Policy No. 09 Version 1.

0 Date: 01-Sep-2014 Total Pages: 06

Security
Classification:For
internal circulation
only
ATTENDANCE AND WORKING HOURS POLICY

9.1 Objective
The policy is laid down to ensure uniformity and smooth functioning of the system. It states to
have standard procedure for attendance and to manage office decorum.
9.2 Applicability
Attendance rules are applicable to all employees of The Company including interns, trainees
and temporary employees.
9.3 Work Timings &Days
The daily normal working hours for all the employees and associated members are 9 (nine)
hours including 1hour lunch break per day 6 days a week i.e. Monday to Saturday.

Sunday shall be the weekly off day for the Corporate Office.

However, staffing needs and operational demands may necessitate variations in beginning and
ending times, as well as variations in the total hours that may be scheduled each day and week.

Therefore, weekly off / off days may vary at sites & other marketing/ branch offices in view of
necessary business exigencies.

Work Timings
Start time: 10:00 A.M.
Closing time: 7:00 PM

9.4 Grace Period

Grace Period of 15 minutes is given to all employees reporting to office post 10:00 A.M.

It should be noted that the Grace period is a privilege granted to meet occasional contingencies
and is strictly not a matter of right to be adopted as a routine practice.
9.5 Lunch break
a. Lunch break is from 1:30 P.M. to 2:30 P.M.
b. All employees and associated members are allowed a lunch break of 60 minutes daily.
c. Employees are allowed to have their lunch at any time between1.30pm to 2:30 p.m.
d. Accounts and Operations departments are to ensure availability of at least one person
during lunch hours to deal with internal/external customers.
e. Tea will be provided officially twice a day at 11:00 AM and 4:00 PM to the employees at
their respective work stations.

9.6 Restricted Areas

Food and beverages consumption is not permitted in the following areas:
 Corridors
 Stairways
 Reception Area
 Entrances
 Parking
 Areas other than cafeteria

9.7 No meals in work areas

Food consumption is not permitted in any work area keeping hygiene factors in consideration.
This applies to all offices and work areas, whether occupied by one or shared.

9.8 Punching of Attendance

a. All employees must punch or mark their attendance in a specified attendance recorder
while reporting for duty and at the closing hours.
b. Clause (a) mentioned above shall not be applicable in case of field and sales staff, officials
on outstation official duty, out station travel or outdoor duty etc. but their late coming
on account of official duty should be sanctioned by HOD.
c. All employees must report for duty on or before stipulated time and then plan their day
accordingly. Sales employees can have morning meetings with clients outside office with
prior approval of the HOD.
d. No employee shall leave the work place while on duty without informing and obtaining
the outgoing permission from the Department Head.
e. In case an employee after having marked attendance is absent without permission from
 the place of work during working hours, his wages will be subject to deduction for the
period of his absence.
Information regarding delay in reaching the workplace on time should be communicated to the
respective HOD /Team Head and HR.

9.9 Late Coming

Normally, any punching of attendance after 10:00 A.M. i.e. after grace period shall be
considered late.

9.10 Penalty for Late coming

a. 3 Late comings in a month up to 10.30 a.m. are condoned considering morning rush,
traffic jams, non-availability of transport etc. i.e. factors which are basically beyond
control of an individual.

b. From 4th time onwards, half day casual leave or half day salary in lieu thereof in case
leave balance is nil, shall be deducted every time for each late coming.

c. Habitual offenders will be counseled initially through their respective HODs and by
HR department.

d. In case no improvement in punctuality is there, warning letters will be issued and

attached to their personal files for future reference.

e. If still no visible improvement is there, the Management reserves its right to initiate
disciplinary proceedings against the errant employee.

f. Penalties may range from withholding of increment, promotion, withdrawal of

employee’s name from IJPs (Internal Job Posting) or any other penalty as deemed
fit.

9.11 Late sitting Refreshment Expenses Reimbursement

In general, late sitting is not encouraged. However, an occasional assignment may require
working beyond normal working hours.In case, late working stretches beyond 2 hours or more,
employees can claim reimbursement upto Rs. 100/- for refreshment / snacks on submission of
bill /voucher duly approved by HOD.
Employees can either request Administration Department to arrange snacks or Employeescan
make self-arrangement also.

The overstay period must be sanctioned by the concerned HOD and verified by Security and HR
before any such payment is made.

Employees falling in the category of support staff e.g. Drivers / PSO etc. will be reimbursed dinner
expense up to Rs. 100/- (Rs. One Hundred only) for each overstay beyond 9 p.m.

9.12 Female Employees late sitting

Normally, working beyond 7:00 pm by female employees is not encouraged. However, under
exceptional circumstances or due to work exigencies, they may be required to stay beyond 7:00
pm.

Late sitting, if necessary, must be approved in written by the Team Leader/HOD, recording valid
reason to do so with intimation to HR & Administration departments.

Female employees working late by 2 hours or more will be provided with dropping facility to the
nearest Metro station /dropping at residence.

It shall be the responsibility of Head - Administration to facilitate the availability of transport

vehicle.

9.13 Outdoor Duty (OD)

a. When the employee has to go for the official work before the commencement of office
hours due to which he is likely to arrive late for the duty in morning, he shall submit OD
Form (Annexure I) on the previous working day in advance to HR Department to
regularize his late coming.

b. When the employee has to go for the official work during the day then the OD form duly
sanctioned by HOD should be handed over to security at the office gate before leaving
office. List of names and signatures of persons duly authorized to sign OD form will be
kept with the security personnel deployed at office gate for comparing the signatures
before letting an employee out.

c. All employees shall follow the time frame for submitting the OD form as per clause (a)
and (b) mentioned above.

d. However if the OD doesn’t reach HR Department within 48 hours of availing of such

facility duly approved by the HOD, the employee shall be treated as absent / late arrival
on the concerned day.
 e. All OD forms must be approved by following :

i. HOD to approve for employees working in the department. In the absence of the
HOD, person next to HOD can sign.

ii. HODs can self-sign the OD slips with intimation to their reporting authority.

f. While signing OD, the approving authority must keep in mind the genuineness/ official
requirement. OD should not be used to regularize late coming of an employee as a
personal favor.

OD slip must be submitted while going on outstation tour.

9.14 Implementation and enforcement of the policy:

a. Departmental Heads/Managers will be responsible for enforcement and maintenance of
this policy in their respective departments. Any non-compliance should be brought to the
notice of the Departmental Head.

b. Any breach of this policy will be subject to disciplinary procedure.

Initiated by Reviewed by Approved by

Ms. Manisha Tondak Mr. Ashok Bahri

& &
Mr. Jai Jeet Saini Dr. Praveen Gupta Mr. Shekar Muttreja Mr. Vikas Raj Sharma Mr. Sushant Muttreja
Managing Director Managing Director Chairman
 Annexure I

OUTDOOR DUTY FORM

Date_________________

Name _______________________________ Designation________________________

Department___________________________ Team Head ________________________

Place of visit ___________________________ Time _____________________________

Name of Vendor/Broker/ Client/Customer_____________________________________________

Reason _________________________________________________________________________

_________________________________________________________________________

Employee’s signatures: ______________ Signature and Name of HOD: ________________

Out time __________ AM / PM Date ____________ Signature of Security_________________

In time ___________ AM / PM Date ____________ Signature of Security_________________