REASSURE

HEALTH
EMPLOYEE ATTENDANCE POLICY

1. Purpose

The purpose of this policy and the underlying procedures is to establish a standard and
coordinated system for the employee attendance for Reassure Health Corporation (RHC) staff.
This also aims to ensure that service delivery in RHC is maintained effectively and all employees
adhere to their standard working hours.

2. Scope
This policy sets out the requirements and guidelines for all RHC staff on completion of the
mandatory working hours. It also outlines the process to be followed when monitoring an
employee’s attendance and timekeeping records and addresses any issues related to
timekeeping.
3. Definitions

 Punctuality: The characteristic of being able to complete a required task, attend a duty, or fulfill
an obligation before or at a previously-designated time.
 3.2. Lateness: Failure to arrive at work at the designated time without prior approval, which
includes arriving late at the beginning of the shift, or an early departure from work. A tardy
occurrence is defined as not being at the workstation within the established departmental
guidelines.
 3.3. Absent without authorized leave: Failure to attend work during set working hours including
departure prior to official end time or taking excessive time for breaks. Employees absent without
authorized leave may face disciplinary action
4. Target Staff
This policy applies to all RHC staff (Clinical and Non Clinical) who are required to use the Time &
attendance system.

5. Policy
 All employees must follow the timings as per the established work schedules that meet its
operational requirements and conform to the provisions of statutory guidelines.
 The employees working in the health center shall perform their duties as per the approved duty
roster, to ensure there is adequate workforce to deliver the primary health services during the
Operational hours of the health center.
 Working hours for non-shift work employees are 0800 – 1800 hours Mondays – Saturdays. Sunday
are observed as a weekend.
 Working hours and schedules are subject to change for employees working in line with service
delivery needs and as per the Management approval.
 Employees are expected to be punctual in reporting for duty as per their schedule.
 Failure to report to work on time without a valid reason could constitute disciplinary action
against the employee.

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 Employees are provided with a RHC ID card that can be used to record the time in and time out
in the attendance system.
 The employees are responsible for proper use of the Corporate ID cards and must not damage
the card.
 Employees are required to record the time-in and time-out while they report for duty and leave
after duty, using the attendance system. If an employee is uncertain on how to use this or
encounter an error with the attendance system it is the responsibility of the employee to
immediately raise this with their line manager or designated time keeper
 Employees are allowed to take Permissions from work to accomplish any personal or official
commitments. Personal Permission:
o The Employee is allowed to take a maximum of 2 personal permissions during each
month and each permission must not exceed 2 hours. The permission can be
availed at the beginning of the working hours, during the shift, or at the end of the
day as approved by the concerned Line Manager.
o The permissions must be registered at the attendance system, and obtain Line
Manager Approval before the end of the month. Any permission shall be
considered as invalid if not approved by the Line Manager during the month.
o The total permission hours must not exceed 4 hours per month.
o The permissions that exceed 2 hours and the permissions that are not approved
by the Line Manager shall be considered as late arrivals during the month.
o Employees are not allowed to avail permissions for more than two times during a
month, even if the total hours of permissions have not reached the limit of 4 hours.
Salary deductions shall be enforced if the employee exceeds the 2 permissions
limit per month.
 Official Permission (Outdoors Meetings)
o The official permissions are not limited by number of times
o Official Permissions must be recorded in the attendance system and approved by
the line manager with an appropriate comment in the remarks column (such as
meeting training workshop).
 Line managers shall monitor employees’ attendance and ensure they are punctual and work their
full schedule.
 The following Public Holidays are observed and commence as per Government announcements:
(clinic will be closed only during these holidays)
o Christmas Day
o New Year
 During the month of Ramadan, working hours are reduced to comply with the notification
received from the Philippine Government. The Ramadan work schedule applies to all moslem
employees.
 Late Arrival:
o Late arrival of employees to work for more than 15 minutes is unacceptable and
shall be recorded as ‘Late Arrival’.
o Employees are excused to be late for a maximum of 3 times during the month
from 16 to 30 minutes.

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o Salary deduction shall be enforced if the employee is late for more than 3
occasions during the month, for each delayed day.

 Early Departure:
o Employees are not allowed to leave work before the end of the official working
hours without prior permission from the line manager.
o If the employee needs to leave work early, this must be considered as permission
and must follow the guidelines mentioned in section of this policy.
 The employee shall be considered as absent in the following cases:
o Not recording daily attendance
o Not corrected missed (IN or OUT) before submitting time sheet.
o If the employee is late for more than 2hours without permission.
o Late arrival and/or early departure without permission for 2 hours or more.

 Salary Deduction:

Salary deduction shall be enforced on employee who does not comply with the time keeping policy in
PHCC. The salary deduction shall be applicable on the basic salary of the employee. The salary deduction
shall be enforced as follows:

A. Salary Deduction Method for late arrival without permission: Salary deduction will start from 16th
minute (from the start of the shift) after the expiry of the 3 times excuse per month for late arrival.
 16 minutes to 30 Minutes delay -> 15 mins late
 31 minutes to 1 hour delay -> 1 hour deduction.
 1 hour 1 minute to 1 hour 30 minutes delay -> 2 hours deduction.
 1 hour 31 minutes to 2 hours delay -> 3 hours deduction.
 1 working day will be deducted if the employee is late for 2 hours or more and recorded
absent in the system.

B. Salary Deduction Method for early departure without permission:

 Early leaving: 1 min to 30 mins = 30 mins deduction.

 Early leaving : 31 mins to 1 hour = 2 hour deduction
 Early leaving: 1.01 hours to 2 hours = 3 hours deduction.
 1 working day will be deducted if the employee left early without permission for 2 hours
or more.

6. PROCEDURE
 Recruitment officers are required to complete the ID card request form and submit to the Human
Resources as part of the new staff joining process.
 The designated Timekeeper shall issue the ID card and orient new employees on the importance
of the attendance system.

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 The employee shall inform any error in recording attendance to designated time keeper
immediately, in writing.
 Employees are expected to present to work on time. If an employee expects to be late, he/she
should contact their Line Manager as soon as possible to inform the situation and the expected
time to report.
 Continuous lateness must be documented and reported by the employee’s Line Manager to
Human resources, and this shall lead to disciplinary actions.
 Unusual circumstances causing lateness, such as unpredictable weather, accidents, etc. should be
reviewed by the Line Manager and, at his/her discretion; the opportunity may be given to make
up the time during the same work day/week.
 Missed (IN or OUT): In case of a missed IN or OUT an email to be sent to the designated
Timekeeper with a carbon copy (CC) to the general manager.
 Lost or Damaged corporate ID: The Employee must be responsible of proper use of the corporate
ID cards, and
 In case of lost or damaged corporate ID please follow the procedure below:
o Fill the Lost staff ID Request form, obtain approval from line manager, and submit
to Time keeper.
o If it’s the first time to lose or damage the corporate ID card, a new ID card will be
issued for free of cost.
o A replacement fee of PHP 00 shall be applied from second occasion of losing the ID
card. The replacement fee will be deducted from the salary.
 Missed In or Out:

If the staff has missed in or out, they must communicate directly to designated timekeeper to
make necessary amendments.

References

1. Council of Ministers, Secretariat General, Human Resources (HR) Management Law NO (8)of year
2009 on the Promulgation of the Human Resource Management Law
2. http://portal.phcc.gov.qa/intranet_new/index.php/en/documentscenter?task=document.viewd
oc&id=2127, Retrieved on 17/3/2016
3. Hamad Medical Corporation, HMC By-Law
4. http://portal.phcc.gov.qa/intranet_new/index.php/en/?option=com_edocman&view=category
&id=443&Itemid=195, Retrieved on 17/3/2016

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