How Should I Handle Comp Off Records When Employees Refuse to Submit Leave Forms?

One of the employees was absent, so I asked her to give me a leave form. Upon that, she came to me and requested to adjust her leave against comp off. I agreed to adjust the leave against the comp off, but I also asked her to provide the leave form for my records.

As per our records, she has 3 comp offs and 16 leaves. However, she denied giving me the leave form, stating that she shouldn't provide it when it is against a comp off.

Guidance on Maintaining Compensatory Off Records

Please advise on how I should maintain the Compensatory Off record. I kindly request that you provide your email address in your response as I am unsure of how to reply to the received post.

Regards,
Sujata

Could you please make a small change in the leave form? Please include options for both compensatory off and leave. This way, employees will have the chance to select either one. By doing this, we can easily maintain the records. When it is compensatory off, please ensure to file it separately. This is how we manage it in our organization.

We can also maintain a Comp Off Register for our records so that when an employee applies to avail the said time off, it will be easy to verify. Please suggest if I am wrong.

Thanks,
Kanishk

Yes, you can maintain a separate register for comp time off. Generally, there will be a time limit for using that comp time off in our organization. We can avail it within 15 days, or it will be considered lapsed. The purpose of keeping this record is to have information about their comp time off.

I agree with Vasavi S. We need not maintain records for comp offs; we can add an option in the leave form to indicate whether it is a comp off or regular leave. That's it. Please suggest if I am wrong.

Regards,
Lakshmi @ KN

If someone is availing comp time off, then for record-keeping purposes, one simple thing you can do is add a column on the leave form where employees are supposed to mention the type of leave, such as Comp Time Off/PL, etc. There is no legal provision for this, but whether it's comp time off or regular leave, employees are supposed to submit a leave application. This way, we can maintain their leave records properly.

Thank you.

Please advise her to submit an application to adjust the time off against the leave approved by her senior.

Thank you.

Just ask her to submit a leave form so you can adjust her compensatory-off against the leave. If she refuses, mark her as absent. Do not process her salary for that day. Keep your senior in the loop.

Importance of Clear Communication in HR

As an HR professional, it is essential to ensure clear communication and understanding.

Thank you.

Regards

Having a separate file for comp off is required to avoid any future conflicts. Sometimes, employees forget the dates they applied for and end up submitting applications for dates they have already taken off. Keeping records will help us verify the dates, and those applications can be removed after a certain specified time. They should be used within the specified time frame; otherwise, they should be considered lapsed. If there is no such rule in place, there will be chances of employees reapplying for the same dates. If I am wrong, please suggest corrections.

Introducing a Separate Form for Compensatory-Off (C-Off)

A separate form for Compensatory-Off (C-Off) can be introduced. Please find the format below.

Regards,
Sanjay Debnath

I am not sure if the leave management system in your office is automated or not. If it is a manual system, what is the process followed in leave approval?

This method might help you to resolve such issues:

• Implement a policy for compensatory off.

○ Define the validity of Comp-off.

○ Define the duration of work hours for claiming comp-off.

○ Create a form for comp-off approval.

○ Create a form for comp-off leave application.

• Communicate the policy and help employees to identify themselves with it. Do not impose it on them.

• Ensure strict policy adherence (irrespective of the members and their powers, across the hierarchy).

Note that the definition of leave says that it is an "authorized absence" to duty. Allowing employees to go on leave without approval and relevant documentation is not accepted. Leaves should always be approved by the employer. Considering the practicability and employer's convenience, the approving authority should be defined in writing, or in case of the employer's absence, that role can be assumed by senior members. Preferably, the immediate RA is the right person to approve leaves. Approved leave applications should flow to the HR Department for further processing.

In the scenario you are facing:

The employee should submit a leave form with an approval signature from the RA/HOD. Chances of getting hooked during labor audits are more in case of non-adherence to the leave policy. So ensure to have proper documentation.

Hope the inputs helped you!

Thanks

Hi Sujata,

Whether it's a comp day off or any other type of leave, the record must be maintained in the database along with the employee's declaration. Please ask her to provide the necessary information. If you are willing to consider her leave as a comp day off, then why is she submitting her declaration?

Regards,
Santosh

Besides the suggestions given by our friends here, I wish to add the following:

1. Mention the procedure for availing Compensatory Off in an Employee Handbook to be provided to every new employee at the time of joining. This would avoid any controversy.

2. In the case you have mentioned, a more serious issue is involved than just Compensatory Off. The attitude of defiance by the employee needs to be addressed since it is a matter of bad attitude. It should serve as a warning signal. A mild reprimand is advisable if it is a first incident. However, if the said employee is guilty of frequent defiance, he/she should be served a warning letter.

Regards,
R. S. Patwardhan

It is a good practice to have comp time off (comp time) applied for and approved in advance. This will help you ensure that the work schedule is not hampered.

Thanks,
Robin

[QUOTE=kumar1988santosh;1983860] Hi Sujata, Whether it's a comp day off or any other type of leave, the record must be maintained in the database along with the employee's declaration. Please ask her to provide the necessary documentation. If you are willing to consider her leave as a comp day off, then there is no reason for not submitting the declaration. Create a proper leave form that includes details about the comp day off as well. Regards, Santosh

Understanding Comp Off vs. Leave

Can anyone differentiate between Comp Off and leave? Does Comp Off carry any legal implications? I presume leave to be an entitlement while Off is a privilege. Kindly correct me if I'm wrong.

Thanks,
Bijay

The proforma uploaded by Mr. Sanjay Deonath is useful. However, a separate register for maintaining a record of compensatory time is also necessary to control the account.

Permission for Extra Work on Weekly Holidays

As per the system, he/she must take prior permission for extra work on a weekly holiday, or management must request working on the weekly off-day in written format.

Availing Compensatory Holidays

When availing a compensatory holiday, he/she must apply for the same to avoid inconvenience at work. Alternatively, management must request to avail compensatory time off (C/O) as per the act; otherwise, it will lapse.

Whether it's a comp day off or any other type of leave, the record must be maintained in the database along with the employee's declaration. Please ask her to provide the necessary information. If you are willing to consider her leave as a comp day off, then what is the reason for not submitting the declaration?

Regards,
Santosh

Dear HR friends, I hope you are familiar with the Leave Policy in your organization. If your organization has a Leave Policy, please refer to the Compensatory Off (C.Off) policy, as it may vary from one organization to another. If your policy does not include information about C.Off, you should consider making a change with the approval of management and act accordingly.

If I am mistaken, please advise me accordingly.

Regards, Kumara

[Email Removed For Privacy Reasons]

Employee Leave Application Requirement

The employee is supposed to either apply for leave or inform the company before taking it. If the employee fails to submit an application or provide notification for approval, they will be treated as being absent without authorization, leading to consequences. To rectify the situation, a pay cut may be imposed since the lack of information could result in the individual being marked as 'Absent' from work. The employer hired the individual to work and not to be absent. This behavior is considered a violation of the employment contract. The employee is not fulfilling their obligation by not submitting the required application.

You are right; you should insist on the leave form. Whether it's a leave or comes later upon acceptance of it, without a leave application and prior approval, it can be treated as LOP as there is no intimation. After acceptance of leave by the superior/head of the department, only then can it be considered as comp or leave. No intimation - it's LOP.

Regards,
Altapisum

Understanding Compensatory Off (Com Off)

I hope you are doing fine. Regarding Compensatory Off (Com Off), it is very simple. The person/employee who worked more days or more time will be able to claim compensatory off. They will need to submit their records showing the additional days or time worked, against which they can claim the compensatory off at a later stage.

The form should be filled out by the concerned employee and approved by their reporting authority. This information should then be entered into the computer or a register/page designated for each employee. When the same employee needs to take compensatory off, they should submit a specific Compensatory Leave application, not a general leave application. The HR department will then deduct the compensatory off from the employee's record.

Therefore, ask the employee to provide a written request stating the need for compensatory off from their credit. This process becomes much simpler when you explain to the employee that it is necessary to maintain accurate records for clarity.

Wishing you all the best.

Regards,
Venky
[Email Removed For Privacy Reasons]

After all the suggestions provided by the members here, I further want to add that you just need to send an email to this employee, with a Cc to her immediate boss/supervisor, stating that you can't accept her request verbally to adjust this leave; she must apply for this either via a hard copy of the application form or by email.

Professional Conduct and Rule Adherence

Secondly, you must agree to terms that are not in your hands. As a professional working under your seniors in a department, you are bound to obey the rules laid down by the Organization/Company. You are not supposed to say yes to her or accept her verbal request for leave adjustment. Be professional; otherwise, these minor issues can also cause trouble for you in the future.

Updating Leave Policies

Lastly, make the necessary changes in the Leave Application Form if you are authorized; if not, discuss with your senior regarding the changes needed in your Leave Policy for further correspondence of this nature to prevent the issues you are currently facing.

Yes, you can maintain a leave form with both the columns - Leave and Comp off.

Regards,
Mathew

Compensatory Time Off Adjustment Inquiry

If an employee works 4 hours more than their normal working hours (8 hours) and then takes a half-day leave to apply for adjustment (compensatory time off), what should be the next steps? I am facing several problems like this.

What I want to know is if it is okay to adjust for half-day compensatory time off.

Thanks,

Kanishk

Dear all,

Types of Leave Forms

We have created two types of leave forms - one is a leave application form, and the other is a C/OFF form.

Process for C/OFF

1. The employee will fill out both forms.
2. The employee will obtain their HOD's signature on both forms.
3. The C/OFF form will be signed and stamped by the security officer.
4. Then, he/she will be able to enjoy the C/OFF.

Regards,
Manoj

Yes, I agree that instead of maintaining a separate record for comp off, just add a column in leave for comp off. It's a very simple and easy method to maintain the record of employees.

Regards,
Jaishree

Yes, it's okay, Kanishk. Why are you getting worried about this? According to me, I don't think you can do anything for this. What you can do is only maintain records. If you really want to take any action against taking leave, you can advise your senior to take action and explain to them that the issue is increasing day by day. Then it's their responsibility to take the next step.

If anything you find rude, sorry.

Thanks & Regards,
Jaishree

Dear, thanks for your valuable advice. It's not my worry; it's only confusion. People used to work 4 hours more and then apply for comp off. That's the reason.

Regards,
Kanishk

Essentials of Compensatory Off (C/OFF)

1) First of all, C/OFF (Credit) is the result of an essential worker/staff having to work extra hours, as duly requested by the authorized official concerned.

2) The utilization of C/OFF is initially at the discretion of the authorized person concerned, and it can be availed of as and when the days become easier.

3) When the employee applies for the utilization of earned C/OFF, approval must be granted by the same authorized person.

4) Upon approval on paper, it should be recorded in an appropriate register to offset the C/OFF credit. The form and register can be designed as conveniently as possible for HR, but these four steps must be followed to avoid any complications.

If no form is preferred, simply ask the employee to send a handwritten note or an email to the Head of Department stating the intention, with HR cc'd, to maintain the record.

Regards,
Kumar.S.

Yes, it depends on the industry. In a service industry, when government holidays and public holidays are declared, you may need to have your employees work. When they are working, there should be a separate register to be maintained. Sometimes, as per government regulations, that time should be availed within one month, or necessary monetary compensation needs to be given.

Hope it's clear.

Regards,
Kesav Koundinya

Gena Ram Choudhary has hit the nail right on its head. Compensatory time off or any type of leave should be properly recorded. After all, a company is not an individual's private property, and oral understandings will not suffice. Otherwise, employees may continue to claim compensatory time off for the same date repeatedly, whether intentionally or innocently. Deduct the salary unless the employee submits an approved application.

Dear friend, please find attached a format which you can use, either as it is or with modifications to align with your specific requirements.

Regards, Kumar.s.

Kindly call her that until she gives you something in writing, as you may not be in a position to adjust the Compensatory Off. This is mainly because when you adjust her Compensatory Off, you do not have any record on your hand except her oral information, which could create problems in the future. She may claim after 6 months that she did not inform you at all, and you adjusted her Compensatory Off. There are chances that similar things could happen in the future if there is no record.

Compensatory Off Application

So, ask her to submit a Compensatory Off application (not a Leave Application) to adjust her leave. If you do not have a Compensatory Off application, just make a small change in the format of the normal leave application form, i.e., print on top as "COMPENSATORY OFF REQUEST". Please follow this, and I am certain you will not face trouble in the future.

Best regards,
Venk@t

P.S. All the best, Sujata... (Normally all Sujathas will add an 'h' after 't', but why not you?)

Just make a little change in your leave format and add a separate column for C. off. The column should contain the date of extra work done or any holiday for which he/she has come, followed by the date of C. off to be availed. This will make it easier for both the employee and HR. The only fear of not applying for C. off on leave is that the employee is under the impression that if he/she applies on the leave format, it will be considered from their casual or other leaves. Therefore, make them understand easily without any complications, and you will get your query sorted easily.

Regards.

You can also maintain a movement register (name-time in-sign-time out-sign) along with the muster roll so that it would be easy to monitor the employees' movement. It will also help us in checking the compensatory offs (c.offs). If an employee applies for a c.off, we will check on which date he worked and will remove that date from his accumulated c.offs.

Dear Kabiraj,

Use these formats - Leave Register/Record and Leave Application. This is designed to suit all types of leave. However, it is advisable to maintain a separate record for "Compensatory Off" as this leave does not form part of Regular Leave as per the Law.

Regards,
Kumar S.