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Attendance & Tardiness Policy Template
Attendance policy template with a points system, tardiness rules, call-in procedure, rolling 12-month window, protected-leave exclusions, job abandonment.
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What you get
- Complete policy text: definitions, call-in procedure, tardiness rules and job abandonment
- A point-based occurrence table with progressive discipline steps and a rolling 12-month window
- A list of absences that can never earn points: FMLA, ADA accommodation, state and local paid sick leave, jury duty, military leave and more
- A worked example showing how points add up, trigger a warning and drop off
- Wage-and-hour rules for docking pay for lateness, plus a UK note
Template preview
A preview of the structure. Download the PDF or CSV for the complete, ready-to-use version.
Policy details
- Company name
- Effective date— points start counting from this date; no retroactive points
- Applies to— e.g. all non-exempt hourly employees at [locations]
- Grace period for clock-in— e.g. 5 minutes
1. Purpose and scope
[Company name] depends on employees arriving on time and working their scheduled shifts. This time and attendance policy sets out how to report an absence or late arrival, how occurrences are recorded, and what happens when attendance falls below the standard. It applies to [all non-exempt employees / all employees at (locations)]. This policy does not reduce any right to leave under federal, state or local law or under another [Company name] policy. Absences protected by law are never counted as occurrences (see section 9). If this policy conflicts with a collective bargaining agreement or a law that applies to you, the agreement or law controls.
2. Definitions
| Term | Definition under this policy |
|---|---|
| Scheduled shift | The start and end times posted on the schedule or agreed in writing with your supervisor. |
| Absence | Missing all, or more than [4] hours, of a scheduled shift without approved leave. |
| Tardy (late arrival) | Clocking in more than [5] minutes after the scheduled start time, or returning from a meal break more than [5] minutes late, when the lateness is [4] hours or less. |
| Early departure | Leaving more than [5] minutes before the end of a scheduled shift without supervisor approval, when the time missed is [4] hours or less. |
3. Schedules and timekeeping
Employees must be at their workstation, ready to work, at the start of each scheduled shift. Non-exempt employees must record all time worked using [timekeeping system] at the start and end of each shift and each unpaid meal break. Working off the clock is not allowed; if you work before clocking in or after clocking out, tell your supervisor the same day so the time can be added and paid. Schedule changes must be approved by your supervisor in advance. A shift swap with a coworker is allowed if both employees are qualified for the shift and the supervisor approves it in writing before the swap. After an approved swap, the new shift is your scheduled shift for purposes of this policy.
4. Call-in procedure
- 1.Call your supervisor directly at least [60] minutes before your shift starts. Text or messaging app notice is accepted only if your supervisor has agreed to it in writing.
- 2.If you cannot reach your supervisor, call the attendance line at [number] and leave a message with your name, the shift, the reason category and your expected return.
- 3.Give the reason category (illness, family care, personal, transportation, other). You do not need to share medical details. If the absence may be for sick leave, a medical condition or a family member's condition, say so, so HR can check whether it is protected.
- 4.Call in for each day of absence unless you are on approved leave with a known return date, or your supervisor has agreed a different arrangement in writing.
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How to use this template
- 1
Set your numbers
Fill in the grace period, call-in deadline, point values and warning thresholds. Keep the thresholds the same for every employee in the same job group.
- 2
Check your state and city leave laws
List every protected leave that applies where you have employees. In several states, counting protected sick time as an occurrence is itself a violation.
- 3
Set up tracking
Record every occurrence with the date, type and points on the day it happens, and code protected absences separately so they never enter the point total.
- 4
Train managers before launch
Walk managers through the exclusions list and the rule that any absence with a possible medical or leave reason goes to HR before points are assigned.
- 5
Publish and collect acknowledgments
Give employees 30 days' notice before points start counting, then collect a signed acknowledgment from each one.
Frequently asked questions
What should an attendance policy include?
Definitions of absence, tardy, early departure and no-call/no-show; a call-in procedure with a deadline and contact; how occurrences are counted; progressive discipline steps; how long occurrences stay on record; a list of absences that never count; and a job abandonment rule. Add a timekeeping section for non-exempt employees and a signed acknowledgment so employees cannot say they never saw the rules.
How does a point-based attendance system work?
Each occurrence earns a set number of points, for example 0.5 for a tardy, 1 for a reported absence and 3 for a no-call/no-show. Points stay active for a rolling 12 months, then drop off. Reaching set totals, such as 4, 6, 8 and 10, triggers progressive steps from a verbal warning to a termination review. Protected leave never earns points.
Can you give attendance points for sick days?
Not for sick time protected by law. FMLA leave cannot be counted under a no-fault policy (29 CFR 825.220(c)), and state or local paid sick leave laws in places like Washington and California bar counting protected sick time against employees. You can count unprotected absences, such as sick days beyond the legal entitlement where no other law applies, but check each location first.
What is a reasonable tardiness policy?
Most employers allow a 5 to 7 minute grace period, then record a tardy worth half an absence point. Pay non-exempt employees for all time actually worked, never deduct more than the time missed, and do not dock exempt salaries for partial-day lateness. Review tardies linked to a disability, pregnancy or medical appointment before assigning points.
How many no-call/no-shows before it counts as job abandonment?
Three consecutive no-call/no-show shifts is the most common rule, though some employers use two. No federal law sets the number. Before treating it as a resignation, try to reach the employee by phone and in writing, and check whether the absence could be protected leave or whether the employee was unable to call, such as during a hospitalization.
How long do attendance points stay on your record?
Most point systems use a rolling 12-month window: each point expires 12 months after the date it was earned. Some employers also remove a point for each 60 or 90 days without an occurrence. Warnings already issued stay in the personnel file, but the next disciplinary step is based on the active point total.