Employees Are Not Coming In Alloted Shifts - DOCX Download - CiteHR
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Dear Members,
In order to solve some of the HR Problems in Mfg.Cos., pl.read the following.I hope; it is informative & useful for P&A works.
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1. PROBLEM TO CERTIFY ATTENDANCE FOR SALARY:
If you have any problem to Certify Attendance for Salary due to the employees NOT Signing daily, Not Punching, Absenting, Leave, OD, Co-off regularization etc., pl.read the below Circular & issue after correcting Shift & other items as per your situation.
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. . /HR&A/ 25th Dec.,2018.
C I R C U L A R
SUB: SHIFT TIMINGS- REGULARISING ATTENDANCE, ABSENCE,
LEAVE etc. FOR SALARY
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ALL THE EMPLOYEES OF THE COMPANY ARE HEREBY INFORMED TO MAKE NOTE OF THE FOLLOWING AND COMPLY WITH THE BELOW RULES WITH EFFECT FROM . . . , 2019:
1. As our Factory will be working in A, B & General Shifts; all the employees shall adhere to the following Working Hours:-
Shift Ė A Shift - B General Shift
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Begins - 6 a.m. Begins 2 p.m. Begins 9 a.m.
Ends - 2 p.m. Ends 10 p.m. Ends 6 p.m.
2. Every employee should record his Presence Daily in the Attendance Register as per their Duty Schedule mentioned above; immediately on arrival in the Factory and before starting of his duty; and also PUNCH IN Time (on the Punching Machine kept at the Factory/Office entrance) before Starting of the duty. OUT Time shall be Punched after Ending of the duty/While Going out of the Factory.
3. ALL THE EMPLOYEES ARE REQUESTED TO MARK THEIR DAILY PRESENCE BY PUTTING A small Initial only. Please donot put signature. Signature of some employees Stretching to otherís column; is spoiling the Register.
4.All the employees must write the SHIFT Name (A or B or G which he is doing) below his initial.
5. If the employee has to go out of the Factory during the 8 hrs. duty period, he should get OUT PASS/LEAVE CARD from his Superior, produce to Security/Time Office at the Main Gate, Record In & Out time in Punching Machine every time while Leaving & Entering the Factory to record the total hrs. worked daily in the Factory.
6. BOTH ATTENDANCE REGISTER & PUNCHING REPORTS WILL BE THE BASIS TO CERTIFY ATTENDANCE FOR SALARY AND HENCE, ALL EMPLOYEES MUST SIGN & PUNCH AS ABOVE WITHOUT FAIL.
7. EMPLOYEE MUST sign IN ATTENDANCE REGISTER only if he has worked on that day. HE SHALL NOT SIGN IF HE HAS NOT WORKED ON ANY DAY. IF his Superior has permitted him to take Holiday on any Sunday, Holiday etc, he can write S for Sunday, H for Holiday & WO for Weekly Off PROVIDED; he has not attended duty on those days.
8. EMPLOYEES SHALL NOT WRITE OR RECORD LEAVE, C-OFF, OD etc., IN THE ATTENDANCE REGISTER. EMPLOYEE SHALL PRODUCE SANCTIONED LEAVE CARD, Co-OFF APPLICATION, OD Form etc., TO HR DEPT., THEN HR DEPT. WILL RECORD THE SAME IN THE ATTENDANCE REGISTER AND REGULARISE THE ABSENCE.
9. All the Employee should regularize Absence, W/Off, Holidays, Leave, C-Off, OD etc. within 2 days of NOT SIGNING and NO COLUMN IS LEFT BLANK AS ON 30/31 OF THE MONTH. Please discuss with HR Manager; if any absence is not regularized by 30/31 failing which; it will be treated as absent & will cause deduction of Leave, Salary etc.,
10. HR Dept. is authorized to put Red Dot in Blank columns which would mean the employee has not attended duty on those days; unless he regularize it with Leave Card, Medical Certificate, C-off, OD Slip etc., as the case may be. Once Red dot is put, Employee shall not overwrite; BUT discuss with HR Manager regarding regularizing the same.
11. No correction/no representation regarding Attendance/Absence will be accepted after Attendance is Closed and given to Accounts / BANK for payment of Salary. Hence, all employees are required to discuss with HRD reg.regularising Absence to avoid deduction of Leave, Salary etc.
12. Employees; due to exigencies of work, when required to work by their Superiors; beyond duty hours,Weekly Off days, Holidays etc.,they should comply with the instructions, work and enter in the Extra Work / Co-off Register kept for the purpose and get the signature of their Superior in the Register.
13. When the employee wants to take Co-Off for the Extra work, he should enter the same in the Co-Off Register and get the Co-Off Application sanctioned by his Superior & present to the HRD before leaving the Plant.
14. No employee SHALL sign for others, SHALL NOT MAKE CORRECTION OR OVER-WRITE IN THE REGISTER. EMPLOYEE SHALL TAKE THE REGISTER ONLY FOR SIGNING AT THE SPECIFIED SHIFT TIME. HR MANAGER IS RESPONSIBLE TO VERIFY & CERTIFY ATTENDANCE FOR SALARY & HR MANAGER IS THE CUSTODIAN OF ALL H.R. REGISTERS INCLUDING ATTENDANCE REGISTER.
15. The HR Dept. has to maintain the Registers for several years for inspection of Govt.Authorities, Auditors etc., to check, verify & Certify Attendance to pay salary, Regularise Leave, Absence etc.,
Hence, All the employees are requested to cooperate to maintain & Certify the Attendance for Salary and help HR&A Dept.to keep the Registers as per Rules.
16. ANY EMPLOYEE VIOLATING ABOVE RULES WILL BE LIABLE FOR DISCIPLINARY ACTION.
17. The above Rules will come into force with effect from Ist January, 2019.
MANAGING DIRECTOR / GENERAL MANAG Ė HR & Admin.
Cc: to General ManagerĖPlant, All HODs, Notice Boards. for infn.& compliance.
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2.NATIONAL & FESTIVAL HOLIDAYS Act Ė DUSSEHRA, DIVALI - OPTIONAL HOLIDAYS:
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As the New Year (January,2019) is fast approaching and the HOLIDAYS LIST-2019 is to be filed with L.I., F.I., before end-Dec.2018, HRDept. will be busy in making HOLIDAYS LIST-2019, the following points may be considered for the benefit to the Company's P&A works.

Some Cos. declared 11 to 15 days Holidays for National & Festival Holidays in 2018 including the 5 National Holidays (COMPULSORY) as per the Karnataka Holidays (N&F) Act, 1963.
Further, the remaining days are also declared as COMPULSORY Holidays; due to which; all employees have to observe all Festival Holidays though some donot want to but; he has no option since the Co.has declared it COMPULSORY. Whereas; he has to apply for leave to observe any of the following Festivals which he/his family wants to celebrate or to go to his/family place; since Co. has not included them in the Declared Festival Holidays.
New Year Day Makara Sankranti Maha Shivarathri , Good Friday,
Ayudha Pooja, Naraka Chaturdasi , Eid Milad etc.,
Hence, you can declare 5 National Holidays COMPULSORY + some imp.Festivals like
Ugadi, Diwali, Ganesh Chaturthi etc.,
so that; the employees will have an option to take other Festivals (mentioned above) which he/his family wants to celebrate or plan to go to his place with family etc.for which; he need not apply for leave.
Adoption of OPTIONAL HOLIDAYS will help HODs to plan, deploy MP for Essential Services & grant Holidays to needy employees in a staggered manner without increasing the No.of Declared Holidays. It will also enable the employees to celebrate the Festivals he / his family wants to & thus; increase the Morale of the employees.
BENEFIT TO THE COMPANY: Some HODs face Manpower (MP) Shortages to man Essential Services during Festivals like Dusserha, Divali when 3-4 Holidays come at a time. OPTIONAL HOLIDAYS will help Continuous Working of Essential Services(like Prodn., O&M, Utility, IT,HR&A, Transport, Canteen, OHC (which require un-interrupted Works) to ensure Min.MP to man Essential Services as most emplís donít observe all Festivals at 1 time & so, when 1 set of emplís take Holiday, other set can work & vise-versa. Thus, HODs can plan min.MP for Shift duty/ maintain Essential Services by adjusting MP to suit his needs & avoid work-stoppage, OT etc. due to Holidays (without increasing Declared Holidays or violating N&F Holidays Act).
To Control, keep track of Optional Holidays, U have to adopt Leave Card System to record the Optional Holidays availed by the empls.in different Depts/Shifts, locations; and to ensure that empl. take only the Permitted No.of Optional Festival Holidays.
Karnataka Govt.released Holidays List for 2019.
HOLIDAYS LIST - 2019 is prepared with OPTIONAL HOLIDAYS. If you have not yet finalised; Pl. contact.
3. LEAVE CARD (L.C) VS. LEAVE APPN. (L.A.) FORM:
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Some Companies are still using loose Leave Appn.Form for taking of Leave instead of adopting Leave Card System. As the present Leave Appn. is loose & 100s of such Appns. comes to HR Dept., Seniors cannot Check, keep track, compile or tally with Biometric data as can be checked with Single Leave Card. In case of discrepancy; or complaint, checking of old L.A. is difficult; will delay Salary Processing etc., Since some employees will take 2-3 times leave in a month, Co. has to Print 1000s of copies of L.A. every time as against Printing of 1 Leave Card for 1 employee per year. Also; many L.A.,are zeroxed due to urgency; increasing the cost. L.C. Saves printing & zerox Cost where lot of emplís. Work.
Many HODs canít check 100s of loose L.A. due to urgent works & hence; Certify Attendance as put up by the staff.
The imp.managerial work of HRD of checking/ tallying Attendance cannot be done or is ignored since; HRD has not adopted L.C.System.(Finance Dept.can check & tally all expenses a/c.). One reason for not adopting L.C. is; many HR Mgrs/GMs.not knowing its utility for HRD.

BENEFIT OF LEAVE CARD TO THE COMPANY:
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In case of Leave Card; since there will be only one Card for every employee for one year, the L.C., moves thruí the HODs, HRD., Accts., Auditors, Sanctioning Authority-GM/MD throughout the year. It helps them to check; see the correctness of all Leaves; specially; P.L. as it is cash. This Check itself will reduce discrepancies; and lead to a qualitative change in the approach / attitude of all P&A Ofcrs to check the L.C. when it comes to them (AND EVERY LEAVE CARD MUST GO TO P&A Officers TO PERFORM THEIR MANGERIAL WORK OF VERIFICATION). It makes employees extra cautious & plan to take leave unlike in the case of Loose L.A. which only helps to take, sanction leave but none to check. As L.C. is a manually entered Card & checked by P&A, Auditors,Accts. etc., it is accepted by all as Authenticated & Seniors rely for its correctness. Hence, L.C. helps to compute Leave & make Pay Roll & F.S.work fast.
Hence, by adopting L.C.System,HRD can avoid many blames.
If you have not yet introduced L.C; to start with; u may make it as under:
1. One side of the Leave Card to apply for Leave &
2. Backside; u can print Leave Rules so that;
in one Card; u can get both the works done & u will have an effective & useful System in place for Leave Management.
1 Card for 1 Employee for 1 year.
After one year, keep LC in Per.File as Record to verify throughout their service; unlike the loose L.A. which cannot be traced after sanction of leave as L.A.is not / cannot be kept in Per.file. Empl. will know how often he is taking Leave, plan his leave. HOD can caution, Mis-use / approve on need basis.
As the CL, SL, PL of every employee will be mentioned in every Leave Card, employees; specially in Prodn., O&M, Essential Service etc., approaching HR Dept. frequently to know leave balance; can be avoided. Also; HODs time is not wasted to contact HRD to know Leave balance to sanction leave to his employees.
The existing System of applying for Leave Online, Punching, Face Reader Bio-metric etc., will continue. Only the L.A. will be replaced with L.C. for several benefits for the Co.ís P&A function.
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4. MAN POWER INDENT / REQUISITION ĖM.P.I./ R. Form
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Recruitment work starts when User Dept.(i.e., Dept.which require /indenting employees for job) sends MPIF/R.F.+JD to HR Dept. MPI is the 1st Process of Recruitment. But when some Tech.HODs; require candidates with specific Qlfcn, Exp.of different types of Machines like CNG, Steel Plant, Power, Chemical, Electronics, Soft/hardware, precision type etc.,the Indenting Form tobe designed suitably. My Single Sheet Form is designed to indent such Posts. It has many Columns for HOD to fill like Specific Exp.,Qlfcn.,Type/nature of job etc. Reason for Recruitment- Resignation, Excess work, New Machine; etc., HOD after filling & Appl.by Unit.Head, send to HR Dept., HRD to compare MP Appl. with MP Planning & Succession Planning Statements to Check Internal Candidates. If no suitable match, take MDís appl. & start Recruitment process.
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5. EXISTING CO. APPLICATION / BIO-DATA FORM not providing imp. dtls.of all emplís, Family, Dependents, Nominee, Person to Contact in Emergency to update / furnish details in Statutory Returns to F.I., L.I.,P.F.I., ESI, IT, PT., Bank, HRIS etc., Hence, many HR Mgrs.
face problems to give Per.dtls. to GM/MD, Govt.Officers etc. as the following current infn. is missing-
1. No Present Address to send Notice to X,
2. Mobile No. changed & unable to contact X
3. No Nomineeís detls.or dtls. of Person to
contact in Emergency; to Notify accident etc.
4. No Nomineeí detls. to send payment of
deceased X
5. No detls. of Marriage/Family, Children,
dependents
6. No detls.of Aadhar,Pan Card for PF, ESI,I.Tax etc.
7. No detls. of latest Addnl. Qlfcn. etc., to
review Career Growth, Spl.Increment etc.,
8. No Bank A/c.No. IFC Code No.etc.to send F.S./payment
As the above infn. have changed after joining / giving Ist Bio-Data 5-8 years ago, pl. print new Appn./Bio-data Form, make all emplís to fill & submit with supporting documents to update Statu. Returns, PF, ESI, HRIS, Per.files etc.
(My NEW BIO-DATA FORM will help U to collect all such infn. 60 Points. Some Cos. adopted them as their Co.Appn. had less than 20 points. Pl.check no. of points in ur Co.ís Appn. Form).
(As per New PF & ESI Notifications (PF Form-11 to replace earlier Form 2 & Form 13), Cos. have to collect & provide all employees personal details + their Family, dependents, Nominee + Aadhar, Pan Card, Bank A/c. dtls.etc. & to keep in Per. Files to show to Officials to get benefits to employees in critical times. Report says; out of 10+ crores PF Members, 1+ crores Members Name, DOB, initial, Father, Nominee names vary due to which, many Empl/Officers suffer to get PF Loan, Transfer, Settlement, Pension etc., Also; there is problem to get ESI Benefit; making HR Mgr works a most challenging job.
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6. ABSENCE OF RECRUITMENT ĖINTERVIEW PROCEDURES- MAN POWER INDENT, Interview Conducting, Selection, Appl. for Apptt. etc., causes problems between HR Manager, HODs & GM,MD reg. Selection, fixing Designation, Grade, Salary etc.,
My Single Format for Interview Evaluation, Selection, Appl. for Apptt., will solve all problems of Recruitment, Selection, Apptt., fixing Designation, Grade, Salary etc.,
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7. INDUCTION Process; the 1st Impression, Confidence building, sharing tool; between New Recruitees, Co., HODs & Reporting Officers do not exist. Joining, Welcoming, Introducing formalities; providing basic infn., facilities etc., to the new Recruitee are essential to create a sense of belonging / Retaining, career growth etc.,.
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8. ABSENCE OF PROPER FORMS, RULES TO PAY, REGULATE ADVANCE, LOAN, EXPENSES, OD, TA, Co-Off, PL Encashment, MB etc., affects Administration of P&A works. A uniform Policy, Forms will reduce writing works & save precious time of Officers, employees and facilitate fast working of P&A and Accounts Dept.
9. ABSENCE OF UPDATED FORM FOR PA, JD, DISCIPLINE TO ASSESS EMPLíS. PERFORMANCE to give Designation, Promotion , Increment ; can lead to Grievances, attrition, dis-satisfaction,
problems to HR Mgrs. to administer P&A works.
10. ABSENCE OF ASSET DAMAGE / BREAKAGE / INJURY REPORTING SYSTEM, Forms: Assets Registering of costly items like Laptop, Mobile, Instruments, tools, Movement Systems, Employment Injury; can result in Loss to Co., delay to claim insurance / settle payment etc.
11. RESIGNATION ACCEPTANCE, NO DUE / CLEARANCE CERTIFICATE, Relieving & Final Settlement- No proper Form / System after HOD sends Resignation Letr. to HR. No Feedback to the person, HOD etc. from HRD reg. Resignation Acceptance, No Due / Clearance Certificate , Exit Interview, F.S. etc., to regularise Separation.
12. ABSENT NOTIFICATION FORM - - A.N.F.
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Absenteeism is common in some of the Labour Intensive Cos.& it can become an issue if not dealt with promptly. HRD. is blamed for laxity.
Qtn.: When X in Prodn. Dept. absents, whether HR or Prodn. Dept. to initiate action?? HR to take Action against erring employee only when concerned HOD sends A.N.F. to him. Proper Disc.Procedures, Rules tobe followed for AOS lest; Court will nullify Termination as void. The above Form helps to Report & initiate action for Absenteeism. A Circular & ANF Form to be sent to all HODs to Monitor, Report Absenteeism & to initiate Disciplinary action.
13. WHY STANDING ORDERS (S.O.) - I.D. Act - Issues.
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A Certified STANDING ORDERS under Indus. Employment(S.O) Act; empowers the Co. to take Disc. Action against its Erring Emplís. for violating T&C in S.O. BUT; the Co. cannot punish Emplís. for acts not included in S.O. - SUPREME COURT.
Company Suspends, Terminates employees leading to Litigation, grievance; damaging Co.reputation; besides wasting Co.ís time & Money. TERMINATION WITHOUT ENQUIRY / NATURAL JUSTICE etc. IS ILLEGAL & Court can re-instate such Emplís.
S.O. Act obliges Cos.with 50+ empl.to adopt S.O. to regulate Employment conditions, Master-Servant Relation -tobe Certified by DLC & displayed for infn. & compliance by Co. & all empls.

Imp.Doís, Donítís, Duties of Emplís., Mis-conducts for which emplís. LIABLE FOR DISCI.ACTION-80 points. Imp.t&c.in Appt.Order.-for Sk.empl.-30,Suprvsrs & above-40. Pl.include Imp.acts/Conducts in S.O. & A.O.,and Follow PROCEDURES of NATURAL JUSTICE to make Coís. action LEGAL.
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Every HRMgr. must have all Imp. HR Acts, Systems, Rules, Forms to administer HR works efficiently, effectively & Professionally; as HR Mgr. is answerable to
F.I., L.I., PFI, Pension, ESI, Gratuity, PT, other Govt. Officers, Auditors, HODs, GM/MD, Employees etc., and he has to solve all employees problems; keep Records in Per. Files for future ref. DURING THE LIFE OF EMPLOYEE & CO. ITSELF.
I can provide all Updated, ready-to-use HR Systems, Rules, Forms with Vedios, ppt. etc.,& assist you to introduce & implement them.
Thanking you & awaiting to hear from you.
With Kind Regards,
C.N. Khan,HR & Mgmnt Consultant(Ex-AGM-HR&A),.
Ph: 9535470460- E-Mailid:
SANDUR / HOSPET, BENGALURU
Ex-Member, NIPM, Calcutta, Ex- Tr.Member, I.I.M., B;luru.
Languages known: Kannada, Tamil, Telugu + Hindi & English


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