Applicability

• This policy applies to all Team Members up to Assistant Restaurant Manager Level.

Objective

• The company’s Clocking system is there to keep track of employee time and attendance and to ensure employees show up for work on timeand when scheduled / rostered.

Principle

• The company shall not benefit from the work of an employee without compensating them for such work. Therefore, all hours worked must be reported using the clocking system Any time spent working while not clocked in (“working off the clock”) is strictly prohibited.
• Employees are required to clock-in at the beginning of their shift and clock out at the end of their shift.
• Payroll is calculated according to actual hours worked, not on scheduled hours or individual estimates of how long a particular employee spent on the job.
• No hours on the clocking system means no pay.
• Failure to clock out at the end of shift automatically results in daily hours being adjusted accordingly.
• No employee shall have multiple clocking numbers / names. It is the responsibility of the employee to ensure that they always clock in using the correct number or name at all times.
• Hours spent on labour shall be compared to budgeted labour to identify how well or how poorly the restaurant is performing.

Lunch Breaks

• The lunch period is considered unpaid time and employees must clock in and out.
• Lunch break should be a 1-hour duty free period.
• Failure to clock-out and clock-in for lunch breaks automatically results in 1- hour lunch being deducted from daily hours.
• Lunch breaks are planned and are at the discretion of MOD / RGM, no employee shall insist on taking an hour of his choice.
• Over extended lunch breaks are prohibited

Overtime

• Unauthorized overtime is prohibited.
• Employees work average of 45 hours per week. Overtime kicks in after 195 hours worked in a particular pay period.
• Any time worked by an employee that exceeds the employees budgeted position hours must be approved by the RGM prior to the time being worked.
• All approved overtime will be calculated based on the actual hours recorded using time-and-a-half.

Training

• All new employees shall receive training on how to use the Clocking system during In-Store Induction.
• Training attendance register shall serve as clocking system for employees attending face to face training.

 

 

Clocking Problems

• If an employee is unable to clock in or out because of a clocking system malfunction, network difficulties, accidental oversight, or other reason, it is the employee’s responsibility to immediately inform their MOD and RGM and sign the Hours Adjustment printout.
• In this situation, the RGM will manually adjust the clock in or clock out information.
• The RGM will notify the Area Coach of any clocking problems or malfunctions.

Viewing & signing for hours worked

• Employees can view their hours worked by requesting the RGM for access.
• It is the responsibility of each employees to view and sign for their cumulative hours at the end of each pay period i.e after the 15 and no th later than the 20 of each month.
• It is imperative for the RGM to have their employee’s time approved and th error free by the 20 of each month for payroll processing.

Falsification, tampering and time theft

The following violations are prohibited and will be considered severe. They may lead to disciplinary action being taken and may result in termination:

• Any attempt to tamper with timekeeping hardware or software.
• Punching in or out for an absent or late employee (a.k.a. “buddy punching”)
• Interference with another employee’s use of the clocking system.
• Unauthorized viewing of another employee’s time in the clocking system / spreadsheets.
• Failure to clock in and out for work and lunch breaks.
• Continuous / pattern of clocking in and out late
• Taking more breaks than allowed.
• Attending to private business during working hours.
• Excessive Personal Time: while clocked in - such as, making and taking personal calls, checking social media and talking to co-workers about non- related work topics, etc.
• Employee is not at the workstation

Disputes over time clocked in or out

• In the event an employee has a dispute over time that was clocked in or out, they should bring it to the attention of their RGM immediately.
• The clocking system provides a log to assist in validating times of all employee clock in. Any dispute that cannot be resolved using the logs should immediately be reported to the Human Resources Department.

Adding and Removing employees from the system

• New employees will be added to the Clocking System by the Payroll and/or Finance department.

• The clocking number is assigned by the payroll office upon successful completion of on-boarding training.

• RGM should immediately report terminations to the Payroll office for removal of terminated employee form the clocking system.

Clocking System Audits

• Clocking data is subject to external audit and may be monitored by a third party to verify compliance on a regular basis and review for irregularities or patterns.
• Any irregularities will result into a disciplinary action being instituted against the relevant employee.

 

I the understand the contents of this memorandum and confirm that I have been duly notified of the changes.