1. Purpose
The purpose of this SOP is to establish
uniform procedures and rules for attendance recording, late arrival handling,
gate pass permissions, and leave management to maintain discipline,
transparency, and efficiency within the organization.
2. Scope
This SOP applies to all employees of the
organization, irrespective of their department, role, or designation.
3. Attendance and Punching Procedure
1. All employees must record attendance
using the biometric/punching machine at the beginning and end of each workday.
2. Manual attendance will only be accepted in the event of biometric failure,
subject to approval by the authorized person.
3. If an employee misses a punch, they must provide valid evidence (camera
reference, witness confirmation, etc.) within 7 days for approval by the authorized
person.
4. For missed punches in the last week of the month, evidence must be submitted
before completion of working hours on the last working day of the month.
5. Failure to submit evidence on time will result in salary deduction for that
month.
6. Employees may recover the deducted amount in the next month’s salary after
providing a written explanation approved by the authorized person.
4. Late Arrival Policy
1. Employees are permitted two instances
per month of being up to 15 minutes late without salary deduction.
2. Deductions beyond permitted limits:
- Delay up to 15 minutes (after two
allowed days): Deduction of 1 hour’s salary.
- Delay exceeding 1 hour: Deduction of
2 hours’ salary.
- Delay exceeding 2 hours (even by a
minute): Considered as Half-Day Leave, with salary deduction.
3. Deductions may be compensated if the employee completes 8.30 hours when
required by the company.
4. Delays due to rain, personal work, vehicle breakdown, or technical issues
will be subject to salary deduction. Only medical emergencies or accidents with
proof are exempt.
5. Gate Pass Policy
1. Short Leave / Gate Pass (Up to 1 Hour):
Allowed maximum 2 times per month. Must be filled in Gate Pass Form and
approved before 12:30 PM.
2. Morning Emergency Gate Pass (Up to 1 Hour): Permitted in emergencies with
immediate information to the reporting person.
6. Half-Day Leave Policy
Half-day leave can be taken by informing
the authorized person before 12:30 PM on the same day. Failure to inform within
time results in Leave Without Pay (LWP).
7. Leave Entitlement and Rules
Casual Leave (CL): 7 Days (Max 2 per month)
Earned Leave (EL): 4 Days
Sick Leave (SL): 4 Days (Doctor’s prescription mandatory)
Gazetted/Registered Holidays: 11 Days (List to be submitted before 25th December)
Earned Leave (EL) Rules:
1. One EL will be credited every 80 working days if no more than 7 LWPs in that
period.
2. If 15 or more LWPs in a year, all ELs are forfeited.
3. If no EL is availed in a year, 1 bonus EL is added next year.
4. Unused EL for two consecutive years will be encashed with two additional
bonus days.
8. Leave Restrictions and Deductions
1. Only 2 CL, EL, or SL may be availed in a
month.
2. Additional leaves beyond entitlement are treated as LWP.
3. Leave on both Saturday and Monday around a Sunday results in one extra leave
deduction.
4. Four consecutive leave days including Sunday or holiday will also lead to
one extra leave deduction.
9. Overtime Policy (For Employees with Salary Below
₹20,000/-)
Employees earning less than ₹20,000 per
month who work an additional 4 hours in a single day will receive half-day
salary compensation, subject to approval.
10. Responsibilities
Employees: Ensure proper attendance and
compliance with policies.
Authorized Person / HR: Verify attendance data, approve exceptions, maintain
leave records, and ensure accurate salary calculations.
11. Records and Documentation
Maintain biometric reports, manual logs,
gate passes, leave forms, approvals, and supporting evidence for missed punches
or delays.
12. Policy Violation and Disciplinary Action
1. Any violation of attendance or leave
policy will result in an administrative warning.
2. Continued non-compliance will lead to a Show-Cause Notice.
3. The employee must respond within seven (7) days via email or written letter.
4. After three (3) Show-Cause Notices without satisfactory justification, the
employee may face termination following due process.
13. Review and Amendments
This SOP will be periodically reviewed and
revised as per company requirements or statutory changes.
END OF THE DOCUMENT
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