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Time & Attendance Policy

 

 

 

“YOUR COMPANY LOGO”

 

 



1 Purpose

At “Your Company Name”, we believe that punctuality and regular attendance are essential to ensure optimal productivity and customer service. In order to achieve these goals employees are required to maintain a satisfactory record of attendance.

2 Scope

The policy is applicable to all employees of “Your Company Name” across all locations including the group companies.

3 Policy
  • 3.1 Objectives
    • The policy document has been drafted keeping the following objectives in mind;
    • 3.1.1 Encourage employees to maintain punctuality and a satisfactory record of attendance.
    • 3.1.2 Ensure adequate staffing, positive employee morale, and to meet expected productivity standards throughout the organization.
  • 3.2 Applicability
    • This policy is applicable to all temporary (on probation) and permanent full-time employees of “Your Company Name” and its group companies.
  • 3.3 Attendance Management System “HRMS system name”
    • 3.3.1 “Your Company Name” uses biometric system for collecting employee attendance and “HRMS system name” for attendance tracking and management. The below Time & Attendance Policy and Leave Policy shall be implemented using the HRMS system.
    • 3.3.2 All employees are expected to carry and wear their ID cards to work for attendance and work floor access.
    • 3.3.3 Tail gating and proxy access shall be shall not be tolerated and shall be dealt with seriously.
    • 3.3.4 To prevent any unauthorized personnel from entering the office premise, the security guard will reserve the right to check ID cards for authorized entry.
    • 3.3.5 In case an employee forgets to carry his ID card to work; he/she shall be issued a temporary card for the day by security guard. The same needs to be submitted back to the security guard at the time of leaving the office.
    • 3.3.6 If the employee intentionally or unintentionally forgets to carry the ID cards to office on more than 3 occasion in a month then in such cases Admin/HR team reserves the right to take corrective action against the defaulting employee.
    • 3.3.7 The attendance records derived from [HRMS system name] shall be used for processing payroll and calculating salaries.
  • 3.4 Working Days Per Week
    • 3.4.1 The number of working days per week is defined considering various factors such as business requirement, nature of business engagement, clientele, demography and work environments of the respective location that befits the industry.
    • 3.4.2 The “Enter division name” based out of “Location Name” office shall be open for 5 days a week from Monday to Friday.
    • 3.4.3 The “Enter division name” operating from the “other location” shall be operation from Monday to Saturday. However, on 2nd and 4th Saturday of the month the office shall remain closed.
    • 3.4.4 The “Enter location” office shall be open from Monday to Saturday. However, on 1st and 3rd Saturday of the month the office shall remain closed.
  • 3.5 Office Shift Timings
    • 3.5.1 The shift timings are again defined considering factors such as business requirement, nature of business engagement, clientele, demography etc. which enable to us to better service our clients at the respective locations.
    • 3.5.2 The employees need to follow the shift timing applicable for their respective location which is defined as follows;
      • (a) “Location 1” – 09:00 AM to 06:00 PM
      • (b) “Location 2” – 9:30 AM to 06:30 PM
    • 3.5.3 We understand that there can be possible delays in reporting to personal exigencies or due to other reasons beyond control like traffic conditions, car bread-down etc. And hence “Your Company Name” allows its employees 60 minutes’ flexibility in the morning reporting time as contingency and grace.
    • 3.5.4 The “Shift Start” and “Shift End” time shall be used by HRMS attendance system for calculating daily working hours and marking attendance accordingly.
    • 3.5.5 The “Shift-Start” time for;
      • “Location 1” – 08:30 AM
      • “Location 2” – 09:00 AM
      • The biometric readings before shift-start time shall not be considered for calculating working hours and employees reaching office before shift start time are expected to punch-in after the shift start time.
    • 3.5.6 The “Shift-End” time for;
      • “Location 1” – 07:00 PM
      • “Location 2” – 07:30 PM
      • The biometric readings after shift-end time shall not be considered for calculating working hours and 7.00 (or) 7.30 PM shall be considered as default last punch at per employee’s work location.
  • 3.6 Late Sittings
    • 3.6.1 “Your Company Name” believes in maintaining a healthy work life balance hence does not encourage late sittings as a regular practice unless required in exceptional urgencies.
    • 3.6.2 In case an employee is required to stay back after 9 PM, he/she is entitled to claim for Dinner reimbursements as defined in the “Business Travel & Reimbursement Policy”.
    • 3.6.3 Considering the safety and security of our women staff, the female staff shall not be forced to sit late beyond 07:30 PM. However, a female staff may stay back at her own will in case of any urgent project deliveries.
    • 3.6.4 A female employee leaving office after 8:00 PM can avail office cab by informing the admin team at least 2 hours in advance or claim reimbursement for radio-taxi for home-drop.
  • 3.7 Attendance Procedure
    • 3.7.1 Working Hours: All employees across all locations are expected to complete 9 hours of shift with 8 hours of work and 1 hour of break time (including lunch & tea-breaks).
    • 3.7.2 Present (P): To be marked as full-day “Present” an employee is required to clock a minimum of 8.30 hours in office within the stimulated shift time as mentioned above.
    • 3.7.3 Half-Day Present (HP): In case an employee does not complete minimum 8.30 hours in office for whatsoever reasons; he/she shall be marked Half-Day Present (HP) by default. In such case employee shall be paid for half-day only.
    • 3.7.4 Half-Day Leave (HL): An employee can apply and avail Half-Day Leave (HL). HL can be applied for the first half (or) the second half of the day. The employee is expected to complete a minimum of 4 hours in office or avail OD (whichever applicable) for the remaining half of the day to be eligible for a full day pay. Failing the aforesaid condition, he/she shall be paid for half-day only.
    • 3.7.5 On-Duty (OD): An employee working on the client location or out of office on official duty need to mark himself/herself “On-Duty”. To stand eligible for full-day pay the employee needs to be on OD for full day (or) complete =>8.30 hours in office & OD collectively.
    • 3.7.6 Absent (A): If the employee does not report to work (or) does not mark his/her attendance appropriately (on Leave, OD etc.) then in such cases he/she shall be marked “Absent”.
    • 3.7.7 Leaves: The employee is free to choose from the available bouquet of leaves as defined in the “HRP Leave Policy”.
    • 3.7.8 Regularization: The employee has the option of applying for regularization in case his/her attendance is not marked correctly or he/she forgets to punch-in or punch-out. A maximum of 4 attendance correction request shall be allowed per month.
    • 3.7.9 Attendance Cycle: The attendance cycle is from 1st to 30th/31st of the month. An auto generated email containing the attendance report shall be emailed to all employees on 1st working day of the month. The employees shall be given a final grace until the 2nd working day of the month to update their previous month’s attendance. Any un-regularized attendance shall be processed in the next month as arrears.
    • 3.7.10 Payroll Input Date: The payroll inputs of the previous month shall be shared with the finance team every 3rd working day of the month.
  • 3.8 Reporting and Controls
    • 3.8.1 An employee shall be responsible for the upkeep of his/her attendance and leave records.
    • 3.8.2 Bio-metric system integrated with HRMS tool shall be used maintaining employee time and attendance.
    • 3.8.3 The employee shall be responsible for using the HRMS Employee Self Service section for checking, applying and maintaining his/her attendance and leave records.
    • 3.8.4 All regularization, attendance correction and leave request applied on HRMS shall be sent to the reporting manager for approval.
    • 3.8.5 The reporting manager reserves the discretionary rights to approval or rejects regularization and leaves requests. However, managers are advised to apply jurisprudence in exercising their decisions.
    • 3.8.6 Any leave or regularization disputes shall be referred to HR team (Talent Management). The decision of the HRD can’t be challenged and shall be deemed final.
    • 3.8.7 Any discrepancies in attendance records or leave balance need to be informed to the HR department for review and correction.
    • 3.8.8 Any issues with the employee self-service portal (HRMS) needs to be escalated to HRMS implementation team at “Insert email ID”
  • 3.9 Governance
    • 3.9.1 The Policy shall be governed by the HR (Talent Management) Team.
    • 3.9.2 The verdict of HRD on any disputes or issues with regards to leaves shall be deemed final.
    • 3.9.3 The IT team along with the Admin team shall be responsible for the management and upkeep of the biometric system used for collecting attendance records.
    • 3.9.4 The IT team shall be responsible for the timely registration of new hires and resolving any issues related to bio-metric malfunction. All issues needs related to bio-metric needs to be marked to IT department on “Insert email ID”.
    • 3.9.5 The Admin team along with the HR department reserves the right to take corrective action against any employee not complying with security hygiene.
    • 3.9.6 The verdict of HRD on any disputes or issues with regards to leaves shall be deemed final.
  • 3.10 Exceptions
    • 3.10.1 No exceptions shall be made in the policy unless the policy is revoked by the HRD or the Managing Director.
    • 3.10.2 Any exceptions in this policy can be only approved by Head HR along with consent of the Managing Director.
4 ROLES & RESPONSIBILITIES

5 GLOSSARY

6 RELATED POLICIES, PROCEDURES, OR OTHER REFERENCES

7 REVISION LOG

8 APPENDIX A

“Attach related policies & procedures”