Methods of Computing Tardiness for DTR


There are varied reasons that are valid enough why an employee comes to work late. Majority can pinpoint to traffic congestion, domestic concerns, childcare or perhaps just really really bad weather. What is a few minutes tardy against years of loyal service and promptness? Employee tardiness is not a problem, it is when it comes chronic. Adhering to time and attendance is important and it is up to management to establish correct protocol and rules regarding this. A company’s payroll services should also be able to abide by rules in handling employee tardiness.

Determining whether these incidents of tardiness are real, whether they just show slackness and boredom or even being burnt-out or whether they indicate a deeper problem is crucial. Managers must be able to decipher this and try to establish the correct approach to tardiness and provide support, discipline to promote punctuality and promptness. 

Tardiness can drain the productivity of the business in a lot of ways. In fact an employee who is 10 minutes tardy at least three times a week can lose 26 productive hours for the whole year. Thus, establishing a system to calculate employee tardiness is imperative. 

How can tardiness in the workplace be addressed?

First step: Set Clear Expectations.

Make sure that employees know their responsibility and what is expected of them. Work schedules must be defined clearly and start times are commitments to the company. Clarify expectations and establish a clear and effective employee attendance policy.

Depending on the company and HR guidelines, there may be a specific grace period, where a certain level of lateness is still tolerated. Some have three minutes and some have even 10 minutes. Depending on the kind of industry the company belongs to, any period of tardiness can possibly be accepted on the premise that employees stay a bit longer to work and make -up for lost time. 

Second Step : Make use of a Timekeeping method or software.

It can be a standardized timekeeping method that a company can make. Timekeeping is essential in keeping time records so managers and business owners can see important trends as well as see where these trends go to boost efficiency. Another one is the adherence  to HRIS (Human Resource Information System) to be implemented by payroll services. 

Third Step: Establish a Clear and Succinct Policy on Tardiness.

Reinforce your policies regarding attendance, punctuality and tardiness.

Fourth Step: Adhere to an HRIS (Human Resource Information System).

HRIS stands for Human Resources Information System. The HRIS’ sole purpose is to collect and store data on a company’s employees. Gone are the days of attendance monitoring and tardiness sheets.  As technology has evolved, detailed monitoring of employees has been possible. The HRIS computes tardiness in the daily time record (DTR).

How is tardiness rate calculated?

Most companies in the Philippines usually deduct from employees’ salaries for their tardiness. They vary in the way they deduct tardiness. Most often, they compute it by the minute, quarter of an hour or half an hour.

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If your time-clock software tallies tardiness in minutes, you can divide the number of hours of Late/Tardiness:

For example:

Your hourly rate is Ph150.00 and you were late for 2 hours

Your late deduction/tardiness deduction is:

Late/Tardiness = ( Hourly rate X total nos. of hours)

Php 300.00 = (Php 150.00 X 2 hours)

Another example:

Your hourly rate is Php 150.00 and you were late for 30 minutes.

Your late/tardiness deduction is:

Late/Tardiness = (Hourly rate /60 minutes) x total nos. of minutes late

Php 75.00 = (Php 150 / 60 mins X 30 mins)

How are absences computed ?

For Example: 

Your hourly rate is Php 220.00 and you were absent for 2 days

Your deduction will be:

Absences deduction = ( Hourly rate X 8 X total nos. of days absent)

Php 3,520.00 = ( Php 220.00 X 8 hours X 2 days)

Computing tardiness for a few is manageable. But when a company has a staggering number of employees, payroll services would see it as doomsday. HRIS Philippines is a Human Resource Information System in the Philippines that stores all important information of employees. Through this system, payroll services and HR professionals can access a highly systematic records system that can put together employee records and details starting from recruitment, onboarding files, regularization and separation documents. All employee records can be efficiently traced and organized as you fit in your business. 

Time and attendance, employee personal information, deductions and even 13th month pay and other benefits can be well provided for by a reliable, fast and easy HRIS Philippines. Work with the best team that can cater to  time and attendance keeping needs, tardiness monitoring, 13th month pay computations and payroll function needs. Implement a smart way – an intuitive time and attendance system for more productive results. 

EasyHR assists and supports your payroll services and HR team manage employees through robust record-keeping and impeccable payroll functions. 

Starting at only P3,500/month, not only will it track and compute employees’ tardiness in a jiffy but you can avail of the following:

  • On-line and Real-time Employee 201 File
  • Automatic DTR (Daily Time Recording) Computation
  • Payroll Computation with Philippine Statutory and Mandatory Deductions
  • Loan Management
  • Leave Management
  • Overtime and Tardiness Computation
  • Employee Portal
  • Multi-company and Multi-branch

You are definitely covered with EasyHR with HR Automation, Robust Record-Keeping and Multiple-Branch Friendly. With a good record of service and a roster of satisfied clientele like BMW, TyTans Property and Development, Gateway Group, HiroJapan, BKNRS Import & Export, Sadguro Traders, Inc., you are assured of quality time and attendance recording, dependable HR and payroll services with a user-friendly employee portal.

To get more details about EasyHR, please call us at +63-32-256-2904 or +639088601619 or send us your inquiries by filling-in this form.

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Automate your payroll processing with easyHR’s cloud-based software solution

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Automate your payroll processing with easyHR’s cloud-based software solution

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