Clock-in & clock-out policy template
Clear procedures for recording shift start and finish times. Covers approved methods, timing requirements, location rules and what to do when entries are missed — aligned with Australian workplace laws.
Clock-in & clock-out policy
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Why clock-in procedures matter
Clear clock-in and clock-out procedures are essential for accurate payroll and compliance. When employees know exactly how and when to record their time, you get reliable data for calculating wages and monitoring attendance.
Inconsistent clocking practices lead to payroll disputes, inaccurate labour costing and potential underpayment issues. A documented policy ensures everyone follows the same process and understands their responsibilities.
This policy also supports compliance with Fair Work record-keeping requirements by establishing consistent time capture across your workforce.
Key elements of a clock-in policy
What your clock-in and clock-out policy should include
Clock-in procedures
How employees record their shift start time using approved methods.
Clock-out procedures
Requirements for recording shift end times accurately.
Timing requirements
When employees should clock in relative to their shift start.
Approved methods
Devices and systems approved for time recording.
Location requirements
Where employees must be when clocking in or out.
Reminders and alerts
Notifications to help employees remember to clock in and out.
What's included in this template
Comprehensive coverage of clock-in and clock-out requirements
Purpose & scope
Why the policy exists and who it applies to.
Policy statement
The organisation's expectations for clock-in and clock-out.
Clock-in procedures
Step-by-step process for recording shift starts.
Clock-out procedures
Requirements for recording shift completions.
Timing windows
Acceptable timeframes for clocking in and out.
Approved devices and methods
What can be used to record time entries.
Location requirements
Where clock-ins must occur (on-site, geofenced areas).
Breaks and meal periods
Recording requirements for break times.
Missed entries
What to do when a clock-in or out is forgotten.
Non-compliance
Consequences of failing to follow clock procedures.
Who should use this template?
Essential for businesses using time clocks or digital time capture
Legal disclaimer
This template is designed to reflect Australian workplace standards at the time of publication. It is provided as a general guide only and does not constitute legal advice.
Time recording requirements may vary by award and workplace. You should review and tailor this template to suit your specific circumstances. Seek independent legal or HR advice to ensure compliance with all relevant employment laws.
Regulatory sources
This template is aligned with Australian workplace record-keeping requirements.
Ready to standardise your clock-in procedures?
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Clock in and out policy FAQ
- Yes. This template provides a solid foundation, but you should tailor it to reflect your specific time recording systems, pay cycles, and any applicable modern award or enterprise agreement requirements.
- Distribute the policy during onboarding for new employees and via email or team meetings for existing staff. Have employees sign an acknowledgement form. Using time and attendance software can help automate compliance and reminders.
- Common methods include electronic time clocks, mobile apps, computer login systems, and paper timesheets. The method should reliably capture start/finish times and be accessible to all employees. Electronic systems reduce errors and disputes. See our guide on implementing digital clock-in.
- Have a clear process for missed punches. Employees should notify their supervisor promptly and complete a correction form. Managers verify actual hours worked and approve timesheets. Frequent missed punches may indicate training needs or compliance issues.
- Yes. Buddy punching (clocking in for another employee) is time theft and fraud. It may warrant disciplinary action including dismissal. Biometric systems or GPS geofencing can help prevent buddy punching.
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Disclaimer
This document is a general HR template provided for informational purposes only. It is not legal advice and may not reflect the latest changes in legislation or apply to every workplace situation. RosterElf Pty Ltd and the template provider accept no liability for any loss arising from reliance on this document. Users should seek independent legal advice and customise the template to ensure it complies with all relevant laws, awards and workplace requirements.