DPD Ireland – Time Clock Policy and Guidelines
Introduction
DPD Ireland has a new electronic working time recording system, Anviz C2 Pro Mifare terminal and Clock Reports software. The system will come into effect from 1st September 2019 within DPD Head Office, Dublin Road, Athlone. It will be the official basis for recording hours worked for all employees and will form part of our Time and Attendance policy.
The purpose is to provide a reliable and accessible system to capture and accurately record employee’s working time on a daily and weekly basis, ensuring as an employer we are fully compliant with legislation as outlined in the Organisation of Working Time Act 1997.
The data collected by the time clock system will be transferred to People HR, this will allow employees the visibility to monitor and keep track of their working time. It will also enable the organisation to efficiently process employee time worked and leave taken. This information will be regularly used to verify and audit payroll hours and is a robust mechanism to minimise the likelihood of errors.
Clock Locations
Time clocks are located throughout the DPD Ireland, Head Office. Please check with your Manager/Supervisor regarding your designated clock locations for your department.
Please note, if there is a technical issue with any clock you can use a clock at another location.
Daily Clock In/Clock Out Requirements
It is a job requirement that all employees, must “clock in” at the start of their shift and “clock out” at the end of their shift. Additionally, employees are to “clock out” at the beginning of lunch breaks and “clock back in” when they return from lunch. Employees are required to clock out any time they leave the work site for any reason other than assigned work duties.
Employees should not “clock in” at the beginning of their shift earlier than fifteen (15) minutes prior to their scheduled start time. Although employees are able to clock in up to fifteen minutes (15) prior to their shift; they are expected to “clock in” as close to their start time as possible.
A similar process occurs at quitting time. Employees can only clock out within fifteen (15) minutes following quitting time. Although employees are able to clock out up to fifteen minutes (15) prior to their shift; they are expected to clock out as soon as their shift ends.
An employee may not accumulate overtime by arriving early or leaving late unless specifically pre-authorised by their manager/supervisor.
Once an employee has clocked in, they are responsible for starting work. When a shift has been completed, it is the employee’s responsibility to clock out. Employees conducting personal business or simply not working while clocked in may be considered “abuse of the system” and could be subject to disciplinary action up to and including dismissal.
Off Site (Training, Events etc)
Under certain conditions (such as training at an off-site location, extracurricular events, etc.) when an employee cannot “clock in” at their worksite, the employee should report time worked to their Manager/Supervisor and their times will be entered manually into the system.
Remote Working
For those employees that regularly work remotely, once approved by their manager/supervisor they will be allowed access to virtually clock in and out using People HR. On days you are in Head Office it is expected that you will use the Time Clocks in place. However, if an employee is on-site for only part of a day (and working remotely for the other part) please use People HR to clock in/ out.
Clock or System Problems
If an employee is unable to clock in or out because of a system malfunction, network difficulties, it is the employee’s responsibility to immediately inform their manager/supervisor. The Manager/ Supervisor will adjust the employee's time in the system until the issue is resolved.
In exceptional circumstances during persistent downtime, we may revert to a manual timesheet.
Missed Clocks
If an employee forgets to “clock in” or “out” for their shift; they are to contact their manager/supervisor immediately when it is realised, to explain the circumstances. The Manager/ Supervisor will adjust the employee's time in the system.
Employees will be subject to disciplinary action up to and including dismissal for excessive failure to clock in or out without reasonable justification.
Lost or Missing ID Cards
Employees must keep their Employee ID Cards with them at all time. Any lost cards must be immediately reported to your manager/supervisor who will report the loss and request a new card to be issued by HR as soon as possible.
Employees who have lost their card may request a manual clock and be “clocked in or out” by contacting their manager/supervisor to adjust their time in the system.
The 2nd replacement card will incur a replacement charge of €5.
Excessive loss or forgetting of card by an employee may be course for disciplinary action.
Damaged ID Cards
If the ID card becomes damaged and cannot be read by the electronic time clock, the employee is to immediately inform his/her manager/supervisor and turn in the defective card to obtain a replacement from HR.
Until the new card arrives, the employee will manually be clocked in and out by their manager/ supervisor.
The 2nd replacement card will incur a replacement charge of €5.
Data Protection
The Company ensures that the use of the new electronic working time recording system, Anviz C2 Pro Mifare terminal and Clock Reports software is in line with requirements under the Data Protection Acts 1988 and 2018.
Overall responsibility for the Companies’ Time Clock system lies with the HR Department. Access to the Time Clock system and recorded material is strictly restricted to authorised personnel only. The recorded data will be held for a period of 3 years as outlined in the Organisational Work Time Act 1997.
Disciplinary Action
Any breaches of the following may be course for disciplinary actions, up to and including dismissal.
The clock in card, your employee id card, is only to be used by the employee to whom it has been provided. It is strictly forbidden that you would give your clock in card to another employee to clock in for you or clock in another employee.
Any attempt to tamper with the timekeeping hardware or software.
Falsifying another employee’s clocking transactions. Failure to use the time clock system properly.
Falsification of hours actually worked.
Excessive missed punches without a valid (specific) reason.
Excessive early or late punches.
Unauthorised overtime
This is not an exhaustive list.
Review
This policy will be reviewed from time to time to take into account changes in the law and the experience of the policy in practice. Employees should contact HR should they have any queries on the operation of the Time Clock Policy.