Purpose:
This policy defines the working hours, working days and attendance requirements.
Applicability:
It applies to all employees hired on time basis, including permanent employees (whether on probation or confirmed), temporary employees and casual employees. It does not apply to independent contractors and contractors employees.
Policy:
WORKING HOURS
- Depending on business needs, an employee is generally required to work either 5 or 6 days per week.
- Regardless of the number of working days, employees are required to work a stipulated number of hours per week dependent upon company policy. For example, in many companies employees (not those who work on continuous processes at the company’s factories) are expected to work a minimum of ___ hours per week Monday through Friday (inclusive of a 1-hour lunch break).
Factory workers on continuous processes are generally expected to work 6 days and for 48 hours in a week (inclusive of half hour lunch/dinner break)
- The official working hours depend upon company policy. Only as an illustration, see the example below:
If the business requires non-factory employees to work a regular 5- or 6-day workweek, below could be the possible working hours:
5-Day Week
Monday to Friday: 0900hrs to 1745hrs (inclusive of 1 hour lunch break)
6-Day Week
Monday to Friday: 0900 hrs to 1700 hrs (inclusive of 1-hour lunch break
Saturday: 0900 hrs to 1245 hrs
[Many companies work Monday through Friday, 0930 hrs to 1800 hrs with half an hour for lunch, clocking 42.5 hours per week. Others work Monday through Friday, 0830 hrs to 1730 hrs, totaling 45 hours per week inclusive of lunch break. Several companies also work two Saturdays in a month, for example, 1st & 3rd. There are several variations related to hours of work.]
Factory workers on continuous processes in factories could be on the following work timings (Illustration Only)
6-Day Week
Rotational Shifts: 0600 hrs to 1400 hrs (inclusive of half hour lunch break)
1400 hrs to 2000 hrs (inclusive of half hour dinner break)
2000 hrs to 0600 hrs (inclusive of half hour snacks break)
- An employee may also be required to work hours that are different from those normally followed. If this is the case, the employee is informed accordingly. In addition, if the nature of the employee’s job changes and consequently, work hours need to be adjusted, the employee is suitably advised.
FLEXITIME/TELECOMMUTING
Purpose –
This policy states the provisions of the Flexi-time policy that the company has for all its full-time employees following regular work hours.
- The company will provide the employees the flexibility of coming to work within a specified period after the scheduled start time. [For example, a company with a scheduled start time of 0900 hours may allow its employees to come upto half hour or even upto one and half hours from 0900 hours i.e., upto 0930 to 1030 hours.]
- The employee can avail this benefit _____ days in a month. Immediate manager’s approval required for the same and the manager should be informed 1 day prior.
- This is permitted only if the employee is not engaged in a role or project that necessitates his/her being available at the scheduled start.
- Irrespective of the time the employee comes to work, he/she is required to work the scheduled daily working hours. For example, if the scheduled work timings are 0900 hours to 1745 hours and the employee on a particular day comes to work at 1000 hours, he/she must work till 1845 hours that day.
- Telecommuting is generally allowed in companies in specific cases and is role based.
For example, it maybe permitted where an employee has to travel for a significant portion of his time, or support locations in different time zones or require telecommuting for personal reasons.
Telecommuting is only permitted with the approval of the immediate supervisor and is generally allowed after the employee has been in service for at least a few years having demonstrated commitment, discipline and responsibility.
It is only permitted in situations where it is possible for the employee to carry out his/her role without having to come to the scheduled work place. Advances in communication and technology have made this possible.
HOLIDAYS
- While the number of holidays depends upon company policy, many companies observe between eight to ten holidays in a year.
- Companies that operate pan-India, normally invite a list of holidays from all regions/branches (based on local festivals, customs, & legislation) for approval by corporate HR. Once the data is received, a list of holidays for all branches is finalized, approved and communicated to all employees by corporate HR/Admin department. The entire exercise takes place in the last fortnight of December every year to ensure the final list is ready prior to the new calendar year.
- Many companies also provide for at least one to two optional holidays to allow employees to enjoy festivals that are not included in the list of holidays. A list of optional holidays is defined by corporate HR and circulated along with the list of holidays.
Unlike other holidays however, the optional holiday(s) need to be applied for and approved by the respective heads of departments/immediate supervisors.
Optional holidays not availed in the year, lapse.
ATTENDANCE
- The process of recording attendance depends upon company policy. Several companies record it through swipe cards. Others record it through attendance registers that call for employees to sign in/out or time cards.
- It is understood that late coming is possible due to various reasons. Therefore, most companies allow a grace period –typically five/ten minutes.
Employees are marked “Late” if they swipe/sign-in after the grace period. Those who come very late e.g., where work hours start at 0900 hours, if an employee comes after 1200 hours he/she is likely to be marked half day.
To ensure punctuality most company policy provide for: (a) deduction of half days leave if a person is late on three occasions in a quarter (Jan-Mar, Apr-June, etc), (b) a full days leave in case of six late marks, and so on.
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