How to manage in-out timing when an employee goes out of the factory between working hours for personal work?

How to manage in-out timing when an employee goes out of the factory between working hours for personal work?

To effectively manage in-out timing when an employee leaves the factory during working hours for personal reasons, it is important to have clear policies and procedures in place. Communication is key in such situations to ensure transparency and accountability.

One approach could be to require employees to inform their immediate supervisor or HR department in advance if they need to leave the premises during working hours. This can help in tracking and managing employee attendance and ensuring that work responsibilities are covered in their absence.

Additionally, it is essential to establish guidelines on how such time off will be recorded - whether it will be deducted from their leave balance, considered as unpaid time, or if they are required to make up for the lost hours.

By setting clear expectations and guidelines, both the employee and the employer can effectively manage in-out timing for personal reasons while maintaining productivity and operational efficiency.

When he leaves the factory, it should be recorded, and when he returns, it should be recorded again. Was he going with approval? In most companies, there would be gate passes issued for temporary exits. In the absence of electronic records, they could be used to know how much of his time during work was spent outside on personal work.

If you have electronic access records, and if such cases are large and regular, then you could consider a specific biometric machine being kept aside for those wanting to come and go during office hours (with approval), and those in-out time stamps could be used to compute deductions from salary for absence.

Dear Gauravkrishna,

As I see from your name description, you are a student. There are several models to control the out and in timings, but that is subject to the Short Leave Policy of a company. The Short Leave Policy stipulates how much short leave is permissible in a month/quarter or year. Subject to entitlement to Short Leave and balance at credit, an employee can avail short leave. Generally, short leave is not granted during factory hours except in the case of an emergency. Every short leave has to be sanctioned by the Controlling Officer of the concerned employee or as prescribed in the Short Leave Policy. A register is kept with each Controlling Officer or Leave Record Maintaining Section for recording such short leave. A gate pass is also issued for going out that is to be given to the Security Guard at the gate of the factory. In case of a biometric machine system, the system of manual entry into the register and gate pass will continue along with the machine entry on an additional machine.

With good wishes, Chandramani Lal Srivastava Master Consultant 9315516083 srivastavacmlal@gmail.com New Delhi/03.07.2022/11:05 pm

Dear Gauravkrishna,

Absence Without Leave

I. Definition

Any absence during normal working hours which is not covered by an approved Leave Request, including any leave over the period specified by an approved Leave Request, or which is not authorized by a special and specific ruling by competent Company authority is considered Absence Without Leave (AWOL).

II. Record of AWOL

For HR to review the employee's attendance records, any AWOL should be identified by the Payroll Unit in the HR Dept. The HR Department will verify the AWOL by discussing it with the employee's supervisor, and the employee if necessary. The AWOL will be recorded in the employee's leave record. For exempt personnel who do not use Time Cards, AWOL must be reported by the employee's supervisor to the higher authority and the HR Department for similar record and action if necessary.

III. Excessive AWOL

Excessive AWOL will result in disciplinary action or termination. AWOL may not exceed 3 consecutive working days at one time or not exceed 6 working days in one month. The employee will be legally terminated.

IV. Performance

The record of AWOL is considered during the annual performance review or merit increase.

Best regards,
John Chiang