Impetech Group
STANDING OPERATING PROCEDURE ON ATTENDANCE
General:
- Timely and regular attendance is the sacred and disciplined policy of the Company which is controlled by HR Deptt. To ensure adequate staffing, positive employee morale and to meet expected productivity standards throughout the organization, employees will be held accountable for adhering to their workplace schedule. In the event an employee is unable to meet this expectation, he/she must obtain approval from their supervisor in advance of any requested schedule changes. This approval includes requests to use appropriate accruals, as well as late arrivals to or early departures from work. Departments have discretion to evaluate extraordinary circumstances of a tardy, absence or failure to clock-in or clock-out and determine whether or not to count the incident as an occurrence.
Procedure
- Attendance System:
(a) Employees must punch their fingerprints at IN & OUT time. Employees must punch their registered finger prints at the punching machine both at the time of first entry and the time of last exit for the day in order to record their attendance for the day.
(b) Employees are expected to check in ‘HRMS’ – ‘Human Resource Management System’ their per day logged in hours and regularize the ‘no punching’ or ‘half day’ instances, if any, as mentioned in the below steps:-
(i) A notification will be sent to those employees where there is no “Punching” record found for any day from the HR Deptt.
(ii) In case, employee has availed either full/half day leave during this period, she/he has to immediately apply for said leave under leave management tab in Pay Book (Biometric based attendance monitoring System). This in itself will be ‘Self-Regularization’. No separate regularization to be done in BBAMS.
(iii) For reasons other than leave, stated such as Training, Onsite, Offsite, No ID card, other, punching System Record Issue, employee to regularize by opting for one of the above reasons in Pay Book.
(iv) On receiving notifications, the concerned employee needs to mention one of the above reasons for no punching/less punching hours in the Pay Book.
(v) A notification will go to the Manager for his/her approval. Managers can approve/reject the reason and it will update the status in Pay Book immediately. Employee thus regularizes the deficit hours.
(vi) Each Month, the system will continue to request for regularization for all previous backlog that needs to be regularized. It is responsibility of an employee to make sure that regularization is applied for and is approved by managers in Pay Book before 12th of the each month.
General Rules and Regulations:
- The rules that will be followed for the operation of the system are as follows: -
(a) The Biometric based attendance monitoring System is maintained by the HR Deptt. If anybody is having any technical issues regarding BBAMS, HR Deptt may please be contacted accordingly.
(b) All staff should mark their arrival and departure time in BBAMS without any exemption.
(c) In case BBAMS is out of order / not working, all staff will be required to mark their arrival and departure in the Register kept at the Gate/Reception.
(d) Receptionist will scan the register and send it to HR Deptt by 1600 hrs on 15th of each Month.
(d) In the morning, the time recorded between 09:00 hrs to 09:15 hrs would not be counted towards the shortfall as this time slot is given for marking attendance in biometric system. Thereafter it will be considered as late coming and it will be relaxed not more than twice in a Month keeping in view the transport problem or any other unforeseen eventuality subject to the condition. Thereafter it will be consider as half day for each late coming starting from 0915 hrs.
(e) Similarly, early departure up to one hour can be relaxed for not more than 02 days in a month; including late coming in that particular month subject to the condition else 3rd day will be considered as half day.
(f) Where an employee is required to go for an official meeting in another office, he has to come to office, punch and then move for business meeting. Moving directly from home is not allowed. When the business meeting outside office expected to close by the end of the day or near to the end of the day, there is no need to come to office for punching out. He/she should mark his/her attendance by entering their base location code in attendance portal of that particular location.
(g) Any Employee availing half day CAL in the forenoon will make arrival entry in the BBAMS up to 1330 hrs (First Shift employee), 1530 hrs (Second Shift employee) and the official availing half day Casual Leave in the afternoon will make departure entry in the BBAMS at 1400 hrs (For first Shift) and 1530 hrs (For second shift) or after.
(h) Attendance reports would be available on BBAMS, concerned Employees shall get their attendance regularized in the following manner:-
(i) Every employee must apply for leave in Pay book before proceeding on a leave and take approval for the same from his reporting head and it must be in Pay book only.
(ii) Employee needs to apply for C-off in Pay Book otherwise it will be considered as Leave without pay (LWP).
(iii) In case of sick leave, employee can apply for leave on the date of resuming the duty and take approval from his/her reporting head.
(iv) For employees those who are going on official tour shall apply for tour in Pay Book mentioning the date From Date and To Date.
*Regularization is defined as applying in Pay Book for the deficit hours specifying reasons and getting it approved by the manager or actually applying the relevant leave.
Working Conditions:
- Working conditions at Esaplling pvt ltd will be as under: -
(a) Employees should complete the 09 (Nine) working hours from a general shift i.e., 09:30 AM to 06:30 PM. If required to work in another shift as per Pay Book system, employees should take the approval from their HODs and HR Deptt.
(b) If an employee wishes to, or is required to work late hours, or on holidays/weekends he needs to take prior permission from their HoDs.
Rashmi Mahajan
HR Manager
