Department Name –Human Resources / Document: Repository
INTERNAL USE ONLY / Policy No: 6/ HR/2017
Last Reviewed:01-05-17 / Release Date: 01-05-17
Version: 1.1 / Status: Active
Owner: Human Resources / Custodian: HR Operations
1.0 OBJECTIVE
This policy aims at the following:
- To ensure uniformity in office timing across all the locations
- To capture the details ofnumber of employees present during the day/shift for the purpose of salary computation
- To keep record of leave of absence
- To capture any holiday-pay /any loss-of pay
- To capture shift details / late arrivals / permission details
2.0 RESPONSIBILITY
The Head of Human Resources Department is responsible for the formulation, regular review and updating this policy.
3.0 APPLICABILITY
This policy is applicable to employees/contract/trainees of British Orient Infotel Private Limited (BOIPL), hereafter referred to as “BOIPL” or “Company”.
4.0 TIMINGS:
4.1 Every employee is expected to login for 8 hours excluding breaks
4.2 General shift timing will be 9:30 AM till 5:30 PM
4.3 For MT/PR/DUP shift timing to be scheduled by TLs/PMswell in advance on monthlybasis based
on work flow and TAT of clients.
4.4Team leaders to work along with the employees shift timing as per the schedule
4.5 Managers and above to work in general shift
5.0 PROCEDURES
Attendance Marking
5.1The time of arrival for work (In-time) & the time of leaving after work (Out-time) to be entered in the Bio Matric machine
5.2The attendance to be recorded as first in and last out timing in Bio matric
5.3On-duty / compensatory details to be informed to HR by getting prior approval mail from respective supervisors.
5.4In the absence of the above, it will be assumed that the employee is on leave or absent.
6.0 OVER TIME
British Orient do not believe in working overtime. If any employee is working above 8 hrs will be considered as his/her voluntary work.
7.0 PLANNED LEAVES
7.1Employees to plan their leaves well in advance to manage work flow.
7.2 Employees to apply planned leave on or before 15th of the month for next month.
7.3TLs, PMs and above reserves the right to sanction the leave based on planned work flow and TAT.
7.4 Planned leave should be documented by mail or letter.
7.5 In case of Emergency/Sickness, intimation to be given before beginning of office hours; but it is the responsibility of the employee to reach his / her supervisor by way of any means of communication, intimating his/her absence due to sickness.
7.6Failure to give leave intimation and the absence of authorization from the supervisor/Manager will attract loss of pay.
8.0 LATE ARRIVAL
8.1Attending the work after the shift timings will be considered as duration of late arrival.
8.2For all employees a grace time of 15 minutes is allowed every working day; and employees are expected not to utilize this grace time on all the working days as a practice but to judiciously use.
If the employee is arriving beyond the stipulated grace time, it will be treated as ‘late arrival’ for the shift.
8.3In case if an employeetakes more than 30 minutes to reach office then he/she should inform respective supervisor on delay and take permission.
8.4The security will thus collect all the late arrival slips and forward the same to HR, the next day morning.
8.5For every 3 to 5 late arrivals, half-day salary will be deducted and for more than 6 to 8 late arrivals, one-day salary will be deducted.
8.6Warning letters will be issued to the habitual latecomers.
8.7Receipt of several warning letters will call for disciplinary action including suspension.
9.0 PERMISSION
9.1For all non-managerial staff, permission to leave early from the closure of the shift hours will be allowed 3 times in a month, to the maximum of 30 minutes in each occasion.
9.2Any request for permission after availing it for three times will be treated as leave and the employee has to follow the Leave Policy.
9.3Request for permission to be entered in the prescribed format available in the departments.
10.0INTIMATION OF ABSENCE FROM WORK
10.1All employees to intimate their planned absence from work to the Immediate Supervisor/Manager two days in any form for record.
10.2In case of Emergency/Sickness, intimation should reach TL/PMbefore planned work schedule; but it is the responsibility of the employee to reach his / her supervisor by way of any means of communication, intimating his/her absence due to sickness.
10.3Failure to give leave intimation and the absence of authorization from the supervisor/Manager will attract loss of pay.