1. Purpose

The purpose of this Attendance and Absenteeism Policy is to establish guidelines and procedures for managing employee attendance and working hours, and addressing absenteeism in Fillinx Solutions. This policy aims to ensure that employees understand the importance of regular attendance, adherence to scheduled working hours, and the impact of absenteeism on productivity, teamwork, and overall business operations.

2. Scope

This policy applies to all employees, including full-time, part-time, and temporary employees of Fillinx Solutions.

3. Attendance Expectations

3.1 Regular Attendance

Employees are expected to report to work on time and maintain regular attendance as scheduled, adhering to their assigned working hours and shifts.

3.2 Punctuality

Employees must arrive at work and return from breaks promptly. Late arrivals and early departures without prior approval are considered a violation of this policy.

4. Working Hours

4.1 Scheduled Working Hours

Employees will be provided with their scheduled working hours i.e. 9 working hours, categories into 3 slots 9:00 am to 6:00:00 pm , 10:00am to 7:00pm and the  last one 11:00am to 8:00pm including start and end times, meal breaks, and rest periods. These working hours will be communicated to employees and may vary based on their employment type, position, and operational requirements.

4.2 Breaks and Rest Periods

Employees are entitled to take designated meal breaks and rest periods during their scheduled working hours. Being a flexibility-friendly organization we allow employees to take breaks and work at ease. The office has its regularly has a Lunch break from 2:00 pm to 3:00 pm and Namaz Breaks for Zuhr , Asar and Maghrib.

4.3 Overtime

Occasionally, employees may be required to work additional hours beyond their scheduled working hours, as authorized by the company. 

5. Absence Reporting

5.1 Notification

In the event of an absence or tardiness, employees must notify their management

How to notify?

1. Reporting of absenteeism should be done by communicating to the HR department and Direct Team via message, call, or email. 

2. Drop a message in your respective Slack general group regarding your being away

3. Send an email to sadafjabeen383@gmail.com  or  ayeshariast1998@gmail.com and cc your manager within a day of your absenteeism 

4. Failure to provide timely notification may be considered an unexcused absence.

5.2 Absence Reason

Employees must provide a valid reason for their absence, such as personal illness, medical appointments, family emergencies, or approved leave (vacation, bereavement, etc.). Employees are required to follow the established procedures for requesting and documenting time off as follows.

1. Talk to your direct reporting manager regarding your late arrival or absenteeism 

2. Keep the HR department in the loop. Only after the approval of your team leads an employees' request for absenteeism forwarded to the CEO

3. Make sure the communications are made in writing via email

5.3 Medical Certification

For absences due to personal illness or medical conditions exceeding [insert number of consecutive days, e.g., three consecutive days], employees may be required to provide a medical certification from a qualified healthcare professional to substantiate their absence.

6. Absence Categories

6.1 Excused Absences

Excused absences include the following:

- Personal illness or injury.

- Medical appointments (with prior approval).

- Bereavement leave.

- Approved leaves of absence (vacation, parental leave, etc.).

- Other absences approved by management on a case-by-case basis.

6.2 Unexcused Absences

Unexcused absences include the following:

- Absence without proper notification.

-Not informing timely to the management

- Failure to provide a valid reason for the absence.

- Absence due to unauthorized activities.

- Excessive absenteeism beyond acceptable limits.

7. Attendance Tracking and Recording

Attendance records, including working hours, will be maintained by the Human Resources department. Employees are responsible for accurately recording their attendance, including time in and out, breaks, and any leave taken, using the designated timekeeping system or method (i.e Empleado).

8. Consequences of Absenteeism

8.1 Progressive Discipline

Excessive and unexcused absenteeism may result in progressive disciplinary action, including verbal warnings, written warnings, suspension, or termination of employment, depending on the circumstances and the employee's overall attendance record.

8.2 Return-to-Work Interview

Upon returning from an absence, employees may be required to participate in a return-to-work interview to discuss the reasons for their absence and address any concerns or issues that may have contributed to the absenteeism.

9. Attendance Incentives and Recognition

To encourage regular attendance and recognize employees who consistently maintain excellent attendance records, Fillinx Solutions may implement attendance incentives or recognition programs. The details and eligibility criteria for such programs will be communicated separately.

10. Policy Review

This policy will be reviewed periodically to ensure its effectiveness and compliance with applicable laws and regulations. Any updates or revisions to the policy will be communicated to employees in a timely manner.

11. Conclusion

Regular attendance and adherence to working hours are essential for maintaining a productive and efficient workplace. Employees are expected to adhere to this Attendance and Absenteeism Policy and comply with their scheduled working hours.