Attendance regularization policy template

1. Purpose

This policy explains how employees of [Company Name] request corrections to their attendance records, the limits that apply and how requests are approved, so that the attendance data used for payroll is accurate and can be trusted.

2. Scope

It applies to all employees who record attendance through the company's attendance system, at every location.

3. Request types

• Missed check-in or missed check-out: the employee was at work but a punch was not recorded.
• Wrong time: a punch was recorded at an incorrect time, for example because of a device clock error.
• Work from home or on duty: the day was spent on approved remote or outside work but no request was raised in advance.
• Status correction: the day's status, such as absent or half day, is wrong for another documented reason.

4. Limits

• An employee may raise up to [3] regularization requests in a calendar month.
• A request must be raised within [5] days of the date being corrected.
• No request can be raised for a month once its attendance has been closed for payroll.
• When HR confirms a device or network failure, HR records the punches for everyone affected, and these do not count towards individual limits.

5. Procedure

• The employee submits the request in the attendance system with the corrected time or status and a clear reason.
• Evidence such as a gate register entry, visitor slip, CCTV confirmation or client email is attached where available.
• The reporting manager decides within [2] working days, and HR gives final approval.
• An approved correction updates the day's attendance, and the original punches stay on record for audit.

6. Rejected requests

A request is rejected when the reason is not credible, the limits are exceeded or the evidence contradicts the claim. The day is then treated as recorded, and any late mark, half day or absence stands.

7. Misuse

Repeated requests for the same reason, requests for days the employee was not at work, and requests raised for another person are misconduct under the Disciplinary action policy. A manager who knowingly approves a false request is equally accountable.

8. Responsibilities

• Employees: check attendance every week and request corrections promptly with honest reasons.
• Managers: verify each request instead of approving them in bulk.
• HR: watch requests by person and reason, and fix recurring device or network problems at the source.

9. Exceptions

If an employee could not raise a request within the time limit because of hospitalisation or a similar emergency, HR may accept a late request as long as the month has not been closed.

10. Review

HR reviews the monthly limit and back-date window every [half year], using the number and reasons of requests received, and tightens or relaxes them as needed.