Muster

List of Terms

• Muster : Generally, the term muster is used to refer individual attendance registers maintained at work sites. It also refers to the official roll of persons.
• Punch : Clock that records the starting and quitting times of employees, usually by punching timecards or using finger print.
• Biometric : Biometric attendance machine captures your unique biological/physical feature such as your hand or finger print, iris pattern and sometimes even your voice as a record for identity verification and allows you to perform something that you are authorized to do.
• Holiday Calendar : Predefined holidays in a calendar year.
• Worktime : Working time is the period of time that a person spends for some defined income.
• Finger Print ID : Employee identification for marking their presence in establishment.
• Device ID : The unique id which differentiates one device with another.
• Early going : Employees or Individual leaves before a defined worktime.
• Late Coming : Employees or Individual comes after a defined worktime.
• Single Punch : Employees or Individual forgets to punch either when he comes or leaves the organization. It would be either IN or OUT.
• Short Attendance : In general, attendance policies exist for all individuals. But short attendance always occurs with less time spent by individuals in organization as compared to defined policy.
• LWP – Leave Without Pay : Leave without pay (LWP) is a temporary non pay status and absence from duty that, in most cases, is granted at the employee's request. In most instances, granting LWP is a matter of supervisory discretion and may be limited by agency internal policy.
• Grace Period : A grace period is the period during which no late mark is considered for an Individual.
• Leave Deduction : Rules exist for deducting leaves depending upon the late marks, early going and single punch.
• Weekly Off : Any day during the week when your employees are not expected to work, or come to workplace, is called as weekly off. Usually a lot of organizations in India consider Sundays as weekly off.

Defining Muster

Following things can be defined in Muster

• Weekly Off’s
• List of holidays
• Full day, Half Day time
• Permissible Time Slots for work
• Permissible flexibility for late coming and early going
• No of times employee can seek permission to come and no of hours he must work for full day regularization
• Leave deduction rules in case his attendance falls short. Deduction rules in terms of how many leaves of which type be deducted and how much can be forgo-ed

Biometric Configuration

• Devices configured with it’s ID’s so that the uniqueness maintained and used for mapping with finger print ID’s.
• Individual departments selected in which his/her service book is present for maintaining IDs which is always unique.

Muster Policy Configuration

• Weekly off is to be defined for all individuals for any day in a week when he/she is not expected to come for work.
• Working hours is to be added which will be map with every individuals for defining his/her working time (expected working hours)i.e. IN/OUT.
• Holiday calendar signifies the paid days when no one is working.
• Late Coming, Early Going and Single Punch rules that contains the gracing period and also the late marks depending upon the working hours which will result into deduction of leaves.

Work time changes

An employee can seek to change his work timings occasionally or for the whole term. He may make the request which goes through entire approval cycle. The work time change maintains the total number of working hours and just changes the slot choice.

If the approval is for a day – it shows in the muster as approved with NO late mark.

Late coming and early going permissions

The number of time employee can seek late coming or early going request can be configured. Let say it has been configured for 3 times in a month, then employee can not make a fourth request in the same month.

Also late coming or early going request has been restricted to atleast 5 hrs. the employee cannot change his work time to less than 5 hrs. and make a request to regularize the same.

Short attendance and automatic deductions

Lets say Full day work time is  8:30 Hrs. And Half day is 4:00 Hrs.

If the configuration is such that employee can seek two permissions per month at the most for coming late/going early still maintaining lets say 5 hrs. (Configurable). If the permission is granted, it shall be regularized as full day working.

After two such permission, all the Short attendance would initiate leave deduction as defined in the configuration. After all the balances of all leaves mentioned in the configuration are deducted, the short attendance would be converted to LOP (LOSS OF PAY)

All these LOP will result in

• Deduction of pay
• Extension of all applicable periods. For e.g. if service contract was to be converted from probation confirmation, LOP will extend the duration of probation by those no of days.

Leave on LOSS of Pay (LOP) will extend the leave cycle accordingly.

Muster Finalization

WORKING DAYS CALCULATION

CASE - 1

Working days calculation can be dependent on

• MUSTER (integrated with bio-metric and pulls attendance from there)
• LEAVE Register – Leave availed by employees and LWP’s

In such cases all calculations are automatic. Before calculation of salary Leave admin freezes attendance, and removes any discrepancies in the records, if any are present. After freezing of attendance Finance Admin calculates the salary.

CASE - 2

However in some organizations MUSTER ENTRIES are not COMPULSORY. In such cases configuration can be made such that each day default attendance of each employee is market unless he/she has applied for Leaves.

Provision however must be given to the Finance Admin to enter LWP manually at the time of Salary calculations. This is because Default attendance is market for each day even if the employee is absent and no leave application is filled.

FREEZING MUSTER

CASE - 1

Working days calculation can be dependent on

• MUSTER (integrated with bio-metric and pulls attendance from there)
• LEAVE Register – Leave availed by employees and LWP’s and LOP’s

In such cases all calculations are automatic. Before calculation of salary Leave admin freezes attendance, and removes any discrepancies in the records. After freezing of attendance Salary Admin calculates the salary.

Example :

• If no in-time and out time is and no leave application is found for a day for an employee.
• If only one punch is found for an employee on a day.

CASE - 2

However in some organizations MUSTER ENTRIES are not COMPULSORY. In such cases configuration can be made such that each day default attendance of each employee is market unless he/she has applied for Leaves.

Provision however is given to the Finance Admin to enter LWP manually at the time of Salary calculations. This is because Default attendance is market for each day even if the employee is absent and no leave application is filled.