ATTENDANCE & PUNCTUALITY POLICY

SECTION 1 - PURPOSE AND SCOPE

1.1 Policy Objectives

1.1.1 This policy establishes:

(a) Standard work hours and attendance expectations

(b) Punctuality requirements and late arrival procedures

(c) Attendance marking obligations and systems

(d) Consequences for tardiness and absenteeism

(e) Time tracking and reporting requirements

(f) Disciplinary measures for attendance violations

1.2 Importance of Attendance and Punctuality

1.2.1 Regular attendance and punctuality are critical for:

(a) Maintaining productivity and meeting deadlines

(b) Ensuring adequate staffing for projects and operations

(c) Client service delivery and SLA compliance

(d) Team collaboration and coordination

(e) Professional work culture and respect for colleagues

(f) Business continuity and operational efficiency

1.3 Employee Duties

1.3.1 Employee duties regarding attendance:

(a) Report to work on time as per assigned shift

(b) Mark attendance daily through designated system

(c) Notify supervisor of delays or absences promptly

(d) Complete assigned working hours (8 hours per day)

(e) Comply with break time policies

(f) Maintain accurate time records and timesheets

(g) Cooperate with attendance monitoring systems

SECTION 2 - WORK HOURS AND SCHEDULES

2.1 Standard Work Hours

2.1.1 Working Hours:

(a) Working hours: 8 hours per day

(b) Weekly: 40 hours (5 working days)

(c) Break time: 1 hour (excluded from working hours)

(d) Total office presence: 9 hours (8 hours work + 1 hour break)

(e) Multiple breaks allowed during work hours as reasonable

2.1.2 Shift Timings:

(a) Company operates multiple shifts as per operational requirements

(b) Shift timings decided by Management

(c) Employees assigned to specific shifts per project and business needs

(d) Standard shift example: Monday to Friday, 9:30 AM to 6:30 PM

2.2 Break Time

2.2.1 Break time policy:

(a) Minimum 1-hour break during workday (excluded from working hours)

(b) Multiple short breaks permitted as reasonable

(c) Break timing flexible within shift hours

(d) Excessive break time subject to manager review

2.3 Shift Assignment

2.3.1 Shift assignment:

(a) Management assigns employees to shifts per operational requirements

(b) Employee must adhere to assigned shift schedule

(c) Shift changes require manager approval

(d) Shift allowance provided per compensation policy

SECTION 3 - ATTENDANCE MARKING

3.1 Daily Attendance Obligation

3.1.1 All employees must mark attendance:

(a) Daily when arriving at office

(b) Through designated attendance system:

• Biometric system
• Payroll attendance portal
• Access card swipe at entry

(c) Time of arrival and departure recorded

3.1.2 Attendance marking is mandatory and non-negotiable.

3.2 Attendance Systems

3.2.1 Office Employees:

(a) Biometric punch-in/punch-out at entry/exit

(b) Or access card swipe if biometric not available

(c) Record arrival time and departure time

3.2.2 System Issues:

(a) If system unavailable, notify supervisor immediately

(b) Maintain manual log and update system once restored

(c) Responsibility on employee to ensure attendance recorded

3.3 Failure to Mark Attendance

3.3.1 If employee fails to mark attendance:

(a) Day may be marked as absent or leave deducted

(b) Regularization request within 24 hours with manager approval

(c) Repeated failures subject to fines (see Disciplinary Policy)

(d) Pattern of non-marking = disciplinary action

3.3.2 Regularization limits:

(a) Maximum 2 regularizations per month

(b) Requires written justification

(c) Manager approval documented in system

(d) Payroll reviews regularization patterns

(e) Excessive regularizations = disciplinary issue

3.3.3 Employee responsible for ensuring proper attendance recording.

SECTION 4 - PUNCTUALITY REQUIREMENTS

4.1 On-Time Arrival Expectation

4.1.1 Employees expected to arrive:

(a) By designated start time (9:30 AM or assigned shift time)

(b) Ready to begin work at start time (not just entering premises)

(c) Logged in to systems and available

(d) Consistent punctuality demonstrates professionalism

4.2 Grace Period

4.2.1 Minimal grace period:

(a) 15 minutes grace period - no action for occasional delays under 15 minutes

(b) Arrival between 9:30 AM - 9:45 AM = on time (for 9:30 start)

(c) Beyond 15 minutes = late arrival subject to consequences

(d) Grace period not an entitlement; punctuality still expected

4.3 Late Arrival Notification

4.3.1 If employee expects to be late:

(a) Notify immediate supervisor as soon as known

(b) Via phone call, SMS, or messaging app

(c) Provide estimated arrival time and reason

(d) Notification does not excuse lateness but shows responsibility

SECTION 5 - LATE COMING CONSEQUENCES

5.1 Grace Period and Progressive Action

5.1.1 Allowed late arrivals:

(a) 3 late arrivals per month allowed without penalty

(b) Late arrival = beyond 15 minutes of scheduled start time

(c) Recorded for tracking purposes

5.1.2 Beyond 3 late arrivals in a month:

(a) Penalty imposed from 4th late arrival onwards

(b) Warning email issued by Payroll for each late arrival beyond 3

(c) Progressive disciplinary action as per applicable law:

• 4th-5th late arrival: Written warning + monetary fine
• 6th-8th late arrival: Final written warning + increased fine
• Beyond 8 late arrivals: Termination consideration

5.1.3 Monetary fines:

(a) Fines imposed as per Payment of Wages Act limits

(b) Total monthly deductions not exceeding statutory limits

(c) Fines deducted from following month's salary

5.2 Severity-Based Consequences

5.2.1 Late by 15-60 minutes:

(a) Counts as late arrival

(b) Progressive action per Section 5.1.2

5.2.2 Late by 60+ minutes (1 hour+):

(a) Half-day leave deducted

(b) Progressive disciplinary action applicable

5.3 Fine Administration

5.3.1 Monetary fines administered as per applicable law:

(a) Deductions comply with Payment of Wages Act provisions

(b) Total monthly deductions within statutory limits

(c) Payroll issues warning emails and processes deductions

(d) Employee notified before deduction applied

5.4 Impact on Performance Evaluation

5.4.1 Chronic tardiness affects:

(a) Performance appraisal ratings

(b) Salary increment eligibility

(c) Bonus and incentive calculations

(d) Promotion considerations

(e) Project assignments and opportunities

SECTION 6 - ABSENTEEISM MANAGEMENT

6.1 Authorized Absence

6.1.1 Employees may be absent with authorization:

(a) Approved Leave: As per Leave Policy

(b) Company Holidays: Public holidays and declared closures

(c) Sick Leave: With medical certificate if required

(d) Emergency Leave: Approved by manager

6.1.2 Advance application and approval required (except genuine emergencies).

6.2 Unauthorized Absence

6.2.1 Absence without approval = unauthorized absence:

(a) Loss of pay for absent days (proportionate deduction)

(b) Progressive disciplinary action:

• Written warning after 1st unauthorized absence
• Final warning after 2nd unauthorized absence
• Termination consideration after 3rd occurrence

(c) Pattern of unauthorized absence = serious misconduct

6.2.2 7+ consecutive days unauthorized absence = deemed resignation (abandonment).

6.3 Notification Requirements

6.3.1 If unable to attend work:

(a) Notify supervisor before start of work day

(b) Via phone call (preferred) or message

(c) Explain reason and expected duration

(d) Apply for leave through proper channel

(e) Provide medical certificate if claiming sick leave

6.3.2 Failure to notify:

(a) Absence treated as unauthorized

(b) Disciplinary action applicable

(c) Repeated pattern = serious misconduct

SECTION 7 - EARLY DEPARTURE

7.1 Leaving Before End of Work Day

7.1.1 Employee must not leave before designated end time without:

(a) Prior approval from immediate supervisor

(b) Valid reason (medical, emergency, personal)

(c) Half-day or hourly leave application (if applicable)

7.1.2 Unauthorized early departure:

(a) Treated similar to late arrival

(b) Warnings and fines applicable

(c) Leave deduction if significant early departure

7.2 Scheduled Early Departure

7.2.1 If need to leave early for appointment:

(a) Notify supervisor in advance (preferably prior day)

(b) Apply for short leave or half-day leave

(c) Complete critical work before leaving

(d) Ensure handover if needed

SECTION 8 - TIME TRACKING AND REPORTING

8.1 Timesheet Submission

8.1.1 Employees required to submit timesheets:

(a) For billable client projects

(b) Recording hours worked per project/task

(c) Weekly or as specified by manager

(d) Accurate and truthful reporting mandatory

8.1.2 False timesheet entries = serious misconduct (fraud).

8.2 Overtime

8.2.1 Overtime work:

(a) Work beyond 8 hours per day or 40 hours per week

(b) Requires manager pre-approval

(c) Compensation as per applicable law

(d) Record overtime hours accurately

SECTION 9 - SPECIAL CIRCUMSTANCES

9.1 Medical Appointments

9.1.1 For medical appointments during work hours:

(a) Schedule outside work hours if possible

(b) If unavoidable, apply for short leave

(c) Provide medical appointment slip if requested

(d) Try to schedule at beginning or end of day to minimize disruption

9.2 Family Emergencies

9.2.1 Genuine family emergencies:

(a) Notify supervisor immediately

(b) Apply for emergency leave

(c) Provide supporting documents if available

(d) Frequent "emergencies" scrutinized for pattern

9.3 Transportation Issues

9.3.1 Traffic, vehicle breakdown, public transport delays:

(a) Notify supervisor about delay

(b) Provide estimated arrival time

(c) Occasional issues excused

(d) Repeated transportation issues = employee responsibility to find solution

9.3.2 Suggestions:

(a) Leave earlier to account for traffic

(b) Arrange alternate transportation

9.4 Inclement Weather

9.4.1 Severe weather or natural calamities:

(a) Company may announce closure or modified timings

(b) Individual weather-related delays handled case-by-case

SECTION 10 - MONITORING AND ENFORCEMENT

10.1 Attendance Monitoring

10.1.1 HR and managers monitor:

(a) Daily attendance records

(b) Late arrival patterns

(c) Absenteeism frequency

(d) Leave utilization

(e) Trends and patterns

10.1.2 Monthly attendance reports generated and reviewed.

10.2 Manager Responsibilities

10.2.1 Immediate supervisors:

(a) Track team attendance and punctuality

(b) Counsel employees with attendance issues

(c) Initiate disciplinary process if needed

(d) Approve leave and short absences

(e) Report chronic issues to HR

10.3 HR Enforcement

10.3.1 HR team:

(a) Monitors company-wide attendance trends

(b) Issues warnings and fines per policy

(c) Processes leave applications

(d) Maintains attendance records

(e) Escalates serious violations to management

SECTION 11 - EXCEPTIONS AND ACCOMMODATIONS

11.1 Disability or Medical Accommodations

11.1.1 Employees with disabilities or medical conditions:

(a) May request reasonable accommodations

(b) Flexible work hours if medically necessary

(c) Supported by medical documentation

(d) Accommodations provided per legal requirements

11.2 Pregnant Employees

11.2.1 Pregnant employees:

(a) Flexible hours may be considered

(b) Medical certificate required for accommodations

SECTION 12 - EMPLOYEE ACKNOWLEDGMENT

12.1.1 Employees acknowledge:

(a) Understanding of work hours and attendance requirements

(b) Obligation to mark attendance daily

(c) Consequences of tardiness and unauthorized absence

(d) Responsibility for punctuality and time management

(e) Right of Company to monitor and enforce attendance