Chemie-Tech Projects Limited

Attendance Policy

Prepared by HR & Admin Dept.

Approved by Director – HR

Effective Date January 25, 2019

Version 1.0

This policy is applicable to all employees of Chemie-Tech

Applicability
Projects Limited based out of Baroda office
Document This is a proprietary document owned by Chemietech. Its
distribution use and publication is restricted to Chemietech group only

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 TABLE OF CONTENTS

Sr.
Particulars Page no.
No.
1 Purpose and objective, Scope 3

2 Office Timings & Lunch break 3

3 Flexi-timings, Late-coming / Early going 3-4

4 Short Leave 4

5 Attendance Recording 4

6 Official Tour / Outdoor duty 5

Guidelines for Late-sitting & working on Non-
7 5
working days
8 Compensatory-off guidelines 5

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1. Purpose and Objective:
Regular attendance is one of the vital factors for company’s efficient operation and is a
basic condition of employment. The objective of this policy is to bring a disciplined and
uniform approach in managing employee attendance at Baroda office. The rules to be
observed for attendance and the process to be followed shall be the same for all
employees.

2. Scope:
This policy shall be applicable to all employees of Chemie-Tech Projects Ltd. including
Regular rolls, advisors, Contractual staff, retainers, trainees and employees working on
third party payroll.

3. Office Timings:
• Baroda office shall observe 8 hours 30 minutes work schedule (excluding lunch
break) between 9:00 a.m. to 6:15 p.m.
• For the purpose of half day leave computation, 9:00 a.m. to 1:15 p.m. shall be
considered as first half of the day and 2:00 p.m. to 6:15 p.m. shall be considered
as second half of the day. Lunch break is not included in half day leave.

4. Lunch Break:
Lunch Break shall be observed for 45 minutes slot between 1.00 p.m. to 2.00 p.m.

5. Flexi-timings:
▪ Employees are expected to come to work anytime between 9:00 a.m. to 9:45 a.m.
and need to be present in office during the day for a total period of 9 hours and
15 minutes. For e.g. an employee whose in-time is 9:40 a.m. has to work till 6:55
p.m.

▪ However, if they are present for less than 9 hours and 15 minutes, the same will
be treated as early going and short leave/ half day leave shall be deducted for
more than 3 occasions in a month.
6. Late Coming/Early Going:

Employees due to personal reasons are given concession of upto 3 occasions to come
late / go early upto 15 minutes duration in a month; beyond which it will be treated

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 as indiscipline and hence liable for disciplinary action besides deduction of half-day
leave as applicable.
7. Short leave:
Short leave granted for 2 hours in a month as per leave policy shall be used for late-
coming or early going only. Sandwich of short leave in between working hours is not
allowed. Short leave shall be computed automatically by HR based on punching time
& working hours, however prior permission of concerned HOD would be required.

8. Attendance Recording:
o Employees will be given a company identity card which will also double up as an
electronic swipe card to mark daily attendance.
o Employees are expected to record their attendance by swiping the electronic swipe
card or by Fingerprint scanning on the biometric attendance recorder cum door access
control readers available on the working floor or the main entrance as soon as they
report for duty. They are also expected to punch before and after lunch and while
leaving the office premises.

o If an employee fails to mark attendance both in & out he/she will be marked as absent.
Outdoor duty form needs to be filled up in case employee is on outstation duty for
official reasons.
o In case biometric readers are not available or operational, attendance registers will be
used for monitoring the attendance wherein employees are expected to mark their
attendance by signing in such registers. This will be available at reception or any other
designated location informed by HR.
o Employees / new joinees who have not been issued the id card will have to sign the
attendance register until the biometric registration is done or id card is issued.
o If regularization of any gaps in attendance is not done before the closing of monthly
attendance cycle the absence would be treated as unauthorized and necessary leave
/ salary deductions will be made automatically from Short leave / Casual Leave
account of the employee. In the event of Casual Leave balance being exhausted, the
deduction will be made from the Privilege Leave account of the employee.
o In case all leave balances including PL balance is exhausted then such absence will be
treated as Leave without Pay and no salary shall be paid for such days

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9. Official Tour / Outdoor Duty:
➢ In the event, an employee is on official tour within India and have to work at an office/
location other than base location, he / she is expected to apply for Outdoor Duty
before leaving or immediately after resuming duties in the requisite format (see
Annexure 1) and seek approval from the concerned HOD. The duly filled up form
approved by HOD has to be submitted to HR on or before the closing of payroll cycle
for respective month.
➢ If an employee is going overseas for official Tour, he/ she has to submit the business
Travel Form duly filled up and approved by concerned HOD.

10. Guidelines for Female Employees Working Late & on Non-Working days:
❖ All Female employees are encouraged to leave office premises within the stipulated
office timings.
❖ It would be the responsibility of reporting manager & concerned HOD to ensure that
any female employees working beyond 7:00 p.m. should be on rare occasions only
and not as a norm.
❖ In an extreme situation if a female employee is required to attend office on a non-
working day, she should not be allowed to work alone and should be accompanied
by atleast one male colleague.
❖ Details of the employees working on non-working days should be shared with HR &
Admin department atleast one day in advance to make necessary administrative
arrangements.
11. Compensatory-off guidelines:
▪ Employees at the level - Dy. Manager & below would be eligible to avail
compensatory-off for extra working on normal working days or on weekly-off / public
holidays
▪ Extra working hours have to be recorded through biometric attendance system only;
for working between 4 - 6 hours, half day adjustment / c-off will be allowed and for
working over 6 hours – full day adjustment / c-off shall be allowed with approval of
HOD. However, as mentioned in leave policy the c-off/ adjustment has to be availed
latest by closing of subsequent month payroll cycle or else it shall lapse automatically
▪ C-off / adjustments shall not be allowed for outstation duty/ overseas tour

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