1. Policy Purpose

The purpose of this Leave and Attendance Policy (“Policy”) is to ensure consistent and fair management of employee absences and time-off requests. It outlines expectations regarding attendance, procedures for requesting leave, types of leave available, and the consequences of attendance violations. The Policy promotes workforce accountability while also supporting employee wellbeing and legal compliance.

2. Scope

This Policy applies to:

• All full-time, part-time, fixed-term, and temporary employees of [Company Name]
• Employees working in hybrid or remote arrangements
• Supervisors and managers responsible for managing attendance and leave

This Policy does not apply to independent contractors or consultants unless contractually stated.

3. Attendance Expectations

Employees are expected to:

• Be present and ready to work during scheduled hours
• Notify their supervisor in advance of any absence, late arrival, or early departure
• Accurately record their time using [time-tracking tool/platform]
• Maintain consistent attendance, except for approved leave or emergencies

Punctuality and reliability are critical to maintaining team productivity and service quality.

4. Leave Categories

[Company Name] provides the following types of leave, subject to applicable law and eligibility:

4.1. Annual Leave (Paid Time Off)

• Accrues monthly based on tenure and contract
• Must be scheduled in advance and approved by the manager
• Requests should be submitted through [HR System or Leave Form]

4.2. Sick Leave

• Used for illness, injury, or medical appointments
• May require a medical certificate if absence exceeds [X] days
• Should be reported as early as possible on the first day of absence

4.3. Public Holidays

• Observed according to the applicable jurisdiction
• Employees not required to work on public holidays unless specified by contract

4.4. Parental Leave

• Includes maternity, paternity, and adoption leave
• Duration and pay entitlements as per [local law or internal guidelines]
• Notice and documentation required in advance

4.5. Bereavement Leave

• Granted in the event of the death of a family member
• Entitlement of [X] days, with manager discretion for extensions

4.6. Unpaid Leave

• Available upon request and subject to approval
• Typically used for personal matters or extended travel
• Benefits and accruals may be paused during unpaid leave

4.7. Jury Duty / Court Leave

• Time off granted for mandatory legal obligations
• Documentation from the court required for verification

4.8. Special Leave (Optional)

• Includes leave for volunteering, study, religious observances, or emergencies
• Subject to managerial discretion and business needs

✏️ [Customize categories and durations per your jurisdiction]

5. Leave Request and Approval Process

Employees must:

• Submit requests through [system/email/leave management tool]
• Provide reasonable notice (e.g., two weeks for annual leave)
• Obtain written approval before taking leave, except in emergencies

Managers must:

• Respond to requests in a timely manner
• Balance team coverage and operational needs
• Document approvals and communicate decisions clearly

Failure to follow procedures may result in leave being considered unauthorized.

6. Recording and Tracking

All leave and attendance must be accurately recorded using [timekeeping/HRIS system]. The HR department is responsible for:

• Monitoring leave balances and trends
• Generating reports for compliance and audits
• Flagging patterns of absenteeism for review

Employees may access their leave balances at any time via [portal/tool].

7. Unplanned Absences and Emergencies

In cases of emergency:

• The employee must notify their manager by phone or message as soon as reasonably possible
• Provide an estimate of return-to-work date and reason for absence
• Submit any required documentation upon return (e.g., sick note)

Managers may request follow-up to ensure the absence is legitimate and to arrange workload adjustments.

8. Attendance Violations and Disciplinary Measures

Unexcused absences, chronic lateness, and falsification of time records are serious violations. Consequences may include:

• Verbal or written warnings
• Deduction of pay for unauthorized leave
• Suspension
• Termination in cases of fraud or repeated violations

Attendance issues may also impact performance evaluations, bonuses, or promotion eligibility.

9. Flexible Work and Partial Days

Employees working flex hours must:

• Adhere to agreed start and end times
• Inform managers of any deviations
• Log hours accurately and maintain availability during core hours

For appointments or personal matters requiring partial days off, employees must:

• Submit short-leave requests via [tool]
• Adjust schedules to avoid disruption to team operations

10. Return to Work and Reintegration

Following extended leave (e.g., parental or medical), HR will:

• Coordinate return-to-work meetings
• Provide reasonable adjustments or phased reintegration where necessary
• Ensure systems access and workload are restored appropriately

Managers must support returning employees with regular check-ins.

11. Compliance with Legal Standards

This Policy complies with:

• [Local/national labor law]
• [Disability or health-related leave acts]
• [Family and parental leave legislation]

In jurisdictions with more favorable terms than Company policy, the law will prevail.

12. Policy Review and Amendment

This Policy is reviewed annually by HR and Legal to ensure alignment with legal requirements and organizational needs. Updates will be communicated through official channels. All employees must acknowledge revised versions if material changes occur.

13. Acknowledgment

I acknowledge that I have read, understood, and agree to comply with the Leave and Attendance Policy. I understand that failure to adhere to the procedures or misuse of leave entitlements may result in disciplinary action.

Employee Name: __________________________

Signature: ________________________________

Date: ______________________

Department: ____________________________