Employee attendance policy

Why you need an attendance policy

• Coverage. In shift work, one missing person can mean longer waits, overtime for others and burned-out coworkers.
• Fairness. Written rules prevent managers from treating similar absences differently, which is a common source of complaints and legal risk.
• Clarity. Employees know exactly how and when to call in.
• Documentation. If discipline is needed, a clear policy and accurate records support your decision.

If absences are already a problem, see our guide on reducing absenteeism.

What to include

Define the key terms

Consistent definitions matter more than any specific number. Our job abandonment policy guide explains how many consecutive no-call no-shows employers typically treat as a voluntary resignation.

Choosing a tracking system

Whatever you choose, use accurate data. A digital time clock records actual clock-in times, and our timekeeping policy guide covers how employees should record time.

Example point system

These numbers are examples, not a recommendation. Set your own based on your operation, and decide whether points roll off after a fixed period so employees can recover from a bad stretch.

Legally protected absences

Your policy must not penalize absences the law protects. Depending on your size and location, these may include:

• FMLA leave. The federal Family and Medical Leave Act generally covers employers with 50 or more employees and gives eligible employees up to 12 workweeks of unpaid, job-protected leave in a 12-month period for qualifying reasons. FMLA-protected absences cannot be counted under a no-fault attendance policy.
• Disability accommodations. The Americans with Disabilities Act, which applies to employers with 15 or more employees, may require leave or schedule changes as a reasonable accommodation. Apply the interactive process before disciplining disability-related absences.
• State and local paid sick leave. Many states and cities require paid sick leave and prohibit counting its use as an absence for discipline. Some also limit when you can ask for a doctor’s note.
• Jury duty and witness duty. Federal law protects employees serving on federal juries, and most states protect state jury service.
• Military service. USERRA protects employees who leave for military service.
• Workers’ compensation. Absences due to a work injury are generally protected under state workers’ compensation laws.
• Other state leaves. Voting, domestic violence, school activities, bereavement and family leave laws vary by state.

Include a clear statement that protected absences will not be counted against employees, and train managers to recognize them. Our PTO policy guide explains how paid time off fits alongside required leave.

Reporting procedure: make it easy

1. Name exactly who to contact, with a backup if they do not answer.
2. Set how far in advance employees must call in, for example at least two hours before the shift, except in emergencies.
3. Say which methods count. Many teams allow calling in through an employee app so the absence is recorded with a timestamp.
4. Explain what information to share (that they will be absent and expected return), without requiring medical details.
5. Tell employees what the manager will do next, such as finding coverage.

Fast coverage matters. With scheduling software, managers can post an open shift to qualified employees right away.

Sample attendance policy outline

1. Purpose: “Reliable attendance helps us serve customers and treat coworkers fairly. This policy explains our expectations.”
2. Scope: “This policy applies to all non-exempt employees at all locations.”
3. Reporting: “If you will be absent or late, notify your manager through the team app or by phone at least two hours before your shift.”
4. Tardiness: “Arriving more than [X] minutes after your scheduled start without approval is a tardy.”
5. No-call no-show: “Failing to report an absence is a no-call no-show. [Number] consecutive no-call no-shows will be treated as a voluntary resignation, unless there were circumstances that prevented you from calling.”
6. Protected leave: “Absences protected by federal, state or local law, including approved FMLA leave, legally required sick leave, jury duty and approved accommodations, will not be counted under this policy.”
7. Tracking: “We use a point system. Points expire 12 months after the date they were received.”
8. Consequences: “Accumulated points lead to corrective steps, up to and including termination.”
9. Questions: “Contact HR with any questions.”

Have an employment attorney review your final policy, and include it in your employee handbook.

Perfect attendance rewards: handle with care

Rewards for good attendance can work, but a strict “perfect attendance” bonus may penalize employees who used protected leave. Regulators have raised concerns about such programs when they affect disability or FMLA leave. Safer options reward reliability in ways that exclude protected absences from the calculation, or recognize good attendance alongside other contributions.

Rolling out the policy

1. Draft the policy and have it legally reviewed.
2. Train managers on applying it consistently and recognizing protected leave.
3. Announce it with enough notice, explain why and answer questions. eztime’s announcements can show who has read it.
4. Collect signed acknowledgments, for example with e-signatures.
5. Review attendance data monthly and adjust if the policy is not working.

Frequently asked questions

Where to go next