How Should We Handle Attendance and Pay for Employees with Uninformed Absences?

Hello, everyone, I need to know how I should mark attendance in the following scenarios, which are frequently occurring in our organization.

Scenario 1: If an employee is not informed and is absent before and after their rest day.

Scenario 2: An employee didn't inform us about taking a day off.

Scenario 3: Employees living without family went home without informing.

Additionally, I would like to know if there is any obligation for the company to pay a salary to a person who engages with the company and works only 3-4 days or a maximum of a week. Kindly help me clarify these scenarios. I would appreciate your input.

Attendance and Payroll Obligations for Short-Term & Absentee Employees

1. Payroll Obligation for Employees Working 3-4 Days or a Maximum of a Week
If the Employee is on Payroll (Permanent/Fixed-Term)
If the person has a valid appointment letter and has formally joined the company, they must be paid for the days they have worked.
If they fail to meet the minimum working days requirement as per company policy, they may not be eligible for full salary but should be paid on a pro-rata basis.
If they leave without completing notice or without resignation, HR can mark them as absconding, affecting full & final settlement.

If the Employee is on a Contract/Freelance/Probation
Payment should be based on the agreed terms in the contract.
If no contract states a minimum duration, payment should still be made for days worked.
If the Employee Leaves Without Notice
If the employee is considered "absconding" as per company policy, HR can deduct salary or process it according to company policy.

2. Attendance Marking for Different Scenarios
Scenario 1: Employee is absent before and after their rest day without informing
HR can mark these days as LOP (Loss of Pay) unless the leave is regularized with a valid reason.
If the absence extends for a few days without intimation, it can be treated as unauthorized leave, leading to disciplinary action.

Scenario 2: Employee takes a day off without prior information
As per company leave policy, a single day of uninformed leave can be marked as LOP or Uninformed Leave.
Repeated occurrences should be documented and addressed in a formal warning.

Scenario 3: Employees (who live without family) leave for their home without informing
Such cases should be treated as unauthorized absenteeism.
If they remain absent beyond a set threshold (e.g., 3-5 days as per company policy), they can be considered as absconding, leading to termination.
If they return and request leave adjustment, the manager can decide based on company policy.

Best Practices for Managing Attendance & Short-Term Work
✔ Clear Communication: Implement a strict leave policy stating the requirement for prior intimation.
✔ Automated Attendance Tracking: Use biometric/swipe-based systems for real-time tracking.
✔ Define Absconding Policy: Set a limit (e.g., 3-5 days of unnotified absence) before marking an employee as absconding.
✔ Payroll Policy Transparency: Clarify payment terms for those who leave within a week.

Salary Payment and Notice Adjustment

You are required to pay a salary for the period worked. However, you can adjust notice pay in cases where the person left without adequate notice. If your probation rule includes termination or leave without notice, then there will be nothing to adjust.

Eligibility for Paid Weekly Off

For the other part, where a person is absent before and after the weekly off, they will not be eligible for paid weekly off. In fact, all the laws provide paid weekly off only in cases where the person has worked for six continuous days.