Hello Friends,
I have certain queries in leave structure maintenance. Presently, I am working with an IT Company and have framed the leave structure as follows:
All employees are entitled to a minimum of 24 days of annual leave (excluding paid Holidays) - 5 Casual Leaves, 5 Sick Leave, & 14 Earned Leave.
Earned leaves may be accumulated up to 28 days. Earned leave balance over and above 28 days will be encashed.
1. Now the company has asked me to amend the policy regarding leave structure and office timing. What more can I add to the leave structure so that the leave policy would be smart and tight, and employees can take fewer leaves in a month?
2. How can CL, SL, and Earned leave be distinguished? For example, if a person is allotted 5 SL in a year and he exhausts all his SL due to sickness in a few months only, will we deduct his salary for the additional SLs he is taking? In that case, it may happen that he will not take SL further; he will mention it as CL or Earned Leave. I am not clear on these areas; please do clarify for me. Are there any other components of leaves?
3. Regarding the office timing, our office is from 9.30 am to 7.00 pm, but employees usually come after 10.00 am. Management has decided to change the office timing from 9.30 am to 6.00 pm, provided everyone comes at 9.30 sharp. What measures can be taken to enforce the office timing of 9.30 am?
Awaiting your valuable suggestions.
Thanks & Regards,
P. Chatterjee
(hr.itjobsresources@gmail.com)
From India, Calcutta
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1I have certain queries in leave structure maintenance. Presently, I am working with an IT Company and have framed the leave structure as follows:
All employees are entitled to a minimum of 24 days of annual leave (excluding paid Holidays) - 5 Casual Leaves, 5 Sick Leave, & 14 Earned Leave.
Earned leaves may be accumulated up to 28 days. Earned leave balance over and above 28 days will be encashed.
1. Now the company has asked me to amend the policy regarding leave structure and office timing. What more can I add to the leave structure so that the leave policy would be smart and tight, and employees can take fewer leaves in a month?
2. How can CL, SL, and Earned leave be distinguished? For example, if a person is allotted 5 SL in a year and he exhausts all his SL due to sickness in a few months only, will we deduct his salary for the additional SLs he is taking? In that case, it may happen that he will not take SL further; he will mention it as CL or Earned Leave. I am not clear on these areas; please do clarify for me. Are there any other components of leaves?
3. Regarding the office timing, our office is from 9.30 am to 7.00 pm, but employees usually come after 10.00 am. Management has decided to change the office timing from 9.30 am to 6.00 pm, provided everyone comes at 9.30 sharp. What measures can be taken to enforce the office timing of 9.30 am?
Awaiting your valuable suggestions.
Thanks & Regards,
P. Chatterjee
(hr.itjobsresources@gmail.com)
From India, Calcutta
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I am working in a manufacturing unit of a limited company. We follow the following policy:
1. PL (earned leave): 16 days. It gets credited after completing the probation period. It can be accumulated for encashment.
2. CL: 7 days. You are not allowed to take more than 3 in a month. It can't be encashed, and it will lapse after the calendar year.
3. SL: 7 days. You should submit a medical certificate to avail more than 2 SL in a month. This also can't be encashed and will lapse after the calendar year.
The leaves taken for more than 3 days should be treated as PL, and you should get the PL sanctioned in advance except for unavoidable circumstances/emergencies.
During office hours, you can have a grace period of 15 minutes or a maximum of half an hour, beyond which it can be treated as half-day absent.
From India, Mumbai
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1. PL (earned leave): 16 days. It gets credited after completing the probation period. It can be accumulated for encashment.
2. CL: 7 days. You are not allowed to take more than 3 in a month. It can't be encashed, and it will lapse after the calendar year.
3. SL: 7 days. You should submit a medical certificate to avail more than 2 SL in a month. This also can't be encashed and will lapse after the calendar year.
The leaves taken for more than 3 days should be treated as PL, and you should get the PL sanctioned in advance except for unavoidable circumstances/emergencies.
During office hours, you can have a grace period of 15 minutes or a maximum of half an hour, beyond which it can be treated as half-day absent.
From India, Mumbai
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isuue show cause notice to regular late commers if they do it again simply deduct their salary for 3times late 1/2 day LOP with regards, md.
From India, Hyderabad
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From India, Hyderabad
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For CL & SL, you can restrict the use on a pro-rata basis per month, i.e., (CL + SL)/12.
To ensure everyone attends duty on time, you can install the "Biometrics attendance system." This will help prevent "Proxy" attendance punching.
Thanks & regards,
Hrishikesh
From India, Mumbai
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To ensure everyone attends duty on time, you can install the "Biometrics attendance system." This will help prevent "Proxy" attendance punching.
Thanks & regards,
Hrishikesh
From India, Mumbai
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Dear All, My friend has a small consultancy in delhi, where he wants to set some HR policies for his employees. He wants to know the fees paid to the HR consultants. Regards John
From India, Mumbai
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From India, Mumbai
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Hey there,
I am working for an ad agency in Bangladesh, and I am the first HR person as the type of industry didn't require any strict HR business. However, lately, they have decided to build a complete new department as the HR department, where apparently, only I and a part-time consultant are working together.
So, the scenario is something like this:
110 employees were not regulated by HR before and do not have any clue what I am supposed to do here. Well, I am working on the leave policy right now, but I am confused because the environment says it does not require any strict regulation as the way of working is pretty different from other types of industries. So, basically, I need support from someone who has a bit of an idea about how an ad agency makes their HR policies.
Let me make it clear that my company was running very smoothly without HR, but what I have found is that people here are getting sick but they don't fill out a leave form to count those days as sick leave. The person who was dealing with leave here says, "Sick leave will fall under annual leave," which doesn't make any sense to me. So, I took the sword in my hand and am getting ready for any challenge. Wish me good luck, and it would be nice if you could assist me with some knowledge about HR practices in ad agencies.
Thank you.
From Bangladesh
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I am working for an ad agency in Bangladesh, and I am the first HR person as the type of industry didn't require any strict HR business. However, lately, they have decided to build a complete new department as the HR department, where apparently, only I and a part-time consultant are working together.
So, the scenario is something like this:
110 employees were not regulated by HR before and do not have any clue what I am supposed to do here. Well, I am working on the leave policy right now, but I am confused because the environment says it does not require any strict regulation as the way of working is pretty different from other types of industries. So, basically, I need support from someone who has a bit of an idea about how an ad agency makes their HR policies.
Let me make it clear that my company was running very smoothly without HR, but what I have found is that people here are getting sick but they don't fill out a leave form to count those days as sick leave. The person who was dealing with leave here says, "Sick leave will fall under annual leave," which doesn't make any sense to me. So, I took the sword in my hand and am getting ready for any challenge. Wish me good luck, and it would be nice if you could assist me with some knowledge about HR practices in ad agencies.
Thank you.
From Bangladesh
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If you want to tighten up the office timings from 9:30 am to 6:00 pm, then you need to follow/prepare some formats pertaining to the matters mentioned above. For example:
1. Purchase a Biometric punching machine. It will provide the employees' in-time and out-time, allowing you to generate daily, weekly, and monthly reports.
2. Keep track of all late/early arrivals/departures and have employees sign off on the same day for late/early remarks. By doing this daily, employees will be aware of how many times they are late/early.
3. Prepare a format to track late/early attendance and ensure that staff are informed about the policy through an internal communication such as ION or an Inter-Office Circular. Violations may result in deductions from Salary/EL/PL/SL.
4. After monitoring late/early attendance, inform employees about the deductions mentioned above. If tardiness continues, issue a circular notifying employees of further deductions from Salary/EL/PL/SL.
5. If an employee persists in being consistently late/early, the management reserves the right to terminate their employment without further warning.
Regarding EL/PL/SL, the company can decide on the number of days to allocate, but it is recommended to adhere to the factories act, ensuring a minimum of 18 days for EL/CL/SL.
I hope this information clarifies the issue for you. If you need further clarification, feel free to email me at hrvelmurugan@gmail.com.
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1. Purchase a Biometric punching machine. It will provide the employees' in-time and out-time, allowing you to generate daily, weekly, and monthly reports.
2. Keep track of all late/early arrivals/departures and have employees sign off on the same day for late/early remarks. By doing this daily, employees will be aware of how many times they are late/early.
3. Prepare a format to track late/early attendance and ensure that staff are informed about the policy through an internal communication such as ION or an Inter-Office Circular. Violations may result in deductions from Salary/EL/PL/SL.
4. After monitoring late/early attendance, inform employees about the deductions mentioned above. If tardiness continues, issue a circular notifying employees of further deductions from Salary/EL/PL/SL.
5. If an employee persists in being consistently late/early, the management reserves the right to terminate their employment without further warning.
Regarding EL/PL/SL, the company can decide on the number of days to allocate, but it is recommended to adhere to the factories act, ensuring a minimum of 18 days for EL/CL/SL.
I hope this information clarifies the issue for you. If you need further clarification, feel free to email me at hrvelmurugan@gmail.com.
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Dear Mr. Chatterjee,
My advice will be as follows:
Why have three different types of leaves instead of having only two types: EL and casual cum sick leave? It will save you from maintaining records in three different heads.
Earned leave is meant for planned reasons and has to be for a longer duration. You can restrict the number of occasions one can avail the EL in a year, say 3 or 4 times a year.
Casual cum Sick leave is for the reasons as the name suggests. Casual leave cannot be availed for more than 2 days at a time. But in any case, if somebody is sick for more than two days, then you will have to give leave for more days.
In case the balance of one type of leave is insufficient or exhausted, the other type of leave can be allowed.
There is a tendency to avail all the leaves before they lapse at the end of the year. To avoid this, either allow more accumulation of leave or encash them, and no leave will lapse. Unavailed Casual cum Sick Leaves can be transferred to the EL balance at the end of the year.
If you want to control the number of leaves availed by employees, then make sure that leaves are availed only after they are approved in advance by the concerned superiors. Sensitize all the superiors to approve leaves only when they are necessary and restrict the number of leaves availed by their subordinates. If superiors are approving leaves left, right, and center, then what can HR do? Make sure that overstay/extending leave is strictly prohibited. Make all overstays/extensions without pay.
Please formulate proper rules, get them approved, and published. Back all policies/rules with good procedures and systems. Without good systems, you will not be able to implement rules/policies. Make rules and policies that you can properly implement.
Thanks & Regards
From India, Pune
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My advice will be as follows:
Why have three different types of leaves instead of having only two types: EL and casual cum sick leave? It will save you from maintaining records in three different heads.
Earned leave is meant for planned reasons and has to be for a longer duration. You can restrict the number of occasions one can avail the EL in a year, say 3 or 4 times a year.
Casual cum Sick leave is for the reasons as the name suggests. Casual leave cannot be availed for more than 2 days at a time. But in any case, if somebody is sick for more than two days, then you will have to give leave for more days.
In case the balance of one type of leave is insufficient or exhausted, the other type of leave can be allowed.
There is a tendency to avail all the leaves before they lapse at the end of the year. To avoid this, either allow more accumulation of leave or encash them, and no leave will lapse. Unavailed Casual cum Sick Leaves can be transferred to the EL balance at the end of the year.
If you want to control the number of leaves availed by employees, then make sure that leaves are availed only after they are approved in advance by the concerned superiors. Sensitize all the superiors to approve leaves only when they are necessary and restrict the number of leaves availed by their subordinates. If superiors are approving leaves left, right, and center, then what can HR do? Make sure that overstay/extending leave is strictly prohibited. Make all overstays/extensions without pay.
Please formulate proper rules, get them approved, and published. Back all policies/rules with good procedures and systems. Without good systems, you will not be able to implement rules/policies. Make rules and policies that you can properly implement.
Thanks & Regards
From India, Pune
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Hi,
Let me tell you one thing: any implementation or any change will take some time to be settled. It is not possible that today you will tell the employees, and tomorrow they will come in on time. You can put a notice or send an email to everyone in a very nice way, asking them to arrive on time at the office. After 9:45, mark the attendance of those who have not arrived with a red mark, but do not take any immediate action. If they come to you, explain that the management wants everyone to arrive on time and they want to know the reasons for tardiness. Let's see how this goes, but remember, don't be too strict from the first month. Regarding your leave policy, I can only answer if I could know if Saturday is a holiday or not.
Regards,
Madhu:-|
From India, Bangalore
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Let me tell you one thing: any implementation or any change will take some time to be settled. It is not possible that today you will tell the employees, and tomorrow they will come in on time. You can put a notice or send an email to everyone in a very nice way, asking them to arrive on time at the office. After 9:45, mark the attendance of those who have not arrived with a red mark, but do not take any immediate action. If they come to you, explain that the management wants everyone to arrive on time and they want to know the reasons for tardiness. Let's see how this goes, but remember, don't be too strict from the first month. Regarding your leave policy, I can only answer if I could know if Saturday is a holiday or not.
Regards,
Madhu:-|
From India, Bangalore
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Hi,
Here is what we are following: CL - 12 days (1 day per month), SL - 12 days (1 day per month), and 12 days of earned leave.
Regarding the timing, our office hours are from 9:00 am to 6:00 pm. I faced a similar issue due to employees arriving late. To address this, we have introduced a new policy. We have implemented a grace period of half an hour where employees can seek permission for a 2-hour leave every month, in addition to their regular leaves. Anyone arriving after this grace period, even by just 5 minutes (e.g., 9:35), will be considered 35 minutes late. If an employee exceeds the 2-hour grace period, any further late arrivals will result in half a day of Loss of Pay (L.O.P). I recommend trying this approach as it has proven to be effective.
Thank you.
From India, Bangalore
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Here is what we are following: CL - 12 days (1 day per month), SL - 12 days (1 day per month), and 12 days of earned leave.
Regarding the timing, our office hours are from 9:00 am to 6:00 pm. I faced a similar issue due to employees arriving late. To address this, we have introduced a new policy. We have implemented a grace period of half an hour where employees can seek permission for a 2-hour leave every month, in addition to their regular leaves. Anyone arriving after this grace period, even by just 5 minutes (e.g., 9:35), will be considered 35 minutes late. If an employee exceeds the 2-hour grace period, any further late arrivals will result in half a day of Loss of Pay (L.O.P). I recommend trying this approach as it has proven to be effective.
Thank you.
From India, Bangalore
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