Managing No-Show Cab Rides: How Do You Handle Unplanned Leave Notifications?

Hi everyone! I manage both Admin and HR in my company, so I have a question that is not directly related to HR. What system do you follow for employees to update their unplanned leaves to the transport team? Many times, there is a complete no-show by all employees in a cab, and we end up paying for the trip. Any system or policies around this would be of great help.

Managing Uninformed Leave

Uninformed leave affects not only your transport arrangements but can also disrupt your entire operations. In some cases, employees inform their department of their non-availability on a particular day but fail to notify the administrative officer. If this is the situation, send a circular stating that any leave taken by employees who use the company's transportation facilities should be communicated to the administrative officer or transport officer. This will allow you to plan your trip or cab arrangements accordingly.

Hi Swetha, since you are handling both HR and Admin, it would be better to issue a circular to all Department Heads or Managers requesting them to send the list of employees on leave each day. This will help in planning vehicles for transportation and needs to be made mandatory, explaining the difficulties and costs involved, especially considering there is no specific transport policy in place. The only action that can be taken is to send emails to all departments or sectors to provide the necessary details.

Thanks

Dear Shwetha,

When an employee who avails of the company transport facility takes sudden leave, he/she is expected to inform the transport department. Because of the lack of communication by the concerned employee, if the company incurs losses due to the empty trip, then the cost of the trip must be recovered from the employee.

The reasons for an employee taking leave are one thing, and passing on information to the relevant department is another. A person with common sense should understand that an unnecessary visit to the home is a waste of time and money. However, if some individuals do not grasp this concept, they need to bear the consequences of their actions.

Issuing a Circular

The previous two members have suggested issuing a circular. Additionally, it is recommended to include a warning for employees that if they take sudden leave, they must notify the transport department __ hours/minutes before the cab's expected arrival time at their doorstep. Failure to do so will result in a debit note being raised against such employees to recover the unit cost per trip.

Framework for Using Company Facilities

A company may provide facilities to the employees, but these facilities must be used within a defined framework. The company administration must demonstrate assertiveness in dealing with those who violate this framework. Failure to take action could be perceived as indulging employees, and the cost of such indulgence is always significant.

Thanks,

Dinesh Divekar