Missed clock-in & clock-out policy template
Clear procedures for handling forgotten time entries. Covers notification requirements, correction processes, approval workflows and consequences — aligned with Australian workplace laws.
Missed clock-in policy
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Why a missed clock-in policy matters
Missed clock-ins happen — employees forget, systems fail, or circumstances prevent timely recording. A clear policy establishes how these situations are handled fairly and consistently.
Without documented procedures, managers may handle missed entries inconsistently, employees may not know how to request corrections, and the business lacks controls to prevent abuse of manual adjustments.
This policy balances flexibility for genuine mistakes with appropriate oversight to maintain timesheet integrity.
Key elements of a missed clock-in policy
What your missed clock-in policy should include
Missed entry definition
What constitutes a missed clock-in or clock-out.
Notification requirements
How employees must report missed entries.
Correction procedures
Process for requesting manual time adjustments.
Approval process
Who approves corrections and what evidence is needed.
Time limits
Deadlines for reporting and correcting missed entries.
Consequences
What happens with frequent missed entries.
What's included in this template
Comprehensive coverage of missed entry requirements
Purpose & scope
Why the policy exists and who it applies to.
Policy statement
The organisation's approach to missed time entries.
Definition of missed entries
What counts as a missed clock-in or clock-out.
Employee notification
How to report a missed entry promptly.
Correction request process
Steps for requesting a manual adjustment.
Evidence requirements
Documentation needed to support corrections.
Approval authority
Who can approve time corrections.
Time limits
Deadlines for reporting and processing corrections.
Limits on corrections
Maximum number of corrections permitted.
Consequences of patterns
Addressing repeated missed entries.
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.
Regulatory sources
This template is aligned with Australian workplace record-keeping requirements.
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Missed clock in 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.
- Employees should notify their supervisor as soon as possible and complete a timesheet correction form. The manager verifies actual attendance and approves the correction. Keep records of all corrections made.
- Occasional genuine mistakes should be corrected without discipline. However, repeated missed punches may indicate carelessness or potential time fraud. Address patterns through coaching first, then progressive discipline if needed.
- Uncorrected missed punches may result in incorrect pay calculations. Process corrections promptly to ensure accurate pay. If corrections are not made before payroll cut-off, adjustments may be made in the following pay period.
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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.