SECTION 3: ATTENDANCE AND TIMEKEEPING POLICY
I. Purpose
AVCI Veterinary Practice is committed to maintaining punctuality, accountability, and efficiency in attendance and timekeeping to ensure the highest standards of veterinary care and client service. This policy provides:
1. Clear expectations for employee attendance and punctuality.
2. Fair and legal procedures in compliance with the Labor Code of the Philippines (PD 442) and other relevant laws.
3. Guidelines on timekeeping, failure to clock out, and request for Timekeeping Irregularity Override (FTIO).
4. Proper procedures for payroll cut-offs and overtime computations.
This policy applies to all AVCI employees across all branches and departments.
II. Work Hours and Shift Schedules
1. Regular Work Schedule (Monday – Saturday)
◦ Morning Shift: 9:00 AM – 12:00 PM
◦ Afternoon Shift: 1:00 PM – 6:00 PM
◦ Lunch Break: 12:00 PM – 1:00 PM (one-hour unpaid break)
2. Night Shift Schedule
◦ 10:00 PM – 6:00 AM (next day)
◦ Employees assigned to night duty are entitled to night shift differential pay (see Section VI).
3. Sunday Shift Schedule
◦ 10:00 AM – 6:30 PM (including a 30-minute lunch break)
◦ Employees working on Sundays receive Sunday Premium Pay (30% additional pay).
📌 Any work performed outside the regular day shift is considered overtime.
III. Timekeeping and Attendance Monitoring
1. Clocking In and Out
◦ Employees must clock in and out using the THREAD application on AVCI’s designated devices.
◦ Employees cannot use their personal mobile devices for timekeeping except in:
▪ Fieldwork assignments (e.g., mobile veterinary services, farm visits).
▪ Remote work arrangements (if applicable).
▪ Other exceptional cases approved by management.
2. Failure to Clock-Out (FTIO Policy)
◦ If an employee fails to clock out, they must submit a Failure to Timekeeping Irregularity Override (FTIO) request via THREAD within 24 hours from the date of non-clocking out.
◦ Approvers will review and approve only valid FTIO requests.
◦ FTIO submissions are limited to three (3) per payroll period (bi-monthly payroll).
3. Exceptions to FTIO Submission Limits
◦ If the FTIO request is due to a system error by THREAD, it will not be counted toward the three-per-payroll limit.
◦ Employees must provide evidence (e.g., screenshots, supervisor verification) to support FTIO requests due to system errors.
4. FTIO Approval & Cut-Off Dates
◦ FTIO requests will be approved only during payroll cut-off dates.
◦ The cut-off date is four (4) days before the scheduled payroll.
◦ Payroll schedules:
▪ Mid-month payroll: First payroll period.
▪ End-of-month payroll: Last payroll period.
📌 Approvers must track FTIO submissions to ensure employees do not exceed the three-per-payroll limit.
IV. Tardiness and Grace Period Policy
1. No Grace Period for Late Arrivals
◦ Employees must be ready to work at the start of their shift (not just arriving).
2. Tardiness Limits & Penalties
◦ Maximum of 5 late attendances per month.
◦ Penalties for excessive tardiness:
📌 Chronic tardiness or failure to comply with this policy may lead to termination under Article 297 of the Labor Code.
V. Absences & Unauthorized Leaves
1. Reporting an Absence
◦ Employees must inform their supervisor at least two (2) hours before their scheduled shift if they will be absent.
◦ Unreported absences will be considered unauthorized and may lead to disciplinary action.
2. Unauthorized Absences
◦ Three (3) consecutive unreported absences without valid reason will be considered job abandonment and grounds for termination.
VI. Overtime, Night Shift, and Holiday Pay
1. Overtime Pay (Article 87, Labor Code)
◦ 125% of the hourly rate for overtime on regular workdays.
◦ 130% of the hourly rate for work done on a rest day or special holiday.
2. Holiday Pay (Article 94, Labor Code)
◦ 100% of daily wage if the employee does not work on a regular holiday.
◦ 200% of daily wage (double pay) if the employee works on a regular holiday.
◦ 130% of daily wage if the employee works on a special non-working holiday.
3. Night Shift Differential Pay (Article 86, Labor Code)
◦ AVCI grants a night shift differential of 15% of the regular hourly wage (instead of the national ordinance of 10% only).
4. Sunday Shift Premium Pay (Article 93, Labor Code)
◦ Employees working on Sundays receive 130% of their regular wage.
📌 Employees must secure prior approval from supervisors before rendering overtime.
VII. Disciplinary Actions for Attendance Violations
📌 All terminations must comply with the Labor Code’s “Two-Notice Rule” (Article 292), ensuring due process and fairness.
VIII. Employee Rights and Appeals Process
1. Right to Due Process
◦ Employees may submit valid justifications, medical certificates, or supporting evidence for absences or tardiness.
◦ HR will review all appeals before applying disciplinary actions.
2. Right to Appeal
◦ Employees may submit a formal appeal to HR within five (5) days of receiving a disciplinary notice.
3. Confidentiality and Data Protection
◦ All attendance records will be securely stored and managed in compliance with RA 10173 (Data Privacy Act of 2012).
IX. Policy Review and Amendments
• This policy will be reviewed annually to ensure compliance with Philippine labor laws and AVCI’s operational needs.
• Any policy changes will be communicated to all employees and included in the AVCI Employee Handbook.
X. Compliance and Enforcement
• Failure to comply with this policy may result in progressive disciplinary action, suspension, or termination under the Labor Code of the Philippines.
• AVCI reserves the right to modify attendance rules in response to operational changes or legal updates.
Back to Manual of Company Policies.