Before we get into "how to create Attendance Policies", we need to remember 2 import points mentioned below:
Attendance Policies work at user level (employee level).
This means: You can create unlimited number of Attendance Policies, but each Attendance Policy will function only when it is "assigned to the desired/required employee". If an Attendance Policy is created but not assigned, it's as good as a policy document locked away in a cupboard without anyone knowing about it. :)
Editing an existing Attendance Policy, will affect ALL employees who're already assigned that policy
This means: You are allowed to edit any existing Attendance Policy at any time, but always keep in mind that any changes to the policy will affect the employees who're already assigned that policy.
Follow the below instructions to create Attendance Policies:
- Go to Setup Company under Administration section in your left navigation pane
- Under Attendance section, click on Policy
- On this page, click on the Create Policy Button
- Now you'll see the Attendance Policy Form, which let's you define your policy.
- Policy Name: this field lets you specify a unique name you'd like to give this Policy. You should keep a name that will help you identify the policy in future and also make it easy to assign it to the right employees.
- Policy Description: here you can provide any additional info which you'd like to store for reference in future. It will be displayed to all employees when they go to their "Attendance Page".
Grace Time: Here you will get the option to define any grace period you'd like to give the employees who're assigned this Policy. The options are in multiples of 15 mins. Whatever time you specify here will be the official "allowed" time up to which a person can Clock-In late, beyond his/her defined Shift Begin Time. If an employee Clocks In even later than the Grace time, he/she will then be marked Late.
*whether there will be any penalty for coming late or not, can be defined in the Late Mark Policy (below)
- Maximum Optional Holidays: Here you can define the maximum number of optional holidays that can be taken by an employee in this Policy.
- Mark-in Policy: This option basically allows you to define, the pre-condition to count a person Present for a day.
(a) when both Clock-In and Clock-Out time is mandatory
This means: employees who are assigned this Policy are required to Clock-In and Clock-Out every working day, in order to be counted Present for that day
(b) only Clock-In time is sufficient
This means: employees who are assigned this Policy can be counted Present for the day, even if only their Clock-In is recorded. It is not mandatory for the employee to Clock-Out every day.
- Leave Deduction Policy: This option allows you to enable/disable automatic Leave Deduction on days when employee has not Clocked In/Out (and when he/she is marked Absent as a result) on a particular day. Of course, this action will be invoked only when there is no prior Leave Application or Company Holiday or Weekly Off on the same day.
- If Disabled, sumHR will ignore any Absent marks and let them be as is. No leave will be deducted automatically.
- If Enabled, you can choose the
- Half or Full Day should be deducted
- Type of Leave that should be used for automatic deduction in case of Absent marks
- *NOTE: if the type of leave you select does not have "over-utilization" enabled, and the employee doesn't have any leave balance left in his account (of this type of leave), then there will not be any deduction. Absent mark will remain as Absent.
- Late Mark Policy: Using this option, you can decide if you would like to penalize employees for coming late to work. This features lets you decide how to treat late marks of employees.
- If Disabled, sumHR will ignore any Late Marks, not keep a count of the number of late days, and not make any automatic deductions on any number of late marks
- If Enabled, you can choose the following:
- Number of late marks after which to carry out any deduction
- Half or Full Day should be deducted
- Type of leave to be used for automatic deduction
- *NOTE: if the type of leave you select does not have "over-utilization" enabled, and the employee doesn't have any leave balance left in his account (of this type of leave), then there will not be any deduction. Late mark will remain as Late Mark.