Absence and tardiness policy

Question

How should someone report in if they need to notify you of an unplanned absence?
A definition of “absence” and “partial absence.”
What counts as an excused absence, if you use a traditional policy?
The number of absences allowed annually, if you use a no-fault system.
Lunch period and break rules (it’s okay if you don’t know your state’s rules for breaks; offer a reasonable policy of your own)
Overtime policy (all your employees are non-salaried, non-exempt)
Clarify the start and end of the work week.
How many hours must be worked before you accrue overtime pay?
What is the overtime rate?

Answer 1

Absence and Tardiness Policy

Reporting Unplanned Absences

Employees must notify their supervisor or designated point of contact as soon as possible, ideally at least one hour before their scheduled start time. Notifications can be made via phone call, text message, or email, depending on the established communication protocols.

Definitions

• Absence: A failure to report to work for an entire scheduled shift without prior notification or approval.
• Partial Absence: An employee arriving late, leaving early, or taking extended breaks that result in a loss of scheduled work time for that day.

Excused Absences

Under a traditional absence policy, the following are considered excused absences:

• Personal illness or injury (with possibly required medical documentation)
• Family emergencies
• Jury duty
• Bereavement leave
• Pre-approved vacations or personal days
• Any other situation that is communicated and approved in advance by a supervisor

Annual Allowance for Absences

In a no-fault system, employees may have a set number of allowable absences per year (e.g., 5-7 days), regardless of the reason. Exceeding this number may result in disciplinary action as outlined in the policy.

Lunch Period and Break Rules

Employees will receive:

• A 30-minute unpaid lunch break for shifts exceeding 5 hours.
• Two 15-minute paid breaks—one in the first half of the shift and one in the second half— for shifts longer than 6 hours.
• Breaks should not be combined or extended beyond the allotted time.

Overtime Policy

All employees are classified as non-salaried, non-exempt.

• Start and End of the Work Week: The workweek begins at 12:00 AM on Monday and ends at 11:59 PM on Sunday.
• Hours before Overtime: Employees must work more than 40 hours in a single workweek before they accrue overtime pay.
• Overtime Rate: Overtime pay is calculated at 1.5 times the employee’s regular hourly rate for any hours worked over 40 in the workweek.

By adhering to these policies, we can maintain a healthy work environment while ensuring fair treatment for all employees.