Attendance points are part of an attendance tracking system used by employers to monitor employee punctuality and absences. Employees earn or lose points based on attendance-related behavior, such as tardiness, absences, or leaving early, with accumulated points potentially leading to disciplinary action.
An attendance point system is a structured method for tracking and addressing employee attendance. Employees accumulate points based on their attendance behavior, with different infractions—such as unexcused absences, late arrivals, or early departures—earning varying point values.
The goal is to create an objective and clear point system attendance policy that discourages absenteeism and lateness. Employees who accumulate a specific number of points over time may receive warnings or disciplinary actions, according to the policy.
Example of an attendance point system
Here’s an example of a point-based attendance policy (which can also be used as a template or starting point for businesses to create their own policy):
Incident
Points
Excused absence
0 points
Late clock in (0-20 minutes)
1 points
Late clock in (20+ minutes)
2 points
Unexcused call out
3 points
Leaving before the end of scheduled shift (without approval)
3 points
No-call no-show
5 points
Number of points
Disciplinary actions
10 points
Verbal warning
20 points
Written warning
25 points
1-week suspension
30 points
2-week suspension
50 points
Pros and cons of using an attendance point system
Here are some of the benefits of an attendance point system—as well as some potential drawbacks.
Pros of using attendance points
Cons of using attendance points
Encourages accountability for attendance and punctuality
Can be too rigid, not accounting for legitimate reasons for absence
Reduces excessive absenteeism and unapproved leave
May demotivate employees, especially if points are harshly assigned
Provides a clear, consistent method of tracking attendance issues
Doesn’t address underlying causes of attendance infractions or unplanned absences
Minimizes favoritism by treating all employees equally
Risks over-disciplining employees for minor infractions
Improves attendance records for HR and management
Legal considerations when using an attendance point system
When implementing an employee attendance point system, employers need to be aware of legal considerations that could affect how points are assigned or how attendance-related disciplinary actions are carried out.
For example, a no-fault attendance policy, or a policy where points are assigned for all absences with no exceptions, can seem straightforward. But it still needs to align with any relevant employment laws for the jurisdiction where your company is based and any jurisdictions where your employees are located. Certain absences may be protected under federal or state laws, and failure to account for them in the system could lead to claims of unfair treatment or discrimination.
Exceptions to disciplinary action for absences
While an attendance point system is designed to maintain consistency in attendance tracking, there are some situations where that just isn’t possible. Absences such as sick leave with a valid doctor's note or other medical documentation may be protected under law, and ignoring these exceptions can expose an employer to legal risk. Below, we’ll cover a few other examples employers should know.
Family and Medical Leave Act
The Family and Medical Leave Act (FMLA) is a federal law that protects eligible employees who need time off for medical reasons, to care for a family member, or after childbirth. Any absence covered under FMLA cannot result in attendance points or disciplinary action.
Americans with Disabilities Act
Under the Americans with Disabilities Act (ADA), employers must provide reasonable accommodations for employees with disabilities, which may include excusing absences related to their condition. An ADA protection-related absence should not lead to points in the attendance system.
State leave laws
In addition to federal protections like FMLA and ADA, employers must also consider state leave laws that provide additional protections for employees. These laws vary by state and may include requirements for paid sick leave or other types of leave. One example is the California Family Rights Act, which provides eligible employees in California with up to 12 weeks of unpaid, job-protected leave in a 12-month period for certain family or medical reasons.
How to create an attendance points system
It takes careful planning and consideration to create an attendance point system that addresses your business needs while also remaining legally compliant. When implementing an attendance point system, businesses can benefit from using time tracking tools and workforce management software to automate the process of tracking employee absences and points.
Follow these steps to create an attendance points system:
- Define your attendance policies: Set clear rules for what qualifies as an excused or unexcused absence.
- Set point thresholds: Determine point values for each type of infraction, and decide the disciplinary action for reaching certain point levels.
- Integrate with time tracking or workforce management software: Using software systems to track time and attendance reduces the manual work and potential for errors.
- Communicate your policy to employees: Make sure all employees understand the system and know how points are calculated.
Review and update the system as needed: Particularly ensure the system is updated to reflect changes in state or federal laws.
Attendance points best practices
Follow these best practices to make sure your system is fair, effective, and legally compliant.
1. Clearly communicate your attendance policies
Human resources teams have a duty to clearly communicate the attendance policies and point system to all team members. Make sure your employees fully understand how the system works, including how points are accumulated and how many points lead to disciplinary action. Consistent communication will minimize confusion and foster transparency.
2. Reward good attendance
Offering incentives for consecutive days or months of perfect attendance can motivate employees to adhere to regular attendance standards. Rewards—like extra time off or recognition—can boost employee morale and help prevent absenteeism.
3. Train supervisors and managers
Supervisors and managers will need to be trained on how to implement the attendance point system fairly and consistently. Comprehensive training ensures they understand the nuances of the system, how to track points, and how to handle employee disputes regarding points.
4. Follow up with employees who miss work
It’s important to follow up with employees who frequently miss work to understand the root causes of their absenteeism. Schedule regular check-ins to discuss attendance patterns during their workday, address underlying issues, and see how you can improve their performance.
Frequently asked questions about attendance points
What if employees forget to clock in or out?
Establish a clear policy for how these instances will be handled in the point tracking system. Employers may need to make manual corrections or add explanations from the employee before assigning points for missed time clock entries.
How can point tracking help manage employee attendance?
Point tracking creates a clear, transparent record of attendance behavior, helping to enforce policies consistently and identify patterns of absenteeism among employees.
Rippling and its affiliates do not provide tax, legal, or accounting advice. This material has been prepared for informational purposes only, and is not intended to provide, and should not be relied on for, tax, legal, or accounting advice. You should consult your own tax, legal, and accounting advisors before engaging in any related activities or transactions.