ATTENDANCE POLICY

Ver. 9.0

Strictly Confidential | Copyright Information goes here

 ATTENDANCE POLICY
DOCUMENT NUMBER VERSION No. DATE
Birlasoft/ 9.0 1-Feb-2020

Dept/Group NAME SIGNATURE

Prepared/Updated Human Resources Varun Mittal / Varsha
By Verma
Reviewed By Human Resources Siby Joseph
Reviewed By HR HR Business Partners
Approved By Human Resources Samit Deb

MODIFICATION CHANGE HISTORY

Sl. Date of Change Version Approved By
No. Description of Change Release Request No.
No.

1 New Policy Document Release 1-Apr-2012 1.0 Preeti Das

Document Modification (shift

2 1-Nov-2008 1.1 Poonam
timings included)

Document Modification
3 1-Apr-2011 2.0 Vimal
(clarifications on weekly working
hours and weekly timesheet)

4 Document Modification (clarification 1-Apr-2012 3.0 Shan Bala

on flexible working hours)
1-Jan-2014 3.1 Subrat C
5 Policy Modification (inclusion of
exception handling process)
1-Jan-2015 4.0 Subrat C
6 Annual Review
1-Jan-2016 5.0 Samit Deb
7 Annual Review
1-Jan-2017 6.0 Samit Deb
8 Annual Review

9 Annual Review 01-Jan-18 7.0 Samit Deb

10 Change in working hours 8.0 Samit Deb

01-April-19
11 Policy Updation post process & 9.0 Samit Deb
01-Feb-20
system harmonization

Strictly Confidential | Copyright Information goes here

1. Objective
2. Definitions
3. Applicability
4. Associate Responsibilities
5. Operating Procedure
6. Process Guidelines
7. Work from Home Guidelines
8. Exceptions
9. Conclusion

Birlasoft Limited
(Formerly KPIT Technologies Limited)
Registered and Corporate Office:
35 & 36, Rajiv Gandhi Infotech Park, Phase - I, MIDC, Hinjawadi, Pune (MH) 411057, India
Tel: +91 20 6652 5000 | Fax: +91 20 6652 5001 | contactus@birlasoft.com | www.birlasoft.com
CIN: L72200PN1990PLC059594
1. Objective
To lay down policy guidelines governing attendance of Associates and to clarify the procedure for
registering attendance of Associates and consideration of attendance for payroll processing.

2. Definitions
‘Associate’ means all full-time/part-time employees, full-time/part-time consultants / contractual staff
and all full-time/part-time trainees associated with the regular business of the organization.

3. Applicability
 This policy is applicable to all Birlasoft associates based in India
 It is also applicable to all trainees, vendor/contractual staff associated with Birlasoft and
working in Birlasoft premises or at customer sites of Birlasoft.

The Four broad work / shift timings are as follows:

Shift Shifts
A Regular / General Shift Work timings between 9:00 am and 6:00 pm and fulfilling 9
B Evening/Night Shift
C Afternoon Shift
D Morning Shift
E Flexible Shift
Shift/Work Timings
working hours
Shift ends between 12 midnight to 9 a.m. starts between 4pm
and 12 midnight fulfilling 9 working hours
Shift ends between 09:30 pm to 12:00 am and fulfilling 9 working
hours
Work timings starts between 4:00 am to 7:00 am and fulfilling 9
working hours
Work timings between 8:00 am and 8 pm and fulfilling 9 working
hours

Notes:
i) The actual work timings may vary according to the project/client requirements, if any and will
be communicated by the concerned Project Manager/Delivery Manager/Sub Function Lead
/Process Lead.

ii) ‘Flexible Shift’ is where an Associate is given the flexibility to report to work between the timing
specified. However, availing this flexibility is strictly based on the written/verbal approval of
the Project Manager/Function Leader.

Birlasoft Limited
(Formerly KPIT Technologies Limited)
Registered and Corporate Office:
35 & 36, Rajiv Gandhi Infotech Park, Phase - I, MIDC, Hinjawadi, Pune (MH) 411057, India
Tel: +91 20 6652 5000 | Fax: +91 20 6652 5001 | contactus@birlasoft.com | www.birlasoft.com
CIN: L72200PN1990PLC059594
4. Associate Responsibilities
All the associates are expected to report on time every day as per their scheduled work timing. Unless
specified and approved otherwise by the respective managers, all Associates will report to work at the
Regular/General Shift.
 All associates must put in a min of 9:00 hrs. of work in the office (including 30 mins. break
time each day irrespective of the shift timing.
 All the associates must swipe their attendance every day at the time of reporting to office
and at the time of leaving the office.
 Associates who go out of office and returns during working hours should inform his
Manager / Supervisor for absence => 15 minutes and swipe their access cards in/out.
 Associates coming to office on week-ends/holidays should also swipe-in / swipe-out their
access card and make an entry in the attendance register kept with the Security Gate (or as
per the site specific security instructions).
 Approval of any compensatory off or any other benefit (as per applicable policies) will be
subject to availability of attendance in the attendance system.
 An associate needs to work for a minimum of 7 hours on a holiday to be eligible for
compensatory off.

5. Operating Procedure
 An Associate has to clock a total 9 hours per working (including break period) day or 45
hours in a week.
 Minimum time log for all employees who are working onsite (client site) is 8.00 hours per
working day or as per client working hours.
 Attendance marked via On Duty and/or WFH will be considered while calculating daily
working hours by the system.
 Your attendance for payroll processing will be considered based on the swipe-in data +
approved on-duty + leave applications. Timelog is the basis for invoicing / billing and for
effort estimation analysis etc.
 An Associate’s total working hours in office will be considered basis the first in-swipe and
last out-swipe timings. All Associates MUST ensure that they swipe-in and swipe-out every
day. The system will mark you as present in case your total working hours is => 9 hours.
 Associates who partly work from office and partly from client site/home should apply for
attendance regularization through the On Duty module, which will get recorded in the
timelog. Total hours spent for work will be considered for such associates basis time spent
in office + attendance regularized hours.
 For monthly payroll attendance would be considered for the period 1 st till end of the
previous month. Payroll attendance will be considered based on the swipe records, On
Duty, leave applications, WFH & Compensatory Off data.

Birlasoft Limited
(Formerly KPIT Technologies Limited)
Registered and Corporate Office:
35 & 36, Rajiv Gandhi Infotech Park, Phase - I, MIDC, Hinjawadi, Pune (MH) 411057, India
Tel: +91 20 6652 5000 | Fax: +91 20 6652 5001 | contactus@birlasoft.com | www.birlasoft.com
CIN: L72200PN1990PLC059594
  Out Duty: In case any Associate has to go out for an official duty, he/she has to apply for
‘On Duty’ through MyWorld and obtain prior approval of his/her Reporting Manager,
before proceeding on On Duty.
 All allowances, bonus or any such one-time payments (such as onsite allowance, shift
allowance) would be considered for the period 1st till end of every month.
 Those working from client site or attending any trainings, seminars, conference etc. outside
should apply for On Duty in the system to mark them present for that day.
 In the event of an Associate being present in the office but did not swipe the access cum
attendance card, he/she is required to complete the following:
 Declare at Security Gate that he/she forgot to bring in the attendance cum access
card
 Security will verify with the Supervisor of the Associate or HR or a team member and
upon their confirmation, will issue a temporary “Employee Card” to the employee
for the day
 Employee must make an entry in the register kept with the Security Gate and
mention the ‘E-Card’ Number and other details in the register.
 The employee on the subsequent day must apply for ‘On Duty’ and select the reason as
‘Forgot ID’ through MyWorld ESS. When the Supervisor approves the OD request, the
attendance for that day would get recorded.
 Non-receipt of reminder emails about absence will not qualify as a valid reason for not
submitting time logs. Associates have to check status of their attendance (present/absent)
in the system under Self Service daily and take timely action immediately.
 An employee who remains absent without information or prior permission or sanction of
leave could cause work related issues and hence such absence from duty is to be avoided.
 An employee, who is unable to report for work due to immediate emergencies which are
unplanned, should inform his / her Immediate Supervisor / HRBP’s as soon as possible
about the period along with the reasons for the absence. This can be either done personally
or through a message (telephonic or otherwise)
 It is mandatory for employees who have resigned or are to be converted, to regularize their
time log till the last day of the notice period along with their Manager’s approval. In case
an employee fails to do so, the employee will be unable to complete self-clearance.

6. Process Guidelines
1. To fill in the time log please use the following path :

MY World>> Menu >> Apps>> Self Service >> Time log

2. The time log entered by the employee can be authenticated & approved by supervisor
on regular basis using the following path:

MY World>> Menu >> Apps>> Self Service >> Time log Approval

Birlasoft Limited
(Formerly KPIT Technologies Limited)
Registered and Corporate Office:
35 & 36, Rajiv Gandhi Infotech Park, Phase - I, MIDC, Hinjawadi, Pune (MH) 411057, India
Tel: +91 20 6652 5000 | Fax: +91 20 6652 5001 | contactus@birlasoft.com | www.birlasoft.com
CIN: L72200PN1990PLC059594
 3. While filling in the time logs an employee is to select the tasks and fill in the time spent
on each tasks. In case an employee does not have any tasks created and needs a new
task to be created; he/she will need to get in touch with the immediate supervisor.

4. Salary of employees whose swipe details / On Duty / leave applications / timelog are
not submitted and approved before the payroll input cut off dates, will be kept on hold.
To release this salary put on hold, the employee will first have to regularize the time
logs/leave/travel request/comp offs, etc. for the previous month/s on the system &
approach respective HRBP’s for salary advance requisition. Once approved by the
manager, the request will go to payroll for processing. Navigation for Salary Advance:

My World>> Menu>>Apps>>MY Request>>New Request>>Salary Advance

Salary advance requests against ‘salary hold’ on account of non-submission of timelog / missed
swipe records will not be entertained frequently and repeatedly.

7. Work From Home (WFH) Guidelines

To allow Associates to manage emergency situations or important personal necessities, an Associate is
eligible to work from home for upto 5 days a month. WFH is intended to help and support employees
to manage their extreme situations where an employee is not able to come to office in situations.

Work from home arrangements can be occasional or temporary but not permanent.

 This work from home is applicable to all the Associates except where the nature of
engagement/project mandates the associates to work from office environment only, or the
customer MSA does not allow work from home.
 As per the SEZ regulations, Associates who operate from SEZ zones, should ensure availability
of adequate infrastructure and network connectivity as provided/reimbursed by company,
before they undertake WFH.
 Associates are also allowed (where customer/engagement allows) to work from home due to
situations where Business Continuity Planning (BCP) /Disaster recovery Plan (DRP) is invoked or
during situations where safety or associates may be at risk and communicated by HR/Admin/
Security Officer.
 Those working from home on customer engagements and projects should obtain prior approval
from the concerned business VMO / approving authority (as applicable) of the project. The
approval should be obtained as per the agreement / guidelines from the customer by the Project
Manager. Ensuring all client requirements / approvals that requires an associates to work from
home is the responsibility of the concerned Project Manager / Business Manager, before such an
approval is given.
 The basic principle of work from home is that an associate should be able to do normal work from
home on such days and associate is able to achieve normal output/ productivity for the day
 “Long Work from Home duration should be mentioned in the Customer approval”. Maximum
duration will be 90 days only for continuous work from home; unless otherwise approved by

Birlasoft Limited
(Formerly KPIT Technologies Limited)
Registered and Corporate Office:
35 & 36, Rajiv Gandhi Infotech Park, Phase - I, MIDC, Hinjawadi, Pune (MH) 411057, India
Tel: +91 20 6652 5000 | Fax: +91 20 6652 5001 | contactus@birlasoft.com | www.birlasoft.com
CIN: L72200PN1990PLC059594
 customer”. For enabling functions, the long WFH duration should be approved by Function
Head/SBU Head.

7.1. Reasons or situations where one can opt for work from Home

Reasons/situations that could demand telecommuting include but are not limited to:

 Parenting and child bearing

 Bad weather / natural calamities in the area of residence
 Emergencies or safety concerning situations like strike, blockages, law and order issues,
natural calamity or public transport disruption.
 Medical Reasons/health grounds (where one is not fully mobile, but is fully productive
from home)
 Any other reason, based on assessment of the need and situation by the Manager

In all such situations the Associate should be fully equipped to perform normal duties with
full productivity.

7.2. WFH Applications & Approvals:

 Associates are required to apply for WFH sufficiently in advance and seek prior approval of their
Managers through system (My world ESS), especially for all client mandated projects. Post
applications are not encouraged.
 Employees who need to work from home for unforeseen sudden reasons (e.g. illness or temporary
difficulty in commuting) should file their request that very day, so managers can consider and
approve it.

7.3. Responsibility:

 It will be the responsibility of Managers to ensure that requisite infrastructure, tools, project/
assignment management and productivity monitoring mechanism and process is in place before
granting approval for work from home.
 Wherever client approval / permission is required to allow Associates to work from home, the
Managers should ensure that prior approval of client is obtained before allowing/approving
Associates to WFH.

Exception Handling for WFH:

 Approval for employees working from home for more than 5 days a month will be given by the skip
level manager (upto grade 8A).
 Request for WFH for longer duration (>90 days) should be submitted to the Delivery Manager /
Function Head and HRBP with valid business reason.

Work from home is NOT a right and it will be considered based on merit, considering the various
situations and needs stated in this policy.
Birlasoft Limited
(Formerly KPIT Technologies Limited)
Registered and Corporate Office:
35 & 36, Rajiv Gandhi Infotech Park, Phase - I, MIDC, Hinjawadi, Pune (MH) 411057, India
Tel: +91 20 6652 5000 | Fax: +91 20 6652 5001 | contactus@birlasoft.com | www.birlasoft.com
CIN: L72200PN1990PLC059594
 8. Exceptions
Exception Scenario Exception Handling Process Recommendation Approval
/ Request
Associates at client site is unable
Project Manager sends list of such Supervisor Project
to mark attendance by applying associates, who are not able to mark Manager
for OnDuty, due to unavailabilityOnDuty in My World, before 15 ofth

of My World access at client siteevery month to email ID

birlasoftin@service-now.com HR SPOC
updates attendance manually.
Technical error in My World or HR Attendance SPOC marks attendance Supervisor Payroll
attendance system for any manually for the impacted resources Manager /
particular day(s) Lead
New Joiners are not given access HR SPOC marks attendance manually for Joining SPOC / Payroll
card and/or login is not the impacted resources HR SPOC Manager /
configured / access card lost Lead

Any exceptions, other than stated above shall be approved by the CPO or HR BP Head, based on the
recommendation of Manager and HRBP.

9. Conclusion
This policy clarifies the existing process for registering associate’s attendance.

******

Birlasoft Limited
(Formerly KPIT Technologies Limited)
Registered and Corporate Office:
35 & 36, Rajiv Gandhi Infotech Park, Phase - I, MIDC, Hinjawadi, Pune (MH) 411057, India
Tel: +91 20 6652 5000 | Fax: +91 20 6652 5001 | contactus@birlasoft.com | www.birlasoft.com
CIN: L72200PN1990PLC059594