How buddy punching happens
It works wherever the punch proves possession of something, such as a card, a code or a phone, rather than the presence of the person. It tends to happen in teams where people routinely cover for each other, sometimes with the supervisor's silent agreement.
- Swiping a colleague's ID card at the gate
- Typing a colleague's PIN on a keypad terminal
- Punching from a colleague's phone or web login
- Signing a paper register for someone else
- Scanning a static QR code from a photo shared on a chat group
Why it matters
Each buddy punch means paying for time not worked, and it corrupts the data used for overtime, penalties and headcount planning. It also creates a safety risk: in an emergency evacuation, the roll call may count someone who is not in the building. Because the colleague who punches is also at fault, cases usually lead to action against both employees, after a fair enquiry.
How companies prevent it
The strongest controls tie the punch to the person or to their approved device, and check location. Explain the rule at induction and apply it consistently. In ZeniaHR, capture controls include phone binding, where the first phone is approved automatically and later phones need HR approval, allowed office networks for web punches, check-in spots, and kiosk codes that change every 30 seconds.
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Can an employee be punished for buddy punching?
Yes. Under most company policies and standing orders, marking attendance for someone else, or asking someone to do it for you, is treated as misconduct, and both employees can face disciplinary action. The action should follow the company's disciplinary process, usually a show cause notice and a chance to explain, before any penalty is decided.
Does biometric attendance stop buddy punching?
It stops most of it, since nobody else can supply the employee's fingerprint at the gate. It does not stop a supervisor or device administrator from adding punches manually, so manual entries still need review. Where biometric devices are not practical, phone binding with a changing QR code or a location check gives a similar level of control.