Draft Timekeeping Policy For Weekly and Monthly Paid Employees

Timekeeping Policy for Weekly and Monthly Paid Employees
1. Policy Overview
 Objective: To ensure precise tracking of hours worked by all employees for accurate
payroll processing and compliance with labour regulations, through standardized
timekeeping procedures.
 Scope: This policy applies to all weekly and monthly paid employees and is enforced
by the HR department under the oversight of the Executive Director, CEO, or
Managing Director.
2. Roles and Responsibilities

 Accounts Clerk: Assists in payroll processing by ensuring time records are complete
and accurate.
 Assistant Accountant/CFO/HR Manager: Oversees the integration of timekeeping
data into payroll systems and ensures adherence to the timekeeping policy.
 HR Officer/Executive Assistant: Monitors and verifies timekeeping submissions,
addresses discrepancies, and maintains employee time records.
 Executive Director, CEO, or Managing Director: Provides final approval for significant
changes to timekeeping procedures and overall policy compliance.
3. Timekeeping Procedures
 Clock-in/Clock-out: Weekly paid employees must clock in at the beginning of their
shift and clock out at the end, using the company’s official timekeeping system.
Monthly paid employees are required to record their daily attendance.
 Use of Official Time Sheets: Employees unable to use electronic systems must
complete the official company time sheets or attendance registers. These documents
must be signed by their immediate supervisor and submitted to HR weekly.
 Mandatory Documentation: No employee, whether paid weekly or monthly, will be
compensated without having their respective attendance and time sheets
completed, signed, and submitted. No other documents can be used to account for
work time and attendance.
 Absences and Tardiness: All absences must be reported to HR in advance or as soon
as possible in emergencies. Tardiness must be documented with reasons provided on
the official timekeeping systems or documents.
4. Record Keeping
 Documentation and Storage: All time records are maintained electronically, with
manual records digitized for secure storage.
 Access and Confidentiality: Access to timekeeping records is strictly controlled and
limited to authorized personnel.
 Record Retention: Timekeeping records are kept for a minimum of seven years to
meet legal and regulatory requirements.
5. Accountability and Control Measures

 Audit Trails: Complete audit trails for all time records are maintained to ensure
accuracy and prevent any form of time theft or fraud.
 Regular Audits: HR regularly audits timekeeping records to verify accuracy and
compliance with this policy.
 Supervisor Approval: Adjustments to time records require approval from immediate
supervisors and a subsequent review by the HR Officer.
6. Compliance and Enforcement

 Mandatory Policy Adherence: Strict adherence to the timekeeping policy is
mandatory for all employees.
 Deviation Reporting: Any deviations from the timekeeping policy must be reported
immediately to HR and the Board of Directors.
 Disciplinary Actions: Violations of this policy, including the submission of incomplete
or unsigned time records, will result in disciplinary action, which may include
termination.
7. Updates and Communication

 Policy Review and Updates: Reviewed annually to ensure effectiveness and
compliance with evolving labour laws.
 Employee Notification: All employees are notified of any changes to the timekeeping
policy through multiple communication channels.
8. Training and Support

 Employee Training: Conducts regular training to educate employees on the use of
the timekeeping system and the importance of policy compliance.
 Support Availability: Technical support for the timekeeping system is available to all
employees during working hours.

This Timekeeping Policy underscores the company’s commitment to fair labour practices and
accurate payroll administration by mandating the use of official timekeeping documents and
ensuring all time records are properly completed and processed.

Draft Timekeeping Policy For Weekly and Monthly Paid Employees

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Draft Timekeeping Policy For Weekly and Monthly Paid Employees

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Timekeeping Policy for Weekly and Monthly Paid Employees

2. Roles and Responsibilities

5. Accountability and Control Measures

6. Compliance and Enforcement

7. Updates and Communication

8. Training and Support

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