Podcast
Questions and Answers
According to the attendance policy, what is the primary reason for employees to diligently monitor their biometric logs using the Sprout HR app?
According to the attendance policy, what is the primary reason for employees to diligently monitor their biometric logs using the Sprout HR app?
- To ensure they are adhering to the company's technology standards.
- To keep track of changes in the company's policy updates.
- To assist the HR department in identifying system errors.
- To facilitate accurate salary computations and resolve any discrepancies promptly. (correct)
An employee's overtime work concludes at 9:15 PM, and they took a one-hour dinner break. How should they report their end-of-overtime work time, assuming they are using the Sprout HR system?
An employee's overtime work concludes at 9:15 PM, and they took a one-hour dinner break. How should they report their end-of-overtime work time, assuming they are using the Sprout HR system?
- They should not deduct the dinner break and report the full 9:15 PM, as it is up to management to adjust.
- 8:15 PM, reflecting the deduction of the 1-hour dinner break. (correct)
- 9:15 PM, as Sprout HR will automatically deduct the dinner break.
- 10:15 PM, to account for the full hour of the dinner break.
What is the implication for an employee who files a Daily Time Record (DTR) related form beyond the one-pay-period cutoff, according to the attendance policy?
What is the implication for an employee who files a Daily Time Record (DTR) related form beyond the one-pay-period cutoff, according to the attendance policy?
- The DTR officer and payroll team will not entertain the dispute, and any equivalent loss in payout will be forfeited. (correct)
- The form will be subject to additional review, potentially delaying salary payout.
- The form will be processed with a delayed effect on the subsequent payout.
- The employee will receive a warning but the form will still be processed.
Under what circumstance an employee is required to undergo a schedule adjustment?
Under what circumstance an employee is required to undergo a schedule adjustment?
An employee's standard work schedule begins at 8:00 AM. If they arrive at 8:12 AM, how does the company's tardiness policy apply to them?
An employee's standard work schedule begins at 8:00 AM. If they arrive at 8:12 AM, how does the company's tardiness policy apply to them?
If an employee is assigned to multiple work sites in a single day, how should they manage their clock-in and clock-out procedures, according to company policy?
If an employee is assigned to multiple work sites in a single day, how should they manage their clock-in and clock-out procedures, according to company policy?
What action must an employee take if the Sprout HR app fails or encounters system downtime while trying to clock in or out?
What action must an employee take if the Sprout HR app fails or encounters system downtime while trying to clock in or out?
What condition must be met for an employee to be eligible for overtime pay, regarding approval and filing?
What condition must be met for an employee to be eligible for overtime pay, regarding approval and filing?
According to the attendance policy, when does the second pay period coverage occur?
According to the attendance policy, when does the second pay period coverage occur?
If an employee clocks in at the wrong location, what immediate action must they take, according to company policy, to rectify the error?
If an employee clocks in at the wrong location, what immediate action must they take, according to company policy, to rectify the error?
An employee is part of a team traveling together to a designated work site. How does the grace period for tardiness apply in this situation?
An employee is part of a team traveling together to a designated work site. How does the grace period for tardiness apply in this situation?
What is the consequence for an employee who files an excessive number of Certificate of Attendance (CoA) forms within a quarter?
What is the consequence for an employee who files an excessive number of Certificate of Attendance (CoA) forms within a quarter?
An employee, due to a critical project deadline, renders overtime work without prior approval. According to company policy, what is the implication regarding overtime pay?
An employee, due to a critical project deadline, renders overtime work without prior approval. According to company policy, what is the implication regarding overtime pay?
What is the company's policy regarding dinner breaks for employees working overtime, particularly when shifts extend beyond certain hours?
What is the company's policy regarding dinner breaks for employees working overtime, particularly when shifts extend beyond certain hours?
If an employee is late for 95 minutes at the start of their workday, how will their attendance be recorded according to the attendance policy?
If an employee is late for 95 minutes at the start of their workday, how will their attendance be recorded according to the attendance policy?
What is the company policy if an employee's work ends 2 hours (120 minutes) prior to their scheduled End of Work Day?
What is the company policy if an employee's work ends 2 hours (120 minutes) prior to their scheduled End of Work Day?
How long after the salary payout should an employee report any payroll discrepancies, according to the attendance policy?
How long after the salary payout should an employee report any payroll discrepancies, according to the attendance policy?
According to the company's attendance policy, what is the definition of 'tardiness'?
According to the company's attendance policy, what is the definition of 'tardiness'?
According to the company's attendance policy, what is the definition of 'Under Time'?
According to the company's attendance policy, what is the definition of 'Under Time'?
An employee was late for 45 minutes and overtime work was NOT required for that day. In such scenario, is offsetting ALLOWED?
An employee was late for 45 minutes and overtime work was NOT required for that day. In such scenario, is offsetting ALLOWED?
What is the process if an employee was late for 35 minutes and overtime work was required for that day (offsetting)?
What is the process if an employee was late for 35 minutes and overtime work was required for that day (offsetting)?
What is the maximum delayed pay period cutoff an employee is allowed to file?
What is the maximum delayed pay period cutoff an employee is allowed to file?
What will happen if an employee prolongs or does not report a missing attendance, as well as NOT filing for a Certificate of Attendance?
What will happen if an employee prolongs or does not report a missing attendance, as well as NOT filing for a Certificate of Attendance?
How many CoA forms that an employee can file in each quarter?
How many CoA forms that an employee can file in each quarter?
What form should an employee file for any missing clock-ins or clock-outs?
What form should an employee file for any missing clock-ins or clock-outs?
If an employee wants to undergo a refresher course, where can they enroll?
If an employee wants to undergo a refresher course, where can they enroll?
What is the first pay period coverage?
What is the first pay period coverage?
Flashcards
What is Tardiness?
What is Tardiness?
The employee is present during the work day however, he/she fails to arrive at the designated work site of the day at the Start of Work Day.
What is Under Time?
What is Under Time?
The employee is present during the work day however, he/she fails to complete the designated work shift of the day by exceeding the allocated under time threshold in the first half or second half of the work day.
What is a Pay Period
What is a Pay Period
The coverage of work days to be considered for the upcoming salary payout. The 1st pay period coverage is from 26th to 10th. The 2nd pay period coverage is from 11th to 25th
When do employees clock in?
When do employees clock in?
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When do employees clock out?
When do employees clock out?
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Training for new employees?
Training for new employees?
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Missing Clock-In/Out action
Missing Clock-In/Out action
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What is the grace period for tardiness?
What is the grace period for tardiness?
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Tardiness Penalty
Tardiness Penalty
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Minimum Overtime?
Minimum Overtime?
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Scheduled Overtime
Scheduled Overtime
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Why use Schedule Adjustment form?
Why use Schedule Adjustment form?
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Undertime Penalty
Undertime Penalty
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Dinner Break Deduction
Dinner Break Deduction
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Study Notes
- Employees must diligently register attendance, file forms correctly, and monitor bio-logs using the HRIS system
- The accuracy of the Daily Time Record is the employee's responsibility
- The purpose of the policy ensures employees can register daily attendance
- The policy applies to all employees of M Group of Companies
- Complete attendance records ensure accurate salary computation
Pre-requisites
- All employees must download and install the SPROUT HR app on their phones from Google Play or Apple App Store by searching "Sprout HR"
- Employees receive Sprout HR app training and can enroll in refresher courses at Sprout Academy for free
- New employees must complete the free Sprout HR-Employee Training course before their first day
Definition of Terms
- Start of Work Day: Typically 8:00 a.m., unless a change was requested or an employee has an agreed call-time at a different site
- End of Work Day: This is after an 8-hour shift, not including a 1-hour lunch break
- Tardiness: Present during the workday, but arriving late to the designated work site
- Under Time: Present during the workday, but failing to complete the designated shift by exceeding the allowed under time threshold
- Pay Period: Workdays covered for the upcoming salary payout
- 1st pay period: 26th to 10th
- 2nd pay period: 11th to 25th
Terms and Conditions
- Employees must diligently register attendance, file forms, and monitor bio-logs
- Employees are responsible for updating their Sprout HR app to ensure timely Daily Time Record uploads
- Employees must clock in upon arrival at the designated site
- Employees with varying site assignments clock in upon arrival to each site
- Those with special trips clock in at the agreed call-time and place
- Employees must clock out at the End of Work Day at their last expected site or office location
- Daily Time Records filed after the one-pay period cutoff is not considered, disputes are not entertained, and payout losses are forfeited
- Overtime that occurred on January 9, 2024, not filed within the 1st pay period (Dec. 26, 2023 to Jan. 10, 2024) can still be filed within the following pay period (Jan. 11, 2024 to Jan. 25, 2024) but can no longer be filed on the system on January 26, 2024 onwards as two (2) pay periods has lapsed already
- Approved forms notifications are sent to employee emails and employees are responsible to monitor approval
- Payroll discrepancies must be reported to the payroll representative within 5 days of the salary payout
Special Instances
- Employees clock in/out at the start/end of their workday at their designated site, checking biometric logs via the Sprout HR app which ensures accurate computations
- Discrepancies should be reported ASAP
Missing Clock-In / Clock-Out
- File missing clock-ins/outs using the Certificate of Attendance (CoA) form within 2 days
- Prolonged/unreported missing attendance results in a 60-minute deduction by the DTR Officer, excessive CoA filling leads to disciplinary action and impacts performance
- Employees can file up to 3 CoA forms per quarter, and excess incurs a 60-minute deduction
- If the Sprout HR app fails, employees MUST send screenshot proof to the DTR officer the SAME day
Attendance Location Mismatch
- Employees clock in/out at their designated worksite and report wrong locations to the DTR officer immediately and clock in/out again at the correct location
- Failure to report is subject to disciplinary action and biometric log cancellation, with DTR applying the Missing Clock-In/Out policy or using the actual time and will deduct higher of the two
Tardiness
- A 10-minute grace period is granted from the start of the workday, beyond which tardiness deductions apply, ending at the 89th minute
- Being 90+ minutes late results in auto half-day status for the first half of the day
- With group travel, the agreed Call-Time serves as the start of workday, no grace period will be granted, and tardiness beyond 15 minutes makes employees ineligible for overtime
Case of no Grace Period
- Employees should respect peer/client schedules, as tardiness, especially in group travels, can cause losses, damages, and may cause clients to lose trust
Undertime
- Leaving work 120+ minutes early results in auto half-day deductions for the second half of the workday
Overtime
- Minimum overtime is 1 hour for all levels
- Scheduled overtime requires immediate head approval before rendering overtime
- Overtime without prior approval will not be entitled for overtime pay and is subject to disciplinary action
- Unscheduled overtime (compliance to immediate head's directive) needs filing on the system within the pay period cutoff
- A maximum of only one (1) delayed pay period cutoff filing will be allowed
- See Terms and Condition #5 for more details
Dinner Breaks
- Dinner Breaks are encouraged for shifts beyond 8:00 pm
- Dinner breaks are required for shifts beyond 10:00 pm
- Sprout HR does not automatically deduct one (1) hour for dinner breaks, and employees deduct breaks themselves when filing for overtime
- Scenario 1: If overtime ends at 8:34 pm with a dinner break, file 7:34 pm as end time
- Scenario 2: If overtime ends at 8:34 pm with no dinner break, file 8:34 pm as end time
- Filing of overtime forms is encouraged, but forms beyond 2 days of the overtime shift will be subject for management reconsideration
- An employee late for more than 35 minutes will not be allowed to file overtime that day
- Scenario 1 (Offsetting): For an employee 35 minutes late the system will not permit them to file overtime
Offsetting
- Approval from the immediate supervisor is necessary to offset one hour of the original work schedule
- Employees must file a Schedule Adjustment via the Sprout HR app, by adjusting the original shift timings by one hour later (e.g., 8 am to 5 pm becomes 9 am to 6 pm), and any overtime will be calculated beginning 6 pm
- Immediate heads must not tolerate habitual tardiness of an employee as a result of frequent schedule changes, and doing so would be subject for disciplinary action
No Offsetting:
- Employees with 45 minutes of tardiness will not be allowed to offset; no schedule adjustment needs to be filed
Change Shift / Schedule Adjustment
- When employees need to change work shifts, there should be Schedule Adjustment forms to ensure that the system correctly interprets their biometric log
- The need for a shift adjustment change must be confirmed, communicated to employees, and approved within 2 days. Failure to accurately file the Schedule Adjustment can result in discrepancies to attendance and payroll information
- The DTR officer is expected to follow the Missing Clock-In / Clock-Out to change discrepancies in attendance
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