United Community & Family Services, Inc. reserves the right to modify and/or eliminate any and all policies or procedures at the discretion of senior management, at anytime. This policy and related procedures are not a promise or contract of employment, or entitlement to benefits.

United Community & Family Services, Inc.

Department/Program:

Policy/Procedure: Absenteeism/Tardiness

Purpose: The intent of this policy is to provide guidelines for supervisors to manage absenteeism/tardiness effectively to meet the business needs of their respective areas. While standards for absenteeism are constant across departments, it is recognized that flexibility is needed to accommodate the need for punctuality.

Definitions:

Absence: An absence occurs when a FT employee is absent from work for 3+ hours on a scheduled workday, either in late, full day or leave early. PT, and PTU, will be charged an absence for time out in excess of half of their scheduled work day.

Excluded Absence: Any absence (scheduled or unscheduled) due to Family Medical Leave, Worker’s Compensation Leave, Jury Duty, Bereavement Leave, and Military Duty; any scheduled, pre-approved absence due to vacation, holiday, personal or medical leave of absence, or personal time are not considered occurrences under this policy.

Occurrence: An occurrence of absence for up to one full day or consecutive days for the same reason.

Excessive Absenteeism: morethan6 occurrences of absenteeism in a rolling 12-month period

Tardiness: Tardiness is reporting to work anytime after your scheduled start time.

Excessive Tardiness: morethan8 occurrences of tardiness in a rolling 12-month period

Rolling 12 month period: 12 months preceding, up to and including, the most current absence (12 month look-back)

Decision-making Leave: suspension from job

Policy: UCFS policy determines 6 occurrences of absenteeism and 6 occurrences of tardiness in a rolling 12 month period to be deemed “excessive”. Employees who have not made the necessary changes to reduce their number of absences and tardies after counseling and warnings will be subject to dismissal.

  1. When a staff member is absent in a rolling 12-month period:

a. 5 occurrences - documented counseling session will occur

b. 7 occurrences - documented verbal reminder will be issued

  1. 9 occurrences - documented written reminder will be issued

d. 10 occurrences - placed on decision-making leave, notification that job is in jeopardy

e. 11 occurrences - dismissal

  1. When a staff member is tardy in a rolling 12-month period:

a. 4 occurrences - documented counseling session will occur

  1. 6 occurrences - documented verbal reminder will be issued

c. 8 occurrences - documented written reminder will be issued

d. 10occurrences - placed on decision-making leave, notification that job is in jeopardy e. 11occurrences - dismissal

  1. Salary & hourly employees who achieve perfect attendance in a 6 month period will be acknowledgedwith a rating above “3” on their annual review.

Guidelines:

  1. No Call – No Show: If an employee fails to report to work or call in an absence, the following schedule of progressive improvement notification will occur, whether additional days are consecutive or not:

a. Day 1 - documented written reminder will be issued

b. Day 2 - placed on decision-making leave, notification that job is in jeopardy

c. Day 3 - dismissal, employee considered to have voluntarily resigned UCFS

  1. Day before & day after a holiday: If an employee calls in an unscheduled absence the day before or after a holiday, a documented verbal reminder will be issued. Additionally, employee will not receive holiday pay, but can use accrued time to cover. If stated reason is “sick”, and a doctor’s note is provided, can utilize sick accrual.

3. Exempt staff considerations: Since exempt staff have some independence and

flexibility in managing their time and schedules, should a pattern of excessive

absenteeism and/or tardiness occur, it will be addressed under this policy and

guidelines .

4. UCFS reserves the right, under circumstances it deems appropriate, to discipline,

suspend and/or terminate an employee without regard to the sequence of actions

set forth in these procedures. For example, an employee at the counseling stage for

tardiness could be issued a decision-making leave for another infraction.

Procedures:

  1. Hourly employees track and report their attendance and tardiness on bi-weekly time sheets that are submitted for approval by their immediate supervisor
  2. Immediate supervisors or their designee track attendance and tardiness for their individual areas utilizing the electronic tracking form* as attached. They review the employee bi-weekly time sheets, referring to this electronic tracking form prior to signing and submitting times sheets to payroll
  3. All pre-approved, scheduled absences are to be completed by the employee and approved by the supervisoron the “Request for Time Off” forms, and submitted to payroll. The pink copy is returned to the employee prior to the date.

Related Documents:

(List)

Forms:

Electronic Tracking Form (Currently utilized by the majority of the management team, but not all)

Request for Time Off

Bi-Weekly Time Sheets

Approvals:

Approved by: Senior ManagementDate:

Approved by: Sub-Committee of BODDate:

Approved by: UCFS Board of DirectorsDate:

Revised 8/14/06; Revised 12/06Page 1 of 3