SayPro Human Capital Attendance Management Policies, Procedures, Processes, Templates, Documents, and Forms
Document Code: SayProP042
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: [Insert Date]
Next Review Date: [Insert Date, 6 months from today]
1. Purpose
The SayPro Human Capital Attendance Management Policy ensures a structured and transparent approach to monitoring attendance, punctuality, and leave management. It establishes guidelines for tracking Human Capital attendance, handling absences, and ensuring operational efficiency.
This policy aims to:
- Promote punctuality and accountability within SayPro.
- Ensure compliance with SayPro’s operational and governance framework.
- Provide clear procedures for recording attendance, handling absenteeism, and managing leave requests.
2. Scope
This policy applies to:
- All SayPro Human Capital members, including full-time, part-time, and contractual team members.
- Remote, on-site, and hybrid working models.
- Royal Directors, Officers, and Team Leads responsible for attendance oversight.
3. Attendance Management Guidelines
3.1 Work Hours and Punctuality
- SayPro operates on a structured work schedule, with designated working hours set per Royal.
- Human Capital must report on time and remain engaged during designated working hours.
- Flexible work arrangements must be pre-approved by Royal Directors.
- For Work submission to the Royal Committee the SayPro Royal Chief must be accompanied by the SayPro Royal Director, SayPro Royal Manager and the SayPro Royal Officers. Should the Chief come to the meeting alone without the people listed here. The Chief shall be returned back and he or she will be declared as absent to submit the meeting.
3.2 Attendance Tracking and Reporting
- Biometric systems, time-tracking software, or attendance registers must be used to track Human Capital attendance.
- Royal Officers are responsible for reviewing and verifying attendance records.
- Any discrepancies in attendance must be reported to the Human Capital Royal immediately.
3.3 Absenteeism and Tardiness
- If a Human Capital member will be late or absent, they must notify their Royal Chief, Manager, Director or Officer in advance.
- Excessive tardiness or unauthorized absenteeism may result in corrective action.
- Absences exceeding one consecutive days require formal justification and documentation such as Medical Notes.
- All Interns as per the Government Policy are not allowed to be absent from work for the whole duration of the internship unless in extents beyond requirements.
- All Interns are not allowed to be pregnant during the Internship Period as per the Government Regulation and the need for them to fully complete the internship program.
3.4 Leave Management
- All leave requests must be submitted through the official SayPro leave request system.
- Leave categories include:
- Annual Leave
- Sick Leave (with a valid medical certificate if exceeding two days)
- Maternity/Paternity Leave
- Study Leave
- Compassionate Leave
- Emergency leave requests must be approved by Royal Directors.
4. Roles and Responsibilities
4.1 SayPro Royal Directors and Officers
- Monitor attendance records and leave requests.
- Address attendance violations and implement corrective actions when necessary.
- Ensure that Human Capital members understand SayPro’s attendance policies.
4.2 SayPro Human Capital Members
- Maintain punctuality and adherence to work schedules.
- Report absences in a timely manner.
- Submit leave requests in advance for approval.
5. Compliance with SayPro Policies and Regulations
All Human Capital members must:
- Adhere to SayPro’s attendance expectations.
- Follow proper leave application processes.
- Ensure that time records accurately reflect their working hours.
Failure to comply may lead to:
- Formal warnings
- Deductions from paid leave (if applicable)
- Disciplinary action or termination in cases of repeated violations
6. Monitoring and Evaluation
- Quarterly audits of attendance records to ensure compliance.
- Performance reviews that include attendance as a key evaluation metric.
- Continuous improvements to SayPro’s attendance tracking systems and processes.
7. Compliance Monitoring and Policy Review
7.1 Compliance Oversight
- The Human Capital Management Team is responsible for ensuring attendance compliance.
- Non-compliance will be addressed through progressive discipline procedures.
7.2 Policy Review
- This policy is reviewed every six months to align with SayPro’s operational needs and governance standards.
8. Frequently Asked Questions (FAQs)
Q1: What should I do if I am running late?
A1: Notify your Royal Director or Officer as soon as possible and provide an estimated time of arrival.
Q2: How do I apply for leave?
A2: Submit a formal leave request through the SayPro leave management system.
Q3: What happens if I exceed my leave balance?
A3: Unapproved leave beyond your entitlement may result in unpaid leave or disciplinary action.
Q4: How is remote attendance tracked?
A4: Remote team members must log their work hours using SayPro’s digital time-tracking system.
Q5: What are the consequences of repeated absenteeism?
A5: Formal disciplinary action, which may include warnings, probation, or termination, depending on the severity.
Q6: When is this policy updated?
A6: This policy is reviewed every six months to ensure its effectiveness.
Document Code: SayProP042
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: [Insert Date]
Next Review Date: [Insert Date, 6 months from today]
