Partner - Risk Management
General Manager-hr & Admin
Sneha Joshi
Hr Manager
Jaya Bhatia
Manager Hr & Admin
+3 Others

Hello Every one,
I am Manasa working in an IT company recently joined as a HR .
I have an issue regarding an employee who comes late every day and leave early . our organisation has flexible timings as people often work late nights .
People can manage their time even though they come late to office further they extend the time in the evening . If it is once or twice is acceptable . but it is happening frequently .
Can we address the issue , if yes please suggest .
Thank you .
19th July 2016 From India, Hyderabad
Hi Manasa,
Please refer to your Company's HR policy of Employee Hand Book, wherein all details is specified accordingly.
You can suggest your management that late coming for 5-10 minutes for once are twice is ok, in case it is three times, you can deduct one salary as LOP is it is 6 times then its 2 days and so on. Implement this policy then people will fall in line. There could be an argument about working late hours, you need to explain them they have complete the given task the same day within the given time, or any reason they are not able to complete the given day ot day task they have to contribute extra working hours to complete he same.
Hope you understood.
19th July 2016 From India, Bangalore
Hello Reghunath
even i am facing this issue late coming by employee. pls clarify if an employee comes 5 to 10 minutes late 3 time in month deducting her/his one day salary is it fair practice as per labour law
20th July 2016 From India, Gurgaon
If you have flexi timing, how can you penalise someone for coming late.
Instead check whether the person has worked the entire 8 hour shift each day (flexi time generally requires all employees to put in the total shift hours irrespective of what time they come in)
Further, check with their managers whether they are delivering the required work. If not, then you need to take approval of the management and issue warning letters taking both factors in to consideration
20th July 2016 From India, Mumbai
Discipline starts with the attendance register.Despite of flexible timing, we should encourage staffs to come in time.We can develop permission slip which late comers need to get approved from their reporting authority for every late days.After 3-4 late days it will check automatically by themselves. I have implemented this and received positive result also.
Jitendra Das
20th July 2016 From India, Bhubaneswar
Frame a policy for short hrs,every second short leave will be deducted from earned leave.There should be relaxation of on 15min for coming late.If there is a shortfall in working hrs,shall be deducted from EL.
20th July 2016 From India, New Delhi
Dear All, my query is... on late coming deducting the employee half or full day salary or from EL or CL is it fair practice as per labour laws guidelines as to penalise the employee
21st July 2016 From India, Gurgaon
Your question is not very clear. If you are deducting half or full days salary every time an employee is a few minutes late for work, it is definitely not a fair labour practice. However, deducting half day for coming late beyond a particular time is acceptable. It originally stemmed from the factory gates being locked after half hour and worker being denied entry till lunch time.
Deducting full day is meaningless. The worker will then simply go home instead of reporting to work. Which hardly helps the employer.
The practice of deducting half day salary for being late more than 3 days in a month is a generally acceptable policy at offices.
In any case, the rules need to be in the standing orders and clearly communicated to the employees in advance
22nd July 2016 From India, Mumbai
Hi every one,

I took an option to frame a policy , the rules are as follows

We observed team members often work with clients , the other day working hours get managed .

Please note that who work with clients after business hours are the only ones can take this Flexi timing .

Team members who are on onboard/Training requested to follow the punctual time(10.00AM to 7.00 PM). No flexible timings are for trainees

Well, Team members who work for general shifts are strict to adhere the timing , (starts with 10.00AM to 7.00PM usually), if there is a client service then we are expected to be in the office .

No Flexi timing for this team members , please do not follow an excuse that you have managed 8 hours a day . Since punctuality tells about the quality of work .understand.

It is understandable that you get 5-10 minutes late and that is ok , please donít make a habit reaching office too late .

Now ,

If this becomes habit , then half day Salary will be deducted for the once who crosses 6 times per month

Team members who reach office at 11.00 am instead of being in the office at 10.00AM Half day salary will be deducted for every instant lateness .

Working late: Finally , schedule the given tasks on time , complete it .

Any reason they have not completed , you have to contribute extra hours to complete the same .

Be on time , Be productive.

This is the mail I made as draft , If any modifications yet to be done , Please suggest .

Thank you for your time

Good day

22nd July 2016 From India, Hyderabad
Hi Mansa,
You have 2 options:
Option 1:
Define a policy to finish 45 hours a week and if any employee unable to finish these hours then as per the hours salary will get cut.
Option 2:
Define 3-4 shifts and give them 30 mins grace period and then too if they come late then make a policy to allow 2 times late in a month for 3rd time their salary will get cut by 0.5 day.
You can add one more thing for instance:
"A" came late 4 times a month and request hr to not to cut salary then you can regularize attendance and if TL approves then there will be no deduction and if TL doesnt approve late comings then pay cut is the option that you need to do.
22nd July 2016 From India, Pune
Your policy and approach seem correct and fair. However you will need to write it in a manner that is easy to understand (which part applies to whom), clear and unambiguous (people know what exactly they are eligible for)
So you probably need to take the help of a senior in the organisation to re word the policy
One point - half day for 6 late days can, if you wish, be made to half day for every 3 days later in a month. Impact on punctuality will be more
23rd July 2016 From India, Mumbai
One can introduce a scale of late by 10 or 30 min. Any late between 1 to 10 min means the same has to be approved by a superior officer. Max permissible late within 10 min can be set two in a month. Beyond 2, deduct salary for 30 minutes each.
For 11 to 30 min late, first time deduct salary for 1 hours, second late, salary deduction for 2 hours and so on.
Late arrivals will come down.
There are different practices followed by different org. Never give time allowance selectively irrespective of distances, location and mode of transport used by employees.
23rd July 2016 From India, Karol Bagh
There is a need to clearly define and display policy on late arr and early dep. Late arr and early dep may be permitted for 15 minutes each on two occasions in a month. There after any one coming late should be marked at late by 30 minutes. similarly, 30 minutes late be marked as 1 hour late and one hour late means half day. One loses pay for one day. This is an effective method to control late arr and ealy dep. Other method is total up the time lost and penalize in terms of pay every month by subtracting 30 minutes permitted. I applied this rule into my org and it worked very well.
7th March 2018 From India, Karol Bagh
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