Standard Working Hours and Employee Attendance Policy

14.6.16

Employee Attendance Policy:

This employee attendance policy is applicable for all the employees of the AUTO GROUP. To encourage a congenial work environment based on disciplined work timings and punctuality but with provision for flexibility where required and applicable.Every company requires that they have a employee attendance policy on the number of hours that they require employees of different levels and departments to work. This may vary, but even that variation needs to be tabulated and approved so that there is no feeling of unfairness and so that the company can also have a benchmark against which to compare whether or not the employee is giving the required hours of service. Access control is very important to implement this policy..

In Auto fashions Ltd. workers are required or allowed to work in a factory for eight hours in a day. Then workers are allowed an interval of at least one hour during that day for rest, Prayer and meal. However, the company wishes to make it very clear, that while standard working hours is required to ensure a certain balance, the emphasis is on efficient use of time and the main criteria for judging a person would be the productivity rather than time spent at work. However, certain minimum time requirements have to be met. Employee attendance policy for attendance will differ according to category of employee. So the following categories will be made for the software:

HOS = Head Office Staff
HSS = Head-office support staff
FOS = Factory Office Staff
FSM = Factory Senior Management
FPS = Factory Production Staff
FSS = Factory support Staff
FW = Factory Worker
Policy for each will be little bit different from that of the other, which is also true for present time (in practice).

Head Office Employee Attendance Policy:

HOS (Head Office Staff) policy:

On this time card daily attendance, daily overtime, absent, incoming & outgoing time are recorded. Office will be open from 8:30AM to 9PM for 12.5 hours. All HOS ( except support staff who would be required to give longer standard working hours), would be expected to give 10hours of office presence between these 12.5 hours, but maintaining the following conditions, the ideal time being 9AM till 7PM.

They cannot come in after 10AM. Coming after 10AM will be marked as “L” = late.
Someone coming in after 10:10AM will be marked “VL” very late and 3 such VLs in a month will lead to 1 day’s basic salary deduction, irrespective of how late the person may stay in the evening.
For departure, irrespective of how early someone comes in, one cannot leave before 7PM.
Departure between 6:45PM to 6:59PM will be marked as early out or EO.
Departure earlier than 6:45 will be marked as VEO or very early out. 3 such days in a month will lead to 1 day’s basic salary deduction.

If someone has 2 days of VEO and 1 day of VL or 2 days of VL and 1 day of VEO, then also the person will suffer deduction of 1day’s basic salary.

If someone has to be really very late or has to leave specially early, then those would be counted as fractional leaves according to the following rule:

For arrivals, relation with leaves is as follows:

Arriving between 10:10 to 11:00AM would be marked as VL (very late) as mentioned earlier.
If someone arrives between 11:00AM and 11:30AM, he/she will be marked VL, and will have 0.25 days leave deducted.
If someone arrives between 11:31AM and 1:30PM, then he/she will be marked VL, and will have 0.5 days leave deducted.
If someone arrives between 1:31PM to 3:30PM, then he/she will be marked VL and will have 0.75 days leave deducted.
If someone arrives between 3:31PM and 5:30PM, then he/she will be marked VL and will have 1 day’s leave deducted.
Someone arriving after 5:31PM will be marked absent (on leave). If the person has no more leaves, then he/she will be marked as, Absent (without pay – basic pay deduction) as arriving that late does not serve any real purpose.

The leaves that will be deducted this way will be Casual Leaves, unless it is manually converted to Sick Leave or Annual Leave.

If Casual Leave quota is finished, it will be deducted from Annual Leave, unless instructed manually to deduct from sick leave.

If a person wants the VL to be omitted from counting, he/she will have to apply to HR by mail and explain that it is the leave that he/she wanted to take, and in that case the VL option can be removed with recommendation of Department Head.

For departures, relation with leaves is as follows:

Working hours of Auto Fashions Ltd. is generally from 8.00 a.m. to 5.00 p.m.If someone departs between 6:30 to 6:45, it will be marked as VEO or very early out (3 of these or 1 of these in combination with 2 VL entries would lead to deduction of 1 day’s basic pay).
Departure between 6:00 PM to 6;29 PM will lead to marking as VEO and deduction of 0.25 day’s leave
Departure between 4:00 PM to 5:59 PM will lead to marking as VEO and deduction of 0.5 day’s leave.
Departure between 2:00 PM to 3:59 PM will lead to marking as VEO and deduction of 0.75 day’s leave.
Departure between 12:00 PM to 1:59 PM will lead to marking as VEO and deduction of 1 day’s leave.
Departure earlier than 12 will be marked as “on leave” as leaving earlier than that does not serve any purpose.

Every workers of Auto Fashions Ltd. have a Time Card If a person wants the VEO to be omitted from counting, he/she will have to apply to HR by mail and explain that it is the leave that he/she wanted to take, and in that case the VL option can be removed with recommendation of Department Head.

Ensuring of minimum 10 hours working day

There is also an Attendance Register for keep the same record of time card. A monthly report will be generated for each person, which will state how many standard working hours a person has worked for each date. This will not discount “external office work” time which have been approved and adjusted in the software, and will not include Allowable Lunch Breaks. Anyone whose hour counting by such method is found to fall below 10 hours on a frequent basis would answerable to management.

Weekend policy:

Different people will have different days of the week (Friday / Saturday) marked as weekend for them in the software, and absence on that day will not be counted as an absence or a leave.

However, if someone works on that day, that will be counted as “extra time” or ET.

Government holiday policy:

Software will be manually adjusted to fix a date as government holiday. Absence on that day will not be marked as absent for anyone nor as leave. However, if someone works on that day, that will be counted as “extra time” or ET.

Lunch break policy:

If someone leaves the HO between 1:30 PM and returns by 3:30 PM, and the absence is for up to 45 minutes, it will be reflected in the attendance report, but it will not count in any calculation and it will be included into office time, as it will be marked off as “allowable lunch break” = ALB
However, if someone exceeds that time, then the number of minutes by which the break is exceeded will be deducted from the total time stayed in office on that day.

Incentive for extra time:

Total number of hours will be counted for the whole month. This will include lunch breaks up to 45 minutes. But breaks exceeding that will be deducted from this total time.
People will be expected to work a little extra, for which there will be no incentive for up to 10 hours of extra time in a month. However, for extra time beyond 10 hours, or in other words, for more than 270 hours of office work in a 26 work day month, there will be an hourly incentive payment, the rate of which can be set manually in the software for each person.
So there will be no “holiday allowance” as a flat figure for the whole day, but rather an allowance calculated for the number of hours stayed, based on the individual rate of that person or designation range based on department.

“External Official Work” policy:

These records will feed the calculation of wages and Overtime. If someone has to go out of office for official work, he/she on return must inform HR by mail, or on a special format which must carry the approval of their department head.
Then that time will be manually adjusted in the software as “approved absence” and will not be discounted from the standard working hours being calculated.
This applies also for people having to go somewhere and then come to office, as well as for people leaving early to go for some official work and not returning that day.

For interim absence during the work day for personal reasons

Time being outside will be marked as A = absent, except for absences up to 45 minutes between 1:30PM and 3:30PM, as that would be reflected as ALB = allowable lunch break.

At any other time, absence will show as “A” or absent for that time, or time beyond the ALB will also be shown as A= absent.

As mentioned before, if this absence is for official purpose, the person has submit an approval form and get it approved, after which it will not be deducted from the time count for the month and it will no longer show as absent.

If someone does not get approval as External Official Work = EOW, then the time spent outside during the work day (even if someone returns to the office) will be deducted from the leaves as follows:

1hr to 2 hrs: 0.25 day from leaves
2hr01min to 4hrs: 0.5 day leave
4hr01min to 6hrs: 0.75 day leave
6hrs01min to 8 hrs: 1 day leave.

Head office support staff policy:

This is applicable for peons, security persons, cooks, housekeepers, cleaners, kitchen assistants.

Their ideal time is from 8:30 AM till 8:30 PM for 12 hours but minimum acceptable is 11 hours duty including lunch and external office work time.
That they will have to arrive by 8:30 AM and will be marked late if they cross 9:00 AM, and very late if they cross 9:10 AM and that will lead to salary deduction if there are 3 such days.
They will have to stay till 8:30 PM, and leaving before 8:00 PM will be marked as VEO, and if there are 3 such days there will be deduction of 1 days basic pay.
There will be deduction of 1 day’s basic pay if there is a combination of the above 2 scenarios, 2 of any one and 1 of the other.
Leaves for them will be adjusted manually.
There will be no calculation of time spent outside office as they have to frequently go out for various errands and assignments, but the swiping in and out will be reflected in the report printed.
They will also have incentive for extra time calculated for beyond 300 hours a month.

Policy for drivers:

They must swipe their card once a day to just show that they are present. They will continue to have their time calculated manually in the current system, as many of them report to duty at the houses of the persons to whom they are assigned and also it is there that they finish their duty, for which it is not possible for them to swipe in and out.

Factory policies:

Factory policies would not be the same as Head office policies due to difference in the nature of work. And even within the factory, there would be variations between those whose work is directly related to production and those who are in support and office functions. This is what is practical and is in fact already in practice and this employee attendance policy merely is encapsulating prevailing practices and putting it into a structured form.

Factory Employee Attendance Policy (from entry level to Location Director):

The timing of the factory office (HR, Accounts, Welfare, Compliance, ICT) and that of the Location Director, would be from 8:30AM to 6:30PM = 10 hours.

Thus if they reach between 8:45 AM to 9:00 AM, they will be marked as late (L).
If they reach between 9:01 AM to 9:30 AM, they will be marked “Very late” or VL.
Similarly if they leave between 6:15 PM and 6:29 PM, they will be marked as EO.
If they leave between 6:00 AM and 6:15 PM, they will be marked as VEO.

If someone has 2 days of VEO and 1 day of VL or 2 days of VL and 1 day of VEO, then also the person will suffer deduction of 1day’s basic salary.

For arrivals, relation with leaves is as follows:

Arriving between 8:45 to 9:00 will be marked as L = late
Arriving between 9:01 to 9:30AM would be marked as VL (very late).
If someone arrives between 9:31AM and 10:30AM, he/she will be marked VL, and will have 0.25 days leave deducted.
If someone arrives between 10:31AM and 12:00PM, then he/she will be marked VL, and will have 0.5 days leave deducted.
If someone arrives between 12:01PM to 2:00PM, then he/she will be marked VL and will have 0.75 days leave deducted
If someone arrives between 2:01PM and 4:00PM, then he she will be marked VL and will have 1 day’s leave deducted.
Someone arriving after 4:01PM will be marked absent (on leave). If the person has no more leaves, then he/she will be marked as absent (without pay – basic pay deduction) as arriving that late does not serve any real purpose.

For departures, relation with leaves is as follows:

If someone departs between 6:00 PM to 6:29 PM, it will be marked as VEO or very early out.
Departure between 5:00 PM to 5:59 PM will lead to marking as VEO and deduction of 0.25 day’s leave
Departure between 3:00 PM to 4:59 PM will lead to marking as VEO and deduction of 0.5 day’s leave.
Departure between 1:00 PM to 2:59 PM will lead to marking as VEO and deduction of 0.75 day’s leave.
Departure between 11:00 AM to 12:59 PM will lead to marking as VEO and deduction of 1 day’s leave.
Departure earlier than 11 will be marked as “on leave” as leaving earlier than that does not serve any purpose.

If a person wants the VEO to be omitted from counting, he/she will have to apply to HR by mail and explain that it is the leave that he/she wanted to take, and in that case the VL option can be removed with recommendation of Department Head.

Ensuring of 10 hours working day

A monthly report will be generated for each person, which will state how many standard working hours a person has worked for each date. This will not discount “external office work” time which have been approved and adjusted in the software, and will not include Allowable Lunch Breaks. Anyone whose hour counting by such method is found to fall below 10 hours on a frequent basis would answerable to management.

Weekend policy:

Different people will have different days of the week (Friday / Saturday) marked as weekend for them in the software, and absence on that day will not be counted as an absence or a leave.

However, if someone works on that day, that will be counted as “extra time” or ET.

Government holiday policy:

Software will have to be manually adjusted to fix a date as government holiday. Absence on that day will not be marked as absent for anyone nor as leave. However, if someone works on that day, that will be counted as “extra time” or ET.

Lunch break policy:

If someone leaves the HO between 1;30 and returns by 3;30, and the absence is for up to 45 minutes, it will be reflected in the attendance report, but it will not count in any calculation and it will be included into office time, as it will be marked off as “allowable lunch break” = ALB.
However, if someone exceeds that time, then the number of minutes by which the break is exceeded will be deducted from the total time stayed in office on that day.

Incentive for extra time:

Total number of hours will be counted for the whole month. This will include lunch breaks up to 45minutes. But breaks exceeding that will be deducted from this total time.
People will be expected to work a little extra, for which there will be no incentive for up to 10 hours of extra time in a month. However, for extra time beyond 10 hours, or in other words,for more than 270 hours of office work in a 26 work day month, there will be an hourly incentive payment, the rate of which can be set manually in the software for each person.
So there will be no “holiday allowance” as a flat figure for the whole day, but rather an allowance calculated for the number of hours stayed, based on the individual rate of that person or designation range based on department.

“External Official Work” policy:

If someone has to go out of office for official work, he/she on return must inform HR by mail, or on a special format which must carry the approval of their department head.

Then that time will be manually adjusted in the software as “EOW = external office work” and will not be discounted from the total work hours being calculated.

This applies also for people having to go somewhere and then come to office, as well as for people leaving early to go for some official work and not returning that day.

For interim absence during the work day for personal reasons

Time being outside will be marked as A = absent, except for absences up to 45 minutes between 1:30PM and 3:30PM, as that would be reflected as ALB = allowable lunch break.

At any other time, absence will show as “A” or absent for that time, or time beyond the LB will also be shown as A= absent.

If someone does not get approval as External Official Work = EOW, then the time spent outside during the work day (even if someone returns to the office) will be deducted from the leaves as follows:

1 hr to 2 hrs: 0.25 day from available leaves
2 hrs 01 min to 4 hrs: 0.5 from available leaves
4 hrs 01 min to 6 hrs: 0.75 from available leaves
6 hrs 01 min to 8 hrs: 1 day from available leaves.

Note: The leaves that will be deducted this way will be Casual Leaves, unless it is manually converted to Sick Leave or Annual Leave. If Casual Leave quota is finished, it will be deducted from Annual Leave; unless it is instructed manually to deduct from Sick Leave. If a person wants the VL to be omitted from counting, he/she will have to apply to HR by mail and explain that it is the leave that he/she wanted to take, and in that case the VL option can be removed with recommendation of Department Head.

Policy for FPS (factory production staff – up to Senior Manager):

The timing of the factory office (Production, RAW, Admin) would be from 7:45 AM to 8:00 PM, with ideal presence time being from 8:00 AM till 8:00 PM = 12 hours (inclusive of lunch break and external office work if any).

People arriving between 8:16 AM and 8:30 AM will be marked L = late.

Those coming in between 8:31 AM and 9:00 AM will be marked Very Late = VL.

Anyone leaving between 7:30 PM and 7:45 PM will be marked early out.

Anyone leaving between 7:00 PM and 7:30 PM will be marked as VEO = Very early out.

2 VEOs + 1 VL or 2 VLs and 1 VEO in a month will lead to deduction of 1 days basic salary.

For arrivals, relation with leaves is as follows:

Arriving between 8:05 AM to 8:29 AM would be marked as “L”
Arriving between 8:30 AM to 9:00 AM would be marked as VL (very late).
If someone arrives between 9:01 AM and 11:00 AM will not be marked VL, but will have 0.25 day’s leave deducted.
If someone arrives between 11:01 AM and 1:00 PM, then he/she will not be marked VL, but will have 0.5 day’s leave deducted.
If someone arrives between 1:01 PM to 3:00 PM, then he/she will not be marked VL but will have 0.75 day’s leave deducted.
If someone arrives between 3:01 PM and 5:00 PM, then he she will not be marked VL but will have 1 day’s leave deducted.
Someone arriving after 5:01 PM will be marked absent (on leave). If the person has no more leaves, then he/she will be marked as, Absent (without pay – basic pay deduction) as arriving that late does not serve any real purpose.

For departures, relation with leaves is as follows:

If someone leaves between 7:46 PM to 8:00 PM, it will be marked as “Early Out = EO”
If someone departs between 7:30 PM to 7:45 PM it will be marked as VEO or very early out.
Departure between 7:00 PM to 7:30 PM will lead to marking as VEO and deduction of 0.25 day’s leave
Departure between 5:00 PM to 6:59 PM will lead to marking as VEO and deduction of 0.5 day’s leave.
Departure between 3:00 PM to 4:59 PM will lead to marking as VEO and deduction of 0.75 day’s leave.
Departure between 1:00 PM to 2:59 PM will lead to marking as VEO and deduction of 1 day’s leave.
Departure earlier than 1:00 PM will be marked as “on leave” as leaving earlier than that does not serve any purpose.

Factory support staff policy:

That they will have to arrive by 7:30 PM and will be marked late if they cross 7:45 AM, and very late if they cross 8:00AM and that will lead to salary deduction if there are 3 such days.
They will have to stay till 8:30 PM, and leaving before 8:00 will be marked as VEO, and if there are 3 such days there will be deduction of 1 days basic pay.
Leaves for them will be adjusted manually

Policy for FSM ( factory senior management AGM above to Production Director):

Senior production staffs are expected to also stay the entire time that production takes place, but by grace of their seniority they are provided some leniency and flexibility as compared to their team members. Ideal presence required for them is from 9AM till 8PM.

Thus if they reach between 9:00 AM to 9:14 AM, they will be marked as late (L).
If they reach between 9:15 AM to 9:30 AM, they will be marked “Very late” or VL.
Similarly if they leave between 7:30 PM and 7:59 PM, they will be marked as EO.
If they leave between 7:00 PM and 7:29 PM, they will be marked as VEO.

If someone has 2 day’s of VEO and 1 day of VL or 2 days of VL and 1 day of VEO, then also the person will suffer deduction of 1day’s basic salary.

For arrivals, relation with leaves is as follows:

Arriving between 9:14 AM to 9:30 AM would be marked as VL (very late).
If someone arrives between 9:31 AM and 10:30 AM, he/she will be marked VL, and will have 0.25 day’s leave deducted.
If someone arrives between 10:31 AM and 12:00 PM, then he/she will be marked VL, and will have 0.5 day’s leave deducted.
If someone arrives between 12:01 PM to 2:00 PM, then he/she will be marked VL and will have 0.75 day’s leave deducted.
If someone arrives between 2:01 PM and 4:00 PM, then he she will be marked VL and will have 1 day’s leave deducted.
Someone arriving after 4:01PM will be marked absent (on leave). If the person has no more leaves, then he/she will be marked as absent (without pay – basic pay deduction) as arriving that late does not serve any real purpose.

For departures, relation with leaves is as follows:

Expected departure time will be 8PM.
If someone leaves between 7:30 PM to 7:59 PM, it will be marked as EO = early out.
If someone departs between 7:00 PM to 7:29 PM, it will be marked as VEO or very early out.
Departure between 5:00 PM to 6:59 PM will lead to marking as VEO and deduction of 0.25 days leave
Departure between 3:00 PM to 4:59 PM will lead to marking as VEO and deduction of 0.5 days leave.
Departure between 1:00 PM to 2:59 PM will lead to marking as VEO and deduction of 0.75 days leave.
Departure between 11:00 AM to 12:59 PM will lead to marking as VEO and deduction of 1 days leave.
Departure earlier than 11 will be marked as “on leave” as leaving earlier than that does not serve any purpose.

Weekend policy:

Different people will have different days of the week (Friday / Saturday) marked as weekend for them in the software, and absence on that day will not be counted as an absence or a leave.

However, if someone works on that day, that will be counted as “extra time” or ET.

Government holiday policy:

Lunch break policy:

If someone leaves the workplace between 1;30 and returns by 3;30, and the absence is for up to 45 minutes, it will be reflected in the attendance report, but it will not count in any calculation and it will be included into office time, as it will be marked off as “allowable lunch break” = ALB.
However, if someone exceeds that time, then the number of minutes by which the break is exceeded will be deducted from the total time stayed in office on that day.

Incentive for extra time:

Total number of hours will be counted for the whole month. This will include lunch breaks up to 45minutes. But breaks exceeding that will be deducted from this total time.

People will be expected to work a little extra, for which there will be no incentive for up to 10 hours of extra time in a month. However, for extra time beyond 10 hours, or in other words, for more than 270 hours of office work in a 26 work day month, there will be an hourly incentive payment, the rate of which can be set manually in the software for each person.
So there will be no “holiday allowance” as a flat figure for the whole day, but rather an allowance calculated for the number of standard working hours stayed, based on the individual rate of that person or designation range based on department.

For interim absence during the work day for personal reasons

As the labor law permits, the management ensures that working hour’s do not exceeds 60 hours (48 hours +12 hours) per week. Time being outside will be marked as A = absent, except for absences up to 45 minutes between 1:30PM and 3:30PM, as that would be reflected as ALB = allowable lunch break.
At any other time, absence will show as “A” or absent for that time, or time beyond the LB will also be shown as A= absent.
As mentioned before, if this absence is for official purpose, the person has submit an approval form and get it approved, after which it will not be deducted from the time count for the month and it will no longer show as absent.
If someone does not get approval as External Official Work = EOW, then the time spent outside during the work day (even if someone returns to the office) will be deducted from the leaves as follows:
1 hr to 2 hrs: 0.25 day from leaves
2 hrs 01 min to 4 hrs: 0.5 day from leaves
4 hrs 01 min to 6 hrs: 0.75 day from leaves
6 hrs 01 min to 8 hrs: 1 day from leaves

Conclusion:

Workers are required or allowed to extra work (Overtime) in a factory for two hours in a day. If someone has to go out of office for official work, he/she on return must inform HR by mail, or on a special format which must carry the approval of their department head. Then that time will be manually adjusted in the software as “EOW = external office work” and will not be discounted from the total standard working hours being calculated. This applies also for people having to go somewhere and then come to office, as well as for people leaving early to go for some official work and not returning that day. All garments factory should have written employee attendance policy.

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