Overtime Policy

Synopsis: The objective of the Overtime Policy is to define guidelines related to the
payment for extra hours worked (more commonly known as Over Time) by
employees of WNS Global Services Pvt. Ltd.

Reference: SUP/ 132

Status: Definitive

Author: Policies & Programs Team

Authorized: R Swaminathan
Chief People Officer

Approved: Keshav Murugesh

Group CEO

Effective Date: 15 September’2013 Issue No.4 Page 1 of 11 Private-Non Sensitive

 Overtime Policy

Contents
1. OBJECTIVE ................................................................................................................ 3
2. SCOPE ......................................................................................................................... 3
3. DEFINITIONS ............................................................................................................ 3
4. PAY RATES................................................................................................................ 4
5. POLICY ....................................................................................................................... 4
6. PAYOUT ..................................................................................................................... 5
7. EXCEPTION ............................................................................................................... 5
8. EFFECTIVE DATE .................................................................................................... 5
9. ANNEXURE – FREQUENTLY ASKED QUESTIONS ........................................... 6

Effective Date: 15 September’2013 Issue No.4 Page 2 of 11 Private-Non Sensitive

 Overtime Policy

OVERTIME POLICY

1. OBJECTIVE

The objective of the Overtime Policy is to define guidelines related to the payment for Extra
hours worked (more commonly known as Over Time) by employees of WNS Global Services
Pvt. Ltd.

2. SCOPE

This Policy is applicable to all full time employees in “Role Band A” working in Operations
(except Technology Solutions Business Unit) & Operations Support functions specific to
WFM, Process Training & Transactional Quality.

Overtime may be authorized only when it is the most appropriate and cost-effective way of
doing the required work.

3. DEFINITIONS

Overtime (OT) - Hours worked over and above 9 working hours a day and 48 working
hours a week.
Rostered Hour - The no. of hours for which employee is rostered (including break time).
It is also called as shift hours.
Weekly rostered hours = Number of working days x Number of hours rostered per day
Legal Hour - 10 hours (9 working hours + 1 hour of break time)
Actual Hour - The no. of hours actually worked by the employee (including break time).
Overtime Hours = Actual Hours worked Less Legal Hours.
Additional Hours = Legal Hours Less Rostered Hours.
Normal Wages – Normal wage include Basic Wages, City Compensatory Allowance &
Taxable components of Flexi Kitty.

Effective Date: 15 September’2013 Issue No.4 Page 3 of 11 Private-Non Sensitive

 Overtime Policy

4. PAY RATES
The payment rates for various categories of hours will be as follows:
Annual Normal wages
Additional Hours Rate = -------------------------------
2496 (i.e. 48x52)

Annual Normal wages x 2

Overtime Hours Rate = ------------------------------------
2496 (i.e. 48x52)

5. POLICY

An employee who is eligible to Overtime Payment under this policy will not be eligible for
a Compensatory off towards working on a weekly off. However, If an employee works on
a public holiday (i.e. National / State holiday), he / she will be eligible for a compensatory
day off and an additional day’s salary.
While calculating Over Time any approved Privileged Leave / Public Holiday that falls
within the week will be considered as a normal working day for this purpose.
The week is defined as a calendar week, i.e. from Sunday to Saturday.
While scheduling Overtime, the supervisor needs to ensure that no employee works for
more than Thirteen (13) hours a day including one hour of break time and seventy two
(72) hours in a week including break time and more than six (6) days in a week
continuously.
While scheduling OT, supervisors should ensure that employee are rostered for a
minimum of 30 minutes of Over Time
Over Time will be tracked / calculated on a weekly basis.
The extra hours worked needs to be applied in AMS, will be divided into two parts:
1. Additional Hours : Legal hours (10) Less Rostered hours (as per RMS) that will be
paid as Other Allowance at an Additional Hours Rate
2. Overtime Hours : Actual Hours (as applied in AMS) Less Legal hours (10) that will
paid as Overtime Allowance at an Overtime Hour Rate
e.g. if an employee is rostered for a 9 hours shift and has actually worked for 12
hours on a particular day, the calculations will be as follows:
1. Additional Hours : Legal hours (10) Less Rostered hours (9) = 1 hour (This will
be paid based on Additional Hour Rate as Other Allowances)
2. Overtime Hours : Actual hours (12) Less Legal hours (10) = 2 hours (This will be
paid based on Overtime Hour Rate as Overtime Allowance)

Effective Date: 15 September’2013 Issue No.4 Page 4 of 11 Private-Non Sensitive

 Overtime Policy

6. PAYOUT

Any Payment of Overtime Allowance or Additional Allowance will be made on the regular
st
pay day i.e. 1 of every month along with monthly salary.
The payroll cut off dates for payout calculations will be vary month on month depending
Overtime monthly calendar published by the Compensation and Benefits (C&B) team
month on month.
Employees need to update their actual hours of work where extra payment is involved on
a daily basis through the Absence Management System (AMS) for approval.
Supervisor needs to approve the reported Additional and Overtime hours, as the case
may be, by monthly approval cut-off dates.
Only approved Additional and Overtime hours logged in the AMS will be considered for
payout of Overtime Allowance or Additional Allowance.

7. EXCEPTION

Any exception to this policy will be required to be approved by the Group CEO / Group CFO /
Group CPO.

8. EFFECTIVE DATE

This policy comes into effect effective September 15, 2013.

Effective Date: 15 September’2013 Issue No.4 Page 5 of 11 Private-Non Sensitive

 Overtime Policy

9. ANNEXURE – FREQUENTLY ASKED QUESTIONS

1. Definition of Regular Working hours

Regular hours are Nine (9) working hours a day and forty eight (48) working hours a
week. Any Break time is not included in these hours.

2. Definition of Overtime Work

The number of hours of work done by an employee in excess of the Legal hours (10) per
day will qualify as overtime work.

3. How will my extra hours be tracked?

The employee has to login to AMS to update the extra hours worked which has to be
approved by his / her supervisor and next approving authority.

In case, the employee is not able to apply extra hours in AMS due to some situational or
system constraints, then the immediate supervisor / WFM can apply on behalf of the
employee.

4. What is the calendar for tracking of extra hours?

The calendar for OT tracking period will be circulated by the C&B team from time to time.
The calendar for this year has been published by the team.

5. Who will be eligible for overtime payment?

Full time employees in Role Band A working in Operations & Operations Support
functions specific to WFM, Process Training & Transactional Quality, who work overtime
hours, are eligible for Overtime payment.

6. What are the maximum hours I can work on a daily / weekly basis?

Maximum permissible hour’s limits (including break time) are:

Daily 13 hours
Weekly 72 hours

An employee is not allowed to be rostered for more than 13 hours in a day and 72 hours
in a week.

7. What is the definition of Rostered Hour, Legal Hour and Actual Hour?

Rostered Hour = The number of hours for which an employee is being rostered (including
break time). It is also called as shift hour.

Legal Hour = 10 hours (9 working hours + 1 hour of break time)

Actual Hour = The number of hours employee actually worked (including break time).

8. How will overtime hours be calculated?

Total Additional hours = Legal Hours Less Rostered Hours

Effective Date: 15 September’2013 Issue No.4 Page 6 of 11 Private-Non Sensitive

 Overtime Policy

Total Overtime Hours = Actual Hours worked Less Legal Hours

9. How will the Additional Allowance and Overtime Time Allowance be calculated?

Additional Allowance will be calculated as:

Annual Normal wages x Number of Additional Hours

Additional Allowance = -----------------------------------------------------------------------
2496 (i.e. 48x52)

Overtime Allowance will be calculated as:

Annual Normal wages x 2 x Number of Overtime Hours

Overtime Allowance = -------------------------------------------------------------------------
2496 (i.e. 48x52)

10. What components of my CTC are included in Annual normal wages?

Annual Salary = Basic wage + City Compensatory Allowance + Taxable components of

Flexi kitty

11. Illustrations / Examples: -

Daily Basis: -

1) An employee’s shift is for 9 hours (rostered hours) and he/she works for 10
hours a day which includes 1 hour of break time. In such a case he / she will be
eligible for Additional allowance for one hour and not eligible for any over time
payment.

Example 1
Hours Hours
Roster Actual Total
Legal payable as payable
Days ed Hours Extra
Hours Additional as Over
Hours worked Hours
Hours Time
Day 1 9.00 10.00 10.00 1.00 1.00 0.00

2) An employee’s shift is for 9 hours and he / she works for 12 hours which
includes 1 hour of break time. In such a case he / she will be eligible for one
hour Additional allowance and 2 hours of overtime payment.

Example 2
Hours
Hours
Actual Total payable
Rostered Legal payable as
Days Hours Extra as Over
Hours Hours Additional
worked Hours Time
Hours
Hours
Day 1 9.00 10.00 12.00 3.00 1.00 2.00

Effective Date: 15 September’2013 Issue No.4 Page 7 of 11 Private-Non Sensitive

 Overtime Policy

Weekly Basis: -

3) An employee’s weekly shift is for 45 hours and he / she works for 50 hours a
week. In such a case he / she will be eligible for Additional Allowance for 5
hours and not eligible for any over time payment.

Example 3
Hours
Actual Hours
Total payable
Rostered Legal Hours payable as
Days Extra as Over
Hours Hours worke Additional
Hours Time
d Hours
Hours
Sunday 9.00 10.00 10.00 1.00 1.00 0.00
Monday 9.00 10.00 10.00 1.00 1.00 0.00
Tuesday 9.00 10.00 10.00 1.00 1.00 0.00
Wednesday 9.00 10.00 10.00 1.00 1.00 0.00
Thursday 9.00 10.00 10.00 1.00 1.00 0.00
Friday 0.00 0.00 0.00 0.00 0.00 0.00
Saturday 0.00 0.00 0.00 0.00 0.00 0.00
Total 45.00 50.00 50.00 5.00 5.00 0.00

4) An employee’s weekly shift is for 45 hours and he / she works for 63 hours a
week. In such a case he / she will be eligible for the hours as given below in
the table.

Example 4
Hours Hours
Actual Total payable payable
Rostered Legal
Days Hours Extra as as Over
Hours Hours
worked Hours Additional Time
Hours Hours
Sunday 9.00 10.00 13.00 4.00 1.00 3.00
Monday 9.00 10.00 12.00 3.00 1.00 2.00
Tuesday 9.00 10.00 11.00 2.00 1.00 1.00
Wednesday 9.00 10.00 10.00 1.00 1.00 0.00
Thursday 9.00 10.00 9.00 0.00 0.00 0.00
Friday 0.00 0.00 8.00 8.00 8.00 0.00
Saturday 0.00 0.00 0.00 0.00 0.00 0.00
Total 45.00 50.00 63.00 18.00 12.00 6.00
Weekly Cap of hours 53.00
Overtime hours 10.00
FINAL CALCULATION 18.00 8.00 10.00

Where,
* Hours Payable as Additional Allowance is 8 Hours (Lesser of the 12, on daily
basis and balance 8 (Total Hours worked Less Overtime Hours))
* Hours payable as Overtime Allowance 10 Hours (Being higher of the 6, on daily
basis and 10 on weekly basis)

Effective Date: 15 September’2013 Issue No.4 Page 8 of 11 Private-Non Sensitive

 Overtime Policy

12. How is legal hour calculated as 53 for a week while it is mentioned as 10 hours per
day as legal?

An employee is expected to work for 48 working hours a week to become eligible for
overtime payment. As these hours do not include any break time taken by employees, 5
hours of break time is added @ 1 hour of break time for each day (assuming 5 days shift
in a week) which makes it 53 hours a week.

For Nashik location, the weekly legal hours will be 54 hours, as employees work for 6
days a week.

13. I am an employee in Role Band A working with IT support team. I have to do

extended shifts very often. Will I be eligible for Over Time?

NO. Support functions such as HR, IT, Quality, Finance, Admin & Sales and Marketing
are not eligible for any Overtime payout. Their eligibilities towards certain
reimbursements have been defined under the Business Expense Policy.

14. Will I get payout for Extra Hours even if I do extra for half-an-hour?

YES. The minimum cut off to qualify for Extra Hours calculation is 30 minutes. Anything
less than 30 minutes does not qualify.

15. What if I realize after 2 months that I was not paid for extra hours correctly for all
the extra hours logged in the AMS? Will I get the rectified amount in the current
months’ salary?

The employee has to raise a ticket with HR Connect along with BU HR Head approval.
The necessary action will be taken based on the system records, evidence of the extra
hours worked and necessary approvals on record.

16. I have forgotten to update extra hours on the Absence Management System (AMS).
Will I be allowed to upload extra hours next month and be eligible for associated
payouts?

YES. Employees will be eligible to update extra hours within the 30 days from the date on
which the OT / extra hours were done, only during the cut-off time provided for this
purpose. The cut-off period to update the same is as per the calendar published by the
C&B team from time to time. The applied OT needs to be approved by your supervisor by
approval cut-off date, to get paid in the running payroll month. System will be blocked for
any updation subsequent to this and employees will not be able to update any extra
hours worked during that period.

17. Will an employee in Role Band A of my team get an OT payout even if there was an
error in roster and he / she has done overtime? Is the roster management system
connected to overtime payouts?

The payout calculations are based on the inputs from Roster Management System and
Attendance Management system only.

18. Will I as an employee in Role Band A have any difference in OT payout if the
overtime is client paid?

NO. Such payouts do not have any bearing on the chargeability to client and also at the
rate at which it is being charged.

Effective Date: 15 September’2013 Issue No.4 Page 9 of 11 Private-Non Sensitive

 Overtime Policy

19. I am in Role Band A and eligible to client Restricted Holiday’s(RH’s) and if I work
on such RH (not being a weekly off) will I get:
A) Overtime Payment
B) Comp-off
C) OT and comp off?

RH is an illustrative list of holidays which gives you an eligibility to avail them within the
overall limit of 11 RH’s. Working on a day (not being a public / state holiday) which
happens to be day also in the list of RH does not give you any differential eligibility as
compared to working on a regular working day. Hence:

A - You will not get any overtime, unless you have worked extra hours over and above
legal hours
B - NO comp-off, you will be able to avail RH on any other day as per the RH List
C - NO. You will not get Overtime as mentioned in point A above and neither get a comp-
off as mentioned in the point B above.

20. Till now I was eligible for one day compensatory off, if I work more than 8 hours on
my weekly off. Will I get compensatory off?

NO. This policy recognizes any hours worked beyond rostered hours as either additional
hours or Overtime hours and you will be paid for those extra hours as per the eligibility
associated with those hours. Hence you will not be accumulating any compensatory offs
on account of working on any weekly offs

21. If my manager request’s me to work more than the maximum hours a day (13
hours), will I be paid overtime?

NO. You are not eligible to rostered and work for more than 13 hours a day and 72 hours
a week.

Effective Date: 15 September’2013 Issue No.4 Page 10 of 11 Private-Non Sensitive

 Overtime Policy

Title: OVERTIME POLICY

SUP 132
Identification: No of pages: 11

Issue Number: 4 Amendment: First

September 15,
Date of issue: Status: Definitive
2013
Amendment
summary:
Date Version Reason for Amendment

April 01, 2012 1 New Policy

Weekly OT cut-off timelines added to the Policy & OT

October 01, 2012 2
will not be applicable to Technology Solution.
OT calendar deleted from the Policy, it will be published
April 10, 2013 3
separately
FAQ’s amended, approvals defined for OT updation for
September 15, 2013 4
backdated entries of 2 months prior.

Circulation: All employees

External references: Not applicable

Associated None
documents:

Effective Date: 15 September’2013 Issue No.4 Page 11 of 11 Private-Non Sensitive