HR Manual UAE. Attendance

Transcription

1 HR Manual UAE Attendance Employee Records Employees are required to submit the following to the GM / MD of the region when they are deployed: 1. Xerox copy of the 1 st and last 2 pages of the passport 2. Visa copy 3. Address at which they will be residing (if not assigned by Algorithms) 4. Local telephone number if any 5. Contract Document Employees must ensure that any change in the above must be intimated immediately to the GM / MD of the region. Conflicting Employment During the term of their deployment with the company, employees will not engage in any other employment, occupation, or other business activities nor will the employee engage in any other activities that conflict with the obligations to the Company. Working Hours and Attendance Working Hours when deployed at clients offices Consultants deployed at a client s office must follow the timings of the client. Consultants must enter the time of entry and time of exit in the Employee s Attendance Sheet on a daily basis. Guidelines for entry of the attendance are provided in the document. These must be followed from the first day of deployment to the last day of deployment. The extract of this attendance sheet will be sent to the client for record keeping every fortnight by the HR department. Working Hours when deployed at ASPL s office ASPL s office in Dubai works as per the following timings: 8.30 a.m. to 5.30 p.m. from Sunday to Thursday and 8.30 a.m. to 1.30 p.m. on Saturday. Lunch hours are for half an hour between 1.00 p.m. to 1.30 p.m. Tracking of Attendance On a Daily Basis Consultants must enter the time of entry and time of exit in the Employee s Attendance Sheet on a daily basis. Guidelines for entry of the attendance are provided in the document. These must be followed irrespective of whether a person is deployed at the client s site or at ASPL s office. The relevant extract of this attendance sheet will be sent to clients for record keeping every fortnight by the HR department. Late Marks Consultants must arrive at the ASPL / client s office before the start time. Late marks will follow the same procedure as that in Mumbai. Thus, if an employee arrives after the start time but within 20 minutes of the starting time on any working day, he / she will be marked as late. Half day of leave shall be deducted for every three days of late coming in a month. Half day of casual leave shall be deducted if an employee arrives after that. 1

2 It is the employee s responsibility to reach office in time and adjust as per external circumstances. Half day of leave will be deducted if an employee leaves 30 minutes before the end of the day. Thus if the ASPL / client s office officially ends at 5:30 p.m., half day will be deducted if the employee leaves before 5:00 p.m. Tracking of Attendance If attendance is not recorded for a day, (at either a client s office or ASPL s office), the employee shall be marked Absent. Leave shall be deducted from the earned leave (in case of UAE staff) and from CL or PL balance (in that order for Mumbai staff deployed in the Middle East). In case of nil leave balance it shall be considered as Leave Without Pay. Attendance will be confirmed based on timesheets entered for each day. Working on Holidays / Weekly Offs No compensatory off or additional leave would be given for working on nonworking days. Holidays Holidays when deployed at clients offices Consultants deployed at a client s office must follow the holidays of the client. The list for each client is displayed on the Algointranet. Attendance is based on this holiday list. No concession would be considered if Algorithms has a holiday but not the client, as the reverse case may also be applicable. Holidays when deployed at ASPL s office The list of holidays is issued by the HR department in the beginning of the calendar year. The list for the Dubai office is displayed on the Algointranet. Under no circumstances will there be more than 11 holidays in a year. There will be no compensatory holidays if a holiday falls on a weekend. No concession would be considered if a client has a holiday but not Algorithms, as the reverse case may also be applicable. An employee is entitled to an official holiday with full wage for the following occasions: 1 Hijri New Year's Day one day 2 3 Gregorian New Year's Day Eid Al Fitr (end of Ramadan) one day two days 4 Eid Al Ada and Waqfa three days 5 Prophet Mohammed's Birthday one day 6 Isra and Al Mi'raj one day 7 National Day one day 2

3 Dress & Behaviour Code Consultants interact with managers of leading players in the industry, on a daily basis. It is therefore imperative that the attire of all consultants be in line with the role that they play. Consultants should dress formally and be well groomed on a regular basis. Casual attire should be avoided. Ties are recommended for male consultants during every meeting held at the client s or ASPL s office. This would also apply to other employees when visiting clients or representing the Company at any official forum Timesheets All employees of Algorithms are required to fill in their Weekly and Daily Planning Sheets. The Weekly Planning Sheets define the work objectives for the week and aids the manager in monitoring progress. The Daily Planning Sheet helps in identifying goals at the start of a day and in logging actual time utilization. The Daily Planning Sheets must be uploaded onto the intranet timesheet at the end of every week and on the last day of the month. The timesheets are checked at the end of the Attendance Period and matched with the attendance record. Employees will be sent an if timesheets are not entered (uploaded) on a weekly basis. Timesheets are mandatory for each working day. If timesheets are not logged on a certain day the system expects the day to be a holiday or leave. Holidays for the region have already been entered. Thus all consultants should apply for leave through the intranet if they are absent (as done while in office / at client s office). Absence on a day (i.e. timesheet not entered and leave not applied for) would mean that the system considers the day as Leave without Pay. Payroll is apportioned to clients based on the timesheets. Payroll cannot be processed unless timesheets have been entered for each date on which a person is marked as present. Thus a delay in uploading timesheets has a direct impact on running and processing the payroll in time for the entire office. ASPL project managers are required to submit on a weekly basis, the timesheet mentioning details of work done by the ASPL team to the Client. The data for this should be taken from the algointranet time sheets. This will help us in getting time extensions wherever applicable and also establish complete transparency with the client. Copies of the mail should be sent to the Mumbai office for record. Entering Timesheets Module Field The Module selected while entering the timesheet must be as per the following guidelines: Code Package / Module Process EST Estimate Tendering & Estimation SYS System Administration System Instantiated Document Configuration Security & Approval Role Configuration User Management MAS Masters Masters External Entities Financial Configuration PRC Purchase & Stores Procurement Letter of Credit 3

4 Inventory Budget & CVR Sub Contracting Contract Management COM Commercials AP-Sub Contractor Payment Certificate AR-Application for Payment AR- Certificate for Payment Retention Release Internal Valuation Accounts Payable Except SC payment Certificate Accounts Receivable Except Application and Certificate for Payment Bank & Cash ACC Accounts Journal Voucher Cost Ledger Nominal Ledger Financial Reporting Fixed Assets PAY Time Sheet & Payroll Time Sheet HRMS System PLT Plant & Machinery Plant ETO ETO Production Planning BI BI BI HS House Sales House Sales Document DOM Management Document Management PRM Project Plan Preparation Xpedeon Project Project Review Meetings & Preparation Management Project Progress Report Preparation Lead Generation Activities Data Preparation for Demo MKT Xpedeon Marketing Demo Proposals Preparation and Follow up Contract Preparation and Follow up Entering Timesheets Work Area Field The Work Area selected while entering the timesheet must be as per the following guidelines: Work Area Project Management Work involved Project Planning External Review Meetings Internal Review Meetings Internal Project Progress Report Preparation External Project Progress Report Preparation 4

5 Process Study MAP & GAP Analysis Validate Training Go Live Marketing Proposals and Contracts AS IS PROCESS STUDY and Documentation TO BE Process Study and Documentation Logging Issues in JIRA JIRA Methodology Documentation JIRA Methodology Explanation and Approval from Client System Configuration Data Migration for Masters UAT Training Data Migration Assistance On Site Support Hand holding Off Site Support Issue Resolution Marketing & Follow up Pre Sales Data Preparation Demonstrations & Meetings Proposal Preparation Proposal Submission and Meetings Contract Preparation Contract Finalization Meeting Project Handing Over Entering Timesheets Role Field The Role field can have the following values: A) Project Manager B) Lead Consultant C) Consultant D) Trainer E) Software Engineer These are not based on the designation of an employee but on the role that a consultant is performing on a project. Thus a consultant posted on a project as a Project Manager and charged as one, would select the Role as Project Manager. At the time of deployment of any consultant on a project, the Project Manager should provide the Role that would be performed by the consultant for the project. Leave Leave is tracked as per rules in the Mumbai office. Thus sick leave also would be considered as leave availed (like in Mumbai). Procedure for Application Leave should be applied for on the Algointranet. The leave application will be forwarded automatically to the reporting manager who can approve (or unapprove) it. On approval the leave balance is automatically updated. It is the responsibility of the employee to ensure that the leave has been approved before proceeding on leave. Before booking tickets & confirming travel arrangements for long leaves, employee should consult with their reporting manager. This is to avoid overlap of leave within a department, especially during vacations when a large number of employees might want to plan long leaves. 5

6 Sanctioning of leave is solely at the discretion of the reporting manager. The manager is authorized to reduce the tenure of leave depending upon the exigencies of work. All leave shall, as far as possible, be applied in advance, except in case of illness or emergencies. In case of emergencies, it shall be binding on the employee to inform designated reporting manager before a.m. on the day of absence, about the availing of such leave. A call made to any other person in the organization shall not be considered as acceptable. On resuming duties, the employee shall be expected to fill out the leave Application online and get the approval from their reporting manager. In case of absence, where no prior application or intimation has been made, the absence shall be counted as Leave without Pay. Return to India for vacation during the deployment period If a posting is for a longer duration than 1 year, an employee is entitled to return to India on leave. The ticket in this case will be paid by ASPL. If the posting is less than 1 year, travel in between will not be paid by ASPL. If a person has travelled on leave to India, he / she must ensure that they return on the designated date to office. In case of any delay, the ticket will be cancelled and the return ticket will be to the cost of the consultant. The delay period will be treated as LWP. A person deployed, can in no event take a leave longer than 15 days as other consultants would need to be deployed if the leave period exceeds 15 days. Discipline Consultants deployed at client s offices are representative of Algorithms. Thus maintaining discipline and behaving professionally at all times is essential. Housing Housing for overseas consultant is will be as per the contract and accommodation will be provided by the client whereas for employees who are in UAE payroll, accommodation allowance is provided. Reimbursement of Expenses: Eg: Food, Travel (Local), if any local Reimbursement Food expense is not reimbursable unless it is being an entertainment expense for the client. Entertainment of clients MUST be pre-approved otherwise the bill will not be reimbursed. An overseas consultant is being paid 30 $ per day for each day of his stay as outstation expense. A Project Manager/lead consultant is paid 40$ per day for each day of his stay as outstation expense. A Consultant / project manager who is in UAE payroll will be paid outstation expense if he stays in other countries than UAE for the number of days of his stay based on above criteria Food expense is not reimbursable unless it is being an entertainment expense for the client. A Project Manager/lead consultant is paid 40$ per day for each day of his stay as outstation expense. 6

7 A Consultant / project manager who is in UAE payroll will be paid outstation expense if he stays in other countries than UAE for the number of days of his stay based on above criteria. Travel Advance Advance to consultants are provided on case to case based on the requirement. The outstation allowance can be paid upto a maximum of days in advance to a consultant. Local Travel For overseas consultant's local travel to client office is provided by the client and it is as per the contract. If the overseas consultant is bound to travel for company requirement, within UAE to other clients, the travel expense (taxi /bus fare) can be claimed from the company. For example an over seas consultant who is working for ETA Ascon, Dubai and wanted to travel to Pivot, Abudhabi as per company requirement, then the taxi/bus fare can be claimed from the company. For employee who is in UAE payroll, any travel within Dubai is born by the employee as per the employment contract, as the transportation allowance is provided. This covers the transport allowance within to any Dubai clients as well to ASPL Office. For outside Dubai premises, like Sharjah, Abu Dhabi the standard taxi / bus fare are provided which are reimbursable from the company based on submission of taxi/bus fare bills. Employee who are on UAE payroll and having own vehicle, for their travel within to any Dubai based Client and to ASPL office, it is born by the employee. For any travel outside Dubai based on the region, a standard fare based on destination distance is kept which is normally 40% of standard taxi fare. Travel Reimbursements All reimbursements for local travel incurred will be reimbursed on actuals and should be claimed on a weekly basis using the Conveyance Voucher. Cash advances would generally not be given to cover local conveyance. Employees are expected to pay for all the local conveyance and claim reimbursement for the same. Food will not be reimbursed. Travel Report All travel and conveyance expenses are required to be accounted for on a travel report and submitted to the HR department for reimbursement within two working days after the return from the trip. Reports received after the due date will not be reimbursed unless accompanied by valid reason(s) for the delay. A new advance will not be sanctioned if a Travel Report is pending. In the event that supporting bills or receipts are not available, the sheet enlisting these expenses should be filled to explain why the original receipts are not included. In case of overseas travel, the remainder of the advance should be returned only in the currency in which the advance was issued. Local currencies are not convertible easily in India and thus will not be accepted. Coins in any foreign 7

8 currency (including the currency in which the advance was issued) will also not be accepted. 8