Attendance Policy

• Shift Pattern: 

  • General Shift (Applicable to Articles): 11:00 AM to 06:00 PM
  • Employee Shift (Applicable to VNV Team & Partners): 11:00 AM to 07:00 PM
    

• Attendance Rules

  • Check-in Time: Between 11:00 AM and 03:00 PM
  • Check-out Time: Between 03:00 PM and 07:00 PM (for Employees) / 06:00 PM (for Articles)
    
  • Any late entry or early check-out beyond the above-mentioned time windows will be marked as a half-day.
    
  • Failure to check-in or check-out will result in the day being marked as absent.
    
  • In case of exceptional circumstances or if an employee is on official work, they may raise a Regularization Request for missed check-in/check-out.
  • Regularization requests can be submitted within 2 days of the incident.
  • A maximum of 5 regularization requests are allowed per month.
    
  • No grace period or leniency in attendance timings will be allowed for any employee or article.
    
  • For audit articles, the mobile attendance facility will be available only upon formal approval from the Audit Department confirming the ongoing audit assignment. During normal working days, attendance must be marked via biometric device at the office premises.
  • Submitting a regularization request does not guarantee approval; it will be subject to verification by the HR Department and the respective Reporting Manager/Principal.
    
  • Any tampering or damage to the attendance device or software is strictly prohibited and may lead to legal action upon detection by the Super Administrator.
    

Leave Policy

• There are three types of leave:
  • Absent: Uninformed leave, discouraged and not preferred.
  • Monthly Paid Leave: Requires an application at least 2 days in advance/Will be granted only if it is applied/application for previous day can be made.
  • Unpaid Casual Leave: Can be availed after exhausting paid leave, subject to availability, with an application submitted 2 days in advance.
• No leave can be applied for past dates.
• Casual leave applications can be submitted up to 15 days in advance.
• A maximum of 3 unpaid casual leaves are allowed per month, resetting on the first day of each month.
• Articles appearing for exams must submit a Non-Regular Leave Form via the Form Module in Zoho People.
• All regular articles and employees must apply for leave through the Leave Tracker Module in Zoho People.

Non-Regular Forms

• Asset Allocation Form: Every article/employee joining the firm or being allocated any organizational asset must fill this form and obtain approval from the HR Department before allocation.
  
• Exit Details Form: Before exiting the organization, an employee or article must fill this form and get prior approval from the HR Department and their Reporting Manager. This form is available under the Form Module in Zoho People.
  
• Any leave other than regular leave (as per the leave policy) must be applied for via the Leave Application Form available under the Form Module in Zoho People.
  

Timesheet Module

• Articles and designated employees (as notified) are required to submit their weekly timesheets on or before Saturday.
  (A timesheet is a summary of daily time logs created for individual projects or assignments.)
  
• Daily time logs must be created, and weekly timesheets submitted accordingly.
  In case a timesheet is not submitted by Saturday, it will be auto-submitted on Monday at 11:30 AM and will be treated as a non-submission, attracting appropriate action.
  

• Time Log Rules:

  • Time logs must be created on a real-time, daily basis; logs for past or future dates are not permitted.
  • In case of no work on a particular day, an Idle Time Sheet must be submitted
  • Overlapping time logs (running two logs simultaneously) are strictly prohibited.
  • Minimum daily time log: 2 hours
    Maximum daily time log: 6 hours
    Logs not meeting this criterion will be erased and cannot be submitted as part of the timesheet.

• Timesheet Rules:

  • Timesheets must be submitted on a weekly basis.
  • Minimum weekly hours: 20 hours
    Maximum weekly hours: 45 hours
  • Timesheets can be created by the employee themselves or by their manager.

Asset Management Policy:

To safeguard organizational property and intellectual capital, the following policies apply:

• Tangible Assets:

  Assets such as laptops, mobile phones, printers, hardware, and other equipment allocated to employees/articles are the property of the organization and must be:

  • Used strictly for official purposes only.
  • Maintained responsibly and kept in good condition.
  • Returned in working condition upon exit, transfer, or reallocation.
  • Allocated only after submission and approval of the Asset Allocation Form via the Form Module
  • Tampering, damage, or unauthorized use of these assets is strictly prohibited and may result in disciplinary and legal action.

• Intangible / Intellectual Assets:

  This includes organizational data, files, reports, client records, confidential business information, and proprietary software. The following rules apply

  • Unauthorized sharing, tampering, duplication, or external distribution of data without formal approval is a serious violation.
    
  • Any breach, misuse, or leak of organizational data will attract strict disciplinary measures and possible legal consequences under applicable laws.
    
  • Users must ensure proper, secure, and approved use of all intangible assets allocated or accessible to them.

• Compliance: Non-compliance with this policy may lead to disciplinary action, financial recovery for damages, or legal proceedings, depending on the nature and severity of the violation.
  

•  Policy Review: This policy will be reviewed periodically and updated as necessary to remain aligned with organizational and regulatory requirements.