Time and Attendance Management Policy

About this Policy

This policy applies to managers who are using the Rotageek time and attendance system to input and manage their colleagues’ time and attendance information.

This policy outlines that it is the manager’s responsibility to ensure that their colleagues’ timesheet data is accurate. For scheduled managers they must also ensure that they are approved in Rotageek by 10am every Monday on a weekly basis.

This policy does not form part of any employee’s contract of employment and we may amend it at any time.

It is important to note that where a manager fails to update schedules on time, colleagues who report into them are at risk of not receiving pay.

Managers must be aware that any breach of this policy and failure to ensure their direct reports hours are accurately recorded can result in errors in payment. As such, a break of this policy may result in disciplinary action being taken in accordance with the Society Disciplinary Policy.

 

Managers Responsibilities

Paying colleagues correctly in line with Society policies and on time in readiness for the four weekly pay run, is a key part of a manager’s role.

In some instances, colleagues’ timesheets are managed by a nominated second user (such as a central administrator or a personal assistant). However, it is ultimately the direct line manager of the colleague who is accountable for ensuring that colleagues are paid correctly and promptly. Managing exceptions, schedules and timesheets properly ensures that this happens.

 

Historical Edits

There is a cost to the Society to remedy any inaccuracies to timesheets historically, particularly any sickness information and it is important that these are avoided. All absence data and any exceptions must be dealt with and input in the working week in which they occurred. In some instances historical edits may be necessary, however proper management of colleague’s time and attendance data daily will ensure that this remains an exception.

Any historical edits or missed approval of timesheets, must be processed through Servicenow Requests for the Workforce Management team to amend.

 

Weekly Approval

The Society recommends that managers deal with their colleagues’ schedules on a daily basis to ensure that any changes and exceptions are kept up to date. This includes any absence from work, changes to shift patterns and managing any leave requests.

All scheduled colleagues’ timesheets must be approved weekly by 10am every Monday morning. Managers can approve timesheets once a colleague has finished all planned shifts within that working week.

Under no circumstance should managers/nominated users share their username and password information, in the event that they are unable to approve a timesheet they should arrange for a more senior manager to complete or contact the Workforce Management Team for assistance.

 

Disciplinary Action

The system is the property of the Midcounties Co-operative and should be treated as such in conjunction with the Acceptable Use of IT Facilities Policy.

The Society reserves the right to instigate disciplinary action where there are repeated offences of managers/nominated users not approving colleagues’ timesheets and/or historical edits to their colleagues’ timesheets. It is an important part of a manager’s role to ensure that their colleagues receive their pay accurately and on time, and where a timesheet has not been approved this may result in colleagues not receiving any pay. Intentionally or negligently approving timesheets which do not reflect hours actually worked may result in overpayments, which similarly may result in disciplinary action. Consideration will be given to exceptional circumstances which prevent the manager from approving a timesheet or managing absence and exceptions appropriately, this includes where any technical issues cause a sign-off failure.

This policy applies at all times, whether inside or outside working hours and any breach of this policy and/or misuse of the workforce management system and colleague’s time and attendance data may result in disciplinary action which may include dismissal.

If it is intended to take disciplinary action, the Society’s Disciplinary Procedure will be applied.

 

Additional Support

If you feel you need further guidance with using the workforce management system you can revisit the training material on the Colleagues Connect or Work Jam.

If you require any further assistance you should contact the Workforce Management Team for support by emailing workforcemanagement@midcounties.coop or raising an incident via Service Now.