How To Handle Employees That Leave Work Premises Without Permission

Running a business requires several resources that also includes the workforce. Human resource management is complex, especially when dealing with unauthorized absences, such as workers leaving work premises without permission. Such activities can have significant implications both financially and operationally. Several problems arise if workers start leaving work premises without permission. The company's production goals become challenging, which can significantly impact the revenue. Also, such time theft puts undue pressure on other employees who have to take up the slack. As a manager, handling such unexpected absences from work can be tricky. However, leaving the workplace without permission is misconduct, and you must understand how to handle such behavior. In this article, we will discuss how you can avoid any disruption in production by managing such absences.

4 ways to manage employees who leave work without permission

1. Talk to your employees about it

Before you conclude, ask the employee why they left early. Leaving work premises without permission only sometimes amounts to time theft. As a manager, you can bring genuine care and concern to the employee facing challenging family circumstances and help them figure out how to balance work and personal life. Talk to your employees because showing compassion is essential if they are going through some trouble or illness. At the same time, if you find out that the employees left early to have fun, you must let them know that you are strict with such behavior at work so they don't take advantage of you. It is necessary to keep the lines of communication open to let employees know what you expect of them and make them realize that you will support their best work.

2. Create a plan and mention it in your policy

Suppose your employees are habitually leaving the workplace without permission despite clear communication about expectations from them. In that case, it's time to create an attendance policy and mention about it. Once you have listened to what is going on with your employees and understand the situation, you can frame policies based on the same to offer information to employees and address the issue prompting the early departures. It is crucial to provide information on family leave for accommodation for illness days such that employees are allowed to leave the workplace with permission. HR managers should work with employees to ensure that the management and workforce are on the same page about leaving work premises without permission. Your employees are a valuable resource, and being flexible with them is reasonable. Still, your plan should be framed keeping in mind that every worker can only take advantage of the company's attendance policy.

3. Explain the consequences of leaving early

Ultimately, you have to make the hard decision and hand over the consequences if someone isn't doing their job. Exactly what the consequences of leaving work premises without permission can be will depend on your company and management structure. In some instances, you can accept a written apology from the workers. At the same time, other scenarios may demand stricter consequences, such as making up for the missed time or taking on some additional tasks. It is essential to mention the consequences worker can face if they repeatedly leave the workplace without permission. This will ensure that your employees are not surprised when they face the consequences after repeatedly violating the policy.

4. Give a warning to employees who leave early

If, despite all your efforts, workers continue leaving the workplace without permission, you have to give them a warning. Chances are that you have already mentioned the consequence clearly in the attendance policy, but it's also beneficial to create a leaving work premise without a permission warning letter. The letter should explain to your employees that chronically leaving work early will be met with stern actions, and they must correct their behavior immediately. At this stage, there is no need to put up with their excuses; ensure that you are approachable if the employee has some new information to help you make a better decision. Here is a template of leaving work premises without permission warning letter that you can use. Ref: ________  Date: _______  To  (Name of the Employee)  (Designation)  (Department)  Employee Code: ______  Sub.: Leaving early from work - Violation of Company Policy  Dear Mr. / Ms. (First Name of the Employee),  We regret to note that you were repeatedly leaving early from work early from (Date) to (Date) without taking any prior permission, nor have you informed the causes of leaving early.  Our company does not appreciate such unprofessional conduct from its employees. All employees are required to follow the working hour's guidelines and leave application procedure before going on any leave or leaving early. You are hereby strongly advised not to repeat such incidents in the future, as this letter serves as the final warning before any severe disciplinary action against you. We are also not deducting any amount from your salary. In case of repetition of such incidents, the company will be forced to terminate your employment.  This letter will be placed on your personnel employment file. Please acknowledge receipt of this letter by signing one copy of the letter as enclosed herewith.  For (Name of the Company),  (Signature) (Name of the Superior Officer)  (Designation)

What if your employee still leaves early? Can you fire them?

Leaving early from work without permission is a clear act of miss conduct. You can fire a worker for leaving work premises without consent, without reasonable excuse. If a worker leaves the work premises without permission once or twice, it is appropriate to have a conversation to understand their issue. If they cannot provide an acceptable reason, you should issue them a leaving work premises without permission warning letter. And if the employee repeats the behavior of leaving the workplace without permission, they should face the consequences. Any further repetition of such behavior can lead to severe penalties such as demotion, suspension without pay, or dismissal.

How Truein can help with it

To effectively identify, address, and solve the issue of employees leaving work premises without permission requires efficient employee tracking. Truein is a cloud-based employee time and attendance tracking system that can help companies entirely automate attendance implementation. It is a hardware-less software solution with geofencing and GPS targeting to track employees even at remote sites. https://www.youtube.com/watch?v=s58lVluWMLM Additionally, it comes with an audit attendance feature that randomly triggers time and attendance checks asking employees to check in at the given location to verify their presence on the premises. Truein also integrates with most payroll software, saving HR resources that can be focused on managing the workforce and improving productivity. Schedule a free demo today and see how Truein can automate attendance tracking in your organization.
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Compensatory Off: Everything That You Need To Know About It

Famously called comp time, comp leave, or comp off, this leave is undoubtedly one of a kind. While the other leaves are accumulated with time, comp leaves are earned through working extra hours on days offs, holidays, etc. Compensatory off is the leave that is awarded as compensation to the employees who work extra for some hours or days. This type of leave enables people to encash the leaves when required in exchange for overtime that they have earned by working extra. Companies with a comp off policy compensate the employees in the form of PTO or paid time off as the alternative to paying time and a half in overtime pay. It is thus essential to understand what time and a half are. It is 50 percent more than what a worker gets as regular pay. This means that the company is liable to pay the worker his usual salary and an extra half of that for each overtime hour he works. It might sound challenging, but overtime policy pay can be calculated by multiplying the regular pay by 1.5.

What is Compensatory off?

The term' compensatory off', also called compensatory leave, compensatory time, or Comp hours, is the right of employees to take paid time off when they work overtime like on holidays, for extra hours, etc. Such a leave allows the employees to take off with pay in place of the overtime pay when they have worked under situations like holidays, a scheduled day off, overtime hours, or when the office is closed. It would help if you remembered that compensatory leave works differently from other leaves as the time off is accrued, hour by hour. This means that for each hour of overtime the employee works, one hour of comp time is given. So the main idea is that the company compensates the employees with paid leaves rather than giving overtime pay.

Types of Compensatory Leave

While the various types of compensatory leaves are like in how they function, the situations in which hours may be provided vary.

1. Overtime compensatory leave

It is awarded when the employee chooses paid leave instead of overtime pay. For example, if the employee works 8 hours overtime, they can take 8 hours of paid time off on another date.

2. National holiday and weekend compensatory leave

Employees who work on a national holiday or a weekend for any reason are allowed to take time off at a later date.

Who is eligible for compensatory off?

Only the employees who have worked for at least 40 hours in the previous week are granted compensatory offs. Employees may even take half of the Comp off if needed to work for extra 3 hours or more after their actual work time on any given day. Only the employees who have worked for at least 40 hours in the previous week are granted compensatory offs. Employees may even take half of the Comp off if needed to work for extra 3 hours or more after their actual work time on any given day. There are 4 primary groups of employees that are qualified for Comp offs under the factory law-
  • Salary paying personnel
  • Public sector workers, including central and state government employees
  • Non-exempt workers who put in less than 40 hours a week like during a vacation when they are compensated but don't take are not free from the overtime pay.
  • Workers in some states like Uttar Pradesh, Tamil Nadu, West Bengal, Andhra Pradesh, Karnataka, Maharashtra, Rajasthan, Gujarat

For how many days is compensatory off valid?

Deciding the limit for Comp off validity depends on the company. There is no set number of days that the Indian government stipulates. Most organizations prefer making compensatory leaves available for around 30 days, as mentioned above.

Why Comp off was created?

Compensatory offs can be said to be the method to attract employees into giving their best, both in return for compensation as well as appreciation. Before the making of compensation in form of payments or offs, there were a lot of grievances that plagued the employees. They were overexploitation, meager salary, and health issues. All such grievances started resulting in impacts such as anger issues, loss of interest in work, and disagreement among employers and employees. Lack of interest further resulted in situations where workers refused to put in additional efforts, leading to the company's degradation. It additionally led to employee strikes and protests to get their rights. So, after much negotiation, it was decided to offer the employees extra leaves or cash to compensate for their efforts and the company's development.

How to draft your Compensatory leave policy?

Before making a comp-off policy, it is crucial to create and communicate a clear policy to reduce any confusion. Clearly mention the criteria for Comp off eligibility that must adhere to legal restrictions Mention in which form or case the compensatory off will be fulfilled When setting the parameters for a comp off, the employer should determine how long the employees have to use the leave Documenting the policy and then reviewing it with legal personnel is a must to ensure that it complies with the laws. It is also essential to train the managers to use the policy fairly. So, before adopting a comp leave, a policy must be established. It is simple for employees and employers to know the expectations when the policy is written clearly and conveyed well. Also, when drafting the leave policy, public companies must meet all criteria. For example, the company and the association must agree to the Comp off policy if a union is involved. Deciding the eligibility- When the employer decides who qualifies for the leave, it is essential to consider the current legal limitations. The exempt workers working more than 40 hours a week will get Comp off from the employer. Will these employees require permission to get the Comp off in advance? Will the non-exempt workers qualifying criteria be different from the exempt workers? Calculation- It is also essential to establish the payment method for the Comp off. Will you give compensatory leave at an hourly price or some set price? How you will record the comp time is another concern. Is it a component of your HR software? Do you need to have supervisors keep a tab on it? Other parameters- You must also set restrictions on how to use the comp time. How long may the employees use the compensatory leave? Will there be a limit on the number of hours of comp time one may accumulate? Is there any limitation on when the Comp off may be used? Review and Training- You need to ensure that you record the policy with legal help to achieve the goal within the jurisdiction. It would help if you also guaranteed that your approach is used appropriately throughout the company and the management is well-taught about it.

Compensatory Off Rules

Workers who work on public holidays are compensated by taking off the next day or through a time equal to their working hours if they come to work. The same rule applies to the workers who work on weekends, as long as they are at work. If a public holiday or a weekly off falls on your work travel, you will be provided with a half-day Comp off. Also note that if you are traveling on a weekly off or a public holiday, it will not be taken as a working day and you will not get the Comp leave. Compensatory time is only provided for the time spent at the site or with clients.

Conclusion

In all, compensatory leaves have multiple benefits. The employers get saved from paying the added overtime salaries for the benefit of improved employee efficiency. Also, the worker gains an extra day off, maintaining that professional and personal balance. In retrospect, one may say that comp leaves are surely a win-win situation where the employer and the employee are satisfied with the overall negotiation and policy rules. You can make policies for your employees using the Truein app. The policy can be made for employees working on weekends or holidays, and they will automatically get the Comp off. You can further create the rule for overtime if the worker works for extended hours, they will get a compensatory leave.
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How to Track Employee Absences?

As a manager, you are responsible for managing teams and their schedules. The inability to properly track employee absences can result in more labor costs. In some industries like manufacturing, construction, and mining, it is challenging to track absentees when you are not aware if they are present onsite or not. These are some reasons your company needs a solid strategy to track team member absences. In this article, we will cover some tips on how to track employee absences.

What is employee absence tracking?

Employee absence tracking is what it sounds like, a way to track absences and late arrivals of workers at work. It is an essential aspect of workforce management to ensure that workers adhere to the attendance policy. Employee absence tracking is also necessary for controlling overtime and shift scheduling issues. Modern-day absence tracking is not manual, and automated tools are available that will help you to better track your employees, such as Truein. But we will discuss employee absence tracking tools in a while; before that, we will explore why your company must ensure effective absence tracking.

Why is tracking employee absences important?

For workforce management, you must regularly track your employees' time, attendance, and absences. For a strong work culture, your company must have clear guidelines about absenteeism. Also, there must be open communication channels between workers, supervisors, and managers.

Here are some essential reasons why you must track absenteeism in the workplace.

1. Helps to manage payroll and pay employees accurately

Absenteeism is directly associated with payroll. If you are not accurately tracking employee absences, you risk paying employees for hours they have not worked. Accurate pay is vital for both the company and the employees. All employees must receive a fair wage for the work they do. For companies, it implies that there will be extra labor costs and overtime compensation. A resilient attendance tracking system is how you can efficiently track employee absences. Choose an employee absence tracking system that integrates with the organization's payroll software for calculating employee salaries.

2. The total attendance taken is transparent for both employees and employers

When you have the correct attendance data, you can maintain employee transparency. There is no hidden information or confusion regarding the pay received or action taken. Automated employee absence tracking provides complete data about the leaves taken, paid time off left, and any attendance penalty points given to workers. The same data is visible to employees too. This gives them a feeling of being in control of managing their time off. When you make the attendance data transparent, workers can balance their work and life and make up for any lapses when required.

3. You can easily schedule shifts if the employee is not available

Shift schedule is badly affected if there is frequent workforce absenteeism. When you properly track employee absences, you can avoid last-minute changes to the shifts. It gives you enough time to look for a replacement and arrange for other employees to fill in the gaps. Properly planning shift schedules is how you can maintain the work balance and ensure no worker is overworked or burned out. According to the National Safety Council, overworked workers are the most susceptible to accidents. Shifts must allow employees to work without compromising their physical or mental health. In most cases, overexertion is a leading cause of work-related injuries in companies. Now that you understand how important it is to track employee absences let's find out the best ways.

How to track employee absences

1. A centralized telephone number where employees call and inform about their absence

By setting up a centralized phone number for reporting absences, you can direct all calls to one place. This will save supervisors and managers from getting texts and calls throughout the day and reduce productivity. While a straightforward solution is how to track employee absences, a central phone line will still require HR to go through the calls. The call records can be filled quickly if you have a large workforce with hundreds or thousands of employees. No matter how automated the system is, in the end, a human has to verify the calls. It's time-consuming, costly, and not sustainable for more than a few dozen employees.

2. Using messaging to inform about leaves

A more approachable communication medium is texting about the leaves to inform supervisors or managers on popular apps like WhatsApp and Telegram. The problem with this solution is how every worker will be skilled enough to use messaging apps on their phones. Also, not everyone will be comfortable using or downloading apps mandated by the employer. For the managers, keeping track of the messages and updating the shift schedule rooster will be tedious. Furthermore, no paper trail will spell trouble for record keeping and tracking employee absences.

3. Using attendance management software

For any business, irrespective of its industry or size, attendance management software is the best solution to track absenteeism in the workplace. Truein is a hardwareless employee time and attendance tracking software. It is a cloud-based attendance system that can be deployed on workers' smartphones allowing them to request leave online. The managers are notified about the request and who can approve or reject it. Truein offers complete attendance data management, including leave management, overtime, paid time off, and holidays. You can also create and share attendance policy within the Truein dashboard. It also offers geofencing and GPS targeting to ensure that workers are present when they record their attendance at the assigned spot.

Conclusion

If you want your business to run smoothly, you cannot rely on manual methods to track employee absences. Don't spend time wondering how to track absenteeism in the workplace; deploy a reliable and cloud-based attendance management software like Truein to easily manage employee time and attendance.
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7 Ways To Reduce Absenteeism In The Workplace

Absenteeism is an expensive and global issue costing organizations billions of dollars. When a company cannot keep a tab on the absenteeism rate in the workforce, it can severely affect the output and the bottom line. While HR has always struggled to decide how to reduce absenteeism in the workplace, some new solutions are coming up. In this article, we look at some ways how to reduce absenteeism. But first, let's start with the definition.

What is absenteeism?

Absenteeism is when a worker willfully and regularly comes into work without providing an "acceptable reason." The critical word here is 'acceptable,' which doesn't include authorized absences such as holidays, health appointments, paid leaves, illness, childcare, etc. However, it is tricky to define absenteeism as the word, as there are instances when long-term health problems, burnout, or stress resulting from the workplace can cause absenteeism. All these are legitimate health issues that need to be addressed. As a manager or supervisor, you'll have to accommodate seldom staff absences from time to time. However, if it becomes seemingly frequent, you must take the following measures.

Seven ways to reduce absenteeism

1. Creating an attendance policy

Your workers must be able to aware of what are the company attendance policies. Therefore, the company attendance policy should be clear, and every employee should be mindful of the consequences they can face due to frequent absenteeism. All the points must be mentioned, including what counts as unaccepted absence, how the company follows up on unsanctioned leaves, and how employment can be affected due to excessive absenteeism. To ensure that workers are adhering to the policy seriously, managers must enforce it consistently.

2. Reward employees with good attendance

Most of the resources on how to decrease absenteeism in the workplace talk about the steps you can take to mitigate the challenge but often miss out on rewards. It would help to reward the employees for good attendance records to encourage such behavior. Adding an incentive to attend work is one of the best ways to let employees voluntarily keep attendance high. The attendance system should not penalize the employees for legitimate reasons for being absent such as illness or childcare.

3. Address unscheduled absences immediately

One of the reasons why absenteeism becomes such a significant problem for a company is when managers cannot immediately take action to address unscheduled absences. As mentioned, it is mandatory to implement the attendance policy consistently and hand out consequences. However, it must not be a knee-jerk reaction to every absentee; managers and supervisors should evaluate the reason for the absence and support the workers if needed. Remember that addressing unscheduled absenteeism is not only about dishing out sanctions but creating a clear divide between what is acceptable and what is not. A recommended way to reduce staff absenteeism is to introduce the return-to-work interview. There are many benefits – it shows companies care for the staff, helps workers ease into their roles, and reduces the rate of repeated absenteeism.

4. Find ways to reduce employee stress

You must first check that the working environment is not stressful or unhealthy for the workers. The solution to reducing absenteeism in the workplace lies in understanding the root cause of the problem. It is not unusual for workplace stress to cause high employee absenteeism. Explore options like implementing a wellness program and making your workers' health one of the top priorities. Employees who are physically and mentally healthy are more productive and engaged.

5. Offer flexible working option

A proper work-life balance is essential for workers. Offering a flexible work schedule has proven to be one of the most efficient ways to increase the workforce's well-being and attachment to the company. If possible, introduce flexible working hours or even remote work. For instance, Netflix offers unlimited vacation days for employees, contributing to its employee engagement plan.

6. Communicate with employees and provide feedback

An easy way to reduce absenteeism in organizations is to improve employee engagement through proper communication. Set up an efficient internal communication system for workers to quickly follow up about the company's workings, suggest improvements, report problems, and get feedback about their attendance.

7. Keep track of employee absences

To implement these tips successfully, you need reliable attendance management software like Truein. Truein is a cloud-based, hardwareless employee time and attendance management software that can track daily attendance, absences, and holidays and keep track of sanctioned leaves. It also allows you to create and maintain an attendance policy that you can implement consistently. Workers can request leave through the app from their phones, and concerned managers are notified automatically to accept or reject the request. Truein easily integrates with most payroll software making it a competent workforce attendance management software.

Conclusion

We hope these tips will help you reduce absenteeism in your workforce. Try Truein to handle all employee attendance requirements and quickly implement your company's attendance policy.
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13 Different Types of Leaves Employees Working in Indian Companies Can Avail

A leave policy is an integral part of HR management for companies. Employees must be aware of their paid leave days and other holidays. Most candidates ask about the type of leaves they will get during the recruitment phase. Your organization's leave policy matters so companies should have a detailed leave policy. The types of work leaves availed by the employees in the company also set an impression on your employer.

This article will discuss the most common types of leaves a company must provide to employees to retain and recruit talent.

What information must be there in a company's leave policy?

A leave policy must have detailed information on the number of leaves employees are entitled to. It must also mention the types of absence leaves they are eligible for and how to apply for the leaves.

HR managers must maintain a leave policy for the company because it ensures employees will get essential time off to go on vacations, recover from illness, take care of any issues or take a sabbatical when needed.

If you are unaware of what types of leave to include in the policy, this article will guide you through it.

1. Privilege Leave/Earned Leave/Annual Leave

A privilege or earned leave is the annual leave for the employees working for a company within a year. While the norm in the country is to offer 18 earned leaves, the number of privilege leaves varies across the organizations. If workers want to use their privilege leaves, they need to get formal approval from their managers in advance. Usually, unauthorized absences are adjusted against privilege leaves.

Employees are most motivated by the earned leave mentioned in their contract because such annual leave can be encashed if they do not use them throughout the year.

2. Casual leave

Causal leave is the most common type of leave workers ask for vacation, rest, family events, and taking time off to relax and unwind. Every employee is entitled to causal leaves for a proper work-life balance. As employees must be able to have a life outside work, they need time off to travel, attend events, participate in life events and spend more time with family. Casual leaves are essential to offer workers enough time to focus and prioritize life when required. This makes them appreciate the company and feel comfortable working with such employers.

In India, most companies offer one to two casual leaves a month. The quantum varies from state to state, and there is no legal provision on the number of casual leaves. Still, most companies provide 8 to 15 casual leaves in a year. Generally, workers cannot club casual leave with another type of leave, and they can neither be cashed nor carried forward.

3. Sick leave

Sick leave is the time off provided for employees to recover from an illness or if they get injured and need time for healing. Companies must offer sick leaves for employees to enable them to take time off in case of health and well-being needs without losing pay. Depending on your country of operation, the requirement and provisions around sick leaves might differ, so it is essential to consult with lawmakers on the same.

Companies must give their workers 15 days of sick leave in India in a year. However, it is only the minimum, and companies must be flexible with the number of sick leaves they allow employees in case of severe health issues.

4. Maternity leave

Working women often face family planning challenges as they take a sabbatical from work, which might affect their careers. To ensure the joy of motherhood is not dimmed, companies offer maternity leaves.

In India, the law gives women the right to take six months of maternity to manage their pregnancy and postpartum. As per the Maternity Benefit Act, 1961, women can also take maternity leave in case of miscarriage or abortion. The duration of maternity leave offered varies depending on the employer; usually, among all the types of leaves for employees, maternity leaves provide the most extended break.

As per the law, women employees can extend their maternity leave for up to 16 months without termination. However, it is at the company's sole discretion to decide how many days of this duration will be unpaid.

5. Paternity leaves

As women get maternity leave, male workers are entitled to paternity leave. Soon to becoming parents, male employees can ask for paternity leave during the final days of pregnancy or immediately after the baby's arrival.

Paternity leave is still not common in private companies, but some reputed companies such as Google, Microsoft, and IBM offer paternity leave in India. As company policies regarding paternity leaves differ across the organizations, it is essential to check your company's leave policy to know if they offer paternity leave.

6. Marriage leave

As the title suggests, this type of leave allows employees to get paid when they get married. Some companies even provide such leaves in case of marriage in the family. It is one of the most common types of leaves available by the company employees to attend a family function or be part of one.

7. Sabbatical Leave

To allow employees enough time to upskill and sharpen their knowledge or to prepare for an upcoming project, certain types of leave are offered, known as sabbatical leave. Employees need sabbatical leave to contribute to the organization and help improve its operation.

Employees can ask for a sabbatical leave if they want to invest time in education advancement, career break, or deal with family/health crises. However, unlike other types of work leaves, there is no legal provision around these. Also, sabbatical leaves are not approved immediately, so employees need to plan them.

8. Bereavement leave

In the unfortunate event of the demise of a family member, employees are entitled to take bereavement leaves. As no laws are making it mandatory to offer such leaves, most companies provide bereavement leaves on the ground of compassion.

Among different types of leave, this concept is still new in India but a much-needed one. Employees need time to grieve, participate in last rites or handle other legal situations after death in the family, and bereavement leaves allow them to do so without losing pay.

9. Half-day leave

When the employees take a half-day off, either the first or second half, it is termed half-day leave. Generally, workers take half-day leaves to take care of minor responsibilities like a doctor's appointment, attending a PTM or going to the bank. This offers them an outstanding work-life balance as they can take care of personal and professional responsibilities.

10. Loss of Pay Leave

Also known as unpaid leave, loss of pay leave is when an employee takes leave after all their unpaid leaves are over, and it doesn't fall under any particular category. Employees can still take leave, but the company will deduct the payment for the day.

11. Compensatory Off

Compensatory offs or comp-offs are provided to employees when they work on non-working days such as weekends to complete their assignments or do extra work. Comp-offs are a gesture to appreciate their extra hard work and contribution to the company.

12. Public holidays

Every country has designated mandatory public holidays. Events like Independence Day, Republic Day, Diwali, Holi, October 2nd, etc., are public holidays in India. Companies are obliged to let employees take off these days.

13. Menstruation Leave

Some progressing companies allow women employees menstruation leave to enable them to manage the increased requirement for hygiene during the period. While not common in India, some of the largest companies offer menstruation leave to their employees, such as Swiggy, Zomato, and Byjus.

State-specific different types of leaves in India

While the Factories Act 1948 sets the general guidelines for leave policy in India, there are also specific state-specific laws. Here's a glimpse of the types of leaves as per each state:

Types of Leaves As Per Different Labour laws in India

Sl. No. Act Type of leave Entitlement No. of leaves Carry Forward
1 Factories Act, 1948 Earned Leave Completing 240 days work One leave for every 20 days work 30 days
2 West Bengal Shops and Establishment Act Earned  Leave A year of work 14 days 28 days
Sick Leave From joining date 14 days (Half pay) 56 days
Casual Leave From joining date 10 days Cannot be accumulated
3 Bihar Shops & Establishment Act And Jharkhand S&E Act Earned Leave 240 work days the previous year One leave for 20 days of working 45 days
Sick Leave From joining date 12 days (Half pay) NA
Casual Leave From joining date 12 days NA
5 Delhi S&E Act Privilege Leave 5 days for every 4 months for permanent employees 15 days 45 days
Sick Leave/ Casual Leave 1 day for every 1 month of employment 12 days NA
6 Andhra Pradesh S&E Act Privilege Leave Completing 240 days work 15 days 60 days
Sick Leave 1 day for every 1 month of employment 12 days
Casual Leave 1 day for every 1 month of employment 12 days
Special Casual Leave Once after completing 2 years in service 6 days NA
7 Karnataka S&E Act Earned Leave 240 work days the previous year 1 every 20 work days 30 days
240 work days the previous year 1 every 20 work days 40 days
Sick Leave From joining date 12 days
8 Kerala S&E Act Annual Leave After complete a year in service 12 days 24 days
Sick Leave From the joining date 12 days NA
Casual Leave From the joining date 12 days NA
Special Casual Leave After an operation or surgery  6 days for men and 14 days for females NA
9 Bombay S&E Act Annual Leave 240 work days the previous year 21 days for every 60 days of work 42 days
10 Orissa S&E Act Annual Leave 240 work days the previous year For Adult:- 1 day for every 20 days worked For Child:- 1 day for every 15 days worked 30 days for adults and 40 days for child
Sick Leave From joining date 15 days NA
11 Rajasthan S&E Act Annual Leave 240 work days the previous year For Adult:- 1 day for every 12 days worked For Child:- 1 day for every 15 days worked  30 days for adult and 40 days for child
12 Tamil Nadu S&E Act Privilege Leave A year in service One every month 24 days
Sick Leave Join Date 12 days NA
Casual Leave Join Date 12 days NA
13 Uttar Pradesh S&E Act Earned Leave A year in service 15 days 45 days
Sick Leave After six months in service 15 days NA
Casual Leave After 6 months in service 10 days NA
14 Punjab S&E Act Earned Leave After 20 days of continuous employment One in 20 days 30 days
Sick Leave Joining date 7 days NA
Casual Leave Joining Date 7 days NA

Conclusion

Every company must have a clear leave policy detailing the types of leaves provided for employees. However, the diversity of the leaves can be hard to handle in absence of a leave management system like Truein.

Truein is an AI-powered face recognition attendance system that provides end-to-end leave management for HR teams to view, update, assign, approve, and deduct leaves.

Leave management options in Truein dashboard

It also readily integrates with most payroll software making it much easier to adjust salary according to leaves taken. Schedule a free demo today and see Truein attendance and leave management software in action.

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How To Detect and Prevent Ghost Employees

It might be hard to imagine, but there are instances when companies pay for employees who do not exist in reality. It is like paying someone who doesn't show up for work. That's what happens with ghost employees.

Ghost employee fraud usually happens at global companies with decentralized payroll processes. As these companies have to maintain payroll across countries that involve different currencies and tax implications, it is easier for them to fall victim to this type of payroll fraud.

According to the Association of Certified Fraud Examiners, as many as 29% of large and small businesses globally are affected by ghost employee fraud. Ghost employees are the most difficult to detect of all the payroll frauds.

The financial implication of ghost employees on payroll can be huge. For instance, the Indian Railways Department has to suffer a loss of USD 187,600 due to ghost employees.

For HR managers, it is essential to know how to prevent ghosting employees. This article is all about dealing with ghost employee fraud.

What is a ghost employee?

Ghost employee or ghost payroll is an essential concept for HR professionals. A ghost employee is a worker who exists on paper and is added to the company's payroll to take a wage, even though the company does not employ them. Sometimes, it could be a deceased person who is not taken out from the payroll due to unawareness or accidentally. But in most scenarios, ghost employees are added to the payroll to commit financial fraud.

Whatever the reason, HR managers must ensure that their organization is not paying for the workers who do not exist. Now that you understand what ghost employees are, let's look at common ways these employees exist within a company.

  • The most common reason why ghost employees exist is that someone within the company adds them intending to commit fraud.
  • Some employees can indulge in buddy punching marking attendance for workers on leave.
  • Deceased employees or employees who left the job but still exist on the payroll.

How to detect and prevent ghost employees

For businesses suffering from ghost employee menace, there are specific ways to deal with the issue. HR managers must ensure that the employee management is not chaotic. Usually, unclear processes leave the scope for such frauds to occur.

Given that for a large workforce, it is not easy to find ghost employees, this is why some essential steps are needed to prevent ghost employees. Large companies with hundreds of workers can track payroll budgets and investigate spikes in the report that does not match the labour projection. Smaller businesses can take a much simpler approach like hand-delivering paychecks to ensure only employees working get the pay. Any leftovers indicate ghost employee fraud.

HR managers can bring in some provisions to prevent payroll fraud. Here are some steps to get started:

  • Check on all workers before hiring with background checks
  • Ensure that employee data in the payroll system is accurate and updated
  • Avoid single-point-of-contact systems
  • Use financial checks and balances audits

Background checks for accounting employees

Companies should take extra measures to thoroughly evaluate employees with access to the payroll and accounting systems. Whether an entry-level accounts clerk or a CFO, background checks for these professionals are necessary.

There are several ways to identify ghost employees. You can hire agencies for the job to audit the background of prospective employees before hiring them.

Maintain the records of employees accurately

Whether new hires or existing employees, HR managers must ensure that their accurate and current data is in the payroll system. No new hires must be allowed to work until their information is collected, verified, and entered into the system. There must be strict policies to deal with employees who provide incorrect information or try to defraud the payroll system.

Conduct routine audits

Hiring honest employees and ensuring accurate employee data will not be enough. To ensure that there are no ghost employees on the payroll, you must conduct routine financial audits. With audits, you can immediately find any mismatches or fraudulent activities.

Not only fictitious employees, but regular audits can also help find duplicate entries, clerical errors, unverified government identification numbers, attendance recording inconsistencies, and more. While not all clerical mistakes are fraud, repeated mistakes can help you identify patterns, such as repetitive manual timekeeping adjustments. Or terminated employees are still kept as active in the payroll system.

Smaller companies without well-defined human resource management systems can rely on self-audits; for a more complex organizational audit, you can hire consultants or third-party services.

Clearly define procedures for payroll

If the company has clearly defined processes for payroll and accounting activities, there will be no opportunity for fraud. All employees must be trained to adhere to the methods and workflows decided.

For instance, the HR department should maintain a checklist of worker information that must be entered into the system before their first work day. A similar list must be there for terminating an employee.

Both processes ensure that all the employee data within the payroll system is accurate and updated. Usually, when employees are terminated or when they leave, if the information is not updated soon, it creates an opportunity for ghost employee fraud.

Automate the process

Human interference with attendance recording can be a hotspot for ghost employee fraud. To eliminate ghost workers you can use a facial recognition based automated attendance systems like Truein that eliminate manual attendance timesheets.

Truein is a new-age face recognition attendance system that can integrate with most payroll software. It is designed to automate attendance and leave management. As it leaves no scope for time theft, buddy punching and manual errors when importing attendance data into the payroll system, it can be a reliable defence against ghost employees. Schedule a free demo today and see how it can be integrated with payroll software and can help to prevent ghosting of employees.

Conclusion

Ghost employees can haunt your profit margins for months and years without being detected. It is essential to be proactive and understand how to detect ghost employees before your organization's productivity, and the bottom line is hurt.

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How To Deal With Unauthorised Absence?

A business has several components that must be managed to ensure operations run smoothly. The workforce is the core component, directly associated with productivity and output.

What happens when your workers start showing up late or, take leave without permission?

This behaviour must be dealt with in strategic planning as an unauthorised leave can severely impact a business economically and on operational terms. It is not easy for HR managers to decide how to deal with unauthorised absences as they occur unexpectedly, so any preemptive actions are difficult to take.

In this article, we detail everything about unauthorised absence from work to understand the possible measures that can be taken to curb the practice.

What does unauthorised absence mean?

An unauthorised absence is when an employee takes leave without providing any reason for their absence. If the worker fails to notify the supervisor or manager about their absence, such leave is unauthorised.

There can be more than one version of absence without leave (AWOL). When a worker is absent and calls in to inform about the reason but mentions a reason that they are not permitted as per their employee contract, it is also considered unauthorised absenteeism. For instance, if an employee informs their manager about any personal appointments last-minute, an unplanned holiday, or any reason that HR managers deem unfit for an absence. That said, HR managers must be empathic towards permissible grounds for an employee's absence, such as sickness or need to attend to dependants in an emergency. Poor weather conditions making it difficult to travel to work is also why sometimes employees cannot report to work.

Given the sudden nature of these situations, HR managers must create clear policies as to when and under what circumstances unauthorised absence from duty disciplinary action is unnecessary. This will help supervisors to know when to take action against unauthorised absences.

How to deal with unauthorised absence

In the event of an unauthorised absence from work, there are several ways to deal with the situation. HR managers must be with reasonable attempts to contact the employee to ascertain the reason for the sudden unscheduled absence from work. Depending on the reply from the worker, appropriate action can be taken.

Here's how what can be done.

Ensure that all employees are aware of the attendance policy

Prevention is better than cure, so you must take all necessary actions to prevent Unauthorized absence. The HR department's responsibility is to prepare clear, concise, and easy-to-follow employment policies. The policies must clearly outline the company's expectations around reporting an absence or asking for leave.

Explicitly create sickness and holiday absence policies to make it easier for employees to know what the company expects from them in such scenarios. It must mention whom employees should contact if they need to leave urgently. Employees who understand the appropriate process for requesting leaves are less likely to commit mistakes.

According to the company, mention in the policy what is termed as unauthorised leave. Also, give some examples as we provided above. Disciplinary actions that can be taken against unauthorised absence must also be clear.

Try to contact the employee

If an employee doesn't show up for work within the given time frame specified under the company's attendance policy and is not authorised to leave, it is a valid reason to contact them. Managers can try reaching them over call and email. If there is no response, you can contact the emergency contact in case the employee is not notified and is not reachable. Once you have ensured there is no emergency; it makes appropriate grounds for dismissal for unauthorised absence from work.

Send a warning letter and initiate a disciplinary meeting

If you cannot reach the concerned person through phone or email, after a certain number of days, and if you cannot contact their emergency contact too, you can send them a warning letter regarding their unauthorised absence. The warning letter must be an initiation for a meeting for unauthorised absence from duty disciplinary action. Ensure that you provide 48 hours' notice to the person for the meeting.

Invite them to a disciplinary meeting

After a warning letter is delivered and they fail to attend the meeting, it is advisable to invite them for a second meeting. It is the right thing to do, and if they fail to follow the rescheduled meeting, do notify them that the meeting will go ahead regardless of their presence.

Suppose the employee attends the disciplinary meeting and informs the reason which is viable and acceptable for unauthorised absence. In that case, you should tell them that such a thing will be added to their record if the behaviour is repeated.

What disciplinary actions can you take for unauthorized absence from duty?

It is highly unlikely that a single instance of unauthorised absence will result in disciplinary action. However, if the employee indulges in such behaviour regularly, they must be notified of a disciplinary procedure for misconduct. Next, you can hold formal meetings, issue written warning letters, and then proceed with dismissal actions.

What do I do when they come back to work?

When the employees return to work after an unauthorised absence, it is necessary to investigate the reason for their undue absence. Ask them to explain why they were not present without notifying their supervisor or manager. Furthermore, they must clarify the reason for their absence.

Depending on the reason, the HR managers should decide the consequences of unauthorised absence from work. If it is not a regular occurrence, reiterate the company's stance against unauthorised leave and how it can affect their employment. Inform them that repeated failure to adhere to the company's attendance policies can lead to strict disciplinary action.

There might be circumstances when you are sceptical of the reasons provided by the employee, but you can't categorically prove them false. For instance, if you heard an employee talking about what a great time they had at home on the same day they claimed to be unwell and took leave without informing the manager, don’t act. It would help if you gave the employee the benefit of the doubt as, without sound evidence, it is better to avoid confrontation. However, if they continue with the behaviour, even after a warning, initiate a disciplinary motion.

Conclusion

Unauthorised absenteeism must not be taken lightly. Such behaviour can wreak havoc on a company's productivity and success in the long run. HR managers must create an attendance policy and inform employees about it. It is essential to have balanced policies to deal with unauthorised absence. Let workers know what makes a leave unauthorised and how it can warrant disciplinary action or result in termination from the job.

Automated attendance systems like Truein can help automate the whole process of policy creation and sharing.

Policy Creation in Truein dashboard

You can view the full image here.

It also provides unmatched leave management options like applying for leaves, leave approvals, adding different types of leave types, policies, and more.

Leave management options in Truein dashboard

Schedule a free demo today and see how Truein can help you to create attendance policies and manage attendance which can help to reduce unauthorised absenteeism in your organization.

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What Is Sandwich Leave Policy and How Does It Work?

Within an organization, there are several provisions for leave management. How a company deals with leave applications depends on its business model, but there are some specific regulations around the subject.

The sandwich leave policy is one such provision that creates confusion for workers. Some companies use this policy while others don't. There are no specific legal restrictions or conditions around the policy, and companies can implement it as long as employee discussions follow.

Here we explore the sandwich leave policy and its implications for employees and employers.

What is a sandwich leave policy?

Suppose there is a public holiday falling on Friday. You apply for leave on Thursday to get a mini-vacation of four days, including the weekends, at the cost of just one leave from your yearly quota.

However, they revert to your leave mail and ask you to agree that all four days of leave will be removed from your annual leave quota.

What just happened?

Your leaves have been sandwiched.

Here your company is following the sandwich leave policy that allows HR managers to deduct the entire duration of time-off, i.e., the leaves are taken around public holidays such as national holidays and weekends.

The sandwich leave policy was introduced for factory workers where productivity and output greatly depend on the workforce. Companies can implement this policy whether the employees like it or not, as there is no provision against it. Let's see how the labor law attends to this provision for a better understanding.

What is the sandwich policy rule as per the Labour Law?

The sandwich policy is free of any legal restrictions and provisions in India and several other parts of the world. Globally though labour laws & policies may differ from state to state. Therefore it is best to understand the laws of the state under whose jurisdiction your company comes under while formulating sandwich leave policies.

Companies usually use the policy to deter long time offs and prevent employee absenteeism. A company can use a sandwich leave policy after discussing the terms with the employee. If there is no mention of the policy in the employment contract and your company still enforces it, you can talk to the HR department regarding the same. However, if the sandwich leave policy is mentioned in the employment contract, the company can club the time-off and public holidays as per the policy.

As per the Labour Law in the country, adult workers are entitled to two days of paid leave for every twenty days worked. Thus, in a year, a worker can take 15 days of paid leaves as per the law, provided they worked consistently without absenteeism.

Here's what the provision of Labour Law states about the leave entitlement for workers:

Type of LeavePrivileged Leave/ Earned LeaveCasual Leave
Quantum per year30 days after 12 months of continuous employment14 days
Entitlement5 leaves after 3 months of employment completing 60 days of work in that periodOnce a year
Accumulation90 days of paid leave in 3 yearsNot allowed

What are the advantages and disadvantages of creating a sandwich leave policy?

If a company feels that the employees are exploiting the leave policy by clubbing regular working days with public holidays, then a sandwich leave policy can help curb the practice. Another benefit of the policy is that it can prevent high absenteeism around the holiday season. If many workers take leave around the same time, production at the company will be affected. This can have a severe impact on revenue and profitability.

Companies with global customers can use a sandwich leave policy to ensure customer services are not affected. When employees and customers are in different geographies, time management is of the essence. This leave policy can ensure continuous customer satisfaction.

When not appropriately utilized, the sandwich leave policy can create a severe distrust between the employer and employees. It is the responsibility of the employers to inform workers about the approach to ensure there are no unpleasant surprises.

How Vacation Tracker can help

For HR managers, leave management can be a herculean task without tools to aid them. Truein is an end-to-end attendance system that offers leave management at scale. With Truein, you can create multiple leave management rules, including the sandwich leave policy. HR managers can automate the flow between attendance, leaves, and payroll with Truein, saving resources that can be invested in boosting the organization's overall productivity.

Setting up Sandwich policy on Truein is easy. You can apply sandwich rule by enabling the policy “Apply sandwich rule” directly from the Web Dashboard. Here is the process.

Go to Leaves. Setup Leaves > Manage Leave Policies > Add/Edit policy and scroll down to enable “Apply sandwich rule” policy. It's that easy.

Setup Leaves > Manage Leave Policies
Sandwich Leave Rule In Truein Dashboard
Add/Edit policy
Sandwich Leave Rule In Truein Dashboard
Enable/disable apply sandwich rule

Other features include attendance and leave policy management, set alerts, automatically creating attendance reports, and many more. To see the sandwich policy at work, sign up for a free demo here.

Conclusion

Leave management is essential to ensure a friendly work environment. The sandwich leave policy must be carefully implemented. As an HR manager, you must provide a well-structured leave policy. Help employees understand their leave entitlements and policies around the same. When workers know the company's policies, they can avail of leaves effectively without affecting productivity and revenue.

Other features include attendance and leave policy management, set alerts, automatically creating attendance reports, and many more.

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What Is Employee Absenteeism? What Causes It and How To Deal With It?

Workers are humans, and as HR managers, it is crucial to understand that some level of absenteeism in the workforce is inevitable. Falling ill, injuries, personal business, or occasional requirement to look after a family member, there can be several instances when an employee has to take off.

But when do you know that employee absenteeism is too much?

When unscheduled absences become a norm and impact the company's productivity, HR managers must take action.

While a flexible schedule is a great way to retain employees and attract talent, rampant absenteeism can negatively impact workforce morale and create a bottleneck for the bottom line. This is why leading organizations proactively discuss strategies to deal with employee absenteeism.

This article will discuss everything related to employee absenteeism and how to manage absenteeism effectively.

What is employee absenteeism?

In simple terms, employee absenteeism is the frequent lack of attendance without reasonable cause or proper notification. Absenteeism is a repeated behavior and doesn't include occasional no-call, no-show, or absences in instances that cannot be controlled like illness, sudden climate change, broken car, etc.

For an organization, it is essential to have measures in place to guide HR managers in dealing with absenteeism at work. Employee absenteeism is on the rise, and ever since the pandemic, it is becoming even more challenging for companies to take control of the situation when more people are calling in sick when they aren't. In the long term, employee absenteeism can affect a company's productivity. There are associated financial risks, too, as absenteeism-linked productivity losses cost U.S. companies $225.8 billion annually.

HR professionals must be capable of making decisions on how to deal with excessive absenteeism in the workplace to avoid such losses.

Who is affected by employee absenteeism?

The answer might seem straightforward. Companies are at the most loss if they cannot control absenteeism, but they are not the only ones at a loss. While the costs to the company are pretty high, absenteeism affects employees too. It paves the way for poor work ethics that sets a dangerous precedent for new employees to follow. Employees who are regular with their attendance feel discouraged to continue to be so as they witness absenteeism.

Speaking of monetary losses, according to the publication titled Absenteeism: The Bottom-Line Killer, companies across the globe lose roughly $3,600 per year for each hourly worker and $2,660 each year for salaried employees due to unscheduled absenteeism.

Apart from these direct losses, there are indirect costs such as wages paid to absent employees, poor quality of goods/services resulting from understaffing, and administrative expenses of managing absenteeism.

5 Reasons for employee absenteeism

We understand that employee absenteeism is too high of a risk of being left unattended. Still, HR professionals must know what factors result in absenteeism to nip the evil in the bud.

1. Low employee engagement

No company can have a dedicated workforce without ensuring employee engagement in the work culture. If there is a lack of activities to bring employees closer to their workplace, they will feel disengaged at work. It is essential for employee engagement and productivity that they feel connected to the workplace. When your workplace lacks employee engagement, the chances of absenteeism are high.

2. Time theft can also be considered absenteeism

Company productivity is affected when employees are absent without informing, but time theft also results in the same losses for the company. When employees take unnecessarily long breaks, are frequently late to work, or leave early, they are essentially committing absenteeism. It is a practice that raises a question for the HR manager about the dedication and commitment of the employees. If unchecked, time theft can hurt the sentiments and morale of honest employees, further worsening the situation.

3. Lack of a flexible working

Since the pandemic, employees are more discerning of the work-life balance and seek opportunities that allow them to focus on both. If a company has too rigid shifts leaving little scope for flexibility, it can be a significant reason for employee absenteeism. Lack of flexibility can be one of the biggest reasons employees miss work without prior notice.

4. Workplace burnout

Burnout leads to ill-performance among employees. When there are no measures to avoid rigorous and unscheduled working conditions, employees face burnout that results in unscheduled absences. Employees must get breaks to rejuvenate. If a company overexposes its workforce to work, it can lead to the degradation of their interest in work.

5. Substance abuse and stress

An issue that is widely known but less discussed, substance abuse among employees, can be a real problem. Employees succumb to substance abuse in some industries to relieve work stress and rejuvenate. Alcoholism is one typical example of substance abuse among employees. However, such abuse is detrimental to the employees' physical and mental health. It degrades their motor functions and thinking ability, leaving them unfit for performing their duties.

8 Ways to deal with employee absenteeism

Now that we know the main reasons let's discuss how to deal with staff absenteeism.

1. Create an employee attendance policy

Employee attendance policy helps the company communicate what is expected of the employees for attendance. This policy is a document that clearly states what is considered absenteeism and how will be the consequences of unauthorised absence.

Employees must be aware of what the company expects from them to stick with the rules.

2. Take employee opinions

Companies can understand how the workforce thinks and feels through employee opinions and surveys. The insights gained through surveys can help tackle the question- of how to deal with absenteeism in the workplace. Ask employees about commuting to work, schedule, personal issues, job satisfaction, etc.

3. Adopt a flexible work schedule

As we mentioned above, that lack of flexibility can disengage workers. Adopt a flexible work schedule to allow workers to find a work-life balance and have more time for themselves and their loved ones.

4. Do employee engagement programs

Ideally, the workplace should not only be about work but should provide opportunities for employees to bond and engage on a personal level. Employee engagement programs are excellent at bridging the gap between employees and their employers. Such programs make employees feel acknowledged and appreciated for their work.

5. Start employee wellness programs

Wellness programs can help address health issues that employees face due to work. Such wellness programs fit within an employee's regular work schedule. When you start a wellness program in the workplace, workers are encouraged to stay fit and healthy, ultimately providing you with a solution to how to deal with employee absenteeism.

6. Give rewards or incentives to employees

If unscheduled absences must be punished, then you must incentivize an excellent attendance record, and punctual employees must be rewarded. It will keep their morale high and let others know that their presence in the workplace will be highly appreciated.

7. Provide one to two weeks of paid time off

The work schedule must not bound employees; that's why flexibility is a must. However, it is vital to provide paid time off to employees to let them have time for themselves and family. Paid time off is an excellent way to reduce employee absenteeism.

8. Keep track of employee absences

HR managers can take steps and decide how to handle employee absenteeism only when they know the severity of the situation. It is essential to track employee absences properly to make the right decisions. For this, the Truein face recognition system can be highly effective.

An AI-based cloud attendance and leave management system, Truein comes with in-built features to help managers and supervisors keep track of employees. As it is GPS based and can be deployed with an app on a worker's phone, it is much easier to keep track of employee attendance.

How To Discuss Absenteeism With Your Employee

Unplanned Absenteeism can frustrate you as an employer but do not jump the gun and right away question your employee's professionalism and integrity. Discuss with your employee in a 1 to 1 meeting and get a reasoning from them on the reason behind their unplanned leaves.

Absenteeism can also stem from non work related issues. It is therefore important that you show your employees you care and try finding solutions if it is a genuine non work related issue that may be impacting them personally.

In other scenarios, clearly communicate to employees the company policies and procedures and the importance of adhering to them. Address the issue as soon as you see it. Create a plan with them and discuss the next steps that would occur if their absenteeism continues. Also praise and reward them when you see improvement in your employee attendance.

Conclusion

Employee absenteeism is a real nuisance that requires well-thought strategies to tackle challenges before they consume revenues and nose-dive productivity. We hope this guide will provide you an insight into what is causing unscheduled absences at your workplace and the strategies to deal with employee absenteeism.

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6 Benefits of Having An Automated Leave Management System At Your Organization

An integral part of day-to-day business operation, leave management might appear to be a simple task. Indeed, it is if you have only a few employees. As more people join your team, leave management gets painstaking and ultimately deviously complicated when more people join in.

This is why a leave management system is a worthwhile addition to your business tool to manage risks and avoid costs. In this article, we will cover all aspects of an employee leave management system so you can benefit your business as well.

What is an employee leave management system?

Leave management is more than just keeping the count of days an employee has taken leave of absence. An online leave management system is a tool to keep track of types of leaves-stipulated, medical, casual. Some leaves are planned, some are unplanned but monitoring leaves for all employees is needed for the proper functioning of the organization.

A leave management system is a comprehensive system that can entirely automate the HR task of tracking leaves consumed by employees. Employees can easily put in an application for leave along with supporting documents. Furthermore, a leave management system can be made an integral part of the whole HR Management System such that complete employee management can be done from a single dashboard including payroll, attendance, rosters, etc.

There are two types of leave management system - A manual leave management system where a physical log book is maintained and employees sign in & sign out at the start and end of day. This is tallied manually at the end of the month to calculate the number of leaves that an employee has taken. The process is cumbersome and far more prone to errors.

The second is an automated leave management system where a biometric such as fingerprint or face recognition is utilized and the employee in and out times are automatically logged in & stored on the cloud. Leave reports can be automatically generated at the end of each day/month and given its efficiency, accuracy & ease of use, increasingly organizations are replacing manual leave management systems with automated leave management system.

Why leave management is important?

Employee leave management system is important to enforce a leave policy at the workplace. It helps with record-keeping to allow organizations to effectively offer benefits like paid leaves. Modern-day face recognition based attendance system like Truein can keep employee leave stats so they are aware of leave balance and entitlements right on their mobile screens.

Such systems also help companies stay compliant and get a holistic view of the trends in leaves and attendance through reporting and analytics. Essentially, a leave management system can help you take corrective or preventive measures when needed. Furthermore, the leave management system helps stop revenue leaks. Without a maintained and updated leave record, companies can end up paying for the absences. It also helps avoid confrontations between employees and the employer benefiting the brand image.

For smooth business functioning, it is important to ensure that the employees taking leaves do not become a reason for business losses. The best way to achieve this is to check the rooster to approve or reject a leave after evaluating the impact on the work.


6 Advantages of Automated Leave Management System

1. Significantly less paperwork

One of the benefits of using software tools is the reduction of dull and repetitive tasks. An online leave management system offers integration and automation that significantly reduces the amount of paperwork. A paper trail of leave management is cumbersome as well as a deterrent to the environment. Printing and filling forms is a headache for employees and record keeping of such files is painstaking for employers.

With a few clicks, the entire process of leave application till approval is completed when you have an employee leave management system at work.

2. Auto-update leave balance

There is no point in buying an HR management software if HR staff has to compute and update leave data manually. With the right attendance management system like Truein, the entire process of tracking leave history and accessibility to the managers and employees is automated.

3. Real-time information and updates

When approving leaves or applying for leaves it is important to have information if it is the right time to approve or apply for a leave. Unless there is a leave management system that provides information in real-time, it is going to be difficult. Also, outdated information can result in conflicts between the managers and employees because it can cause rejection of applications of employees who need a vacation. Real-time updates are also important to avoid situations where too many permissions are granted resulting in understaffing.

4. Save the time of administration

The benefits of a leave management system for administration are equally important. The total elimination of repetitive tasks makes leave management a lot faster and more convenient. Modern leave management systems can easily be integrated with other office tools. Such a level of automation saves a lot of time for administration and offers a more comprehensive ecosystem for employee management.

5. Transparent and accurate

The online leave management system provides a comprehensive view of all leaves, either planned or unplanned in a single dashboard. For employers, it provides a tool to have accurate data on employees abusing leave policies or underusing their vacations.

This transparency helps spot productivity leaks and tackle problems related to absenteeism.

6. Easily Manage Holidays

An automated leave management system can help employers to manage the holiday and vacations of their employees more efficiently. With the help of the leave management system, your employees will be able to mark any leave of absence like holidays, sick leave, etc. Moreover, your employees will have access to their holiday leave at any moment.

Truein: An Attendance System With Leave Management Solution

Truein is a comprehensive attendance system designed to help organizations automate employee attendance management entirely.

A cloud-based system, Truein automatically uploads and updates leave data without any need for human intervention. The data is available for the employees and employers alike. A hardware-less tool, Truein makes it possible for employees to view their leave data on their mobiles. They have access to a dashboard to check the used and unused leaves.

Check leave history in Truein dashboard

For employers, it offers many capabilities such as the ability to add different leave policies and update existing ones.

Update leave policies in Truein dashboard

If your company is still using legacy methods for leave management it is high time to switch to Truein to automate and accurately track leave. Schedule a free demo today and try a comprehensive leave management solution that can help to record and automate leave management in your organization.

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