managed appropriately.

Maintain Transparency:
Keep employees informed about the steps being taken to address this issue, without disclosing confidential or sensitive information.

Provide Training and Education:
Consider offering additional training or education to employees on the importance of accurate attendance recording and the potential consequences of non-compliance.

However, it's crucial to handle this situation with sensitivity and fairness, while also upholding the company's policies and standards.

Thanks