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November 1998
Vol. 2 No. 1 Page 3

What The Manual Says About Attendance

Time and Attendance, Handbook F-21

142 Attendance Rules and Assignment Control

142.1 Reporting for Duty

.11 Upon arrival, employees required to use time clocks are to clock in at the scheduled reporting time and report to their work location ready to work. Employees must not be permitted to clock in more than 0.08 hours (5 minutes) before their scheduled reporting time nor more than 0.08 hours (5 minutes) after their scheduled reporting time.

.12 After an employee has clocked in and the timecard has been placed back in the rack, the timecard is serving the purpose of an "assignment card" in that the card's presence in the rack indicates that the employee is assigned to and working at the particular work center.

.13 At mealtime, employees (except for city carriers) are to clock out at a master or auxiliary location. If an employee intends to return to the same work location after the meal period, the employee must place the timecard in the designated rack. If an employee has been assigned to report to a different work center after the meal period, the employee must put the timecard in an "out" box. The supervisor where the employee clocked out is responsible for sending the timecard to the new location. Clocking in from a meal period at a master or auxiliary location follows the same steps as for clocking in at the beginning of the tour. It is the supervisor's responsibility to see to it that employees clock in from meal periods as close to the designated end of the meal period as possible.

.14 In no case should an employee be permitted to retain the timecard after clocking in or out unless he has been given specific authorization from the supervisor to do so.

.15 As soon as possible, but no sooner than 0. 08 hours (5 minutes) after the tour is scheduled to start, the supervisor will be responsible for identifying the timecards of those employees who did not clock in and removing those timecards from the rack.

142.2 Call Ins

.21 Each supervisor must designate a person to whom employees are to "call in" notice of an unscheduled absence. This individual is to be responsible for initiating Form 3971 and for seeing to it that the 3971 is given to the appropriate timekeeper within 30 minutes of the absent employee's scheduled reporting time. The procedures for completing and handling a Form 3971 for a "call in" are outlined in Exhibit 142.21.

.22 The timekeeper must initiate a Form 3971 for employees who do not call in unscheduled absences before or after their scheduled begin tour time. These employees will be identified by the supervisor as stated in 142.15. The procedures for completing and handling a Form 3971 for a "no call" are outlined in Exhibit 142.22.

.23 An employee who does not can in is considered as absent without leave or permission (AWOL) pending the receipt of the facts in the case. The pending AWOL charge should not be entered on the timecard at this time. The timecard entry should be made after the facts have been received as described in chapter 3.

.24 The supervisor is to check with the appropriate timekeeper .50 hours (30 minutes) after the scheduled tour starts. At that time, the supervisor is to review all of the 3971 call in notices and sign the 3971 in the "SUPERVISOR NOTIFIED" block. The supervisor is then to wrap the 3971 around the employee's timecard and either place it in the rack or retain it.

.25 Forms 3971 for unscheduled absence and tardy situations must be kept in a secure location to prevent their loss, destruction, or unauthorized use. They should be maintained in a pending file during the employee's absence. When the employee returns to work he is required to complete the 3971 and to give it to his supervisor for action. The supervisor is to give the completed 3971 to the timekeeper.

143 Tardiness

143.1 Timecard Handling

.11 At 0.10 hours (six minutes) after the scheduled reporting time, the supervisor is to withdraw all timecards for those scheduled employees who did not report for duty.

.12 The following steps are to be followed in handling the timecard of an employee who is tardy and who reports to work up to 0.50 hours (30 minutes) late.

a. The employee is to report directly to his supervisor in order to obtain his timecard.

b. The employee may be required or permitted to make up the time by extending his regular work schedule for his tour, providing the period of tardiness is without pay. Out-of-schedule overtime will not be paid for work extending beyond the regular established work schedule to make up the amount of tardiness. Alternatively, the tardiness can be charged to annual leave, if available, to leave without pay, or to absence without leave (AWOL). In these instances the employee must end his tour of duty when the leave charge and work hours equal the total hours of his normal tour of duty (unless overtime has been authorized).

c. The employee must initiate Form 3971 before the supervisor gives him his timecard.

.13 It is not practical to permit an employee to make up time in excess of 0.50 hours (30 minutes). Therefore, the employee will be charged with appropriate leave or AWOL to cover the periods of his tardiness. The employee must end his tour when the leave charge and work hours equal the total hours of his normal tour of duty (unless overtime has been authorized).

.14 If the employee's tour is extended solely because of tardiness, the employee is not entitled to outof-schedule overtime or Sunday premium which would otherwise result because of the tour extension.

143.2 Restrictions

.21 Only full-time and part-time regular schedule employees are permitted to make up a period of tardiness by extending their tour. The supervisor may exercise his own best judgment as to whether the request for an extension should be granted. Part-time flexible, casual and temporary employees do not have established work schedules. Therefore, record actual total hours and hundredths worked.

.22 If the tardiness is not excusable, appropriate disciplinary action, in addition to leave charge, may be taken.

.23 If the employee is late due to an Act of God, the procedures outlined in chapter 3 should be followed.

Source: Taken from Time and Attendance, Handbook F-21, July 1994 edition.
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