Adjusting Unused Gate Pass Hours: Can We Convert Them to Salary or Leave?

Sir,

In the small and medium-sized organization, we allow gate passes/short leave to employees generally for 2 hours in a month, and the same is being carried out in our organization. Now, some of the employees who do not use this facility are asking for these hours to be adjusted in their salary/leave. Can we do it? Please advise.

Thanks,
Rahul Sethi

Hi Rahul,

It is a very crucial area and is generally related to the Factory.

Let's go one by one:

Short leave: It can be given twice (generally) in a month. It is a facility that can be utilized in urgency by the staff. However, it cannot be claimed in terms of some other way like money, leave, or salary. Please note that for short leave, the concerned staff has to take permission from their authority. It may not be allowed due to urgency in production or administrative reasons. So, it can be availed on humble terms.

If you have continuous overtime in your production sections and you give Overtime Bonus (depends on the number of production hours in a week, e.g., 51 hours, 54 hours, or 60 hours), because of short leave, the person will have to lose the Overtime Bonus but not the Overtime.

Inference: This is a facility and it cannot be claimed.

Gate Pass: It is given in unusual circumstances to the employee if the request is made. However, there will be a deduction in salary for the number of hours the employee was out. Again, it depends on the authority to give this or not.

Inference: It is a facility and cannot be claimed.

Regards,

Tikam

Dear Rahul,

It's a big NO. I will give you a small example. Suppose we have 10 CLs per year and somehow we could not avail all the CLs. Are we going to pay the employee for the unavailed CLs? The gate pass system in your organization is a facility that has been extended to the employees, and the employees should know that it is not a matter of right. It just cannot be adjusted against the salary or leave.

Regards,
Byomjeet Mishra

Rahul,

This is quite clear that the practice of allowing people with a short leave of 2 hrs cannot be accumulated or encashed for those who have not availed it. Hence, the conclusion one might draw is that you don't have to do anything or simply ignore the request.

Somehow, I do not see the problem being settled by simply rejecting an undesirable demand. This indicates that there are some who are enjoying this facility while others are not. Maybe they don't need it.

But the point is people do compare themselves with others and bring up such unwanted grievances.

Therefore, in order to be fair and equitable, you have the following options:

Completely withdraw this facility and ask people to use short leave (2-4 hours) to be taken as 1/2 day CL instead. If someone takes 3 times, adjust his one CL.

You could also put a ceiling on the maximum number of short leaves in a year, which would go against an individual's punctuality and be recorded in the Appraisal.

You could also think of institutionalizing an attendance award at the year-end for those who have never availed this Short Leave and are otherwise punctual.

You could also publicize the names of habitual short leave takers on the Notice Board every month; this will put some moral pressure and it will come down.

Hope, this should help.

Regards,

Sateesh

I want a sample copy of a main gate entrance pass. For example, during working hours, employees go outside and then come back inside. Therefore, we need a gate pass.

I want a format of the gate pass for employees leaving during working hours or for visitors during office hours. I would appreciate it if you could provide me with a format that I can implement in my organization.

Dear All,

I want to issue a circular to the staff regarding outgoing procedures from the office/factory. Without obtaining a pass, nobody can go outside. Kindly assist.

Thank you.