Attendance Issues - Xls Download

Hi Seniors,

We have a major problem with attendance as we are SAP B1 Channel Partners. Most of our employees work from the client's side. The issue is that they do not send their attendance on a daily basis and do not inform us about their leaves. The employees at the client's side help each other with this, making it impractical for me to call each employee for attendance. We have tried various methods, such as asking them to email their attendance daily and calling them from the client's phone when they arrive on-site. However, these methods only work for a few days before the same issues arise. They claim that they do not always have access to the internet due to slow or non-functional connections, busy LAN lines at the client's site, and other reasons.

Can you please suggest a reliable way for us to record attendance and resolve this issue?

Thanks,
Pooja

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Hi Pooja,

1. As you explained, they are unable to email their attendance daily, you can request them to inform only when an employee takes leave or is absent. For the remaining days, you can assume they are present.

2. Alternatively, for the benefit of both parties, you can send an email stating that failure to send daily attendance on time will result in that day being marked as an absence.

3. Another simple solution is to request monthly attendance instead of daily, which may reduce confusion and the need for daily follow-ups.

I hope these suggestions help address the attendance recording issue.

When the employees are working from the client's place, what is the necessity to take the attendance? The client asks for human capital, and we provide them. When our employees work there, the client will have better monitoring of them. If your client is not doing so, just call the client and inquire about the work status and performance feedback of each individual employee. Don't ask about the employees whether they are coming daily. This may spoil employee morale. If the work is not progressing well, the client will complain to us. If no such complaint is lodged, it's not very necessary to concentrate on attendance. In the present scenario, it's better to monitor whether the work is completed rather than how regularly the work is attempted.

For the formality, all employees should be asked to send their attendance on a weekly basis. Employees should be educated about the leave structure and leave rules of the company.

Hi Pooja,

This problem can be resolved with the help of the Finance Team & the Reporting Manager (client's side). The reporting Manager has to maintain his project costs (which include the cost of contract resources as well). The contract rates for resources are on a per day basis * total working days (22/23) for 8/9 hrs each day. The Payments are made monthly for these contract employees to your organization.

1- In the IT sector, you have web-based attendance systems that track your logging in/out timings, which gives you the total number of hours an employee was present at his desk.
2- The Reporting Managers can be given an attendance sheet for each contract employee. The employee needs to get his attendance sheet approved by the manager at the end of the month and submit it to you so that you can raise the invoice accordingly. Also, if an employee is regularly late or absent for more than 2 days, your client company needs to inform you. (In such cases, the employee can be withdrawn and kept on the bench without pay.)
3- In case of any absenteeism, automatically the billing amount is reduced, and so are the salaries. All contract employees are clearly explained their salary disbursement terms & conditions and sign on the dotted line for agreement. You can put this clause in the letter.
4- Lastly, the finance departments can strictly double-check for irregularities and not release payments until the attendance sheets are signed by both parties and accompanied by the invoice.

Regards, Preeti

The best way is to ask the client or some reporting person there to update you on their attendance on a monthly, weekly, or daily basis - simply as P or A (Present or Absent). This acts as a sort of customer feedback from there on whether your employees are on time or not. Even when we have some of our people working at the client site, we receive regular attendance updates from the client's secretary, who marks them as Present, Absent, or on Leave. Accordingly, designate someone responsible at the client site - if possible, or maybe the receptionist or anyone else.

Dear Pooja,

You could also consider the option of having a manual attendance register at each of your client's places in coordination with their HR. The in and out time can be captured, and the register could be checked by you on a weekly or monthly basis.

Regards,
Suja

My Experience -

As your business is client-based, clients are important. Ask the client to manage the attendance and request them to send you the monthly report, including attendance details, time in, late stays, and their rating for the present. Be friendly with your employee who is far from your office and working on the client side because they are representing your company.

Dear All,

As Pooja, I am facing the same problem. Our company is involved in the manufacturing and marketing of computers. Most of the time, our employees are out on fieldwork directly from their locations without informing us, making it challenging for us to track their activities.

Kindly suggest how to address this issue.

Regards,
Ramya

Hi Pooja,

The rule is simple: reward for the outcome you want from your employees. With the consent of management, you can make the pay of the employees linked to the timely reporting of attendance. For continuous three months of timely reporting, give the employee 20% of the saving of the value of time cost that the organization saved as a result of timely reporting of attendance. Alternatively, make timely reporting of salary one of their key performance targets.

Regards,
Ashish Saxena

Hi,

Please get the attendance sheet on a daily basis. Otherwise, you may deduct the salary initially because you have to handle the issue carefully. You need to send many emails or letters asking for attendance particulars, and after sending several reminders, only then can we make a decision.

Regards,
K. Packiarajan

Dear Pooja,

Please find the attachment for the monthly attendance format. Kindly ask your client's HR to sign it daily or monthly. If your employee does not submit the attendance sheet with the client HR signature by the last day of the month, please do not consider it for salary processing. It is the duty of your employee to get the signature from the client's HR and submit it to you. They can send the signed copy to you via mail, fax, in person, scanning, etc.

Firstly, communicate the same to your employees and clients, and then implement the procedure. We have been following this procedure, and it has been working fine.

Thank you.