Document Code: HRA-004

Human Resources and

Administration Manual
Effective Date: 06-24-2013

TIME AND ATTENDANCE Revision No. 01

MONITORING
Page 1 of 4

REVISION HISTORY

REV. NO. DATE EFFECTIVE JUSTIFICATION ORIGINATED BY: REVIEWED BY: APPROVED BY:

00 01-02-2012 ORIGINATION Lady D. Dangwan Dinna G. De Guzman Agnes B. Lopez

HR Officer HRAD Manager General Manager

01 06-24-2013 Added details in Gwyniver Ann Agnes B. Lopez Agnes B. Lopez

the guidelines Martinez - Mathay General Manager General Manager
HRA Manager

Prepared by: Reviewed by: Approved by:

Gwyniver Ann Martinez - Mathay Agnes B. Lopez Agnes B. Lopez

HRA Manager General Manager General Manager
 Document Code: HRA-004
Human Resources and
Administration Manual
Effective Date: 06-24-2013

TIME AND ATTENDANCE Revision No. 01

MONITORING
Page 2 of 4

I. Purpose

To establish and document guidelines in time and attendance monitoring

II. Scope

This policy covers all employees who required to time in and out or to submit their itineraries except
for the General Manager and physicians.

III. Policy Statement

All employees are expected to abide by their respective work schedules and adhere to the guidelines
related to monitoring of time and attendance at work. For proper monitoring, all employees are
required to log in and out in the Biometrics everyday including during break periods. Attendance
record in the Biometrics shall be the basis for payment of salaries.

For positions which are based outside of office, employees are required to submit timecards to
HRAD duly signed and noted by the Department Head. For Managers whose work may entail
attending to meetings or events outside of office, they are required to submit their itineraries every
cut-off period as basis for attendance.

IV. Responsibility and Authority

1. Human Resources Department

The Human Resources Department through the HR Specialist/Officer – Timekeeping and

Attendance shall monitor time and attendance records of all employees ensuring that records
are accurate and complete as basis for payments of salaries.

2. Department Heads

The Department Head shall ensure that any change in schedule or day-off should be properly
communicated to HRAD.

V. Guidelines

A. Tardiness

1. Tardiness or being tardy is being late from the prescribed time in or log in required in the
workplace. This is when one comes to work beyond the official start time of work
2. Tardiness shall not be charged to leave, thus shall be deducted from the employee’s pay.
3. Tardiness of four (4) or more times in a month or a total of fifteen (15) minutes or more in a
month constitutes habitual tardiness
4. Tardiness of more than one hundred twenty (120) minutes or two (2) hours from the start of
the specified work schedule in a day is considered half-day

Prepared by: Reviewed by: Approved by:

Gwyniver Ann Martinez - Mathay Agnes B. Lopez Agnes B. Lopez

HRA Manager General Manager General Manager
 Document Code: HRA-004
Human Resources and
Administration Manual
Effective Date: 06-24-2013

TIME AND ATTENDANCE Revision No. 01

MONITORING
Page 3 of 4

B. Undertime

1. Leaving the place of work before the official time out or log out.
2. Undertime, except for reason of illness, will not be chargeable against leave credit. Every
minute of undertime will be without pay.
 Undertime shall not be charged to leave, thus shall be deducted from the employee’s
pay, unless filed in advance. This shall be based on the Company Timekeeping and
Attendance Policy (HRA-004)
3. Any employee who wishes to go on undertime should seek approval from his/her
Immediate Superior. An application for Leave Form (HRA-F-035) duly signed and
approved should be submitted to HRA.
4. Undertime of more than four (4) times in a month or a total of more than one hundred
twenty (120) minutes constitutes habitual undertime
5. Undertime of more than one hundred twenty (120) minutes or two (2) hours in a day is
considered half-day
 Undertime work on any particular day may not offset by overtime work on any other day

C. Filing and Number of Days

1. An employee can only file the following:

2. Half-day leaves (1/2=.50=4 hours)
3. Whole day leaves (1=8 hours).
4. A one-fourth day leave (1/4=.25=2 hours) shall not be allowed.

D. Work Schedule / Changes in Schedule

1. For Support Group Employees, official work schedule is 5 days a week / 9 hours a day
Mondays to Thursdays and 8 hours on Fridays plus one-hour break in between. Generally,
time schedule by offices is 9:00am to 7:00pm.
2. For Operations employees, official work schedule is 6 days a week / 8 hours a day plus one-
hour break in between.
3. Department Heads are responsible for informing HRAD through the HR Specialist/Officer –
Timekeeping and Attendance the official work schedule of their employees. Likewise, any
changes in schedule should be communicated to HRAD through the leave form.

E. Attendance Record and Monitoring

1. For proper monitoring, all employees are required to log in and out of the Biometrics or
Finger ID system everyday including during break periods.
2. Failure to log in and out is subject to disciplinary action and to corresponding deductions in
the salary if not explained why he/she was not able to log in and out.
3. Cut-off period is every 11th and 26th of each month. The HR Specialist/Officer for
Timekeeping and Attendance shall prepare every cut off period the summary of logs of each
employee per branch or department. This report shall be forwarded to the Department Head
for completion and confirmation within the deadline given.

Prepared by: Reviewed by: Approved by:

Gwyniver Ann Martinez - Mathay Agnes B. Lopez Agnes B. Lopez

HRA Manager General Manager General Manager
 Document Code: HRA-004
Human Resources and
Administration Manual
Effective Date: 06-24-2013

TIME AND ATTENDANCE Revision No. 01

MONITORING
Page 4 of 4

4. The verified report shall then be made the basis for the payment of salaries for that specific
period. Any incomplete log or absence noted shall be deducted accordingly.

F. Day-Off / Change Off

1. Support group employees have a fixed weekend off whereas employees in branches enjoy
their days off on different days pre-arranged with the Immediate Head.
2. HRAD should be informed of schedule of days off and any changes should likewise be
communicated to HRAD through the prescribed Leave Form (HRA-F-035).

G. Extra Off

1. Extra off is granted to employees who render work on Sundays.

2. An employee who has reported for work on Sundays for 2 months shall be eligible for an
extra off.
3. The extra off may be taken on a scheduled day with the approval of the Immediate Head
ensuring that operations of the branch shall not be affected.
4. For Physicians, they are granted 7 days of extra off a year which they may take on a
scheduled day with the approval of the Operations Manager – Medical.

VI. Forms

HRA-F-035 Leave Form

VII. References

None

Prepared by: Reviewed by: Approved by:

Gwyniver Ann Martinez - Mathay Agnes B. Lopez Agnes B. Lopez

HRA Manager General Manager General Manager