A clear employee attendance policy is the single cheapest way to protect your payroll. When the rules are written down and signed, you stop arguing about who was late and start managing the business. This template is built for field-service crews — commercial cleaning, security guards, and construction trades — where workers clock in across multiple job sites.
Below you'll find what every attendance policy should include, plus a full sample policy you can copy, paste, and adapt.
What to include in an attendance policy
- Definitions. Spell out what counts as a "shift," "scheduled start time," "tardy," "no-show," and "unexcused absence." Vague language is where disputes start.
- Clock-in and clock-out rules. State exactly how and where workers record time — on-site, using their assigned method, at the start and end of every shift. If you use facial recognition or GPS zones, say so here.
- Tardiness. Define the grace period (if any) and how lateness is counted. Be specific: "more than 5 minutes after scheduled start is a tardy."
- No-shows and absences. Require advance notice, name who to call, and set a deadline (for example, at least 2 hours before shift start).
- Breaks and meal periods. State paid vs. unpaid breaks, length, and whether workers must clock out for meals. Follow your state's break laws.
- Time-theft and buddy-punching clause. Prohibit buddy punching (clocking in for a coworker) and any falsification of time records. Make clear it is grounds for termination.
- Disciplinary steps. Lay out a progressive ladder so consequences are predictable and fair.
- Acknowledgment. A signature line confirming the employee read and understood the policy.
Why the time-theft clause matters most
For crews spread across job sites, the biggest leak is padded or falsified time. A signed clause gives you a documented basis for discipline — and pairing it with technology makes the rule enforceable instead of aspirational. Learn more about how to prevent time theft before it eats your margin.
Sample attendance policy (copy and paste)
1. Purpose. This policy sets expectations for attendance, punctuality, and accurate timekeeping for all employees of [Company Name].
2. Definitions. "Scheduled start time" is the time listed on your assigned schedule. "Tardy" means clocking in more than 5 minutes after your scheduled start. "No-show" means failing to report for a scheduled shift without approved notice.
3. Clock-in/out. You must clock in at the assigned job site at the start of each shift and clock out at the end, using the company-approved method. Clocking in before you arrive on site, or after you leave, is prohibited.
4. Tardiness. Repeated tardiness is tracked. Three (3) tardies in a 30-day period count as one unexcused absence.
5. Absences and no-shows. If you cannot work a scheduled shift, notify your supervisor at least 2 hours before start time. Two (2) consecutive no-shows without notice may be treated as job abandonment.
6. Breaks. Meal breaks of 30 minutes are unpaid; you must clock out and back in. Rest breaks follow applicable state law.
7. Time theft. Falsifying time records, clocking in for another employee (buddy punching), or recording time not worked is a serious violation and may result in immediate termination.
8. Discipline. Violations follow a progressive process: (1) verbal warning, (2) written warning, (3) final written warning, (4) termination. Serious violations such as time theft may skip steps.
9. Acknowledgment. I have read and understood this attendance policy. Employee signature: __________ Date: __________
Make the policy enforceable
A policy on paper only works if your timekeeping is accurate. PosupClock backs the rules with facial-recognition clock-in and GPS geofence zones, so the right person clocks in at the right place — with proof. It runs on flat pricing with no per-employee fees and a 7-day free trial, no credit card required.
Before you roll out the policy, see what attendance is really costing you with our free time card calculator.
Sans engagement