/Institutions/University-of-Dubai/json/2024-2025/Policy-and-Procedure-Manual-local.json

/Institutions/University-of-Dubai/json/2024-2025/Policy-and-Procedure-Manual.json

Policy and Procedure Manual 2024-25 > Faculty and Professional Staff > Professional Staff Attendance Policy

Professional Staff Attendance Policy

Policy

1. Policy statement

1. Professional staff are paid a monthly salary in exchange for the effort expended by the employee reflected in forty hours of work per week.

2. Professional staff are expected to report to work on time and remain at work during working hours. The forty hours a week are based on daily normal working hours from 8:30 AM to 5:00 PM (or as assigned in the employment contract) 5 days a week including half an hour for lunch between 12:00 noon and 2:00 PM. 

3. During the holy month of Ramadan, holidays and semester breaks, the university operates on a modified schedule that will be communicated to all concerned faculty and staff through a formal memorandum issued from the President’s Office.

4. The weekly working hours are administered and monitored through a biometric recognition or any other system available. Every staff member is required to check-in 8:30 AM and check-out 5:00 PM. This is used as a basis to calculate the employee’s monthly salary.

5. Taking leave without prior approval of the Line-Manager and/or taking leave without applying in the system will result in a salary deduction (unpaid leave).

6. Any staff who misses signing in and/or out using the system without notifying the Line Manager and HRD within the same day will result in a half-day deduction. Signing in online using the WebHR application without prior approval from Line-Manager or HRD will result in a half-day deduction as well. This also includes meetings outside UD premises without prior notification to the Line Manager and HRD. Not reporting on time creates a lot of problems reflected as below: 

7. Delays in the decision-making process especially when meetings are held early in the day. The delays to report work on time may be interpreted as top management’s inability to control such problems. Therefore, firm policy including penalties is a must.     

 

2. Tardiness

1. Employees who are late 10 minutes, or more, must compensate for the missed minutes by sitting late on the same day. HR Manager reserves the right to grant exceptions based on any extenuating circumstances.

2. This policy will be applied to the staff who are late more than 10 minutes from their scheduled time to start the work, even if the late time was compensated. 

3. Repeated tardiness (reporting late to work) from the scheduled working hours will result in the following: 

• Reporting late to work three (3) times in a month will result in a half-day salary deduction. 

• Reporting late to work four (4) times in a month will result in a one-day full pay salary deduction, in addition to 2.A above which, will total one (1) and half-days a. 

• Reporting late to work five (5 times in a month will result in two (2) days’ full pay salary deduction, in addition to 2.A and 2.B above which, will total three (3) and half-days and will receive a written warning. 

• Reporting late to work more than six (6) times in a month, the employee will be sent to an investigation committee for possible termination. 

 

3. Emergency Hours

1. UD grants employees 8 hours per month to meet any personal emergency (medical or health issues/hospital appointments/accidents/bank appointments/valid reasons), considering that it will not exceed two hours per day. It requires the line manager’s approval with documents for validation

2. The employee must inform the HRD and the manager in the onset of the emergency through calls or emails, failure to notify on the same date and time will result in rejection.

 

4. Break and Temporary Exit

4.1 Lunch Break

All employees are entitled to a 30-minute lunch break during the working day.  The lunch break is to be between the hours of 12:00pm (noon) and 2:00pm.  In addition, please note UD does not recognize any sort of breakfast break.

4.2 Temporary Exit

All staff members who are taking temporary exit (official or personal matters) out of the campus during working hours should sign in and out the temporary exit book located at the main entrance. Following procedures must be observed:

1. Official Matters –Always log in and out in the temporary exit book provided.

2. Personal Matters –Always log in and out in the temporary exit book provided. Prior approval should be pre-arranged from Line Manager and copying HR. Missed hours should be compensated.

 

5. Extra Hours / Overtime

1. Except in the case of an emergency, employees require prior approval from their supervisor and management before working paid overtime.  Employees holding managerial positions are not eligible to receive paid overtime.

2. In case of extra hours, for all employees on the payroll of UD, the completion of a Pre Authorization Form (Appendix I) and obtaining all due approvals is a must. This authorizes the person to carry out his/ her assigned task by putting in approved extra hours.

3. Upon completion, a salary claim form for a non-teaching activity (staff) (Appendix II) should be completed, ensure all relevant information is entered, have the attendance sheet attached for that particular day and upon obtaining the line managers approval, have it sent complete in all respects to Finance under due acknowledgement.  

4. In case of hourly rate applicable to employees taking up positions on leave vacancy of existing employees or otherwise, the salary claim form for non-teaching activity has to be filled out, ensuring all relevant information is entered, attach the attendance sheet and your contract, seek line manager’s approval and send it across to Finance under acknowledgment.

5. All financial claims must be submitted through the WebHR system on or before the 12th of every month. Any submitted claims after the cutoff date will not be accepted and carried forward to the next month.