Verification & proof of attendance policy template
Clear guidelines for verifying employee attendance. Covers photo verification, biometric options, location tracking and privacy protections — aligned with Australian workplace laws.
Verification policy
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Why attendance verification matters
Verification methods like photo proof, biometrics and GPS provide evidence that the person clocking in is actually the employee, and that they are where they claim to be. This prevents buddy punching and time theft.
Modern time tracking systems offer multiple verification options. A clear policy explains which methods are used, why they are necessary, and how employee privacy is protected during the verification process.
Without documented verification procedures, employees may object to monitoring, and the business lacks evidence to support attendance records in case of disputes.
Key elements of a verification policy
What your verification policy should include
Photo verification
Using photos to confirm employee identity at clock-in.
Biometric options
Fingerprint or facial recognition for attendance.
Supervisor sign-off
Manager confirmation of employee attendance.
Location verification
GPS or geofencing to confirm work location.
Evidence standards
What constitutes acceptable proof of attendance.
Privacy compliance
Protecting employee data during verification.
What's included in this template
Comprehensive coverage of verification requirements
Purpose & scope
Why the policy exists and who it applies to.
Policy statement
The organisation's approach to attendance verification.
Verification methods
Approved methods for confirming attendance.
Photo verification
When and how photos are captured.
Biometric options
Use of fingerprint or facial recognition.
Location verification
GPS and geofencing requirements.
Supervisor attestation
When manager confirmation is required.
Privacy protections
How verification data is protected.
Evidence retention
How long verification data is kept.
Disputes and exceptions
Handling verification failures or disputes.
Who should use this template?
Essential for businesses using advanced 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.
Verification methods must comply with privacy and workplace surveillance laws. You should seek independent legal or HR advice to support compliance in your state or territory.
Regulatory sources
This template is aligned with Australian workplace record-keeping requirements.
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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.