Clocking

This page outlines the Company’s clocking in and out procedure, and to ensure that colleagues’ hours are monitored and recorded so as to ensure pay is correctly administered.

Data

Data captured on the clocking in system will be used for the following purposes:

to inform payroll of a colleague’s recorded hours worked for pay purposes;
in the event of an emergency situation clocking in data will be used to create a register of colleagues’ who are on site i.e. fire evacuation etc;
to monitor colleagues’, start and finish times; and
in relation to any issues relating to conduct or performance to ensure we can identify colleagues’ on duty.

Information

Where biometric hand punch devices have been installed by the Company, all colleagues are required to clock in and out of work using this device.

The device will be kept clean and wiped down with sanitising wipes. You are encouraged to wash or sanitise your hands immediately after use and before commencing your duties.

You will not be added to the clocking system until all starter paperwork has been received. This includes evidence of your right to work in the UK (such as a passport, signed and dated to verify the copy is a true likeness of you). Only upon receipt of the right to work evidence and completed new starter forms can you be set up on the HR and payroll systems and allocated with an employee number.

You are responsible for ensuring that you arrive at work early enough to enable you to begin your work at the appointed start time. Similarly, you are required to remain at work at least until the finish time. Start and finish times may only be varied in exceptional circumstances.

If you are clocking in before your start time or clocking out after your official finish time, you will only be paid for your contracted hours, or rostered hours, unless additional work hours have been agreed by your Line Manager in advance.

Where you fail to arrive at work on time, pay will be deducted at 15-minute increments i.e. if the start time was 9:00 am and arrival time was between 9:03 am and 9:15 am then pay would be calculated from 9:15 am.

Unless there are exceptional circumstances no payment of salary will be made where there has been a failure to use the fingerprint recognition system to clock on for duty.

Where you have booked annual leave or are absent from work due to sickness, as long as the relevant procedure has been followed, payment of salary will not be affected by the absence of clocking in data.

In the unlikely event that the fingerprint recognition system breaks down, it is the responsibility of colleagues to report this to their Line Manager immediately.

As the data collected is linked to the payroll system used by the Company, failure to clock in or out, or misuse of the hand punch system, will affect the payroll validation system and may result in errors in pay.

Your actual hours worked (as per the data captured from the clocking machine) will be compared against your contractual hours and your rostered hours before calculating how much pay is owed. Time will be deducted for breaks in accordance with your contractual terms of employment.

Should you be uncertain of how to use the machine, encounter any difficulties using the machine, or have any questions, you should contact your line manager immediately.

Procedure

Failure to adhere to Policy

The clocking system must be used when starting or finishing a period of work.

On commencement of a period of work, you should clock in by inserting your hand into the reader and entering your pin number. When finishing a period of work, you must clock out again following the same process.

You are responsible for checking that the hand punch device has accepted the scan (the device will say “ok” on a successful scan and beep). If the scan is unsuccessful then you must report the fault immediately to your manager – failure to do so may result in your hours being recorded incorrectly which may impact your pay.

Validation of your clocking will be accompanied by a single bleep. Rejection of clocking will be accompanied by a series of bleeps. If clocking has been rejected then you should contact your line manager immediately.

Repeated or persistent failure to adhere to the clocking procedure could result in disciplinary action. Trigger levels will identify those colleagues that give cause for concern as follows:

3 or more failures in one rolling month OR
6 or more failures in any three consecutive months OR
12 or more failures in any twelve consecutive months

Any deliberate abuse of this procedure or of the hand punch device installed on site could be treated as gross misconduct and could therefore result in dismissal.

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