Overview
Lateness penalties allow organisations using the Time & Attendance module to automate leave deductions for employees who punch in late. You can configure these to deduct from specific leave type balances or subtract basic hours by booking unpaid Vacation leave.
Permissions
To set up lateness penalties, you will need the Manage Time and Attendance Settings permission set on Global.
Setting up Lateness Penalties
- Navigate to Time & Attendance, select the Lateness Penalties tab, and click +Add New Penalty.
- Enter the penalty configuration details:
- Penalty Name: Define how the penalty is labelled and identified within Talexio.
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Business Unit: Select which unit will use this penalty.
Selecting the Root Company makes the penalty available across all Business Units.
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Deduction Options: Choose between two methods:
- Deduct Leave: Select a specific Leave Type. The system will reduce the employee's entitlement by the lateness duration. The employee is paid for the full shift but loses leave balance.
- Subtract Basic Hours: The system will book unpaid Vacation leave in the place of the lateness time according to the penalty rules.
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Penalty Rules: Define the logic for deductions:
- Match employee lateness: Toggle this on to ensure the deduction exactly matches the minutes late (e.g., 12 minutes late = 12-minute deduction). You may also Set a maximum penalty deduction to cap the total loss.
- "Up to" Penalty Rules: Create a tiered approach (e.g., 1–15 minutes late results in a 15-minute penalty). Click +Add Penalty Rule to define your brackets.
- Once the template is configured, click Create.
Linking Penalties to Shift Templates
To activate these rules, you must link them to the relevant Shift Template.
If a schedule is already published, you must unpublish the shifts, apply the Lateness Penalty to the Shift Template, and then republish to update past or future shifts.
Approving Lateness with Clockings
When approving clockings, if an employee is late, the lateness will show as missing time in the clockings. Once the clocking is approved, the lateness penalty leave will be booked.
When the Deduction Option is set to Deduct Leave, the system checks employee balances before approving lateness leave. If entitlements are insufficient, approval is blocked and the entitlements must be updated.