DISCIPLINARY PROCEDURES FOR NOT FILLING IN TIMESHEETS

Contents:

All staff should fill in a timesheet.  Timesheets should be completed as you work, but at the very least by close of business. You are expected to fill in your timesheet at least daily.  This is essential as timesheet data forms the basis for invoicing, and must be accurate.  If adjustments are needed, these must be made by the time you leave for the week. Failure to fill in your timesheet on time will lead to the following disciplinary action.  Employees can appeal against disciplinary action.  If you are unable to fill in your timesheet on time, inform the Administration Services Executive.

a. Informal discussion (not recorded)

  • Ascertain the reason for not entering, or late entry of data.

  • Find out what steps were taken by the employee to fill in the data. 

  • Inform the employee of the reasons that timesheets need to be completed on time.

  • Inform the employee of further action that will be taken for repeat offences, which is a disciplinary interview and oral warning.

  • Monitor the situation. 

b. Disciplinary interview and oral warning  for repeated offences

  • Notify the employee of the interview in writing, five days before the event. 

  • Ascertain the reason for not entering or late entry of data.

  • Find out what steps where taken by the employee to fill in the data.

  • Inform the employee of the reason that timesheets need to be completed on time.

  • Inform the employee of further action that will be taken for repeat offences, which is a written warning from the managing director.

  • Put a note on personnel file that is to be kept for one year.

  • Monitor the situation.

c. Written warning when offences occur after a disciplinary interview

  • Write to the employee and inform them of the following points.

    • A report will be made to the Managing Director.

    • Reason that timesheets need to be completed on time.

    • Further action that will be taken for repeat offences, please see item 4.

  • Copy and file the written warning that is to be kept on file for one year.

  • Monitor the situation. 

d. Refer the matter to the Managing Director

  • Arrange a meeting between the employee and the MD.

  • Write to the employee including any action or further action that the MD has decided to take.  Copy to be kept on the file for one year.

  • Monitor the situation.

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