Late to Work: How Employers Should Handle Tardiness
Short answer: When an employee is late to work, start with a written tardiness policy: what counts as late, any grace period, how to notify the manager and what happens after repeated late arrivals. For non-exempt employees, you generally pay only for time actually worked, but rounding and docking rules apply. A time clock that records the real clock-in time makes lateness visible and applies the same rule to everyone.
Late clock-ins flagged for the manager.
What to put in a tardiness policy
Definition of late: clocking in after the scheduled start time.
Grace period: if you allow one, state it, for example 5 minutes, and apply it to everyone.
How to report: who to call or message, and how far before the shift.
Steps for repeated lateness: conversation, written warning, final warning. Use a written warning that names the dates.
Exceptions: how approved late starts and protected leave are handled.
Non-exempt (hourly) employees: generally paid for hours actually worked. If you round punches, the rounding must be neutral over time. See time clock rounding rules.
Exempt (salaried) employees: under the FLSA, deducting pay for partial-day lateness can put the exemption at risk. Use discipline, not pay deductions.
State rules can add requirements, so check the law in each state where you have employees.
This is general information, not legal advice.
Late to work vs early clock-in
The same clock records both. Employees who clock in early can create unplanned overtime, so pair your tardiness rules with an early clock-in policy.
How EZTime records lateness
With EZTime, each punch is compared with the scheduled shift, so managers see who clocked in late without checking paper. Employees clock in from the mobile app with GPS or at a shared tablet with face recognition, and the schedule, punches and time off live in one place.
Frequently asked questions
How late is considered late to work?
Any clock-in after the scheduled start, unless your written policy sets a grace period.
Can I dock pay for being late?
For hourly employees you generally pay only for time worked. For exempt employees, partial-day deductions for lateness can risk the exemption.
How many late arrivals before a warning?
Your policy decides. Many employers use a set number of late arrivals within a rolling period.
How do I track lateness fairly?
Use a time clock that compares each clock-in with the schedule and applies the same rule to everyone.
