Attendance & Time Off
What happens if an employee is chronically late? What should you do if there’s a storm? What holidays are observed? These are questions employees may ask themselves, so give them the answers!
- Attendance and Punctuality
- Inclement Weather/Emergency Contingencies
- Holidays Observed
- Paid Time Off
- Funeral/Bereavement Leave
- Jury Duty/Court-Mandated Absences
- Time Off to Vote
- Military Leave (USERRA)
- Family and Medical Leave Act Policy
- State-based leave laws
More and more offices are allowing employees to telecommute, choose their own hours, and generally have a more flexible schedule. Some offices stick to a traditional hourly schedule, like explained under the compensation portion of this article. No matter the circumstance, what are the rules that your employees need to follow when it comes to attendance? If your schedule is locked-tight, what should employees do if they’re running late or unable to come into the office? Do they go directly to a manager, HR, call the front desk? This is where you should include all of that information. It is also a good place to put what to do if employees would like to use their PTO, how to file it, who to tell, etc.
Inclement weather and emergencies happen. What should your employees do if they can’t come to the office- work from home, take the day off, or how would they know if the office is closed? Be sure to have an established policy to avoid confusion and ensure the safety of your employees.
Holidays! Everyone loves a good free-day off, but every company celebrates (aka closes the office) for different events. Will all employees automatically be paid for holidays? Add that to your handbook and any conditions surrounding holiday pay. There are no required paid holidays in the United States, however, most companies tend to pay for: New Year’s Day, Easter, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, the Friday after Thanksgiving, and Christmas Day. These are usually a good place to start and develop a basis for. If employees celebrate other holidays and would like to have other days off, they must use their paid time off.
Paid Time Off
Speaking of paid time off (PTO) you will need to develop and explain your PTO policy. Things that need to be included are:
- Accrual start
- How much time accrued each pay period
- When do accruals change?
All of these are dependent upon your company’s policy. However, check your state laws to be sure there is not a needed policy in place already.
Funeral or bereavement leave is a different than PTO, at least here at our company. It’s nice to offer separate leave for employees in cases of death. When someone close to an employee dies they may have to undergo a lot of paperwork, emotional turmoil, family events, travel, etc., employees should have the opportunity to grieve. Be sure to define the following:
- Who is immediate family?
- Does proof need to be provided?
Jury duty and court mandated absences are excused from working until the completion of jury duty. At XcelHR, employees who are full time are paid normal compensation if proper documentation of time served is provided. Hourly employees are paid on the number of hours scheduled for the employee while he or she is on jury duty. Be sure to include the following:
- Who needs to be aware of employee on jury duty?
- What happens with money given to the employee from the court?
- What documents need to be provided
Employees should also receive time off to vote, if they are unable to due to their work schedule. Tell employees how to communicate this with their managers and inform hourly employees whether or not they will be paid, states have varying laws.
When it comes to military leave, explain which policy your company complies with. We use USERRA guidelines. When it comes to military training employees may elect to use PTO rather than taking time without pay. While in the service XcelHR provides 24 months of healthcare for employees.
Family medical leave act is a complicated beast that needs to be outlined in your company handbook.
Many states have their own leave laws as well, in that case you will need to outline the leave laws for all the states your company operates in. Check out laws in your state to be sure that you remain compliant.