Attendance Management

Applicable to all employees of Quess Corp Limited Deployed In Client Place

Format No Quess-HR-QF-01

Revision No 1 .0
st
Date of Commencement 1 Jan 2018

Prepared By Manger- COE

Checked By Operations Manager – HR

Approved By Zonal Operations Manager

• This policy covers the rules, standards and guidelines that govern Quess philosophy of managing
attendance in the client Premises

OBJECTIVE

• To instill a sense of Discipline which is in line with the business philosophy of the company

SCOPE
This Process covers all the rules and regulation related to the attendance marking and the leave communication.

Working Hours

• Employees work 5 days a week (from Monday to Friday), 9 hours a day including one hour lunch break. Different
working hour’s scheme can be defined according to the business need.
• Employees need to work on the shifts as per the Business needs.

Calendar of Holidays

• At the beginning of each year, the Client declares list of 10 holidays applicable for that year as per National and
Festival Holidays Act and Karnataka Industrial Establishment (National & Festival) Holidays Act. All employees
must follow the official holiday’s information. The attendance system will be configured based on this holiday’s
information

Work Shift

• Office Hours: From 08:30 am to 05:30 pm.

Attendance System

• All the employees must record their Punch-in and Punch-out at the attendance machines. installed in the
designated premises or all the employees must record their Punch in and Punch out on the Mobile online
attendance tool.
• Number of punches per day: Employees must register the 2 times per day, upon arrival and departure from office.
If the employee needs to go out on business or need leave during the working hours, they shall punch out when
they are leaving and also apply the necessary leave application
• Forgot to Punch: If the employee forgets to punch due to personal reasons (excluding system failure), need to
normalize the exception flow attaching the proof for entry time / leave time. The maximum limit of such exceptions
allowed is four times in a given calendar month. Beyond that employee has to apply for full day leave.
• Forgot to Bring / ID Card Not Working: If the employee forgets to bring the ID card OR ID card not working,
employee needs to normalize the attendance exception

Attendance Rules

• Attendance Exceptions Regulations: The working hours of different project/workgroups will be driven based on
the Business requirement.
• Late Exceptions will not be generated if the punch-in time is before 10:00 am
• Early Exceptions will not be generated if the punch-out is after 05.00 pm
• Due to unavoidable situations wherein one comes later than 10:00 AM or leaves earlier than 05:00 PM, must
apply ½ day leave (08.30 am to 12.30 pm for first half leave; 1.30 pm to 5.30 pm for second half leave) to
normalize such exceptions.
 • Forgot to Punch: If the employee forgets to punch due to personal reasons (excluding system failure), need to
normalize the exception flow attaching the proof for entry time / leave time. The maximum limit allowed per month
is four times. Beyond that employee has to apply for full day leave.
• The attendance cum identity card is an individual property of the Client issued to the employee
• Under no circumstances an employees is permitted to do proxy punching on behalf of another colleague. Proxy
punching is considered a serious violation and the following action would be initiated on the concerned employees
as well as the other employees who are involved in proxy punching.
• Deduction of one day’s salary and warning letter if the employee is involved in proxy punching for the first time
• Termination from the Client if the employees is involved in proxy punching for the second time
• Under no circumstances an employees is permitted to manipulate the actual entry / exit time. This is considered a
serious violation and the following action would be initiated on the concerned employees:
• Deduction of one day’s salary and warning letter if the employee is manipulated for the first time
• Termination from the Client company if the employees is manipulated for the second time
• Any employees utilizing half day leave should consider below timings. The first half of day is considered from 8.30
am to 12.30 pm. Second half of the day is considered from 1.30 pm to 5.30 pm.
• The salary deduction for putting in less than requisite hours in a month is based on “½ Day salary deduction for
every 4 hours short” even if sufficient leave balance is available. Here, the number of hours in a month would be
calculated based on the total number of working days multiplied by 9 (average number of working hours per day).
The deduction shall be carried out in the following subsequent payroll cycle.
o Up to 1 hour (NIL)
o 1 to 4 hours (1/2 day salary)
o Above 4 hours to 8 hours (1 day salary)
o Above 8 hours to 12 hours (1.5 Days salary) and so on
o The salary deduction is applicable for not normalizing each of the attendance exception before the cut-off
date:
o No Punch – 1 day
o Abnormal Card – 1 day
• Late coming / Early Leaving from the defined timings will be computed for the loss of pay in multiples of 0.5 day
for every instance.
• The employee needs to ensure that all the attendance exceptions/leave flows are raised within 2 working days
from the date of notification from HR and also track the necessary approvals before the cut-off date.
• Business/technical meetings and joint project activities may be scheduled as per the business need. All are
encouraged to come as per office hours to facilitate smooth business conduct.

Process in the Flow for Exceptions and Abnormal Attendance

• The attendance exception report will be generated by the Quess system and will be sent to the employees for
regularizing the attendance exceptions. It is the responsibility of the employee to regularize the attendance
exceptions on time.

Standards of Behavior in Attendance Management

Employee

• Every employee is responsible to study the Attendance Management Policy. If they have any questions regarding
the policy, they should consult the Onsite HR. If they have any questions related to attendance flow
access/clarifications on the procedure they can contact the Onsite HR.
• In filling out any attendance workflow, the employee must follow the specified format and content and must
guarantee that the applied information is reasonable and within the policy’s deadlines.
• Every employee shall be responsible for his/her own attendance conditions. In case of being out on business,
asking for leave, and card reader registration in/out forgotten and so on, he/she must fill out a necessary
attendance flow.
• After the employee returns from leave or business trip, if the original leave or business trip was less than
informed, the employee needs to report back to the concerned authority within 2 working days.
• In case of fraudulent practice by an employee in relation with his/her own attendance record, disciplinary action
shall be taken against him/her according to the local legislation
 Onsite HR

• In exercising their review authorities, supervisors shall take the Attendance Management regulations as a guide,
so as to make just and impartial implementation of the attendance management policy.
• In principle, a supervisor shall give his/her comment (agree or reject) within 2 workdays after valid attendance
flow application (abnormal or leave). Onsite HR will approach the client Manager (either over phone or in person)
before rejecting or accepting. In case a manager cannot review because of being out on business or participating
in training and so on, he/she shall authorize a relevant person to do so on his/her behalf. In case of any incorrect
record of attendance and economic loss of any employee due to delay of review by a manager, the
employee's incorrect record of attendance shall be rectified, remedy shall be made in due amount to the
employee involved in the next salary month and the proper disciplinary action should be applied upon the
manager in question.

Attendance checking Authority ( Onsite HR and Quess team)

• Objectives: Exert effective management on attendance by employees of the client, provide the related
departments with statistics data for reference and provide assistance in personnel management.
• Responsibilities: Supervise employees to strictly observe the Client company's attendance management
system, and timely and accurately maintain the system attendance data, so that it will really reflect the
attendance of employees.
• Take responsibility for promotion of the Client company's attendance management system, convey the
essence of documents of the Client company, accept and handle enquiries by employees about the system
and attendance conditions.
• Responsible to administrate the approval responsibility in the attendance system, needs to update the
information in case of managerial change, business trip or special reason.
• Sharing of Weekly MIS of the attendance to all the stakeholders of the Client.

Owner and Interpreter

• Onsite HR and the Quess team shall be the sole authority to interpret the contents of these regulations.