APPROVED Order # P-05-01 of 25.02.09 Policy Attendance & Working hour P-05-01 Ker Chief HR Officer O see] oy P0501 | Attendance & Working Hour roo TABLE OF CONTENTS No Policy Contents Page No 1 Information on the document 2 2 Purpose of the Policy 2 3 Responsibility and the scope 3 4 Terms 4 5 Working day & Working hours 4 6. Shift working 4 7 Attendance 5 8 Deviation & Exceation 7 9 Flow Charts 7 10 Control of document versions 8 4. INFORMATION ON THE DOCUMENT ogy ‘Type ofthe document Lob 2. PURPOSE OF THE POLICY This policy provides guidelines to employees for their working hours and attendance. 9, RESPONSIBILITY AND THE SCOPE Following Functional divisions and officials are obliged to know and use the present document in work: Page No 2 of 806-04 Content For intemal usage oni Policy Attendance & Working Hour 4. TERMS f Te Tae z Definition Employees | 1 Alremployees on the role of SSTL 2._All Graduate Trainaes! Managoment Trainaes / Trainees 5. WORKING DAYS AND WORKING HOURS 5.1. The company will be working five days a week from monday to friday, both inclusive 5.1.1. For Circles, a five day week will be applicable only after six months of operations, with specific Orders of the President & CEO. 5.1.2. Atpresent the 1st and the 3rd Saturday of the month will be non-working days. 5.2. Working Hours: 5.2.1. Working hours for the Corporate office - 9 a.m. to 6:30 pm every working day. 5.2.2. Working hours for the Circle offices - 9.am. to 6.00 p.m. every working day. (Fer the circles where 1" & 3° Saturdays of the month are observed as holidays), 5.3. Lunch hours: 5.3.1. Lunch hour shall be half an hour 5.3.1.1. Half an hour lunch timing can be staggered between 1.00 p.m. to 3.00 pm for the employees working in General shift. 2. An employes working in shift can choose any lunch poriod that is most convenient, so long as there is adequate strength in his functioniwork area at all tmes. 6. EMPLOYEES WORKING IN SHIFTS 6.1. A few departments require 24 hrs working all seven days a week @.¢. Customer interfacing departments (Sales/Customer Care) and critical functions (Switch/ IN/Network operations, Maintenance etc.) 6.2. The suggested general shift timings for these operating units are as under: 62.1. ShiftA 7.00 am-3.30p.m 62.2. Shift 3.00 p.m - 11.30 p.m 62.3. Shift C 14.00 p.m-7.30 am 6.2.4. No shift employee snould work continuously 10 days without obtaining weekly off. 6.2.4.1, Head of department of the concemed employee shall ensure the seme while finalizing shift schedule. Ly i Li Page No 3 of 8Os Policy Bie0t ; Contigental Attendance 8 Working Hour Fo a 12. 6.2.5. 6.26. The concerned department head should forward the shift schedule for the coming month to the HR representative by the 20th of the current month (for the next month. i.e. 20th of current month to 18th of next month). Any changes in the shift schedule sent will require approval of concern Circle Department Head ATTENDANCE Attendance method : IA Employees are required to swipe the specfically provided cards at the attendance recorder installed at each office Both the in-ime and oul-time should be recorded ie an employee has to swipe the card on entry and on oxit ‘The attendance system has been configured to maintain the first and the last swipe data which would be reflected on your ESS portal (Employee Shared Services portal) At locations where an attendance recorder is not installed an employee will have to record his attendance on the registers kept with the secunty officer. ‘There will be oscesions on which an employee may not be able 1o come to office on time or may have to leave early due to contingencies or reasons beyond control ‘The concemed manager may permit exceptions at his discretion Excoptions may pertain to allowing an employee to come late and/or leave early, provide relief in case an employee's leave is being deducted ete The HR department will publish an exception report which will include the number of exceptions permitted by each manager, every month, and provide the same to the President for information. There are installed mechanisms to detect incidents where an employee swipes the attendance for some other employee's. Such incidents will be treated similar to integrity related matters and strict disciplinary action will be taken, At times an employee may have to go directly to an outside location for official work or may not be able to come back in the evering after attending official work In all such cases permission of the direct manager will be required & employee has to regularize such out door duties through ESS at the earliest, Functional heads (CXO's & above) are governed by self cerlification of attendance, Attendance Period 721, The attendance period for the preparation of the monthly salary is 20" of the previous month to 19" of current month. Tele. a he a e Page No 4 of 8 yrast deat Rn = winnie Siena For intarnal usage ony. Late coming: 1A 73d Employee reporting office fifteen minutes late from the scheduled shift/duty time will be not be considered late. When an employee reaches office 15 minutes beyond the permitted flexibility he /she will be considered late. This relaxation of reporting to office beyond permitted limits or leaving 15 minutes before time is permissible for 3 cays in a month. Half a day's leave will be deducted for every late coming beyond the permissible limit unless certifies by HoD as per process. e.g. If an employee reports to office at 10.31 am., he/she would be marked absent for % day. Habitual late coming or absenteeism may lead to disciplinary action. Strict disciplinary action shall be taken in case an employee is caught marking attendance/ swiping 2 card of a fellow employee. Deduction against late coming shall be done every month Late coming or early going beyond 1.5 hour trom the scheduled reporting /leaving time shall be treated as absont from the duty for 1® half 2™ half Salary shall be made on the basis of attendance records only In case any employee does not punch /mark attendance, his / her attendance shall be processed on the basis of attendance data available. ESS Procedure for Attondance: 74A. 7A2. 7421, 742.2, 74.23, 743. 743.1 7.43.2, 7433 ‘An employee can access ESS and obtein information regarcing his/her attendance sialus. Employee can mark his / her attendance through ESS only in following cases/ circumstances: Employee forgets to bring his attendance card while reporting for duty. Employees posted places where attendance punching machine is not installed. Attendance punching machine is not working. Applying for Attendanes through ESS Once employees access the ESS, he must click on the ‘Attendance’ option. On logging in to ESS, the employee will be able to see attendance timing module, Employee has to fil his/ har reporting time (Time In) and leaving time (time Out) in the attendance time module along with the reason of not punching the attendance through attendance punching machine. Page No 5 of 8P.05-04 al Potte ‘Confidential. Attendances & Working Hour foie eon 143.6. TAB. 743.8. 743.9. 743.10. JABAL. TABA2 143.13. 144. 744d AAD. 7443, TAA, TAS. TAS. ESS js linked to Leave Policy and Holiday list of the calendar year for ready reference. (Once the request is submitted the attendance details goes to the reporting manager's mail box. (On clicking the mail, the reporting Manager gets automatic access to the employee's attendance request/detalls, If the attendance is approved the reporting manager clicks on the approve option and attendance is updated in the records accordingly. If the attendance is rejected, the reporting manager clicks on the reject option and complete the window pop up asking for the reason for rejection. (Once the reason is given, the reporting manager clicks on the submit option which in turn triggers a mail to the employee stating the reason for rejection When the attendance is approved the ESS automatically updates the employees leave status. When the attendance is rejected, the employee shall be marked absent & records updated accorcingly In case of half-day, the ‘from’ and ‘to’ date should be the same end number of day's. attendance should be mentioned as 0.5. At any point of time, the employee may log onto ESS and get the status of his / her request requests. ‘At any point of time the reporting manager can view the attendance details of his team using the ‘reporting manager's module. Attendance for CXO's & Above: CXO's & above level can also use the above ESS module for updating their attendance. No approval required in case of CXO's & above as they are govemed by self certtification of attendance CXO's & above level can also send their attendance through alterdance card format a8 per annexure 3 to the Circle HRI Corporate HR as the case may bo. Circle HR / Corporate HR shall update the attendance (on the basis of attendance card format) of CXO's & above employee, Shift working updation through ESS. Department where shift working is required Shift / weekly off of the employee's can be updated through ESS. Only employee's working in shift are allowed to change shift timings! weekly off changing The reporting manager has to click shift change / weekly off change option. Page No 6 of &OES Policy Attendance & Working Hour Confiaertial Fer internal usage only 7.4.5.4. The reporting manager change / update the shift / weekly off in the ESS and click submit option 7.4.5.5. Shift /weekly off of the employees shell be updated accordingly. 7.45.8. Employee can see his ! her shift timings in the shift option. 7.4.5.7. Shift of an employee can be changed only once ina week only. DEVIATION & EXCEPTION The Policy is subject to modification, amendment and alterations by the management al any time without essigning any reasons or without giving any prior intimation to the employees. 9. FLOW CHART Description Employee marks aliencance rough Eaeesaan ‘wipe cardireg)ster or se¥ certify 28 2. ctencree sepleabe The report goes to the reporting manager. He may regularize / approve €or reject the attendance 4 Goes to: Incase cf approval : attendance record Reporting ae updated eecordingly In case of rejection: employee marked absent & informed through ESS Regularizes accordingly Recommends | | CXO's & above atlendence approves leave through sel cartfiestion deduction 7 TR department receives the each employees report n terms of on tine, 5 HR receives on time / regularized allerdance and any reguiarizatiory leave recommendation of leave deduiction. It recommendation. Checks with cross verifies with the leaves avalied for any leave availed the day ‘Corporate HR Compies mony Corporate HR comriles montny attencance | aitendance advice from ell erele and ; novice frm dreles & corporate biporata cits Page NoT ofPolicy Attendance & Working Hour 04 Confidertial For intemal usage on ‘submits advice to payroll ‘Submits MIS to HR HR submits adviee to payroll anc MIS to HR department 10, CONTROL OF DOCUMENTS VERSIONS, 20.02.08, ‘Manish Kharbanda document Page No 8 of 8