Thread Started by #Soni1501

Dear All, I am in a dilemma, please help me out. My organization is a small organization with approx. 120 employees and the HR system is still developing. As the first process I have introduced the attendance system which now all employees are adhering to except the senior management team and few regional managers. Now, I have been questioned by many employees that if all employees are marking their attendance then why the Seniors are not marking and they also do not come on time. How do I handle this situation ? My query is in other organizations does the Senior management team who are in the level of General Managers or above mark their attendance like rest of the employees?
2nd February 2019 From India, Delhi
It's common in almost every units that senior management personnel's attendance is not recorded by them individually like other middle & lower level personnel by signing or punching, though some cos still follows every employee irrespective of cadres punch while entering the office. Where there are magnetic entry card or bio-metric system is in vogue the linked computers automatically records their attendance. The solution in your case is, if there are PAs to them, they shall send a monthly communication either by eMails or IOM(Inter Office Memo) to the Pay roll giving the details of concerned attendance for the month. If there are no PAs individual officials shall send their attendance by eMails, failing which the Pay roll shall design a format and circulate among such officers and obtain their data for processing & records purposes. A sound HR-Office Management shall have such a written reporting system in coordination with Pay roll.
2nd February 2019 From India, Bangalore
Thank you for your prompt response. I actually wanted to issue an email to them for marking their electronic attendance. I may be wrong but shouldn't all the polices etc be practiced by the Seniors before drilling them down to other employees? If the police themselves do not follow rules then how the public be questioned?
2nd February 2019 From India, Delhi
Ye tho hi na,
Dear Soni,
There is no hard and fast rule that Srs. shouldn't mark their attendance. I didn't mention what practice in vogue in your office. Is't signing in the attendance register kept at the entry or at the desk of office/reception or bio-metric or magnetic card. Much would depend on this systems. I'm not advocating the fact that they shouln't mark just because they are seniors. But you should also appreciate the fact that most of the seniors does't go strictly by the clock. They are supposed to work 24x31x365 unlike their subordinates. Middle/junior level staff can afford to work 9-5 routine whereas SM can't do that because they are responsible for all the requirements without limitations to office timings. They are meetings-within and outside, calls to attend, answer to customers & officials of various agencies, achieve targets and rectify pitfalls and so on. So I don't suggest you to take them to task for not signing the attendance. At the same time if they won't enforce discipline within among their subordinates, they are only held responsible for the do's and don'ts.
2nd February 2019 From India, Bangalore
Thank you for the response. I now have few answers for other junior staffs who comes up these excuses of not signing attendance register sighting Seniors name. Thank you once again
6th February 2019 From India, Delhi
Dear Soni,
You personally talk to your Sr. Management and explain them that It will be difficult for you to keep their leave records and process their salaries without proper attendance record. If you are still managing the manual attendance you can send the attendance to their desk through some office assistant to get it signed. So gradually you can develop the signing habit in them. Regarding the punctuality as Mr. Kumar has suggested it will be difficult to get them on track since they work for the late hours.
Regards,
Nandini
6th February 2019 From Pakistan, Lahore
Dear Soni,
If security persons available means ask them to mark their in/out in the separate registers. It will be helpful at the time of payroll process....
7th February 2019
Senior people need to set examples of following company rules in visible and open manner.
Biometric attendance system placed at entrance will help solve the problem.But seniors need to set examples first.
No doubt they may need to work late hours etc, but basic attendance requirements is unavoidable as record for payments.Seek their cooperation and assistance in making the system work.
7th February 2019 From India, Pune
Hi Thiyanesh & friends,
Depending on markings by security persons at the entry, in my opinion, is not a healthy practice due to following reasons-
1) Security's primary duty is to regulate entry & exit of employees as well as others 24 x 7. It's possible they could miss to take note of in/out movement of personnel when they have to concentrate on other aspects like movement of goods thru' the gate etc.
2) They are not going to be informed on a given day who will be on duty, who are on leave or on duty outside and so on.
3) It's possible for fraudulent marking if they collude with employees.
4) This arrangement may not work where large man power is involved.
7th February 2019 From India, Bangalore
It's common in almost every units that senior management personnel's attendance is not recorded by them individually like other middle & lower level personnel by signing or punching, though some cos still follows every employee irrespective of cadres punch while entering the office. Where there are magnetic entry card or bio-metric system is in vogue the linked computers automatically records their attendance. other wise u can induce payroll software ( like attendance capture direct through mobile) many soft wares available in market . it will be given more information to employees also like senior level to junior level , that 's better for u because of u can trace out location also.
8th February 2019 From India, Vijayawada
Nothing New, A Very common problem in India and almost every industry and company must have this issue.

But people like us are always there to find out the way out.

Ask top management to give exemption or support to advise everybody for punching.

With this your top mgmt will also come to know your problem and definitely decide to give exemption till certain levels. on which you can comment to other employee to reach that level and enjoy the benefit.


Regards,
S C Tiwari
Gujarat
13th February 2019 From India
If you are a HR Professional with level of Manager, Draft attendance policy and got it approved then you can email and announce the attendance policy to all staff by email and noticeboard.

If problem is not solved, public the attendance graph dept wise on noticeboard. senior managers will start take care of it to avoid their dept being exposed publicly.
14th February 2019 From Pakistan
I agree, in many of the companies, it is like that only, for those who are in senior management and not marking their attendance, simply payroll division shall continue to mark their absence and deduct their days of absence. surely from the next time onwards, they will make a practice next time to punch their attendance so that their salary gets updated correctly.
14th February 2019 From India, Delhi
Its very critical to say that start deduct their days of absence. Seniors are very surely not going to accept it. They always follow this attitude to bypass the attendance rules, but want to follow the attendance rules by the juniors. Its very common that seniors come any time in the office because most of the times they work beyond fix span of time.
16th February 2019 From India, Delhi
Dear friend
I would like to suggest here the speak with the higher authority i.e. hod , directors etc... and convey them there is lack of system and policies internet the company which may having loss to the company in terms of the excess salaries paying because of no proper attendance record. Thereafter take a permission from them to prepare attendance & leaves policy and apply it through them only.

This will help the control to seniors at some extend then slowly you can take charge of payroll process which route the higher authority

Regards
Nilesh Kadam
Yesterday From India, Mumbai
Dear Soni,

Outsource your leave and attendance management system to a trusted third-party HR outsourcing vendor can help out. Draft a email saying, Hereafter, All our employees payroll, leave and attendance management and some other HR functions has been taken care by the third-party vendor. (you can draft it detail) and send to all your employees includes senior and juniors. Third-party vendor can have direct contact with your bosses in terms of management and accounting and other stuffs. By this way you can avoid the internal conflicts. So everybody is connected with third-party vendor loop. You don't need to handle all this internal mismanagement. Also, being a small business, the company should focus on their core competencies not with this highly detailed, complex payroll and leave management system. Let's the HR outsourcing company can take care.

Best,

TalentPro India HR Pvt Ltd
https://www.talentproindia.com/
Today From India, Chennai
Hi Soni,
If you are in a Sr.cadre and could have direct access to Top management like HR-Head, Directors etc. you should discuss with them raising these issues and seek their guidance. If you do anything on your own it might harm you. Without any consent of your superiors don't try to take forward sensitive issues on your own.
Today From India, Bangalore
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