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SOP For Attendance

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27 views6 pages

SOP For Attendance

Uploaded by

bhagatnairita
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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ULTRA FIRETECH SYSTEMS PVT LTD.

SOP for Attendance Policy and


Management

No part of this documentation may be reproduced or transmitted in any form or by any


means, electronic or mechanical, including photocopying or recording, for any purpose
without express written permission of the DIRECTORS of ULTRA FIRETECH SYSTEMS PVT
LTD.

Prepared by: Reviewed by Approved


by:

Annual Review
Review date Revision Date Signature
Document History

Version number Reason for Date


change

1.0 Initial release

Introduction
Timely and regular attendance is an expectation of
performance for all Ultra Firetech Systems Pvt. Ltd.
employees. To ensure adequate staffing, positive employee
morale, and to meet expected productivity standards
throughout the organization, employees will be held
accountable for adhering to their workplace schedule. In the
event an employee is unable to meet this expectation,
he/she must obtain approval from their supervisor in advance
of any requested schedule changes. This approval includes
requests to use appropriate accruals, as well as late arrivals
to or early departures from work.
Departments have discretion to evaluate extraordinary
circumstances of absence or failure to clock-in or clock-out
and determine whether or not to count the incident as an
occurrence.

Definition/Glossary
Ultra Firetech Systems Pvt. Ltd. herein after referred to as
company.

Objectives
To establish a standardized operating procedure for
attendance.

Scope
This company attendance policy applies to all the employees
regardless of position or type of employment.

Procedure

I. Absent
An employee is deemed absent when he/she is unavailable
for work as assigned/scheduled and such time off was not
approved in advance.

II. Tardy
An employee is deemed to be tardy when he/she:

 Fails to report for work at the assigned/scheduled work


time.
 Leaves work prior to the end of assigned/scheduled work
time without prior supervisory approval.
 Takes an extended meal or break period without
approval.

III. Failure to Sign-in/ Sign-out


Employees are required to follow established guidelines for
recording their actual hours worked. A missed Sign-in/Sign-
out is a violation of this policy and includes:

 Failure to Sign-in/Sign-out on their designated time clock


(ESS App) at the beginning and/or end of the day;
 Signing-in late/Signing-out early without prior approval.
 Signing-in/ Signing-out from a different location other
than office premises or the designated site.

IV. Departmental Notification Procedure


Employees are expected to get prior approval from their
reporting managers in advance if they will be late for work,
will not be at work, or are requesting planned time away from
work (Paid Leave).

For a paid time off the employees must apply for the leave
through the ESS App and informs their respective managers.

In case an employee is late for work or wants to leave early


from work he/she needs to take prior approval from their
Reporting Managers.

An employee who fails to apply for the leaves in ESS App or


in emergency situations on call and doesn’t report to work for
three consecutive work days will be viewed as having
abandoned their position and employment will be terminated.
The supervisor should consult with Human Resources if this
situation occurs.
V. Attendance Record
The attendance of each and every employee is maintained in
ESS App. The attendance will be extracted from the ERP on
1st of every month.

A. Each employee is assigned a username and password to


log on to the ESS Application.

 An employee should NEVER allow another


employee to enter the ESS Application with his/her
password.

B. Employees will have the responsibility for ensuring that


their actual hours worked and absences (e.g., sick, vacation
and/or other unscheduled time off) are current and recorded
accurately on their ESS Application.

 Employees are prohibited from sharing their


password or granting permission to another
employee to record hours worked or any other
information.
 Falsifying attendance records is employee
dishonesty, and subject to expedited employee
discipline.

C. Employees who work on-site must Sign-in/Sign-out daily at


the time of arrival and departure in the Site on the ESS
Application. Any update in the attendance must be
accompanied by an explanatory comment or note.

D. The attendance is extracted from the system by the HR on


1st of every month.

 All the employees must update their attendance on


or before 1st of every month supported by proper
explanation.
 The salary will be disbursed according to the
attendance which will be extracted on 1st of every
month.
 In case the attendance is not updated on time, the
employee needs approval on mail from both the
directors for further modification of the attendance.

This policy is intended as a guideline to assist in the


consistent application of the policies programs for
employees. The policy does not create a contract implied or
expressed, with any ULTRA employees, who are employees
at will. Ultra Firetech Systems Pvt. Ltd. reserves the right to
modify this policy in whole or in part, at any time, at the
discretion of the Company.

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