Hi guys,
firstly let me compliment you guys for the wonderful writeups. I have recently joined this site and believe me the first think i do is check the latest topics.
Guys like everyone even i have a query if one can help. I am working with a BPO with a team strength of 600 employees, i am entrusted with maintaining leave and attendance data for all the employees..... can anyone suggest me a smart way of doing it.... also the company is not planning to invest in software...
Thanks for all the inputs.
Cheers!!
Jyoti
From India, Gurgaon
firstly let me compliment you guys for the wonderful writeups. I have recently joined this site and believe me the first think i do is check the latest topics.
Guys like everyone even i have a query if one can help. I am working with a BPO with a team strength of 600 employees, i am entrusted with maintaining leave and attendance data for all the employees..... can anyone suggest me a smart way of doing it.... also the company is not planning to invest in software...
Thanks for all the inputs.
Cheers!!
Jyoti
From India, Gurgaon
hi jyoti
hope u can certainly have some register at the entrance of ur organization where the people can mark their attendance. if this doesn't work you can also issue some sort of monthly slips to them so that every day the slip has to be put in the attendance box which contains his employee id and attendance can be maintained.
hope a small stone in the ocean.
with warm regards
jayavel.k
From India, Madras
10hope u can certainly have some register at the entrance of ur organization where the people can mark their attendance. if this doesn't work you can also issue some sort of monthly slips to them so that every day the slip has to be put in the attendance box which contains his employee id and attendance can be maintained.
hope a small stone in the ocean.
with warm regards
jayavel.k
From India, Madras
Hi Jyothi
Ya . According to your Company's investment restrictions, Mr. Jayavel's point is the best and basic way of monitoring. the mojor hiccup is huge no. of employees. instead of huge investment on software why cant you look for low investment bar code readers, which are available cheap in market. anyway ur employees would be having company ID cards. you can add just a coded strip on to that. reader can be placed at a convienent loc near entrance, once an employee passes he has to just show his card to that reader.
hope it would be useful. :D
Regards
From India, Madras
Ya . According to your Company's investment restrictions, Mr. Jayavel's point is the best and basic way of monitoring. the mojor hiccup is huge no. of employees. instead of huge investment on software why cant you look for low investment bar code readers, which are available cheap in market. anyway ur employees would be having company ID cards. you can add just a coded strip on to that. reader can be placed at a convienent loc near entrance, once an employee passes he has to just show his card to that reader.
hope it would be useful. :D
Regards
From India, Madras
Hi Jyoti,
This seems to be tediuos task, however since your headcount is not equilibrated and work/ time involed would be really mundane, you can either inform the security team to give u an update on attedance on weekly basis. This would be time consuming but not for you and if its managable uniformly, you can excel. I would also suggest that every month in the paysheet there is a record of leave balance for you to track ti on a month on month basis.
I am in a better postiion since i do handle payroll and compensation and we have an effective system to track such records, incase you require more info do let me know.
Thanks.
This seems to be tediuos task, however since your headcount is not equilibrated and work/ time involed would be really mundane, you can either inform the security team to give u an update on attedance on weekly basis. This would be time consuming but not for you and if its managable uniformly, you can excel. I would also suggest that every month in the paysheet there is a record of leave balance for you to track ti on a month on month basis.
I am in a better postiion since i do handle payroll and compensation and we have an effective system to track such records, incase you require more info do let me know.
Thanks.
To keep better time - keeping you may please purchase manual attendance recorder (Watch) and Attendance card which may be punch in time recorder. It costs little and u may get exact attendance without manupulation. The cards may & recorder may be kept at Security or Time Office section.
For leave balance record you may use leave register for balance updation on monthly basis. The pay - slips may be issued to employees for the information of employees and compliance of law.
Kailash
For leave balance record you may use leave register for balance updation on monthly basis. The pay - slips may be issued to employees for the information of employees and compliance of law.
Kailash
I don't know the organizational structure, but I would recommend that the person responsible for the lowest level (front line supervisor) keep track of attendance of employees assigned to them, (s)he will then pass that information along to his/her boss [or designee] (the department superintendent) who will coordinate the information from all his/her reports and forward to HR.
Keeping track of Supervsiors, Managers, Department Heads and Staff would require a "weekly calendar" to be completed and returned to HR no later than Friday by 2:00PM.
All requests for Leave should be submitted through the individual's supervisor (in order that (s)he is aware of who will be on authorized absence and would then be in a position to make appropriate adjustments) to HR no later than two (2) weeks prior to the start of Leave.
I also like Kongi's suggestions.
From United States,
Keeping track of Supervsiors, Managers, Department Heads and Staff would require a "weekly calendar" to be completed and returned to HR no later than Friday by 2:00PM.
All requests for Leave should be submitted through the individual's supervisor (in order that (s)he is aware of who will be on authorized absence and would then be in a position to make appropriate adjustments) to HR no later than two (2) weeks prior to the start of Leave.
I also like Kongi's suggestions.
From United States,
Wow your situation sounds exactly like mine 2 years ago.
In the end we did the math, and employing someone to manage this in the end was just as expensive as getting the software to oversee all our time attendance scheduling needs. Infact we employed two HR anaylsts at one point which in total cost us £48,000 a year.
There are a few good software firms out there that make decent programs, we ended up trialing about 20 pieces of software, but ended up using something called rota horizon from www.thinking-software.com.
I hope this helps you, I am new to this forum thing.
In the end we did the math, and employing someone to manage this in the end was just as expensive as getting the software to oversee all our time attendance scheduling needs. Infact we employed two HR anaylsts at one point which in total cost us £48,000 a year.
There are a few good software firms out there that make decent programs, we ended up trialing about 20 pieces of software, but ended up using something called rota horizon from www.thinking-software.com.
I hope this helps you, I am new to this forum thing.
Hi I think you can give a leave card to all the employees, end of the day the team leaders/ reporting boss signs on them before they leave. a small card will solve your problem I guess Regards vikram
Hi !
Chk this out !
Chao
(Cite Contribution)
1.0 Leave Eligibility
1.1 Casual Leave / Sick Leave
1.2 Earned Leave
1.3 Maternity Leave
1.4 Modalities
1.5 Clubbing of Leave
1.6 Order of Debit of Leave
1.7 Leave during notice period
1.8 Calculation of leave on Separation
1.9 Leave Application Process
Leave Eligibility
Employees on permanent rolls of the company are eligible to avail leave as per policy. Leave is credited to your individual account, on 1st of January each year. Leave eligibility for the year is calculated on a pro-rata basis, from the date of joining.
TYPE OF LEAVE
Casual leave / Sick Leave Earned leave
AVAILMENT AND ELIGIBILITY OF THE LEAVE 10 days 20 days
Cannot be carried forward Can be carried forward
Can be taken upto a maximum of 2 days To avail EL one needs to take a minimum of 3 days of leave
Cannot be clubbed with EL Cannot be clubbed with CL
Cannot be encashed Can encash 30 days on accumulation of 60 days
Casual Leave / Sick Leave
• An employee is eligible for 10 working days per calendar year or the pro rata equivalent from the date of joining during the first year of service.
• An employee should inform his/ her immediate superior in advance.
• CL can be taken up to a maximum of two consecutive days at a time.
• Unused CL at the end of the year would lapse and cannot be accumulated.
Earned Leave
• Employees are eligible for 20 working days of EL per year or the pro rata equivalent during the first year of service.
• EL can be availed only upon the completion of six months of service in the company. Within the first six months, EL can be availed only upon personal contingency and must be approved by the functional head.
• EL can be accumulated up to a maximum of 60 working days, and any amount in excess of this can be encashed. EL can be encashed to a maximum extent of 30 days provided earned leave had been availed for a minimum of 10 days in that current year.
• For the purpose of encashment, the basic salary only is taken for computation. Encashment of leave can be done only in the December Salary.
• Prefix and suffix holidays are not to be included for leave accounting.
Addendum : This leave policy is applicable to all employee's who have joined us effective 1st –January-2002. For all employee’s who have been on the roll of the organization till 31st –December-2001, this policy would be effective from 1st –Januray-2003.
Top
Maternity Leave
Women employees are eligible for Maternity leave upon completion of a minimum of 80 days of service at the Organization , as defined in The Maternity Benefit Act, 1961. This facility will be available for the birth of the first two children only.
Maternity leave would be granted for a maximum of 90 days including all the weekly offs and holidays falling in between.Maternity Leave can be taken along with EL. In this case, EL may be availed for a maximum of 30 days, subject to availability and rules. CL/ SL cannot be clubbed along with Maternity Leave.
Modalities
• The concerned Project Managers must approve any leave taken.
• Leave applications are available with the HR help desk of the respective departments.
• The application must be filled, approval obtained and submitted to the HR Function for updating individual leave records.
Clubbing of Leave
Except where specifically provided for, clubbing together of different types of leave is not allowed.
Top
Order of Debit of Leave
For extended periods of leave, debit of leave will be made in the order of CL/ SL, followed by EL. After all the leave to the credit or an employee have been exhausted, leave taken by an employee will be treated as “Leave Without Pay” (LWP).
For this purpose the employee’s Basic salary, Special allowance and conveyance reimbursement for that month will be reduced proportionately for the days of leave without pay.
If an employee absents from work without prior approval of leave or even after an application for leave has been declined, their absence will be treated, as LWP and they will be liable for disciplinary action.
Leave during notice period
During the notice period an employee is expected to spend adequate time to hand over responsibilities to another assigned employee. In view of this, he or she cannot avail of earned leave during the notice period. CL/SL could be taken, subject to eligibility and rules during the entire notice period. Any leave taken without prior approval will be treated as LWP.
Calculation of leave on Separation
EL will be credited up to the date of separation from the organization . Effective April 1, 2004, only a maximum of 30 days of leave will be encashable.
Top
LEAVE APPLICATION PROCESS
Earned Leave
Every employee is eligible to take earned leave only on confirmation on pro-rata basis. On confirmation, every employee is eligible to take 20 days of earned leave in a calendar year.
Step 1: The employee needs to plan for their leave well in advance.
Step 2: Before availing the leave the employee needs to inform the Project Manager and the HR desk about the leave.
Step 3: The leave should be approved by the project Manager / team manager, and only the same should be forwarded to the HR desk. Non-availability of the approval would be treated as un-authorized leave, and attract LWP.
Step 4: If the employee is traveling out of the station, then the contact number and address should be provided to the HR function representative before proceeding on leave.
Casual Leave
During probation every employee is eligible for 6 days of casual leave on pro-rata basis. On confirmation, every employee is eligible to take 10 days of casual leave in a calendar year.
Step 1: If an employee wants to take leave for short duration then the above mentioned process should be followed.
Leave taken without informing the necessary authorities, would be treated as Leave without Pay.
Step 2: In case of emergency, where the necessity to take leave arises without prior approval, the employee needs to call and inform their respective managers.
Step 3: In case you are not able to inform the Project Manager or the HR representative, please inform the front desk and request them to send the mail to your respective Project Manager/ HR Manager.
Top
From India, Mumbai
Chk this out !
Chao
(Cite Contribution)
1.0 Leave Eligibility
1.1 Casual Leave / Sick Leave
1.2 Earned Leave
1.3 Maternity Leave
1.4 Modalities
1.5 Clubbing of Leave
1.6 Order of Debit of Leave
1.7 Leave during notice period
1.8 Calculation of leave on Separation
1.9 Leave Application Process
Leave Eligibility
Employees on permanent rolls of the company are eligible to avail leave as per policy. Leave is credited to your individual account, on 1st of January each year. Leave eligibility for the year is calculated on a pro-rata basis, from the date of joining.
TYPE OF LEAVE
Casual leave / Sick Leave Earned leave
AVAILMENT AND ELIGIBILITY OF THE LEAVE 10 days 20 days
Cannot be carried forward Can be carried forward
Can be taken upto a maximum of 2 days To avail EL one needs to take a minimum of 3 days of leave
Cannot be clubbed with EL Cannot be clubbed with CL
Cannot be encashed Can encash 30 days on accumulation of 60 days
Casual Leave / Sick Leave
• An employee is eligible for 10 working days per calendar year or the pro rata equivalent from the date of joining during the first year of service.
• An employee should inform his/ her immediate superior in advance.
• CL can be taken up to a maximum of two consecutive days at a time.
• Unused CL at the end of the year would lapse and cannot be accumulated.
Earned Leave
• Employees are eligible for 20 working days of EL per year or the pro rata equivalent during the first year of service.
• EL can be availed only upon the completion of six months of service in the company. Within the first six months, EL can be availed only upon personal contingency and must be approved by the functional head.
• EL can be accumulated up to a maximum of 60 working days, and any amount in excess of this can be encashed. EL can be encashed to a maximum extent of 30 days provided earned leave had been availed for a minimum of 10 days in that current year.
• For the purpose of encashment, the basic salary only is taken for computation. Encashment of leave can be done only in the December Salary.
• Prefix and suffix holidays are not to be included for leave accounting.
Addendum : This leave policy is applicable to all employee's who have joined us effective 1st –January-2002. For all employee’s who have been on the roll of the organization till 31st –December-2001, this policy would be effective from 1st –Januray-2003.
Top
Maternity Leave
Women employees are eligible for Maternity leave upon completion of a minimum of 80 days of service at the Organization , as defined in The Maternity Benefit Act, 1961. This facility will be available for the birth of the first two children only.
Maternity leave would be granted for a maximum of 90 days including all the weekly offs and holidays falling in between.Maternity Leave can be taken along with EL. In this case, EL may be availed for a maximum of 30 days, subject to availability and rules. CL/ SL cannot be clubbed along with Maternity Leave.
Modalities
• The concerned Project Managers must approve any leave taken.
• Leave applications are available with the HR help desk of the respective departments.
• The application must be filled, approval obtained and submitted to the HR Function for updating individual leave records.
Clubbing of Leave
Except where specifically provided for, clubbing together of different types of leave is not allowed.
Top
Order of Debit of Leave
For extended periods of leave, debit of leave will be made in the order of CL/ SL, followed by EL. After all the leave to the credit or an employee have been exhausted, leave taken by an employee will be treated as “Leave Without Pay” (LWP).
For this purpose the employee’s Basic salary, Special allowance and conveyance reimbursement for that month will be reduced proportionately for the days of leave without pay.
If an employee absents from work without prior approval of leave or even after an application for leave has been declined, their absence will be treated, as LWP and they will be liable for disciplinary action.
Leave during notice period
During the notice period an employee is expected to spend adequate time to hand over responsibilities to another assigned employee. In view of this, he or she cannot avail of earned leave during the notice period. CL/SL could be taken, subject to eligibility and rules during the entire notice period. Any leave taken without prior approval will be treated as LWP.
Calculation of leave on Separation
EL will be credited up to the date of separation from the organization . Effective April 1, 2004, only a maximum of 30 days of leave will be encashable.
Top
LEAVE APPLICATION PROCESS
Earned Leave
Every employee is eligible to take earned leave only on confirmation on pro-rata basis. On confirmation, every employee is eligible to take 20 days of earned leave in a calendar year.
Step 1: The employee needs to plan for their leave well in advance.
Step 2: Before availing the leave the employee needs to inform the Project Manager and the HR desk about the leave.
Step 3: The leave should be approved by the project Manager / team manager, and only the same should be forwarded to the HR desk. Non-availability of the approval would be treated as un-authorized leave, and attract LWP.
Step 4: If the employee is traveling out of the station, then the contact number and address should be provided to the HR function representative before proceeding on leave.
Casual Leave
During probation every employee is eligible for 6 days of casual leave on pro-rata basis. On confirmation, every employee is eligible to take 10 days of casual leave in a calendar year.
Step 1: If an employee wants to take leave for short duration then the above mentioned process should be followed.
Leave taken without informing the necessary authorities, would be treated as Leave without Pay.
Step 2: In case of emergency, where the necessity to take leave arises without prior approval, the employee needs to call and inform their respective managers.
Step 3: In case you are not able to inform the Project Manager or the HR representative, please inform the front desk and request them to send the mail to your respective Project Manager/ HR Manager.
Top
From India, Mumbai
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Leave Policy.doc