Employee Attendance & Leave SOP

Applies to: All Staff, Team Leaders, HR, Payroll Officer

1. Daily Sign-In via iPad

- All employees must clock in and out using the iPad at the entrance via the Deputy app.
- If an employee forgets to clock in or out, they must immediately inform their Team Leader.
- The Team Leader has the authority to enter or adjust missed time entries on behalf of the employee.

2. Late Arrival or Early Departure

- If an employee arrives late or leaves early, they must immediately report the reason to their Team Leader.
- The Team Leader will discuss the situation with the employee and determine appropriate follow-up actions.
- Repeated lateness or early departure may result in disciplinary action.

-Employee must call MediapointHR hotline on +61 3 7037 1346  to notifying us if you are unable to attend your shift or running late. 

3. Team Leader Responsibility (AM / PM Shifts)

- The workforce is divided into two shifts: Morning (AM) and Afternoon (PM).
- Each shift has a designated Team Leader.
- At the end of each shift, Team Leaders must review and approve their team’s timesheets for that day.
- Team Leaders are responsible for ensuring all entries are complete and accurate before payroll processing.

4. Leave Request Procedure

If an employee needs to take leave, the following steps must be followed:

1. Submit a leave request in Deputy.
2. For annual leave, the request must be submitted at least 3 days in advance to allow for proper scheduling and staffing arrangements.
3. HR will review and approve the request in Deputy.
4. Approved leave will be automatically reflected in the timesheet.

*Unapproved leave will be treated as unauthorised absence.*

5. Timesheet Final Review

- Every Wednesday by 10:00 AM, Team Leaders must ensure that all timesheets are reviewed and approved.
- HR should oversee the completeness of timesheets and the processing of leave approvals.

6. Payroll Processing

- The Payroll Officer will process payroll every Wednesday based on:
  - Approved timesheets
  - Approved leave requests in Deputy
- Wages are issued on the regular schedule (e.g., Thursday or Friday).
- Any discrepancies should be reported to HR or Payroll.

Summary of Responsibilities

Role Responsibility

Employee

Sign in/out via iPad; notify TL if missed or late/early; submit annual leave requests at least 3 days in advance, call hotline if you are late or not coming to shift

AM/PM Team Leaders

Approve daily timesheets; monitor attendance issues

HR

Approve leave requests; oversee compliance

Payroll Officer

Process weekly payroll based on Deputy data