SHEELA GROUP August 28, 2006

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COMPENSATORY OFF
(Policy No.6.1.2.0.2 Revision : 03 w. e. f. 01 Sept.06) PURPOSE To compensate the additional hours of work put in by the Staff Members in the organization COVERAGE This policy covers Staff Members of S & M grades General Guidelines a) As a matter of principle, it is the responsibility of the HODs and Functional Heads to discourage their subordinates from working Extra Hours; on Sundays and Holidays. This can be achieved by effective Resource Management by the HODs / Functional Heads. Hence the HODs/Functional Heads shall be answerable if any individual has to work beyond his/her normal working hours. b) The HOD shall obtain prior permission from the Functional Head/ CEO/Director Incharge, hereinafter called the Competent Authority, for permitting an individual to work beyond the normal working hours. c) The Sanction will be obtained on the attached proforma in two copies giving the following details:i) ii) The reasons why the work could not be finished in time. The output expected from the individual during the extended hours. This will be required to be quantified. Number of extra hours the person is expected to work for. The next day the HOD shall review the output of the individual (during the extended period) to see if the work has been completed. If not, the HOD shall give reasons for the shortfall. No person shall work extra hours unless a written sanction has been obtained from the competent authority. This is irrespective of the fact whether Compensatory Off is claimed or not.

iii) d)

NOTE : a)

e)

Under exceptional circumstances the Competent Authority may orally ask a person to work for extra hours. In this case, it shall be the responsibility of the HOD concerned to complete the paper work on the next working day. All such cases shall be clearly marked as, Ex-Post Facto. The proforma duly sanctioned by the Competent Authority shall be used as a special Gate Pass to enable the person to enter the office / leave after the scheduled time. The second copy shall be forwarded to the Personnel Department for calculating the entitlement of the individual.

f)

Bindu Nair /My Doc/UKM/HR Policy Revision/Compensatory Off

COMPENSATORY OFF

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ENTITLEMENTS 1. Personnel shall be entitled to a half day Compensatory Off for working, atleast, for four hours continuously and one day Compensatory Off for working for, atleast, 8 hours continuously over and above the normal duty hours on working days / Sundays / Holidays. The Compensatory Off shall be availed of or encashed (by S as well as M grade personnel) within the Calendar Year of its accrual, failing which it shall lapse. Compensatory Off can be encashed @ Single Over Time on Basic Pay only. Compensatory Off can be combined with the Casual, Earned or any other kind of Leave. Staff Members attending duty on Weekly Off / Holiday shall be entitled for conveyance as per the Travel Policy of the Company. For the purpose of calculation of Bonus, Incentive, Leave etc., Compensatory Off shall be treated as a working day. The employee concerned has the option to avail himself/herself of Compensatory Off or Encash the same.

2.

3. 4. 5.

6.

Note :

REFRESHMENT Refreshment expenses (limited to Rs.35/- per day) shall be allowed to S and M grade personnel for working for 4 hours or more on Sundays / Holidays or for working / for extra 3 hours or more on any working day. MONITORING The Personnel Department shall check the details of entry and exit of various personnel to ensure that all Personnel who have remained in Office after the working hours or come on Sundays / Holidays have been accounted for. This supercedes Policy No.6.1.2.0.2 (upto revision 02) on Compensatory Off promulgated on 15 Feb 05. Date of implementation Review period : : 1st September, 2006 1st April, 2009

U K Munshi Enclosure : Compensatory Off Format - Authorization for working for extra hours / on Sundays / Holidays.
Bindu Nair /My Doc/UKM/HR Policy Revision/Compensatory Off

COMPENSATORY OFF

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AUTHORISATION FOR WORKING FOR EXTRA HOURS / ON SUNDAYS / HOLIDAYS Name : Deptt : Time of actual working hours : Extra Hours : Reasons for overstaying: The review (to be done by the HOD within 6 working hours of the conclusion of the extra hours) Tasks to be performed Work achieved (Please Reasons for short fall (Target) please quantify quantify) (If any) From From Date : To To

S. No.

Remarks by HOD Reasons for not having been able to finish the said work in time.

Date : Remarks by the Competent Authority

Signature Name

Approved / not Approved Signature Name

Date: Personnel Departments Remarks Compensatory Off Granted : Yes / No

and the records updated.

Date :

Signatures of Personnel Manager Name :

Bindu Nair /My Doc/UKM/HR Policy Revision/Compensatory Off