TABLE OF CONTENTS

• Introduction
• Initial Steps
• Basic Information
• No Attendance
• Late Arrival
• Work Hours
• Missing Logs
• Editing the Tracking Policy

Introduction

Keka allows you to establish rules and regulations to penalize employees for breaking punctuality and time adherence rules. This set of rules is known as a tracking policy. In this article, we will cover how you can set up a tracking policy tailored to your requirements.

Initial Steps

Navigate to Time Attend (1) >> Attendance Tracking (2) >> Tracking Policy (3). On this page, you can see all the tracking policies configured for your organisation. 

Click on +Add Penalization Policy (4). 

You will be prompted to select the parameter on which your organisation penalizes its employees.

Click Continue after selecting the parameters.

Next, a window will appear where you can give this penalization policy a Name.

On the left-hand side on the window, you can see all the penalisation parameters you selected in the previous prompt. If you missed selecting any parameter there, don't worry; you can click on "Add Penalisation Methods" and select it from there.

On the right-hand side, we have help text to assist you in understanding the features.

Basic Information

In this section you have to do 2 things: 

1. Decide whether the penalties will be in the form of a loss of pay or deducted paid leave.

2. Determine the buffer period before or after which the penalties will be applied.

Click Save to move on to customizing the penalization parameters.

No Attendance

In this section, you can: 

- Set the number of leave to be deducted for each day of no attendance (1). 

- You can also choose to penalize for shortage of work hours (2) below.

- consider adjacent holidays or weekly offs for penalization (3) if a certain number of consecutive days have no attendance.

Late Arrival

In this section you can: 

- Decide the basis for employee penalization (1): number of incidents or total hours of late arrival.

- Specify the Grace Period (2): number of minutes for late arrival before penalization is considered.

- Choose to exempt a certain number of incidents (3) in a monthly or weekly penalization cycle.

- Determine the number of leaves deducted (4) for late arrivals after the buffer period.

You can access the Advanced Settings for more configuration options.

- Configure whether to ignore late arrival penalty (1) if employees complete their effective or gross hours for the day.

- Define rules for incentivizing late-coming employees by specifying the deduction of leave days based on the hours of lateness (2).

- Choose consequences for penalization on days of both work hour shortage and late arrival (3).

- Apply a penalty for late arrival caused by missing logs (4).

Work Hours

- Configure penalisation for a shortage of work hours based on effective or gross hours, and choose daily, weekly, or monthly basis.

- Define rules to penalise if the total number of hours worked is less than the shift hours, with a work hours calculator provided for easy conversion between work hours and percentages.

You can access Additional Settings for more advanced configurations.

- Enable the option to not consider attendance hours outside shift timings (1) for penalisation.

- Apply a penalty for a shortage in work hours caused by missing logs (2).

Missing Logs

In this section, you can:

- Exempt a certain number of days (1) of missing logs in a monthly or weekly cycle.

- Decide post the buffer period, how many days of leave will be deducted (2) for every day of missing logs.

- Decide to ignore the missing logs penalization if the employees (3) work hours exceed the designated shift hours by a certain percentage.

Just remember to click Save on each section and your tracking policy is all set.

Editing the Tracking Policy

Now the policy will be visible among the other tracking policies as shown at the start of this article. 

Go to Versions (1) and Click on the Edit Icon (2). 

Here, in the Basic Information section, you can set any future date as the Policy Effective Date.

You can also make any other changes in any of the section we saw above. Next yu can learn how to allocate these polices to employee in this article.