You are on page 1of 4

1.

ATTENDANCE AND LEAVE POLICY


1.1 ATTENDANCE:
POLICY STATEMENT:

All employees are required to be regular and punctual every day at work. The
employees will record their daily attendance on the card swipe machine and if they have
not been issued swipe cards then they will record their TIME IN and TIME OUT timings
on the attendance sheet. This policy is applicable to all employees. The HRD will ensure
that the leave record of the preceding month is appropriately scrutinized for the purpose
of processing the payroll.

POLICY DESCRIPTION:

a) The normal office timings at Salsoft Technologies (Pvt.) Ltd. are as follows:

Monday to Friday 10.00 am. to 07:00 pm


Lunch/Prayer break 02:00 pm. to 03:00 pm
Friday (Prayer Break) 02:00 pm to 04:00 pm

Saturdays and Sundays are OFF Days but in case of a strike/s on a working day,
employees will be required to come to office, the timings will remain the same.

b) In case, an employee is called to the office for duty during an OFF Day or is required
to work from home that employee will be required to fill out the Request Form for
Paid Hours and get it approved from his/her supervisor before the end of every
respective month. Late applications will not be entertained.

c) The time for reporting to office is 10:00 AM sharp. A grace time of 15 minutes will be
allowed everyday. An employee reporting to duty after 10:15 AM will be marked as
late. Only two late comings will be allowed in a month. If an employee is late for three
times in a month then an amount equivalent to one day’s gross salary of the
employee will be deducted. Similarly, one day’s salary will be deducted for every
three late comings in a month.

d) Employees engaged in their studies and have to attend their classes at an academic
institution, can attend their classes with the permission of their supervisor but will
have to complete 9 hours of work and meet their respective daily targets as well.
They will also be allowed a grace time of 15 minutes for their TIME IN.

e) At times an employee might have to stay for work at the office till 08:00 PM or
onwards. If this is the case then he can come to office late next morning. The
following table shows the leaving time for a day and the reporting time for the next
day.
DEPARTURE TIME REPORTING TIME OF NEXT DAY

07:00 PM – and onwards 10:15 AM

08:30 PM – and onwards 11:30 AM or before


Table 1.1

NOTE: NO GRACE TIME WILL BE ALLOWED AND AN EMPLOYEE TURNING UP FOR WORK ONE MINUTE LATE
THEN THE TIME PERMITTED IN THE TABLE 1.1 WILL BE MARKED AS LATE.

f) Employees must not leave the premises of the company during working hours
without prior approval from his/her supervisor. In case an employee leaves office
without informing his/her supervisor (except for lunch timings and prayer breaks)
his/her half day salary will be deducted.
g) Late arrival is defined as arriving after the prescribed starting time, similarly, early
departure is defined as leaving before the prescribed end time. Repeated tardiness
and leaving early will not be tolerated.

h) Leaving the premises of the office after 05:00 PM will be marked as Early Departure.
Only three early departures will be allowed in a month. To attain this benefit the
employee will have to take approval from his/her reporting authority, in case of non
compliance half day’s salary will be deducted for every Early Departure.

i) Late Comings will only be permissible in case of heavy rain, stormy conditions or a
strike in the city. But only department heads or immediate supervisors can give their
employees relaxation in timing.

1.2 LEAVES:
POLICY STATEMENT:

All employees are required to be present on every day at work. But we believe that there
are some inevitable factors that may force an employee to avail the benefit of leaves.
Salsoft Technologies also encourages its employees to avail the leaves on annual basis
instead of availing them habitually. However, granting leaves will be on the sole
discretion of the management.

POLICY DESCRIPTION:

There are mainly two types of leaves which are as follows:


i. Paid Leave
ii. Unpaid Leave / Leave without Pay / Absent

i. PAID LEAVE:
All employees of Salsoft Technologies will be entitled to 20 days leave per annum after
their confirmation on a pro rate basis:

ii. UNPAID LEAVE / LEAVE WITHOUT PAY / ABSENT:


This type of leave can be availed during probation period or when the paid leave of an
employee has exhausted. If availed, an amount of salary equivalent to the days the
employee had taken this type of leave will be deducted from his/her salary of that month.
If an employee fails to submit the Leave Request Form within three days of availing a
paid leave or leave without pay then that absence from work will be marked as absent.
In case of being absent, an amount of salary equivalent to the days the employee had
availed the paid or unpaid leave will be deducted from his/her salary of that month.

a.) In case an employee falls sick or cannot come to the office on a working day he/she
will have to inform his/her reporting authority or HRD. In case of noncompliance the
leave will be marked as an absent.

b) Employees on probation will not be entitled to any leaves during their probationary
period. However if conditions may favour absence from work then that leave will be
marked as a leave without pay. If the conditions are very serious and demand
absolute absence from work the management might consider granting the employee
a special paid leave in the following cases on the discretion of the COO:

 Prolonged illness/hospitalization
 Injuries sustained due to accidents
 Maternity complications in female employees
 On death of an immediate family member / relative dependant
 On marriage of progeny
 To enable an employee to prepare/appear for work-related or professional
examination.

Management reserves the right to grant the leave request in full or in part. It may
also grant the leave with full or reduced pay or entirely without pay, as it considers
appropriate. The same conditions will apply if a confirmed employee has exhausted
his/her leave balance. In both the conditions the employee will be required to submit
the Leave Request Form approved by his / her reporting authority to HRD within the
next three days. In case of non compliance that absence will be marked as Absent.
HRD will decide whether to approve or reject the application within the scope of the
leave policy.

c) All employees are required to fill out the Leave Request Form one day in advance
and submit it to HRD if they wish to avail any type of leave for personal work/casual
reasons. In case it is not possible to submit the Leave Request Form then the
employee will be required to submit the form within three days of availing any type of
leave.

d) An employee will be marked with either a half day paid leave or a half day leave
without pay or an absent whatever his leave account balance suggests under the
conditions mentioned in the table below (This clause is not applicable in case of
conditions mentioned in clause (d) and clause (e) of 1.1 Attendance Policy). In case
an employee turns for work in the below mentioned timings but manages to complete
9 hours of work then on the permission of the COO or CTO that day will not be
marked as a half day leave.
TIMINGS HALF DAY / FULL DAY

TIME IN till 11:00am – 02:00pm Will be marked as Half Day Leave

TIME IN till 02:01pm – 07:00pm Will be marked as Full Day Leave

TIME OUT till 10:00am – 01:00pm Will be marked as Full Day Leave

TIME OUT till 01:01pm – 04:00pm Will be marked as Half Day Leave
Table 1.2

e) Any gazetted holiday or off day sandwiched in a paid leave or leave without pay or
absent will also be counted with the type of leave taken.

f) If an employee avails a leave or is absent on Monday OR Friday then Saturday and


Sunday will also be included as an absent or leave what ever the case may be.

g) The Leave Year will be administered from July 01 and ending on June 30 each year.
Entitlement of paid leave will be pro-rated from the date of confirmation at Salsoft
Technologies.

h) Accumulation of paid leaves will be allowed for a maximum period of 20 leaves.


Leaves can be encashed at the end of the calendar year

i) Encashment will be worked out equivalent to the employee’s last gross salary per
day multiplied by the number of un-availed Paid Leave days.

j) Employees cannot avail Paid Leaves during their notice period. Any absence from
work during the notice period will be marked as an Absent