Administration & Operations · SOP

Time And Attendance Tracking

Standardized procedure for clocking in/out, handling shift exceptions, and reconciling daily attendance data for hourly workers. Ensures accurate payroll, labour law compliance, and audit readiness.

Estimated Time

30 min

Difficulty

Intermediate

Department

Administration

Version

1.0

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Purpose

To provide a consistent, auditable method for hourly workers and administrators to record, verify, and approve all work time. This SOP eliminates manual errors, reduces pay disputes, and ensures compliance with provincial employment standards for overtime, breaks, and record retention.

Scope

Applies to all hourly employees, supervisors, and payroll administrators in corporate office, warehouse, and field service environments. Covers daily punch-in/punch-out, meal break tracking, shift overrides, and end-of-day batch reconciliation. Does not cover salaried or exempt employees, or piece-rate compensation.

Safety Precautions & Prerequisites

REQActive timekeeping system account with supervisor edit rights for override functionality.
REQHourly workers must have a valid badge or PIN; temporary PINs require manager approval.
INFOCompany attendance policy must be acknowledged by all hourly staff before first punch.

Required Tools & Systems

Timekeeping software (e.g., TouchClock, TimeForce, or equivalent)
Biometric badge reader or mobile app with geolocation
Supervisor administrative console (desktop or tablet)
Current shift schedule roster (exported from HRIS or scheduling tool)
End-of-day audit report template

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Procedure: Step-by-Step

1 Prepare the system and verify operator access. Log into the timekeeping system with administrative credentials. Confirm all hourly workers are assigned to the current shift schedule. Ensure each employee has a functioning badge or remembered PIN. Resolve any missing records before the start of shift.

2 Conduct punch-in for start of shift. Direct each hourly worker to present their badge at the designated clock-in terminal or use the mobile app. The system records the timestamp with GPS and IP metadata. If a worker forgets their badge, the supervisor performs a manual punch-in override via the administrative dashboard, attaching a reason code.

3 Handle meal break punch-out/in. Workers must punch out before starting their unpaid meal break (minimum 30 minutes per company policy). The system automatically enforces break timing rules (e.g., no break earlier than 2 hours after start). Upon return, the worker punches back in. Any deviation requires a supervisor-approved break override with a comment explaining the exception.

4 Process end-of-shift punch-out. At shift end, each worker punches out. The system calculates total regular hours, overtime (if any), and flags any early departures or late arrivals. Supervisors review each exception, validate the reason, and attach an appropriate comment code (e.g., JOB-OVERRIDE, EMERGENCY, UNAUTHORIZED).

5 Run end-of-day audit and close batch. After all shifts have ended, the administrator runs the Daily Time Audit report from the system. Cross‑reference each punch against the schedule roster. Approve or reject flagged transactions. Once all exceptions are resolved, finalize the daily batch. This locks the records for payroll export and creates an immutable audit trail.

Time And Attendance Tracking

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