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PUNCTUALITY AND ATTENDANCE
A. Introduction of 5 Days Week C. Punctuality in Attendance
It has been decided to introduce 5 days *(1) The importance of punctuality in the
week in the Federation. All offices of the office hardly needs any emphasis. All
Federation, excluding Industrial Units, shall now employees are expected to maintain punctuality
work for 5 days in a week with all Saturdays as in attending and leaving the office except the
closed. To make up for the closed Saturdays, lunch break (1.00 to 1.30 p.m.)
the working hours per day during the 5 days of
the week when the offices are open will be (i) Instances have come to the notice that
increased by one hour. Accordingly, the office some of the officers and staff members
timings shall be as under : of the Federation in Head Office are not
attending [leaving the office as also
9.30 AM to 5.30 PM lunch break timings are not being
with half an hour break observed by some of the employee]1 the
from 1.00 PM to 1.30 PM office in time. All the Divisional Heads/
Section Incharge in H.O. are, therefore,
(Ref. O.O. No. 7 dated 31.7.1985) directed to strictly adhere to the office
timings themselves and also ensure that
B. RMs to prescribe office timings in the staff and officers working under
Branches them are punctual in attending office.
This is essential in the interest of
It has been brought to notice that in maintaining office decorum and
certain offices of the Federation, different office discipline. Slackness in punctuality is
timings have been prescribed by the concerned against office discipline and should be
Regional/ Branch Managers with a view to save discouraged at all levels. All
the overtime allowance. The Matter has been Divisional/Sectional Heads are expected
examined and after considering to the views of to pay proper attention to this aspect in
Regional/Branch Managers, it has been decided order to ensure maintenance of
that the Regional/Branch Managers may prescribe punctuality in the office.
different office timings for office/field staff like *(ii) No indication is made in the attendance
Telex/ Teleprinter operators, staff working at register by most of the Divisional/
Dispatch Godowns, Shops, Docks, Mandies, Class Sectional Heads in case any employee
IV staff, Chowkidars, Guest-House/Maintenance is on leave/tour or away on official duty.
Attendants and Drivers etc. in case it is felt that As a result, the employee concerned is
such work has to be performed continuously for a issued a memo for attending office late
sufficiently longer period and it is not possible to do for which he later on represents for
that work within the prescribed office timings. If the withdrawal being on leave etc.
job to be performed beyond the office hours is of
temporary nature and is likely to be finished within (ii) Message should be left with AMD’s PA
a week or 15 days, there is no need to prescribe by Divisional Heads/ Section Incharges
separate office timings. While prescribing separate and by other in their Sections when any
office timings, the concerned officers shall keep officer has to remain away from the
the genuine business interest of the Federation in office indicating the likely duration and
view and it should not be done with the sole place of availability.
intention to save the overtime allowance.
(Ref. O.O. No. 18 dated 1.12.1982)
(Ref. O.O. No. 57 dated 16.04.1987)
D. Lunch Timing
** O.O. No. 31 dated 17.11.1994 It has been observed that the
# O.O. No. 21 dated 08.01.1996 employees are not adhering to the prescribed
lunch time from 1.00 p.m. to 1.30 p.m. It is,
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therefore, brought to the notice of all employees through punching cards, on holidays and
that they are required to adhere to the also after 5.30 p.m. or before 9.30 a.m.
prescribed lunch time from 1.00 p.m. to 1.30
p.m., invariably. All Divisional and Sectional (vi). EMPLOYEES ON TOUR/OD
Heads are requested to ensure strict compliance
of the above instructions by the Staff of their a. On tour: Intimation about an
Division/Section. employee/officer proceeding on tour be
given in advance by individual
(Ref. O.O. No. 68 dated 21.05.1987) employee/officer concerned to
Personnel Section duly countersigned
E. Introduction of Card Punching by controlling officer of concerned
Machine in H.O. Department.
The Card Punching Machine has been b. Official duty: In the event of an
introduced for regulating the attendance of the eventuality when an employee cannot
employees/officers in Head Office. The punch/record his/her attendance and
procedure for attendance system in the NAFED has to proceed on official duty from his
Head Office will come into force w.e.f. residence while at Headquarter
01.03.1999. permission from controlling officer
should be submitted to Personnel
(i) Punching/recording system would be kept Section to regulate attendance.
open for all employees/ officers (except
Divisional Heads, Officers and Drivers of (vii). All the Divisional/Sectional Heads are
MD/ Chairman Cell). All officers/ requested to nominate an employee in
Employees shall punch/ record their cards their Section for maintaining a register in
every time when coming or leaving the respect of Officers/Employees working
office. Working hours of office shall be under them for recording the leave
from Monday to Friday 9.30 hours to 17.30 record/OD/short leave permission etc.
hours with lunch break 13.00 hours to which will be helpful in verifying the said
13.30 hours. details at the close of each month with
the statement to be provided by
(ii). 15 minutes grace time between 9.30 a.m. Personnel Division in the first week of
to 9.45 a.m. will be allowed to all the following month.
employees/officers for punching/ recording
their attendance throughout the month. (viii). On the basis of certified statement
received from the various departments/
(iii). Late attendance punching/ recording divisions/sections, Personnel Section
between 9.45 a.m. to 10.00 a.m. for a will make out a monthly statement and
maximum of five times in a calendar send it to concerned Department for
month shall be allowed. This late coming controlling the leave records etc. and
will have to be compensated on the same second copy to Accounts Department
day. For example if an employee has for verification of overtime/TA bill/Local
punched his/her card between 9.46 a.m. conveyance.
to 10.00 a.m. he/she will have to punch
out at 6.00 p.m. otherwise half a day CL
will be debited to his/her account.
(Ref: O.O. No. 12 dated 01.03.1999.)
(iv). Keeping in view distance involved
between places of residence and office
and traffic dislocation involved F. Procedure to be adopted when
occasionally, employees/ officers may be Divisional Head is not in Office.
permitted two hours grace period/short
It has been noticed that whenever
leave once in a calendar month in the
Divisional Heads are not available in Head Office
morning or evening.
because of meeting etc., in the Ministry or due to
(v). For the purpose of control on over time,
some other reason, there is nobody in their depart-
employees should record their attendance
ment to look after the urgent and important matters
or provide necessary information to Managing
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Director. In order to avoid such a situation in future, The system of marking attendance through
all Divisional Heads are requested to indicate the a Card Punching machine was introduced vide
name of the next officer to the Administration Office Order No.12 dated 01.03.99. Three
Deptt. who can provide necessary information to machines have been provided in H.O. premises
the Managing Director as and when required. The for this purpose. The Office Order in question
officer whose name is indicated should be properly provided the following procedure for marking
briefed in all current business and other matters, attendance through these machines:-
particularly when the Divisional Head goes out of
station or is on leave, to enable him to have upto (i) Punching/recording system would be
date information on important subjects. The names kept open for all employees/ officers (except
should be sent to the undersigned within a period Divisional Heads, Officers and Drivers of MD/
of one week of the issue of this Order. Chairman Cell). All officers/ Employees shall
punch/ record their cards every time when
These orders shall take immediate effect. coming or leaving the office. Working hours of
(Ref. O.O. No. 40 dated 8.3.1984) office shall be from Monday to Friday 9.30 hours
to 17.30 hours with lunch break 13.00 hours to
13.30 hours.
F. Weekly off for ASC Rudrapur (ii) 15 minutes grace time between 9.30 a.m.
to 9.45 a.m. will be allowed to all the
It has been decided that Agro Service employees/officers for punching/ recording their
Centre Rudrapur (Uttar Pradesh) will, hereafter, attendance throughout the month.
observe weekly off days on Sunday – Monday
instead of Saturday – Sunday. (iii) Late attendance punching/ recording
between 9.45 a.m. to 10.00 a.m. for a maximum
This order comes into force with of five times in a calendar month shall be
immediate effect. allowed. This late coming will have to be
compensated on the same day. For example if
(Ref. O.O. No. 1 dated 11.4.1989) an employee has punched his/her card between
9.46 a.m. to 10.00 a.m. he/she will have to
punch out at 6.00 p.m. otherwise half a day CL
will be debited to his/her account.
(iv) Keeping in view distance involved
between places of residence and office and
traffic dislocation involved occasionally,
employees/ officers may be permitted two hours
grace period/short leave once in a calendar
month in the morning or evening.
(v) For the purpose of control on over time,
employees should record their attendance
through punching cards, on holidays and also
after 5.30 p.m. or before 9.30 a.m.
During the last over five years of
operation of the above system, a number of
short comings have come to notice which led to
its manipulation by a section of employees for
their undue advantage. A few examples of
such manipulation are as under:
1. Proxies are used for punching of cards.
Some employees make reciprocal
arrangements for punching of cards through
telephonic information. Sometimes even the
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services of Security Guards on duty are utilized
for this purpose.
2. Some of the employees punch their card
and then straightaway leave the office without
visiting their respective section.
3. The timings of punching as stated above are
not strictly adhered to and later on when
questioned, the employee state “official duty” as
the reason for either coming late or leaving
early.
4. The facility of five days late coming in a
month and compensating it by sitting late in the
evening is not properly used. While the
employees punch their cards upto 10.00 A.M. in
the morning, they leave office at usual timings in
the evening.
5. The facility of two hours grace period once in
a calendar month is used extensively and
beyond the prescribed limits.
In order to overcome the above
problems, it has been decided as under:
1. All the employees, except Divisional Heads,
officers and drivers of MD/Chairman Cell, shall
punch their cards only themselves and shall not
permit any other person to do so on their behalf.
It shall be the responsibility of the concerned
employee to ensure that his/her card is not
punched by any other person including security
guards. If such a practice is detected, both the
concerned persons shall be liable for disciplinary
action.
2. A written permission must be obtained from
the concerned Divisional Head if the employee
is required to either come late in the morning or
leave office early in the evening for official
purposes. Such a permission must be sent to
Personnel Section for verification of attendance.
3. The employees must adhere to the timings
stated above, otherwise they shall be liable for
appropriate action.
The above instructions are issued for strict
compliance. The concerned Sectional Heads
are advised to report any kind of deviation to the
undersigned for further action.
( Ref. Office Order No.17 dated 14.10.2004)
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