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I. OBJECTIVE
1. To provide guidelines for communicating of attendance of an employee
II. DEFINITION OF TERMS
1. Approver – the person authorized to approve the leave, absence and tardiness. This is the person whom you are directly reporting to; he/she is your direct supervisor.
2. HR Personnel – the HR personnel who keeps track of all employees’ attendance in the company.
III. GENERAL POLICIES
When an employee wants to take a leave (scheduled absent) or will be late, he/she needs to inform his/her Approver. Once the Approver has approved the request, he/she (employee requesting for leave) will also inform the HR personnel about the leave. In case of tardiness, the employee should automatically inform the Approver and HR personnel.
• Scheduled Leave. If an employee wants to file his leave, it should be requested at least three (3) days in advance prior to the actual date of leave. Leave form must be duly signed and approved by designated approver; else it will be treated as Absent Without Leave or AWOL.
• Emergency Leave. The underlying reasons that will constitute an “Emergency” leave are only those situations that are emergency related or with the sense of urgency in nature that is beyond the control of the employee. The Approver and HR personnel should still be informed accordingly. If being “sick” is the reason and the absence is equal or beyond three (3) days; there should be a medical certificate presented else the leave will be considered AWOL. Reporting of Emergency leave by the management team, middle management team, and office staff should be in the form of verbal communication and not through texting or SMS and emails.
• Tardiness. An employee anticipates that he/she will be late, his/her approver should be informed as well as the HR personnel.
IV. PROCEDURE FLOWCHART
Flowchart Title
Chain of Communication
V. REFERENCE/INTERFACE PROCESS
Document Title
(Not Applicable)
VI. FORMS AND RECORDS
Form Title
1. Leave Form (LF)
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