Attendance Process_SOP_HR_002

This document describes the Attendance process in Vaishnaoi Group and all the provisions should be
strictly followed. However, none of its provisions, or any omission therein, can replace or alter the terms
of the AP policy as outlined in Vaishnaoi Group.
EMPLOYEE ATTENDANCE
STANDARD OPERATING
PROCEDURE
This standard operating procedure shall enter into force on 01st January 2025.
SOP-HR-002 1
SOP-HR-002: Attendance Process
1. Purpose: The purpose of this attendance process is to ensure accurate tracking of employee
attendance, promote punctuality, and maintain records for payroll and compliance purposes.
2. Scope: This process applies to all employees within the organization, including full-time, part-
time, temporary, and contract employees.
3. Responsibilities:
 Employees: Ensure punctuality and regular attendance, and accurately report any
absences or lateness.
 Supervisors/Managers: Monitor employee attendance, address attendance issues, and
approve time-off requests.
 HR Department: Maintain attendance records, process leave applications, and ensure
compliance with attendance policies.
4. Definitions:
 Attendance: The act of being present at a designated location and time for work.
 Absence: When an employee is not present at work during their scheduled hours.
 Leave: Authorized absence from work, which can be paid or unpaid (e.g., sick leave,
vacation leave).
 Lateness: Arriving at work after the scheduled start time.
5. Procedure:
5.1. Clocking In and Out:
 Method: Employees must clock in and out using the designated attendance system
(e.g., biometric scanner or KEKA attendance software).
 Timing: Employees should clock in at the start of their work shift and clock out at the
end of their shift. Break times should also be recorded.
5.2. Reporting Absences and Lateness:
 Notification: Employees must notify their supervisor/manager as soon as possible if

they are going to be absent or late. This can be done via phone, email, or the designated
reporting system.
 Reason: Employees should provide a valid reason for their absence or lateness.
 Documentation: For certain types of leave (e.g., sick leave), employees may be
required to provide documentation (e.g., doctor's note).
SOP-HR-002 2
5.3. Approving Leave Requests:
 Leave Application: Employees must submit a leave application form in KEKA Software
app only in advance for planned absences (e.g., vacation leave).
 Approval Process: Supervisors/managers must review and approve leave requests
based on staffing needs and leave policies. Approved leave requests should be
communicated to HR for record-keeping.
5.4. Tracking Attendance:
 Recording: HR or designated personnel should regularly update attendance records in

the attendance management system.
 Monitoring: Supervisors/managers should monitor attendance records to identify any
patterns of absenteeism or lateness.
5.5. Addressing Attendance Issues:
 Review: Supervisors/managers should review attendance records and address any

attendance issues with the employee.
 Counseling: For repeated attendance issues, provide counseling and discuss potential
solutions with the employee.
 Disciplinary Action: If attendance issues persist, follow the organization's disciplinary
process as outlined in the employee handbook.
5.6. Reporting and Compliance:
 Reports: Generate regular attendance reports for review by management.

 Compliance: Ensure compliance with company policies and relevant labor laws
regarding attendance and leave.
6. Record Keeping:
 Documentation: Maintain accurate attendance records, leave applications, and any

related documentation.
 Retention: Store records securely and retain them in accordance with legal
requirements and company policies.
7. Policy Review:
 Review: This attendance process should be reviewed annually by the HR department to

ensure its continued relevance and effectiveness.
 Update: Any changes to the process should be communicated to all relevant personnel.
Approved by: Doc. Version: Effective Date: Review/Revision Date:
SOP-HR-002 3

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This document describes the Attendance process in Vaishnaoi Group and all the provisions should be

5.1. Clocking In and Out:

5.2. Reporting Absences and Lateness:

 Notification: Employees must notify their supervisor/manager as soon as possible if

5.4. Tracking Attendance:

 Recording: HR or designated personnel should regularly update attendance records in

5.5. Addressing Attendance Issues:

 Review: Supervisors/managers should review attendance records and address any

5.6. Reporting and Compliance:

 Reports: Generate regular attendance reports for review by management.

 Documentation: Maintain accurate attendance records, leave applications, and any

 Review: This attendance process should be reviewed annually by the HR department to

Approved by: Doc. Version: Effective Date: Review/Revision Date:

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