Answer Posted / srinivas rao
USHODAYA ENTERPRISES PVT.LTD
TIME OFFICE MANAGEMENT
1. Administration of attendance & punching
a) Punching System – Relevance & procedure of making
attendance
According to the shift hours every employee need to punch
with their identity card at punch machine at entrance of
the office of concern employee office.
b) Making various other aspects in the attendance
register:
Before 2005 there are various aspects are to be followed in
attendance register, after lunching the punch machine in
Time office every employee punch with their identity card,
it was automatically registered with the time office
regarding the attendance.
c) Forget to punch – procedure to be adopted:
If in case any employee forget to punch at the time he
attending to the work place he need to report to the time
office if he was kept the leave for half day. If didn’t put
half day as leave he need to write a latter and sign with
their Departmental Head and that was submitted to the time
office in prescribed form.
d) Late attendance and the procedure to be followed:
If an employee attended late to the office (or) work place
he need to write a letter regarding the cause for late
coming and that was must be sign by the concerned
departmental Head and that letter must be submitted in the
Time office.
e) Other Reports:
Punches: Every employee must punch with their card punch
machine and that was automatically saved at time office
punches and was later administrated by the time office
management.
Absenteeism: In case of absenteeism that was saved in the
attendance of the particular employee attendance and that
can be adjusted with leaves what he is having ,otherwise,
that can be calculated and cut from the salary of the
employee at the end of the month. If the employee
continuously absent to the office that was identified by
the time office Manager and that can be reported to the
employee, Head of the department and Manager HR.
Late coming: If an employee comes late to the office
regularly, time office manager send a list of absentees to
the concerned Head of the department and one copy to the
Manager HR. If in case of one day or two days the length of
the time he can absenteeism to the office and that can
calculated and that was cut from the employee salary at the
end of the month. Half an hour above time beyond the
actual time shall be considered as late coming.
Early out: In case of early out from the office before
completion of the shift time, he must be reported to the
time office and need to put half day as a leave. Otherwise
that can be considered as absent and that was deducted from
the salary of the employee.
Weekly off: Generally Sunday considered as weekly off to
the employees. For every employee can avail one day as a
weekly off. That can be not considered as absenteeism. And
for different categories of employees weekly off is given
differently according the prescribed schedule.
Mandays/Manhours: According the organization policy and AP
shops and establishment Act 1988, for every employee weekly
6 days are considered as Man days. Which means the number
of days he attended to the office, and every employee must
do 8 and half hours according to the company policy.
Over Time / Extra hours: For technical employee if they
work for 2 more hours apart form the regular working hours
is considered as over time and eligible for payment of OT.
For non-technical employee if they work for 4 hours more
apart form the regular working hours is considered as over
time and he is eligible for C-OFF.
2. Absenteeism, Turnover and Late coming:
a) company policy and procedure:
 According to the company policy absenteeism means
an employee not attending for the work place according the
schedule time period.
 According to the company policy turnover means the
person left from the office by giving resign, he must be
intimate to the concern department Head and Hr Manager by
write a letter by prescribing the causes before one month
from the date of relieving from service.
 According to the company policy late coming means
the person didn’t attended to the work place according the
prescribed time period.
 According to the company policy if an employee
absent more then 5 days in a month, then time office
management give advice to him, and if is continuously
absent after given the advice then Hr department will issue
a charge sheet.
 In case of late coming to the office half an hour
will be considered in 2 times in a month. If more then 2
times then it can be treated as absent and that will be
deducted from the salary of the particular employee.
b) Calculation and extent:
Absenteeism (weekly) = Total number of
employee absent in a week/Total number of employees *100
Turnover= Total number of employees resigned
in a year/ Total number of employees *100
c) Causes, effects and measures to tackle them:
Causes: There are various causes which the employees absent
to the services such as personal, financial, educational
growth, which causes the employees absent, late coming and
turnover from the service.
Effects: If the employees coming late to the office then it
causes to the work reschedule and delay in work and loss of
desired production. If an employee turnover from the
services then it causes for the company loss the skilled
employee and the company needs to replace the position with
suitable person which leads to recruitment cost and other
losses.
Measure to tackle: company formulated various policies to
tackle absenteeism, late coming and turnover of employees.
 Formulate the bond for certain categories of
employees.
 Approach with individual employees and diagnosis
their problems.
 Provide certain other benefits for employee welfare.
3. Leave and Holiday administration
Leaves: According the company policy there are various
leaves to be formulated for employees. Such as follows
Casual Leave: It can be given to the all categories of
employees. After completion of a month one casual leave can
be granted to the employee. That leave must be avail with
in a year for grant of that leave otherwise, that leave
should be lapsed at end of the year. Only 3 causal leaves
can be put at one time more then are not accepted. Holiday
is not added in this leave.
Earn leave: It can be provided to the employee must be
complete 240 continuous working days in a year. After
completion of one year he will get 15 (EL’s) as Earned
leave. If the earned leaves are more then 60 that will be
lapsed. If an employee en-cash there leave at the end of
the year that will be 8 earned leaves only. Earned leaves
are only put 5 times per year. Any numbers of earned leaves
are to be put at one time.
Sick leave: It will be provide to the employees to those
the drawn more then 15000 per month. Sick leave will be
provided one leave per month. Sick leaves are kept only 3
continuously. Holiday is not added in this leave.
ESI leave: this leave can be given to the employees who are
drawn below 15000 per month are applicable. The people need
to submit their medical reports to the office after coming
to the office to accumulate ESI leave.
Maternity leave: this leave can be given to the women
employees who are continuously working not less then 6
months in the organization. This leave can be given to the
women employees total 84 days (12 weeks). She can Aviles
this leave 6 weeks before delivery and 6 weeks after
delivery.
Different types of leaves and conditions:
1. Causal leave
2. Earned leave
3. Sick leave
4. ESI leave
Conditions to Aviles the leaves:
 The employee did not continuously avail causal
leave, sick leave and earned leave.
 The employees can Aviles in combination of causal
leave and ESI leave.
 The employee can Aviles in combination of causal
leave and compensatory off.
 The employees can’t Aviles in combination of earned
leave and sick leave.
 The employee can avails in combination of earned
leave and ESI leave.
 The employee can avails in combination of sick
leave and ESI leave.
 The employee didn’t apply in combination of causal
leave and earned leave.
 The employee didn’t apply in combination of causal
leave and sick leave.
 The employee can avail in combination of sick leave
and earned leave.
 The employee can avails 3 causal leaves at a time.
4. Shift management & Shift schedule.
a) Working hours and extra hours: According to the
organization nature of working needs and policies the
working hours of the organization are formulated into 9
shifts as per the concern of the employees. They are as
follows:
SHIFTS TIMEINGS
A1 6.00 am to 14.30 pm
A2 7.30 am to 16.00 pm
GG 9.00 am to 17.30 pm
B1 2.00 pm to 22.30 pm
B2 3.30 pm to 24.00 pm
C1 22.00 pm to 6.30 am
C2 11.30 pm to 8.00 am
D1 11.30 am to 20.00 pm
D2 13.15 pm to 10.00 pm
B) Posting of shifts: according to the company policy the
employees who are coming to the various shifts the concern
departmental Head send the changing of shift schedule of
the employees submit to the time office according to the
various time periods and changes that is weekly, 15 days
and monthly. The schedule must be signed by the concerned
department Head and that must be accepted by the time
office management. This is not applicable to the employees
who are coming to the general shifts employees.
C) Shift changes & rotation, daily shifts systems:
If any employees need to change the shift, he need to fill
the shift from time office and the employee need to
prescribe the cause for shift change and nature of shift
change. The form must be signed by the Department HOD and
that need to submit to the time office to manage the
attendance.
If any person need rotate from one shift to other shift he
must be take permission from the concern departmental head
and get approved.
D) No. of employees required in each section:
According to the nature of work and need of the work, the
concerned departmental head can decided the number of
employees can required for the shift and can be vary from
one shift to the other shift. In time office minimum two
employees are required for one section.
E) No. of shifts in each section, Shift timings and tea,
Lunch / Dinner breaks:
According to the company policy there two or more number of
shift are working in a section. Based on the need and
requirement of the work. For example in time office two
shifts are working.
Breaks:
For Tea- 10 minutes
For lunch / Dinner – 30 minutes.
F) Maintenance of relevant Records & Registers:
ESI record: This record maintained with the various
employees avails ESI leave and Hospital forms...Etc.
Leave application (leave forms, shift changes, On-duty, On-
tour, compensatory and Extra work forms) are recorded.
5) Absenteeism
a) Meaning: If any employee didn’t attended to the office
at working hours it can be treated as absenteeism.
b) Daily/ weekly absenteeism reports: Daily and weekly
absenteeism reports are sending to the concern HR officer.
C) Follow-up of absenteeism: Time office management if send
the absenteeism reports to the concern departmental HOD and
advice them to clear the absenteeism with the leaves what
he is having.
D) Action to be followed in case of overstaying sanctioned
leave: If an employee stay more than the what ever the
leaves he kept as authorized leaves. Then time office
management prepares the reports of the particular employee
and sends that reports to the concern department Head.
E) Maintenance of relevant registers:
Log punching register: it is the register which can be
maintained for the in case of punching machine hang for a
long time during the working hours.
Date of Joining of employees register: it is the register
which can be maintained for new jonnies and maintained a
code number for those employees in this register.
Contract employees register: It is the register which can
be maintained for the employees who are work for contract
basics. This includes free lancers, consultants…etc.,
6) Weekly – Offs:
a) Eligibility for weekly – offs: Every employee is
eligible for avail weekly-off irrespective of the category
of the employee and nature of the work.
b) Procedure to be followed in case of employees asked to
work: if an employee need to work in weekly off day he must
fill the authorization form and that must be signed by the
departmental head and that form should be submitted to the
time office with in the prescribed time period.
C) Maintenance of weekly-off and other registers: Time
office must maintain the register regarding the employees
who avails weekly – off in the prescribed form which
contains authorsation forms of the employees who avails
weekly-offs.
d) Procedure for availing compensatory offs: If an employee
work in weekly-off, if he is a technical employee then he
is eligible for to en-cash the weekly-off , if he is Non-
technical employee he is eligible for compensatory off.
E) Procedure for payment of wages against weekly-offs: only
technical employees who work in weekly offs they can
eligible for the payment of wages. The amount of money can
be credited in his account in the following month. That
must be normal rate only.
F) Un-availed weekly-offs advised to section in charges: In
case of an employee not avail weekly offs then the time
office advised to the concern departmental section in
charges for avail of weekly-off.
7. on duty:
a) Meaning: According to the company policy if a person
worked near to the city premises of the company on company
work it can be regarded as on-duty.
b) Procedure to be followed to go on duty: If an employee
goes on duty he must fill the on duty form and that from
must be contain the place of on duty and date of duty. And
that form must be signed by the departmental head and that
must be submitted to the time office.
C) Posting in attendance registers: when ever the employee
submitted the on duty from to the time office then that
will be posted in the attendance register of the employee.
D) Maintenance of relevant records/ registers: The time
office management maintains a register for to record the on
duty forms that were received from the employees who are go
on on-duty. There is over time allowances are given to the
employee who was going on on-duty.
8) On Tour:
a) Meaning: According to the company policy if a person
worked out side city premises which include other states
and other countries on company work it can be regarded as
on-tour. For the employees who are going on-tour they are
not eligible for the over time wages. And they are eligible
for weekly off.
b) Posting of on tour particulars & relevant forms: when
any employee need to go for on-tour first need to fill the
on-tour application form and that was signed by the
concerned head of the department. After that will be
submitted to the time office.
c) Processing of on tour bills: When an employee went on
tour first he need to fill the on-tour application form and
that must be signed by the concerned departmental head and
manager HR. then he gets the advance amount from the
accounts department. After coming from the on-tour he must
submitted the bills of expenditure and wrote a letter and
that must be signed by the concerned departmental head and
Hr manager. And enclose the bills of expenditure must be
shown to the time office and that will be submitted to the
accounts to get extra expenditure amount or submit the
remaining amount.
d) Maintenance of relevant records/registers: when ever the
employees submit the form regarding the on-tour, time
office has to maintain the relevant records for the
employees. Which can be useful for maintain the attendance
of the employees who are went on-tour.
e) Procedure for working weekly offs: The employees who
are worked in weekly off when they were in on-tour they are
eligible for C-off for certain categories of employees such
as Executives and senior executives. For other categories
of employees such as Camera man, technicians are eligible
to get payment for that day.
9. Extra work:
a) Meaning: when an employee done the work more than the
actual working hours it can be considered as “Extra work”
as per the company policy.
b) Procedure for doing extra work: When ever an employee
need to do extra works he must approach with the concerned
department head and fill the extra work form, that extra
work form must be signed by the concerned department head
and that will be submit in time office for to record.
c) procedure for making payment for extra hours: the
employees belongs to technical, camera, house keeping,
electrical, edit suits ,transport and art department are
eligible for the extra work if they done the work more then
two hours , they will get OT payment. Remaining employee
will eligible for compensatory off and they need to work
four hours above the actual working hours.
d) Maintenance of relevant records: the employees who are
worked for extra work and compensatory off they must fill
the application form. That form must be signed by the
concerned departmental head and that will be submitted in
the time office for to record. Time office management
maintains a record for those forms.
10) Leaves:
a) Leave permissible under the different legislations:
According to the AP Shops and Establishments Act 1988
various kinds of leave are granted to the employee such as:
Every employee who has served for a period of 240 or more
during a continues period of twelve months in any
establishments shall be entitled during the subsequent
period of twelve months, to leave with wages for a period
of 15 days.
Every employee in any establishment shall also be entitled
during his first 12 months of continuous service and during
every subsequent 12 months of such service, (a) to leave
with wages for a period not exceeding 12 days, on the
ground of any sickness incurred or accident sustained by
him and (b) to causal leave with wages for a period not
exceeding twelve days on any reasonable ground.
b) Kinds of leaves for trainees and probationers: According
to the company policy there various kinds of leaves are
given to the trainees and probationers. Such as follows:
 Casual leave
 Earned leave
 Sick leave (Employees who drawn more then 15000 p.m)
 ESI & Maternity leave.
c) Posting of leaves in the leave register and attendance
register: posting of leaves in leave register and
attendance register was automatically done when an employee
applies leave at On-line and that was approved by the
concerned departmental head and time office management.
d) Preparation of leave input formats in computer: Time
office was designed particular formats for to apply leave
at on-line by the employees such as causal leave, earned
leave, sick leave, C-off and ESI leave forms are
maintained for employees. When an employee applies the
leave at On-line that will automatically go to the
concerned departmental head and after time office for
approval.
e) Preparation of monthly leave register: Time office was
maintaining the monthly leave register for all categories
of employees in time office system.
f) Calculation of annual leave: Time office calculate
annual leaves of every employee based on the leaves granted
to him and avail of different kinds of leaves such as
causal leave, sick leave, earned leave by the employee in
various months.
11) Holidays:
Holidays: According to the company policy there are 10
holidays are provided as follows:
Example:
1) Sankaranthi.
2) Maha sivarathtri.
3) Republic Day
4) Ugadi.
5) May Day.
6) Independence Day (15th august).
7) Gandhi Jayanthi.
8) Dussera.
9) Deewali.
10) Andhra Pradesh formation day.
Procedure to work against holidays: If an employee required
to work in holidays he must get a form from the concerned
departmental HOD and that must be filled by the employee
and need to approved by the HOD. That form must be
submitted to the time office for to record the attendance
for that employee.
Maintenance of holiday register: What ever the form which
are received from the employees regarding the work for
holiday, that forms must be recorded and maintain as a file
for future reference.
Payment of wages for working against holidays: If an
employee works against holidays he is eligible for only
normal rate of payment is payable to the all categories of
employees as per the company policy. If they are worked
more then actual working hours (81/2 hours), then they are
eligible for OT payment(technical categories) and
compensatory off (Executives).
Availing compensatory Offs: According to the company policy
only certain category of employees are eligible to avail
compensatory offs. Such as office assistant to junior
executive will get if they work for 4 hours and executive
to senior executive need to work 8 hours for to avail
compensatory off.
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