Bangladesh Factory: Attendance Management Policy

1. Purpose

In order to build a streamlined and standardized Attendance management system to make sure that the
employee attendance management undergoes error-free & with complete transparency, this procedure
is hereby established.

2. Scope

This procedure shall be applicable to all employees of Best Tycoon (BD) Enterprise Ltd.

3. Responsibilities

3.1 HR is the only responsible department for formulating and revising this system. It is also responsible
for the implementation, supervision, review, and inquiries of employee attendance and adjustment and
also to explain the rules to every employee.

3.2 Department attendance coordinators are responsible to manage their employee’s practical
attendance with utmost accuracy share with HR timely in the format attached as Annexure and
coordinate with HR for any grievance.

3.3 Manager/HOD of each department is responsible to verify and ensure the accuracy in the
attendance submitted by the department to HR.

3.4 Department attendance coordinators are responsible to share the Attendance roaster timely to the
payroll team on a weekly basis.
3.5 IT, utility, and security teams are responsible to provide required and necessary support for smooth
attendance system management as and when required.

3.6 Employees are responsible to maintain the standards of the procedure and follow the same strictly
as “No punch will result in no Attendance”. They are also responsible to make sure they punch in and
out on time as per the allotted shift.

3.7 In the case of employees working in dormitory-like chefs, drivers, etc. it's solely their respective
department coordinator's responsibility to share authentic Attendance & overtime details to HR. For the
format kindly refer to Annexure.

4. Content

4.1 Registration and masking procedure:

4.1.1 Joining team will proceed registration formalities to generate Employee ID and biometric in
attendance system and share data with the Payroll team on the same day of joining in accordance with
which payroll team will upload employee's master in Savior system.

4.1.2 Payroll team will create a duty roaster in the Savior system to reflect employee data in the master
report [which will allow employee data extraction in the master sheet of payroll and respective
department from attendance system login].

4.1.3 Payroll and IT team will proceed with server masking which will allow employees to punch on
attendance machines within two days from the day of joining.

4.2 Employee attendance management procedure:

 4.2.1 Every employee needs to punch on the attendance machine while entering and leaving the factory
in accordance with the working shift allotted on a regular basis. Related to punch, if employee have any
query they must inform immediately to their respective department Attendance Coordinator.

4.2.2 Payroll team will import weekly attendance of employees from the attendance system on 1st
working day of every week, and on the same day, payroll will share a consolidated report with each
Department Attendance Coordinator for their confirmation.

4.2.3 Later, Department Attendance Coordinator will cross verify the attendance sheet with the
department's attendance record and within two working days will have to share feedback sheet with the
Payroll team in the pre-defined format via BPM office request with the approval of their Manager/HOD.

4.2.4 In case of any Department Attendance Coordinator change the attendance of previous week's then
they must mark the correction point and share the correct attendance sheet via New BPM office request
with the approval of their Manager/HOD on or before last working day 12:00 pm. Otherwise, Previous
weekly attendance will count as correct Attendance.

4.2.5 In case of miss-punch [Employee punched but attendance system reflects mis-punch] department
is responsible to inform Payroll team within the 2 days [as per 4.2.3] for CCTV check with details about
respective employee's ID, Name, Machine No., Punch Date & Punch Time in accordance to which only
verified and approved attendance shall be considered. CCTV Check is allowed for 05-10 Min [Employee
must remember punch time and machine no.], In case CCTV not working then manual attendance will be
considered.

The above-mentioned process (4.2.1- 4.2.5) will be followed in a continuous cycle each week until the
25th of every month.

4.2.6 After 25th, the Payroll team will share the attendance sheet till the previous day on a daily basis
within the first half with each Department Attendance Coordinator. In respect to this, the coordinator
will share feedback till the next working day by 10:30 AM. For Example; on the 25th Payroll team will
share Attendance till 24th [updated till 23rd and 24th Fresh sheet] in accordance with which
Department will share feedback for 24th attendance.

4.2.7 Payroll team will update valid corrections shared by the department and the next day will again
share attendance sheet till the previous day and this process will continue till the end of the month.
 4.2.8 Department will share information about Leave [LV], Out duty[OD], Paid holiday [PH], Half day
leave [HLV], Compensatory off [C/O], etc. in the correction sheet as per pre-defined format. The above
mentioned will be considered only if applied through the respective application module on BPM. For the
format kindly refer to Annexure.

4.2.9 Final correction sheet must be shared on or before the 1st of the forthcoming month after this
payroll team will not accept any kind of correction request.

The above-mentioned process (4.2.6 - 4.2.9) will be followed in a continuous cycle each day until the 1st
of the forthcoming month.

4.2.10 Final attendance sheet must be updated in the Payroll Software record on or before 1st working
day of the month, based on which the final salary processing will be initiated.

4.2.11 Abbreviation in Attendance system & punch time process on Attendance Machine

Abbreviation in Attendance System:

Conditions

Abbreviations

Half-day

HLF

Present on Friday [Present on weekly off]

POW

Present on any company's Declared Holiday

POH

Punched one time in a shift [Either IN or OUT]

MIS

Absent

Present

Paid Holiday

PH

Casual Leave

CL

Sick Leave

SL

Earn Leave
EL

Out-Duty

OD

Compensatory Off

C/O

Leave without Pay

LWP

Half-Day Leave

HLV

General Day Shift

GND

General Night Shift

GNN

Default Shift

DFS
4.3 General Guidelines:

4.3.1 Late Arrival or early departure in the factory is not allowed with respect to the allotted shift
timings.

4.3.2 If any employee is found violating the same, he/she shall be considered faulty and the related
punishment will be applicable as per the below-defined conditions.

4.3.3 For late arrival or early departure up to one hour in accordance with allotted shift time, following
punishment, would be undertaken on monthly basis, in case of late arrival or early departure more than
one-hour half day salary will be deducted for each late.

Punishments are undertaken:-

=1st time late/early - No Punishment

=2nd time late/early - No Punishment

=3rd time late/early - 5 GWP deduction

=4th time late/early - 5 GWP deduction

=5th time late/early - Show Cause Letter

=6th time late/early - Show Cause Letter

=>7th time late/early - As per Company Management's decision

** Company will consider the Attendance timings from Savior software only, any verbal communication
will not be entertained.

** Also, respective department coordinators are responsible to monitor the attendance regularly and
share the late arrival or early departure summary to department HOD/Manager on a regular basis.

4.3.4 Also, if any employee has miss-punch during arrival or departure, then half day will be deducted
for the same with respect to the allotted shift timings.

4.3.5 If any employees require to leave adjustment as per their CL leave balance only for the above-
stated rules, they must ensure prior approval for the same via leave Application Module on BPM

** HR will consider savior late arrival and early departure report, in case any technical issue occurs in the
punch timings IT department will undertake the responsibility & resolve it ASAP.

** Savior and Payroll calculations may vary depending on the situation.

4.3.6 "Punch Time Process on Attendance Machine"

Punch time process on Attendance Machine

Arrival Punch: -

1.1
Permissible early arrival:

55 Min Before Shift Time

1.2

Permissible late departure:

55 Min After Shift Time

However, in a report, early arrival & late arrival time will show in a separate column. Every Department
attendance coordinator has the right to inform their respective HOD if someone is doing late punch &
monitor it periodically.

Allotted Shift: -

Day Shift-GND (General Day Shift) Time - (08:30 -17:30), including Break: 60 minutes

Night Shift-GNN (General Night Shift) Time - (21:00 - 06:00), including Break: 60 minutes

Condition for a valid Punch for Shift: -

If employee have first punch between 07:35 to 09:25, the report will show GND in shift column.

If employee have first punch between 20:05 to 21:55 the report will show GNN in shift column.

Note: - If the employee has not done his punch in above define slab in the report it shows DFS [Default
Shift] in shift column.

If the employee missed his punch in above define slab in the report it shows MIS in Status column.

Condition for Half day: -

If any employee punch 1-hour late from shift-start timing or 1-hour early from shift-end timing then it
will show HLF in status Column.

Condition for Overtime: -

If an employee stays above 50 min from his shift end time & does their valid punch according to their
shift without missing his first punch then the system will calculate his OT, formula (Overtime=Out time-
shift End time).

Note: -

Special Condition for Nightshift Employee: -

Due to date change at night (00:00) employees have to follow the special condition.
No, one is allowed to miss-punch in the night shift. If anyone does so, he/she will be absent for that day
because the system didn't find his/her first punch on that day & if he/ she punch in the morning after
night work over then this punch will consider as first punch for the next day & in the report it will
reflect DFS this will cause alteration in shift or attendance.

if anyone does not follow the punch timing slab for the GNN shift then it will show DFS in the report with
status MIS. That’s result will be Half-Day Absent.