Attendance

Policies & Procedures

Supervisor Checklist

Below is a checklist to provide consistency regarding attendance guidelines:

Work Schedules

Depending upon your department, work schedules may vary (e.g., 8 hours, 12 hours).
Document your employee(s) work schedule below:
Name Work Schedule
Print

Resources

  • Manager Center on myValero.
  • Your local HR Department or Corporate Human Resource Department at 210.345.2289.
  • Leave and Disability Department (LDA) 888.825.5341.

Establish Department Call-in Procedures and Communicate Them With Your Team

  • To whom does the employee report their late arrival or absence?
  • What method should they use to communicate (e.g., phone, text, email)?
  • When should an employee report their late arrival or absence?
  • When will you require a doctor’s note?

Ensure Timely and Accurate Time Coding

  • Keep track of all employee absences to ensure timely coding
  • Review emails received from the LDA department regarding leave approvals
  • Review what you approve to ensure accurate codes are being used

Actively Monitor Attendance

  • Utilize Manager Center to monitor and track employee attendance
  • Follow attendance guidelines and take appropriate action when needed

FMLA

Call the Leave and Disability Administration Department (LDA) or your HR Department:
  • If an employee feels their absences are due to a serious health condition, contact LDA
  • If an absence continues more than 3 consecutive days (including weekends and holidays) for themselves or an immediate family member, or the employee has been admitted to the hospital overnight, they may be eligible for FMLA
  • If the absence is intermittent and related to a serious health condition for themselves or an immediate family member, they may be eligible for FMLA
  • If an absence continues more than seven consecutive days (including weekends and holidays), they must contact the LDA Department to discuss Short Term Disability and to ensure a Return to Work Release is obtained

Coding Time

Company policy requires employees to timely and accurately report all absences.
  • Exempt employees are required to submit accurate and timely records of all absences (e.g., vacation, occasional illness, family illness, funeral leave)
  • Nonexempt employees are required to submit accurate and timely records of regular time worked, overtime worked, shift differential, and absences

Discipline

  • If absences become excessive you should contact your local HR to discuss whether formal disciplinary action is recommended
  • The employee should understand that excessive absenteeism may have a negative impact on employee compensation; it can delay their career progression and postpone their ability to explore other opportunities within the company, and may ultimately lead to termination