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Impetech Group

 

STANDING OPERATING PROCEDURE ON ATTENDANCE

 

General:

 

1. 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

 

2. 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:

 

3. 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 15^th 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:

 

4. 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

 

                                                

                                                                                                             

Internet and Email Policy

 

 

Software Access Procedure

Software needed, in addition to the Microsoft Office suite of products, must be authorized by your supervisor and downloaded by the IT department. If you need access to software, not currently on the Company network, talk with your supervisor and consult with the IT department.

 

Internet Usage

Internet use, on Company time, is authorized to conduct Company business only.

Internet use brings the possibility of breaches to the security of confidential Company information. Internet use also creates the possibility of contamination to our system via viruses or spyware. Spyware allows unauthorized people, outside the Company, potential access to Company passwords and other confidential information. Removing such programs from the Company network requires IT staff to invest time and attention that is better devoted to progress. For this reason, and to assure the use of work time appropriately for work, we ask staff members to limit Internet use.

 

Additionally, under no circumstances may Company computers or other electronic equipment be used to obtain, view, or reach any pornographic, or otherwise immoral, unethical, or non-business-related Internet sites. Doing so can lead to disciplinary action up to and including termination of employment.

 

Email Usage at Company

Email is also to be used for Company business only. Company confidential information must not be shared outside of the Company, without authorization, at any time.

 

No employee is allowed to conduct personal business using the Company computer or email. Please keep this in mind, also, as you consider forwarding non-business emails to associates, family or friends. Non-business related emails waste company time and attention.

 

Emails That Discriminate

Any emails that discriminate against employees by virtue of any protected classification including race, gender, nationality, religion, and so forth, will be dealt with according to the harassment policy.

 

These emails are prohibited at the Company. Sending or forwarding non-business emails will result in disciplinary action that may lead to employment termination.

 

 

 

 

Company Owns Employee Email

Employees should be aware that the Company owns any communication sent via email or that is stored on company equipment. Management and other authorized staff have the right to access any material in your email or on your computer at any time. Please do not consider your electronic communication, storage or access to be private if it is created or stored at work.

 

 

Leave/National & Festival Holidays Policy

1)    Objective:            LEAVE/ NATIONAL & FESTIVAL HOLIDAYS are provided to the employees by the company to enable them to take rest/recover in case of illness/ meet personal emergencies and avail vacations to rejuvenate and to come back refreshed to work. . The Leave/Holidays provided by the Company support its employees in a way which promotes and sustains positive, productive and safe working environment and to generate sense of belonging ness. Leaves will always be requested.   2)    Scope and Eligibility: a)      This policy is applicable to the all non-billable/support staff (like control room staff, Housekeeping and admin support staff) but does not include Non Billable Security Guards and contractual staff. b)     All leave entitlements coincide with and are determined for the CALENDAR YEAR from 1st January to 31st December every year. c)      Employees joining/leaving at any point during calendar year would get leave on pro rata basis. d)     Individual employee leave records shall be maintained and monitored by the HR Department through Online leave management system PAYBOOKS and no leave can be granted /availed verbally/ through Email or individual leave application.   3)     This policy is divided into two parts: a)      Leaves :  i)        Sick Leave (SL) ii)      Casual Leaves (CL) iii)    Privileged Leaves (PL) b)     National & Festive Holiday c)      Leaves mentioned as above are applicable to the employees in Regional/Branches/Corporate offices. d)     No encasement of Leaves is permissible.   4)    In a calendar year, an employee can avail leaves in the following manner: a)      Casual Leave - 05 b)     Sick Leave - 05 c)      Privileged Leave - 18 d)     No PL is permissible during Probation Period.   5)    Casual Leave – CL: a)      All the employees shall be entitled for 05 days Casual Leaves (CL) in a financial year. b)     CL will be calculated on quarterly pro-rata basis and will be credited at the beginning of the quarter. c)      CL will not be carried forward to the next calendar year and unavailed CL during the calendar year will lapse. d)     CL cannot be clubbed with Earned leave. e)      Maximum of 3 days CL can be availed in one spell. f)       CL can be applied at any time but it should not be less than 0.5 day. g)      All holidays/weekly offs falling in between a spell of CL shall be counted as leave (CL) and not as weekly off h)     No encashment of CL is permissible. i)        CL can be clubbed with SL j)       CL should be applied online at least 24 hours in advance. However, in case of extreme circumstances when person is unable to apply for CL in advance, he may inform his superior via phone/SMS/Online and If not applied online earlier will do so immediately on resuming duties.   6)   Sick leave – SL: a)      All employees shall be entitled to 05 days of SL in a year. b)     SL will be calculated on quarterly pro-rata basis and will be credited at the beginning of the quarter. c)      All holidays/weekly off days falling in between a spell of SL shall be counted as Sick leave and not as weekly off. d)     No encashment of SL is permissible. e)      Any employee falling sick shall send information to his superior via phone /SMS /online at the earliest but not later than 24 hours of his absence on account of SL. If not applied online earlier will do so immediately on resuming duty. f)       In case of sickness for more than 3 days, concerned employee must produce a medical certificate either from a Doctor or from a Registered Medical Practitioner. g)      SL can be clubbed with CL.   7)    Privileged leave – PL: a)      All staff members shall be entitled to 19 days PL in a calendar year. b)     PL would be credited to the individual employee’s account only after completion of probation period on pro-rata basis quarterly on PAYBOOKS   and can only be availed after completion of minimum  3 months or as per probation period as defined in concerned employee  letter of appointment.  Extension of probationary period does not apply for availing PL after six months. c)      PL can be clubbed with SL on account of special circumstance like illness/death in the family, under the Extenuating Circumstances Policy. PL cannot be availed for more than 5 days at a stretch. All Holidays/weekly off days falling in between a spell of PL shall be counted as Privileged Leave and not as weekly off. d)     No encashment or accumulations are permissible for PL. e)      For availing PL, an employee would be required to apply online on PAYBOOKS at least seven days before the date on which employee wish to go on leave. f)       In the event of leaving/terminations during the tenure of his/ her services, an amount equivalent to excess advance PL given to respective employees are to be deducted from his Full and Final.   8)    Procedures: a)      To apply for  leave, an employee has to take proper approval of leave on PAYBOOKS b)     An employee can avail PL/CL/SL as per the requirement 3.3   Leave applied by any employees does not get automatically sectioned and will only be allowed after approval from concerned superior as per above rules.   9)    General Rules : a)      Leave not a Right  No leave can be claimed as a matter of right and is granted after considering the exigencies of work by his Reporting Manager (Approving Authority). The approving authority has discretion to refuse or revoke leave at any time according to business exigencies.   b) Leave Without Pay -LWP  i)LWP will be granted through the Extenuating Circumstances Policy. ii)LWP should not be exceeded beyond 30 days. iii)During such leave, the employee will not be entitled to any benefit, but merely retain a lien, on job. iv)LWP can be allowed in case of long illness or education/higher study/ maternity leave etc when applied through Extenuating Circumstances Policy V)Seeking leave without approval is considered to LWP   c)      Extension of Leave   i)        After proceeding on leave, if an employee desires extension thereof he/she shall make an application for the purpose to the concerned Reporting Manager in writing before the expiry of the leave, giving sufficient time to the sanctioning authority to intimate him/her of such sanction. ii)      A reply either granting or refusing extension of leave will be sent to the employee. This action should be done before the expiry of the leave originally granted. However, in the absence of any reply from the Management or the concerned authority, the employee shall take that his request for extension has been refused and that he/she must report on duty immediately on the expiry of leave originally granted. Failing which he/she will be deemed to be absent without permission rendering himself/herself liable for disciplinary action. iii)    Without prejudice to the above and Management’s right as contained in these rules, the services of an employee may be, after due diligence, summarily terminated in case he/she remains unauthorized absent for 30 days or more. iv)    In case an employee is absent for seven or more continuous days from his duties without any prior information, it will be presumed by the management that he is no longer interested in the company's employment and has left the services at his own accord and sweet will .His services may be discontinued by sending a notice in writing and he/ she may no longer be an employee of the company.   10)  National & Festival Holidays: a)      As per the Policy, there are 12 Holidays in a calendar year.  b)     Total 12 Festival Holidays shall be provided every year. c)      National Holiday falling on Sundays shall be treated as National Holidays and not Weekly off. d)     Festival Holidays would be decided Region wise as per their importance of festival which will be declared by HR department before the end of each year for following year with consent of concerned Regional Heads under intimation to Management.    11)  Deviations Deviations can only be done via Extenuating Circumstances Policy.   12)  Note: Employees are not entitled for any leave (SL/CL/PL) during notice period.