Mass Layoffs: What Are Payroll S Obligations s2

TOOL TYPE SAMPLE TIME LAST REVIEWED 5/15/14 AND ATTENDANCE MEMO GEOGRAPHY CANADA SOURCE: ORIGINAL

SAMPLE TIME AND ATTENDANCE MEMO

PURPOSE: Use this tool when you need to communicate to an employee a concern about time and attendance at work before absences reach the threshold for disciplinary action.

T H I S TO O L AN D H UND RE DS MO RE AVAI L AB L E I N T H E HR TO O L B O X AT http://hrinsider.ca/. Templates and tools from HR Insider are provided for members of our service. Members may use this document as is or as a starting point to customize their own documents. HR Insider assumes no responsibility for the effectiveness or legality of any of its online templates or tools. Always consult your legal counsel and management before implementing any new policies or procedures. SAMPLE – WRITTEN NOTICE OF ATTENTION

Organization letterhead

Re: Time and Attendance At Work Notification (Note method of delivery; hand delivered and by whom, emailed, mailed)

Dear ______,

The purpose of this letter is to bring to your attention our concern over the number of absences and the number of times you have reported late to work. Please note this letter is not an official notification of any disciplinary proceedings. We are writing to inform you of the status of your absences and lateness and remind you of our policies for absences and lateness.

Our records indicate the following Record of your Absences and Lateness for the past 2 months:

 X absences from work on the following dates ______.  X times late for work on the following dates ______ We are aware that you have provided us with medical and explanatory notes explaining absences or lateness on the following dates ______.

We are also aware that X number of these absences were requested and approved by your supervisor for reasons that included medical appointments, illness and child care accommodations. However for many of your absences and lateness there were no prior requests and no supporting documentation.

T H I S TO O L AN D H UND RE DS MO RE AVAI L AB L E I N T H E HR TO O L B O X AT http://hrinsider.ca/. Templates and tools from HR Insider are provided for members of our service. Members may use this document as is or as a starting point to customize their own documents. HR Insider assumes no responsibility for the effectiveness or legality of any of its online templates or tools. Always consult your legal counsel and management before implementing any new policies or procedures. Attendance Policy: Our Attendance Policy clearly states that any employee missing and/or late for work X% (for example 15% or 20%) of the time during any 3 months will receive a warning as a step in the disciplinary process. Please be aware that if you are late or miss one more day of work within the next 30 days you will have reached the threshold for the first stage of disciplinary proceedings. At that time an official warning will be placed on your record. Continued failure to adhere to our attendance policy in the future may result in suspension, demotion or termination of your position.

Accommodation Requests: Currently we are not aware of any requests you have made for accommodation. If you believe you require accommodation for a disability or family status please inform us so we can discuss possible accommodation options. We are willing to work with you to try and resolve reasonable accommodation needs but we do need you to be available to perform your job.

Future requests for Leave: If you must miss work for any reason please speak to your supervisor prior to the leave and see if alternative arrangements can be made to allow you to put your time in at work to compensate for an absence.

Request for Unpaid Leave: Any leave has an impact on the workplace. However, we are aware that at times leave is required. If you require unpaid leave please speak to your supervisor or HR representative about the impact of unpaid leave on your attendance status. In some cases we can make exceptions for necessary leave related to Compassionate Care or Family Responsibility, Bereavement and Personal Emergency situations supported by appropriate support documentation. However, if excessive unpaid leave impact your ability to complete your work and have a negative impact on your team or our business we will have to consider other arrangements.

We know that sometimes absences are necessary and some are unavoidable and we appreciate the many challenges our employees face. However, attendance at work and showing up on time are vital components of your position. Your absences and tardiness are beginning to impact your performance and that of your team. Your supervisor has informed us that he/she has spoken to you on several occasions regarding your absences from work and you are aware of his/her concerns. Please make every effort to attend work from now on and show up at the expected time.

T H I S TO O L AN D H UND RE DS MO RE AVAI L AB L E I N T H E HR TO O L B O X AT http://hrinsider.ca/. Templates and tools from HR Insider are provided for members of our service. Members may use this document as is or as a starting point to customize their own documents. HR Insider assumes no responsibility for the effectiveness or legality of any of its online templates or tools. Always consult your legal counsel and management before implementing any new policies or procedures. We value you participation as a member of our organization. Please let us know if there is anything we can do to assist you to help resolve issues related to your continued absences and tardiness. If you would like to arrange a meet with a representative from Human Resources to discuss your situation you may contact ______at ______.

Sincerely, Signature Name (Management/HR representative) Department, Contact information

I acknowledge that I have received, read and understood this letter

Employees Name Signature Date

T H I S TO O L AN D H UND RE DS MO RE AVAI L AB L E I N T H E HR TO O L B O X AT http://hrinsider.ca/. Templates and tools from HR Insider are provided for members of our service. Members may use this document as is or as a starting point to customize their own documents. HR Insider assumes no responsibility for the effectiveness or legality of any of its online templates or tools. Always consult your legal counsel and management before implementing any new policies or procedures.