TIME KEEPING POLICY

Purpose :

Jainam Broking Limited has a biometric attendance system at the head office and branch that uses a finger, thumb and face recognition system to verify a person's identity and record their time-in and time-out to keep a check on the entry and exit of the employees. The attendance for each employee from attendance software is migrated to payroll software for monitoring and salary purposes.

Scope :

It is the duty of all staff to report for work and be punctual on every official working day. If they are unable to attend or are late due to unavoidable circumstances, they should immediately inform their manager.

If employee is absent for any reason below mentioned guideline need to follow by employee.

1.  All absences shall require a reasonable explanation from the employee and approval from managers.

2.  Absenteeism and habitual late coming patterns are eligible for disciplinary action.

3.  Standard working day is 8.30 hours from Monday to Friday. And Saturday 6 hours.

4.  Employee average hours should be 8.30 hours in a month and if monthly average hours is below     7.30 hours then half day salary will be deducted from your salary.

5.  If employee has attend less than 05 hours (Monday to Friday) will be marked half day.

6.  If any employee fails to punch thumb or face scan, then they have to raise ticket on the next day     with valid reason mention.

7.  Every employee needs to check their attendance and leave in the Earth software. If any missed     punch is found or any leave that employee didn't apply for, in that case the employee needs to     inform the HR department via tickets only any other way will not be acceptable.

8.  Sales employees has to fill DSR mandatory to avoid inconvenience in attendance.

a)         The sales employee whenever go to visit client or any other employee go for vendor visit or any         other meeting he or she need to fill DSR.

b)        The employee’s DSR log in and Log out time will consider as that particular day log in and log         out.

9.  Employees from branch frequently visit Head office for meetings, trainings and seminars, their     punching is acceptable at Head office. Whoever face is not scan at head office those employees need     to contact HR and register their face at head office.

10.               The employee who will get the early leave or half day leave also have to do their punch in and punch      out contrarily that will be considered full-day leave (LWP).

11.               If employee has not punched both IN / OUT time and also not informed HR or manager through     ticket on next day, then that day will be considered as LWP(Leave without Pay) even though     there is          available balance of Paid Leave.

12.               If an employee has not punch-in but has punch-out, the system will represent his or her punch-in time as 2:00 pm by default, and if he or she has punch-in but forgot to punch-out, in that case the     system will also consider punch-out time as 2:00 pm by default. If this type of scenario occurs, that     day will be considered a half day, and that will be represented as H-LWP (Half Leave Without Pay).

13.               If machine is not working or facing difficulty while punching then report to HR Department for               service.

a)         Sometimes during winter season skin gets rough and punching is not accept by machine and         attendance is not mark. It also happens that ladies put mehndi on their hands on several         occasions. Sometimes Thumb Machine does not accept thumb impression when mehndi is put         on hand. Such cases are taken for consideration.

14.               If any new joinee comes at Head Office, within 02 days thumb impression is registered in system. If          any new joinee comes at Branch of Surat city then, HR executive visit the branch to register the        thumb and face impression.

15.               Time Keeper check and verifies the DSR Report as well as training log to collect the unavailable     timings of employees.

16.               If any employee has attend 02 hours or less than 02 hours that employee will be marked as     absent for that day. However, those 2 hours they fulfilled will be saved for them to use later during a     shortfall in timing. The employee also has to apply for leave in Earth software to adjust that day's     absence from their balance leave.

17.               All the employees need to raised their tickets within 2 days. If there are no tickets for leave or miss        punch and so system will consider as LWP or H-LWP whichever is applicable.

18.               All the leave need to apply via earth software only. The immediate supervisor or Manager need to approve that if supervisor or manager will not approve his/her leave or reject leave application so     that will be consider as LWP also.

a)         After applying for leave it is the employee’s responsibility to get approval from their supervisor         or manager.

19.               Only approved leave will be deducted from the balance leave other will consider as LWP or H-LWP       whichever is applicable.

20.               In Spite of constant reminders by the HR department to the employee for timing, if the employee is        not responding, he/she will be given negative points by HR

Note :  If any point of the policy is not understandable please feel free to contact HR department.

Policy Effective Date: 20/09/2023