Monitoring Staff Attendance And Overtime Work

Attendance Records

  • check the daily staff attendance register or the clocking machine
  • keep the attendance register at a secured location
  • conduct surprise site checks on staff attendance against the attendance register
  • generate exceptional reports on irregularities, such as officers late for duty
  • be generated for checking in the case of electronic attendance records
  • properly document all supervisory checks
  • duly follow up any irregularities
  • report any irregularities observed to management

Monitoring of Outdoor Staff

  • consider using electronic devices such as Global Positioning System
  • draw up daily work schedules for outdoor staff taking into account the workload and travelling time as a basis of monitoring their attendance to work at different locations
  • conduct surprise site checks at selected work locations based on these schedules

Policy on Overtime Work

  • formulate policy on ways to prevent abuse of overtime work
  • formulate policy on how staff should be compensated for overtime work
  • make public the policy

Setting of Benchmarks

  • establish benchmark output of different jobs to monitor the workload and
  • assess the need for overtime work based on the benchmarks

Control of Overtime Work

  • give detailed requirements and justifications for overtime work e.g. the number of man hours required
  • require staff to obtain prior approval for overtime work from the designated managerial staff
  • monitor and review regularly the operational requirements of overtime work

Allocation of Overtime Work

  • define the selection criteria for staff to perform overtime duties and the method of allocating such duties
  • publicise the criteria to the staff concerned
  • allocate overtime work to interested staff on a fair share basis (e.g. by rotation) if practicable
  • maintain proper records of the overtime work carried out by individual staff, including hours of work and the total overtime allowance paid
  • compile summary reports to the management

Supervision of Overtime Work

  • check the output from overtime duties against benchmarks on a daily basis or at frequent intervals
  • appoint a team leader to supervise the overtime work carried out
  • conduct surprise checks

Certifying Overtime Records

Require the records of the overtime duties performed by individual staff including the number of hours and the tasks completed be certified by authorised supervisors.

Time-off

Require Time-off granted in lieu of overtime pay be approved by designated supervisors, properly recorded, and counter-checked by managerial staff.

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