ATTENDANCE

POLICY
Version 6.0
 Attendance Policy

Revision Record
Version Date Change Description Reviewer Approved by
1.0 1-Apr-2005 New Document Release Naren Ananth

Document Modification (shift timings

1.1 1-Nov-2008 J. Ram Poonam
included)

Document Modification (clarifications on

2.0 1-Apr-2011 weekly working hours and weekly Ajit Vimal
timesheet)

Document Modification (clarification on

3.0 1-Apr-2012 Siby Joseph Shan Bala
flexible working hours)

3.1 1-Jan-2014 Policy Modification (inclusion of Siby Joseph Subrat C

exception handling process)

4.0 1-Jan-2015 Annual Review Siby Joseph Subrat C

5.0 1-Jan-2016 Annual Review Siby Joseph Samit Deb

6.0 1-Jan-2017 Annual Review Siby Joseph Samit Deb

Dept/Role NAME / ROLE SIGNATURE

Prepared By HRSS Varun Mittal

Reviewed By HRSS Head Siby Joseph

Approved By CPO Samit Deb

This document is the exclusive property of Birlasoft Limited. Copying, Distribution, Electronic mail is strictly prohibited Page 1 of 5
unless written permission is obtained from the authorized Birlasoft personnel
Classification: Internal Ver 6.0
 Attendance Policy

Table of Contents
1. Objective .................................................................................................................................................................. 3
2. Definition .................................................................................................................................................................. 3
3. Applicability ............................................................................................................................................................. 3
4. Associates Responsibilities .................................................................................................................................. 3
5. Operating Guidelines ............................................................................................................................................ 4
6. Conclusion ............................................................................................................................................................. 5
7. Exceptions ............................................................................................................................................................. 5

This document is the exclusive property of Birlasoft Limited. Copying, Distribution, Electronic mail is strictly prohibited Page 2 of 5
unless written permission is obtained from the authorized Birlasoft personnel
Classification: Internal Ver 6.0
 Attendance Policy

1. Objective
To lay down policy guidelines governing attendance of Associates and to clarify the procedure for registering
attendance of Associates

2. Definition
 ‘Associate’ means all full-time/part-time employees, full-time/part-time consultants / contractual staff and all
full-time/part-time trainees associated with the regular business of the organization.

3. Applicability
 This policy is applicable to all associates of Birlasoft (India) Limited
 It is also applicable to all trainees, vendor/contractual staff associated with Birlasoft and working in
Birlasoft premises or at customer sites of Birlasoft.

The Four broad official work timings are as follows :

Shift Shifts Working Timings

A REGULAR / GENERAL SHIFT Work timings between 9:00 am and 6 pm and fulfilling 9 hours

B EVENING SHIFT Work timings between 1:00 pm and 10 pm and fulfilling 9 hours

C NIGHT SHIFT Work timings between 1:00 pm and 5 am and fulfilling 9 hours

D MORNING SHIFT Work timings between 5:00 am and 3 pm and fulfilling 9 hours

E FLEXIBLE SHIFT Work timings between 8:00 am and 8 pm and fulfilling 9 hours

Notes: 1) The actual work timings may vary according to the project/client requirements and if any will be
communicated by the concerned Project Manager/Function Head.

4. Associates Responsibilities
 ‘Flexible Shift’ is where an Associate is given the flexibility to report to work between the timing
specified. However, availing this flexibility is strictly based on the written/verbal approval of the
Project Manager/Function Leader.
 All the associates are expected to report on time every day as per their scheduled work timing. Unless
specified and approved otherwise by the respective managers, all Associates will report to work at the
Regular/General Shift.
 All associates must put in a minimum 9 hours of work in the office (including 30 minutes break time)
each day irrespective of the shift timings (except those who are in 24x7 projects).
 All the associates must swipe their attendance everyday at the time of reporting to office and at the
time of leaving the office.

This document is the exclusive property of Birlasoft Limited. Copying, Distribution, Electronic mail is strictly prohibited Page 3 of 5
unless written permission is obtained from the authorized Birlasoft personnel
Classification: Internal Ver 6.0
 Attendance Policy

 At all times an Associate goes out of office and returns, he/she shall inform his Manager / Supervisor
for absence => 15 minutes and swipe their attendance cards in/out.
 In such locations where attendance-cum-swipe card is the same, associates need to swipe out each
time they go out and when they come in.
 Associates coming to office on week-ends/holidays should also swipe-in / swipe-out their attendance
card and make an entry in the attendance register kept with the Security Gate.
 Approval of any compensatory off or any other benefit (as per applicable policies) will be subject to
availability of attendance in the attendance system.
 An associate needs to work for a minimum of 7 hours on a holiday to be eligible for compensatory off.

5. Operating Guidelines

1. For monthly payroll attendance would be considered for the period 16th to 15th.
2. All allowances, bonus or any such one-time payments (such as onsite allowance, shift allowance) would
be considered for the period 16th to 15th of every month.
3. All associates must regularly check their attendance records on ‘Employee Self Service’ (ESS) page in
PeopleSoft and ensure that attendance / leave records are upto date.
4. Out Duty - In case any Associate has to go out for an official duty, he/she has to apply for ‘Out Door
Duty’ through PeopleSoft and obtain prior approval of his/her Reporting Manager, before proceeding
on outdoor duty.
5. In the event of an Associate being present in the office but did not swipe the access cum attendance
card, he/she is required to complete the following:
 Declare at Security Gate that he/she forgot to bring in the attendance cum access card
 Security will verify with the Supervisor of the Associate or HR and upon their confirmation, will
issue a temporary “Employee Card” to the employee for the day
 Employee must make an entry in the register kept with the Security Gate and mention the ‘E-
Card’ Number and other details in the register
The employee on the subsequent day must apply for ‘attendance regularization’ through PeopleSoft
ESS and chose the appropriate reason. When the Supervisor approves the attendance regularization
request, the attendance for that day would get recorded.

 In case the employee has got the access card, but due to any technical issues in card if the
attendance is not captured, then also the employee has to apply for ‘attendance
regularization’, and select the appropriate reason in the system
6. Any shift ending at/by 9:30 p.m. shall not come under the category of ‘Evening Shift Projects’ and shall
not be eligible for Shift Allowance under any policy, unless such allowance is specifically included in
the OAP/project cost. However, such associates will have the option to utilize company’s shuttle
transport facility at scheduled timings with prior intimation to Administration. Similarly, any shift
starting at or after 7:30 a.m. shall not fall under the category of ‘Morning Shift Projects’.
7. Each Associate needs to clock a minimum of 45 hours of work per week. Weekly attendance of less
than 45 hours would be treated as a disciplinary issue and both the defaulting associates and their
managers may be called in for explanation and suitable action / warning will be taken/issued to the
defaulters.
8. Those who are working on Shift Projects need to inform site HR in advance about their shift timings to
make necessary changes in the system.
9. Only attendance recorded in PeopleSoft will be considered for calculation of working hours. E-mail
requests for marking attendance / outdoor duty will not be considered.

This document is the exclusive property of Birlasoft Limited. Copying, Distribution, Electronic mail is strictly prohibited Page 4 of 5
unless written permission is obtained from the authorized Birlasoft personnel
Classification: Internal Ver 6.0
 Attendance Policy

10. Associates attending training programs / meetings in locations / offices other than their regular work
place need to enter their names in the attendance register kept in other office of Birlasoft.
11. Associates working / operating at client site need to apply for outdoor duty for the period 16th to 15th
every month through PeopleSoft. In addition, the Onsite Project Managers need to send the
timesheets and leave records of Onsite Associates by 16th of every month to the site HR representative.
In addition to recording of attendance in the attendance system, every Associate has to fill in the
Time Sheet in PeopleSoft by every Friday for the week ended Friday. The organization reserves its
right to take suitable action against timesheet defaulters, including holding of salaries, till the month
timesheet is filled and approved.

6. Conclusion
This policy clarifies the existing process for registering associate’s attendance and filling up of timesheets.

7. Exceptions

Exception Scenario Exception Handling Process Recommendation Approval

/ Request

Associates at client site is Project Manager sends list of such Project Manager Project
unable to mark attendance by associates, who are not able to Manager
applying for outdoor duty, due mark outdoor duty in PeopleSoft,
to unavailability of PeopleSoft before 20th of every month to
access at client site email ID
hr.payroll@biralsoft.com. HR
SPOC updates attendance
manually

Technical error in PeopleSoft HR Attendance SPOC marks Project Manager / Payroll

or attendance system for any attendance manually for the Location HR SPOC Leader
particular day(s) impacted resources

New Joiners are not given HR Attendance SPOC marks Location Joining Location HR
access card and/or login is not attendance manually for the SPOC / Resource Leader /
configured impacted resources Joining
Leader

Any exceptions, other than stated above shall be approved by the CPO or India HR Head, based on the
recommendation of Manager and site HR Leader/Manager.

--------------------------------------------------------End----------------------------------------------------------------------

This document is the exclusive property of Birlasoft Limited. Copying, Distribution, Electronic mail is strictly prohibited Page 5 of 5
unless written permission is obtained from the authorized Birlasoft personnel
Classification: Internal Ver 6.0