Updated Attendance Policy Final

2020
ATTENDANCE POLICY
SARTHAK EDUCATIONAL
TRUST
Standard Operating Procedures Doc No.:/SOP/HRM-04/20
Issue No 02
Date of Issue: 01/04/2020
Human Resource Management Page 2 of 8
Policy
SET/OP-L/HRM-02 ATTENDANCE POLICY
1. Objective
To define the duty hours for the Permanent Employees, in accordance to approved working
hours by the Management or Head Office.
2. Scope
It applies to all categories of employees of the Sarthak Educational Trust.
3. General Procedure
 Time Schedule will be approved from Head Office and implemented by the Centre
Manager.
 Time schedule may change for any or all the employees as per the present requirement
from Head Office.
4. General Rules
The working hours for the Head Office/ Center are 9:30 AM to 5:30 PM as per management
discretion.
All the employees of Head/ Center office have to mark their attendance through Bio metric
Machine and in Log Book.
Regular attendance is essential to the Company’s efficient operation and is a necessary

condition for association. Please mark the attendance every day, failing which you will be
marked absent and the same shall be deducted from the salary as Late Coming Loss of Pay
(LCLOP).
Issue No 02
Policy
 Late Coming: Habitual late coming is serious breach of discipline. Coming late to
office for four times will be counted to half day leave or Loss of Pay, which ever
applicable.
 For Head Office we are following rotational timing wherein they are expected to
complete working of 8 hours every day irrespective of the In time in office. Late
coming or early leaving will be marked in case when 8 hours of working is not
completed and deductions will be made as per the acts of infractions.
 For center Office work activity should commence at starting times and
continue until the normal designated stopping times for breaks, or the end
of work. Any late arrivals beyond 10 minutes shall be tracked and counted
as ‘infraction’.
‘Four acts of infraction’ in a month shall be counted as ‘half-day off’

&
‘Six acts of infraction’ in a month are counted as one ‘full day off’.
Late Coming Computation:

 10 minutes grace time would be allowed after 9:30 A.M.
 Any time after 9:40 would be considered as Late coming (Infraction).
 Arrival after 12:00 pm would be treated as half day.
 Any time after the above mentioned timings would be considered as a full day leave.
Table 1: Details of Infraction Calculation
Number of Instances Infraction Penalty

4 4 Deduction of half day salary
6 6 Deduction of 1 day salary
8 8 Deduction of 1.5 days salary
10 10 Deduction of 2 days salary
If it is impossible to report for work as scheduled, associate must call reporting officer before
their starting time. An associate may request to arrive late by 2 hours or leave work upto 2
hours early. Approval of such absences is based upon the urgency of the reason for absence
Issue No 02
Policy
and office needs. Approved late arrival or early leaving should not exceed one instance per
month. Beyond this it would be counted as half-day off.
Excessive Absenteeism:
Excessive Absenteeism is defined as regularly taking leaves counting up to a minimum of 4
days per month or 2 days randomly in a week. Employees determined to be excessively absent
will be subject to disciplinary action which is up to the discretion of the Management.
Absconding:
Unauthorized leave of absence of more than 5 days will be considered as absconding.
Absconding is not encouraged and will be dealt with as per Management Decision.
Work beyond the Normal working hours:
Absence from work:
An employee is required to apply for leave in an email/ telephonic conversation and to seek prior
approval from the designated authority for any planned absence from work.
In urgent cases, if an employee fails to attend to work without any prior intimation, then one
must notify his/her supervisor by telephone.
An employee who is absent from work without any genuine or reasonable explanation like
extenuating circumstances (e.g. emergency, accident, serious illness) will be liable to face
appropriate disciplinary actions.
Repeated absence without permission may also lead to disciplinary action against the
employee, including dismissal.
Issue No 02
Policy
If an employee remains absent from work then it is expected that she/he must make
arrangements to compensate for her/his absence in such a way that it doesn’t cause any
inconvenience to other employees and students.
5. Out Duty Attendance
If an employee is on outside duty then his/her attendance will be marked on the basis of
Mobilization register duly approved by the Center and mail sent to the HR Leader on the
same day or latest by next day otherwise he /she shall be consider absent from duty.
All the Employees have to punch the attendance regularly through Bio metric system as
Monthly Salary /Emoluments will be processed on the basis of the attendance generated
through the Biometric Machine or on the basis Mobilization register.
6. Extra Duties
Staff is occasionally encouraged to work beyond the normal working hours for example
during workshops, seminars and annual function on voluntary basis. But generally there is
no extra incentive attached to such voluntarism.
7. Disciplinary Consequences
In case where the personnel does not follow the company attendance by frequent absent,
the center manager is obliged to seek explanation from the employee in written.
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Policy
In case the Center manager found that the employee is absent unintentionally, corrective
counseling will be the first attempt at a solution.
Otherwise process to Head Office for Disciplinary Action that goes up to and including
termination will be taken as per circumstances-
 Corrective counseling does not yield results.

 The employee is found purposefully overlook their attendance duties.
 The employee consistently gives late notice
 The employee is absent for an excusable reason but fails to give proper notification
Each employee’s absenteeism and Disciplinary record against absenteeism and late coming
are kept in file by the Human Resources Department. This will be considered at the time of
evaluation of performance of an employee/ consultant
8. Records
S. No. Name of Records Record No. Location of Storage Minimum
Retention Period
9.1 Biometric/Attendance HO
Register – Permanent
Employees
9.2 Mobilization Register Centre/HO
9.3 Consultants Attendance Centre/HO

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2020

SET/OP-L/HRM-02 ATTENDANCE POLICY

Regular attendance is essential to the Company’s efficient operation and is a necessary

‘Four acts of infraction’ in a month shall be counted as ‘half-day off’

Late Coming Computation:

Table 1: Details of Infraction Calculation

Number of Instances Infraction Penalty

Work beyond the Normal working hours:

Absence from work:

5. Out Duty Attendance

 Corrective counseling does not yield results.

9.3 Consultants Attendance Centre/HO

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