How to Handle Employees Unconcerned About Salary Deductions for Lateness and Absenteeism?

Dear Sir,

Late-Coming Policy and Employee Attendance

We have a late-coming policy in our company, which has been communicated to all employees and workers in the Marathi language. We allow a 5-minute grace period, and two late arrivals are permitted in case of an emergency. During the first three months, we deduct late-coming days from the salary, and after a joint discussion, we return the deducted amount for the first three months.

Recognition for Punctuality

We give quarterly awards and appreciation to all employees who maintain 100% presence and punctuality. Their names and photos are displayed on the notice board. Currently, we have achieved a 95% attendance and punctuality rate.

Handling Late Arrivals and Absenteeism

However, some employees, despite using fingerprints for attendance, still arrive late or are absent from duty without informing us. They seem unconcerned about the deduction of days from their salary. Can you please help me with how we can handle this type of employee?

Regards,
Altaf Sayyed
HRD

You can take it as habitual late coming and habitual absenteeism. Both are serious misconduct. But in order to award punishment for habitual absenteeism or late coming, first, you have to define what is 'habitual' with reference to late coming and being absent. It can be like 'habitual means recurrence of the misconduct three times or more within a period of six months' or 'recurrence of the misconduct five times or more within a period of six months,' etc. If you have standing orders, I presume the same should be available in the orders themselves. If you do not have standing orders, then you can issue a circular saying that "many are seen ignoring the previous circular instructing all employees to be punctual. Therefore, we are constrained to treat late coming and absenting without intimation as serious misconduct warranting severe disciplinary action. Accordingly, any employee coming late more than three times/five times/six times in a period of six months will be declared as a 'habitual late comer.' Habitual late coming is a serious misconduct against which the employee shall be subjected to disciplinary action as deemed fit by the management." You can also include the punishment part, like, the employee found to be a habitual late comer shall be suspended from work for two days without pay and allowances.

If you have standing orders, it is easy to go ahead with it even if you have not defined habitual. In such cases, you can amend the standing order following the procedures as prescribed under the Act.

Hi, you may pass on a communication to habitual latecomers stating that there will be an impact on the annual increment in proportion to the number of days they are late. In addition to evaluating work performance, consider adding some weightage for punctuality in the annual appraisal. This approach might be effective.

Hi Altaf,

Thank you for sharing the details of the late-coming policy and the efforts made to ensure punctuality and attendance in the company. It is commendable that the company has taken proactive measures to communicate the policy in the Marathi language and has provided a grace period and allowances for emergency situations.

The quarterly awards and appreciation for employees with 100% attendance and punctuality are a great initiative to recognize and motivate the workforce. Achieving 95% attendance and punctuality is a significant accomplishment and reflects the positive impact of the policies and incentives implemented.

Addressing Late Arrivals and Absences

Regarding the issue of some employees still reporting late and being absent without informing, despite the deduction of days in salary, it is indeed a challenge that needs to be addressed. One possible approach to handling this type of behavior could be through individual meetings with the concerned employees. Understanding the reasons behind their lateness or absence and discussing the impact it has on the team and the company can provide insights into the underlying issues.

Additionally, providing support or resources to help employees manage their time and attendance, such as time management workshops or counseling services, may also be beneficial. It is important to communicate clearly the expectations and consequences of continued lateness and absences, while also offering assistance to help employees meet those expectations.

Disciplinary Actions and Support

In some cases, it may be necessary to take disciplinary action in accordance with the company's policies and procedures. This could involve issuing written warnings, implementing performance improvement plans, or, in extreme cases, considering termination of employment. However, it is essential to handle such situations with empathy and fairness, taking into account individual circumstances and providing opportunities for improvement.

Ultimately, addressing the issue of employees disregarding the late-coming policy requires a combination of understanding, communication, and, if necessary, firm action. By approaching the situation with a balanced and considerate approach, the company can work towards fostering a culture of accountability and responsibility among its workforce.

Regards,