Working Hours Policy Template

Working Hours Policy

Purpose of Working Hours Policy

This Working Hours Policy explains [Company Name] expectations for employee working hours, attendance, and timekeeping. The policy promotes operational consistency, supports business needs, and ensures fair treatment of employees with respect to scheduling, flexible working arrangements, and overtime.

Scope

This policy applies to all employees of [Company Name], including full time, part time, temporary, and contract staff, unless separate terms are set out in an employment contract or collective agreement.

Standard Working Hours and Schedules

[Company Name] standard working hours are established by department and role to meet business requirements. Typical arrangements include core hours, fixed schedules, and shift patterns. Individual start and finish times will normally be set by managers in consultation with employees.

• Standard hours for full time employees are defined by role and may be communicated in employment contracts or by the manager.
• Part time hours will be agreed in writing and recorded in HR systems.
• Any changes to rostered hours should be agreed in advance and recorded according to the Approval Process below.

Flexible Working and Remote Work

[Company Name] supports reasonable flexible working arrangements where operational needs allow. Examples include adjusted start and end times, compressed workweeks, and agreed remote work. Approval is required prior to commencing a new flexible working arrangement.

Employees requesting flexible working should submit a written request to their manager following the internal process. Managers will assess requests based on role requirements, service delivery, and team impact.

Overtime and Additional Hours

Overtime or additional hours must be authorized in advance by the employee's manager. Where overtime is permitted, it will be recorded in the timekeeping system and compensated according to applicable pay and benefits arrangements set by [Company Name]. Unauthorized overtime may not be paid.

Timekeeping and Recording Hours

Employees are required to accurately record their working hours, breaks, and leave through the company timekeeping system. Time records are used to calculate pay, monitor attendance, and support operational planning.

Breaks and Meal Periods

Employees are entitled to breaks as set by their schedule or employment terms. Managers should ensure staff are able to take reasonable and regular breaks to maintain health and productivity. Break arrangements must be recorded when required by company procedure.

Attendance and Punctuality

Employees are expected to be present and ready to work for scheduled hours. Planned absences should be requested in advance and recorded as leave. Unplanned absences should be reported to the manager as soon as possible in line with local reporting procedures.

Approval Process

Requests for schedule changes, flexible working, remote work, shift swaps, or overtime must be submitted in writing or via the company HR system. Managers will respond within a reasonable timeframe and will document approvals or refusals. Emergency or short notice changes should be discussed directly with the manager and recorded afterwards.

Role of Managers and HR

Managers are responsible for setting and communicating team schedules, approving or denying requests in line with business needs, monitoring attendance, and ensuring timekeeping accuracy. HR provides guidance, maintains policy records, supports managers in applying the policy consistently, and handles final approvals for exceptions when required.

Non-Compliance

Failure to follow this Working Hours Policy may result in corrective action. Examples of non-compliance include falsifying time records, repeated unapproved absences, failure to obtain required approvals for overtime, and persistent failure to adhere to agreed schedules. Consequences may include counseling, written warnings, loss of pay for unauthorized hours, or other disciplinary measures consistent with company procedures.

Note

This policy may be updated by [Company Name] from time to time to reflect operational needs or changes in company practice. Employees are expected to follow the version published by HR. Employees should contact HR or their manager for clarification about how this policy applies to their role.