Tine ater oy HABIBI Time and Attendance Policy Human Resource Department Prepared by: Recommended by: by ID ‘Advisors, Board of Directors ¢ Approved by: SVs a Group Ceo Hagie! croup 21-C, STH ZAMZAMA COMMERCIAL LANE, Dia BASE V, KARACHI, PAKISTAN, UAN: 0211 124 338 Version: 1 Email: info@habibigroup.ok waw-nabibigroup pkTime & Attendance Policy Contents Objective: Scope: General Rules: Work Schedule: Attendance Marking: Late Arrivals: Late sitting... Annulment: Table of Modifications: 10 Appendices: HABIBI Version: 1soos HABIBI 1 Objective: The purpose of this policy is to establish guidelines on time management, attendance and punctuality to be followed by the employees and to develop a culture of discipline and uniformity among all divisions of the company. Additionally, to maintain accurate attendance dats of all absenteeism, late check in or early ‘check out data to be accounted for. The authentication of punctuality, location wise headcount mapping, and leave management are also few of the many objectives to be covered under this policy. 2 Scope: This policy covers all Habibi Group (Pvt.) Ltd., CGD Consulting (Pvt. Ltd., New Era Constructors (Pvt. Ltd. and Habibi Development (Pvt.) Ltd. employees, 3 General Rules: Employees are at all times, expected to conduct themselves in conformity with the objectives and principles of the Organization. The pattern of behavior of the employees, as a whole conforms to a disciplined and dedicated work force. Code of Conduct; Listed below are some self-explanatory behavioral characteristics the organization expects from its employees Confidentiality Professional behavior Integrity and honesty Perpetual loyalty Care in usage of office equipment Adherence to all policies and procedures Friendly behavior towards colleagues Respect for senior officers Respect and decent manner towards female employees irrespective of seniority Decent manner of speaking and expression Decent and appropriate style of dressing Tolerance for gender/ethnicity/race/religious belief different from oneself KAAS KKK KKK Discipline at Habibi Group is not limited to the above. Employees should be aware of what constitutes as general good or bad behavior towards a workplace and co-workers. > Incase, the employees are required to work late on a weekday for more than three hours after office timings, they would be entitled to @ working/business meal. Late sitting must be approved by the approving authority. > Incase of closure of roads and access points in the face of national security, approving authority ‘may decide for possibilty of working from home for the affected employees. > Timings in Ramzan willbe announced by the management before Ramadan. > Any employee may be called on duty on holidays or may be required to put in extended hours on need basis. > The employee must mark attendance (IN & OUT) to claim half day off. Version: 1cose HABIBI 4 Work Schedul Head Office & Site Offices: Employees in in all offices and Site offices are to observe following timings as per given schedule. '* Corporate Head Office timings are from 9:00 AM through 05:00 PM Monday through Friday with a grace period of 30 minutes. Any employee entering after 9:30 AM will be marked as late, © Project Site timings shall be from 08:30 AM to 5:30 PM Monday through Saturday. © During the holy month of Ramadan special timings are observed and shall be ‘communicated prior to 1* Ramadan. © Any employee leaving at or before 02:30 pm will submit half day leave. ‘Monday to Saturday Head Office Site Office Timings 9:00 am to 05:00 pm (Grace 3:30 am to 5;30 pm (Grace Time=30 min) Time=30 min) Lunch & Namaz Break (01:00 pm - 02:00 pm {01 Hour] | 01:00 pm 02:00 pm (01 Hour) Friday Lunch & Namaz Break | 12:30 pm—02:30 pm (02 hours) | 01:00 pm —03:00 pm (02 hours) Half day timings Before 02:30 pm After 11:00 am | Before 02:30 pm After 10:15 am ‘+ Employees need to ensure that minimum 8 working hours are completed every day of the week. ‘2 Employees need to ensure that minimum 40 working hours are completed every week. * For availing half days, employee must complete a minimum of 3 working hours. 5 Attendance Marking: 5.1 Employees will mark the in-coming and out-going attendance on biometric / face recognition ‘machines installed at all Offices (Mandatory) 5.2. The employee will submit each absence, leaves or any other discrepancies in Attendance Leave Form to HR Department duly signed by HOD, within 02 days of the occurrence. 5.3 Month-end attendance will be closed before 26" of each month COB. No changes can be made in attendance afterward. 5.4 Head Office Employees visiting sites where attendance machine is not installed, prior to attending their head offices, shall inform their HODs through email. The HODs shall seek approval the same day from the approving authority in order to formalize their late marking. 5.5 Employees who are visiting sites where attendance machine is installed, prior to attending their head offices, shall mark their attendance at attendance machine installed at site. They shall also inform their HODs through email with a copy to the HR. Version: 1ABIBI Employees are appreciated to maintain punctuality and arrive on time (e.g. at 9:00 am in case of Head Offices). They can also arrive earlier as the offices will be open 15 minutes prior to the office opening hours. Therefore, the employees are expected to manage their travel time accordingly to arrive within the stated window in order to avoid late marking, Following policy shall be observed for late arrivals: 6.1 Three (03) marked late attendance in one month will be treated as one-day leave and adjusted frorn the casual leave entitlement, or 2 deduction will be made from the salary, ifthe annual casual leave balance is exhausted. 6.2 Each employee is expected to complete minimum 40 hours in a week. In case of late arrivals, completing the 40 hours by late sitting beyond office hours will be highly discouraged. 6.3 Offices shall be open 15 minutes prior to the specified opening hours and close 30 minutes (half hour) from the specified closing hours. Time & Attendance Policy H 6 Late Arrivals: 7 Late Sitting At Habibi Group, late sitting is highly discouraged and we want our employees to work efficiently during their office hours and spend quality time with their families. In unavoidable circumstances where late sitting cannot be averted, following rules shall apply for employees who may require to continue their working beyond office hours: 7.1. The maximum relaxation time for closing of office will be 30 mins (5:30 pm in case of Head Offices ‘and 6:00 pm in case of site offices) 7.2. Any employee requiring late sitting due to official reasons is required to seek prior approval from the approving authority through email or in writing. The approval shall also be copied to the HR for making necessary arrangements. 7.3. Employees sitting late beyond the grace period of 30 mins without approval shall be penalized as per their office overheads which shall be communicated by the HR within a week's time of issuing this policy. The penalty shall be reviewed four times a year (quarterly) considering the chang overheads. 7.4 The administrative support staff will ensure closure of the office at the approved time. All the employees are expected to display their ethical and moral obligation towards their support staff and avert any untoward argument with the support staff. 8 Annulment: This policy supersedes all previous policies. 9 Table of Modifications: This is first version hence there is no table of modifications. 10 Appendices: There is no appendix to this policy. Version: 1