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I. OBJECTIVE
1. To define the role of SOS in attendance monitoring and timesheet of its personnel
2. To provide guidelines on the proper monitoring of attendance and recording of timesheets
II. DEFINITION OF TERMS
1. Itinerary Report – refers to the form used by Team Leaders and Supervisors to record their daily attendance for a specific cut-off
2. SOS Timesheet – refers to the SOS’ monitoring and records of work attendance of all Service Crew, Management Trainee, Team Leader and Supervisor
III. GENERAL POLICIES
Time In and Time Out
Store Operations Support Staff for Payroll (SOS Payroll) must religiously monitor the daily time in and time out of all Service Crew (SC), Management Trainee (MT), Team Leader (TL), Trainees (TR), Chefs and Store Roving Supervisor (SRS).
Clock time of all outlets must be synchronized to head office’s clock time.
Time from the SOS cellphone serves as the OFFICIAL time of all time in and time out received.
Store Opening/Closing & Crew per Outlet
SOS Payroll must be familiar with the store opening and closing time of all outlets.
S/He must check the number of crew per outlet from time to time for there are other outlets that need more than one (1) crew.
S/He must be observant with store closing for no outlet must be closed 1-2 hours beyond the scheduled closing time. If this happens, inform the outlet’s TL or SRS and SOS Staff for Concerns (SOS Concerns).
Mall Hours and Penalties
All outlets located in the mall are required to report one (1) hour prior to actual mall opening so that the SC will have ample time to prepare products and be ready to serve as soon as the mall opens.
Penalty is charged by the Mall Admin if the outlet opens after the mall opening hour (late opening), closes earlier than the mall closing hour (early close) or closes later than the mall closing hour (late closing).
Note: SM Megamall late closing penalty starts after 11pm.
Late Store Opening
Late store opening is highly discouraged. If an outlet is still closed 10 mins. after the scheduled opening time, SOS Payroll must do the following:
a. Call the outlet company SIM
b. Call the personal number of the SC and trace his/her current location
c. Inform the concerned TL or SRS
d. Send an FYI to the Operations Officer
e. Update and inform the TL or SRS and Operations Officer once the SC arrived and opened the outlet. Indicate the number of minutes that the store has been opened late.
Worst case scenario:
If SC is unable to attend to his/her duty as opening crew and the outlet keys are still with the said SC, SOS Payroll must coordinate with the in-charge of key duplicates (SOS Maintenance) and SOS Concerns to help resolve the problem in the best possible way.
Options:
1st – Ask the outlet’s TL or SRS to get the duplicate outlet keys from the Head Office and hand it to the SC reliever waiting on the outlet.
2nd – Ask the SC reliever to get the duplicate outlet keys before going to the outlet.
3rd – Ask the Rider to deliver the duplicate keys to the SC reliever in the outlet.
4th – Personally deliver the duplicate outlet keys to the SC reliever in the outlet.
Attendance
SOS Payroll must be accurate in inputting all the time in and time out texts received every day.
All time in and time out texts received must be sent using the corresponding issued company SIM. Use of personal number is invalid, except:
a. When the company SIM load has expired
b. When the company SIM is not available (lost or waiting for replacement)
c. When the employee is working for an event
d. When given approval by the TL or SRS.
Attendance of all SCs will only be based on the time in and time out texts received everyday. No texts received, SC shall be considered absent and no salary shall be given for that day.
In the event that SC insists that s/he has sent time in/out text, the following must be done:
a. Inform the concerned TL or SRS
b. Look for any SC who can serve as witness to the SC in question
c. Validate the SC’s attendance from his/her TL or SRS
If it is confirmed that SC is at fault, s/he will be automatically marked absent. If it is confirmed that SC is not at fault and the issue is due to other faults such as network disruption, a consideration may apply as long as it is acknowledged by the TL or SRS.
Absences
A list of absences must be submitted via email to Human Resources Department (HRD) every 10am and 1pm for SC Attendance and every 1pm for MT, TL, Chef and SRS Attendance, daily. In case late advisory occurs, send follow-up to HRD to update the list.
SC must inform ahead of time if s/he cannot attend his/her duty in a particular day. Confirm its acknowledgement to the SC’s TL or SRS. Forward the SC’s message, if there’s any.
SC is considered AWOL (absent without leave) if s/he is absent for three (3) consecutive days without prior notice or filed leave.
Timesheet Preparation and Distribution
TL and SRS must submit the schedule of their SCs for the next cut-off period, 2-3 days before the cut-off date of the current period, either thru e-mail or thru Rider.
SOS Payroll must allot one (1) day for the preparation and one (1) day for the distribution of SC Schedules.
Late submission of schedule by the TL or SRS to the SOS Payroll will result to late distribution of schedule to the SCs concerned.
Trainees
Each trainee is strictly assigned nine (9) hours of duty during store training days. Trainees are not entitled to lates. In case that trainee arrives late for his/her duty, the training hours will be adjusted.
In cases when undertime or overtime occurs, the short or excess number of hours must be carried over on the following training day. It must be verified by the Training Department.
Training Days:
• BBE – 8 days (4 days lecture + 4 days store training)
• BBT Cart – 9 days (5 days lecture + 4 days store training)
• CDH – 9 days (5 days lecture + 4 days store training)
• Full Store – 9 days (5 days lecture + 4 days store training)
• SSM – 8 days (4 days lecture + 4 days store training)
• WDF – 8 days (4 days lecture + 4 days store training)
Special cases:
Some trainees are repeaters; they just need to undergo a refresher type of training, resulting to a shorter period or total office training days.
Overtime, Undertime and Broken Schedule
Such schedule is only upon approval of the TL or SRS. Broken schedule only occurs when SC needs to break his/her scheduled working time to attend employment-related matters such as office meeting with his/her Supervisor, personal reporting to the HRD, or claiming of salary.
In such case, time in and out of SC must be done twice on that particular day.
Example:
SC Schedule – 7am to 8pm
Appointment with HRD – 10am
In and Out texts must be as follows:
IN (opening) – 7:00am
OUT (on the way to Head Office) – 9:00am
IN (return from Head Office) – 11:00am
OUT (closing) – 8:00pm
Note:
SOS Payroll must confirm the gap or broken time to the TL or SRS before marking the entry in SC’s timesheet. Confirm if the broken time includes the SC’s one (1) hour break time or not.
IV. PROCEDURE FLOWCHART
Flowchart Title
(Not Applicable)
V. REFERENCE/INTERFACE PROCESS
Document Title
(Not Applicable)
VI. FORMS AND RECORDS
Form Title
1. Itinerary Report
2. SOS Timesheet
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