Post on 15-Jun-2018
Page 2 of 12 ABBREVIATIONS/GLOSSARY .......................................................................................................................................................3
LOCATION TIME ADMINISTRATORS ............................................................................................................................................4
COMMON TIME MANAGEMENT RULES/GUIDELINE FOR ALL ZYDANS ........................................................................................5
TIME MANAGEMENT FAQ ...........................................................................................................................................................6
1. HOW DO I REGISTER MYSELF FOR ATTENDANCE RECORDING? .................................................................................................... 6
2. I AM A NEW JOINER, WHAT ABOUT MY CARD? ......................................................................................................................... 6
3. I AM A NEW JOINER, WHAT ABOUT MY EMPLOYEE SELF SERVICE PORTAL – ZYDUSCONNECT ACCOUNT? ............................................. 6
4. WHERE DO I RECORD MY ATTENDANCE? ................................................................................................................................ 6
5. HOW DO I RECORD MY ATTENDANCE? ................................................................................................................................... 6
6. HOW DO I ACCESS MY ATTENDANCE/LEAVE CARD? .................................................................................................................. 7
7. HOW DO I OPEN ZYDUS CONNECT? ...................................................................................................................................... 7
8. WHAT IF I FORGET MY /ID CARD? ........................................................................................................................................ 7
9. WHAT IF I FORGET TO RECORD ATTENDANCE?......................................................................................................................... 7
10. WHAT IF I COME LATE? ...................................................................................................................................................... 8
11. WHAT IF I NEED TO LEAVE EARLY? ........................................................................................................................................ 8
12. HOW DO I GO OUT FOR LIMITED TIME? ................................................................................................................................. 8
13. WHERE DO I SEE MY LEAVE BALANCE? ................................................................................................................................... 8
14. HOW DO I APPLY LEAVE? .................................................................................................................................................... 8
15. HOW DO I APPLY OD? ....................................................................................................................................................... 8
16. IS THERE ANY QUOTA FOR OD?............................................................................................................................................ 8
17. WHAT IF I DO NOT SEE APPROVER’S NAME IN LEAVE/OD REQUESTS? .......................................................................................... 9
18. CAN I APPLY LWP? ........................................................................................................................................................... 9
19. HOW DO I SANCTION LEAVE/OD REQUESTS SENT TO ME? ......................................................................................................... 9
20. WHAT IS THE ALLOWED TIME-LIMIT FOR SANCTIONING LEAVE? .................................................................................................. 9
21. WHAT HAPPENS IF I DO NOT SANCTION LEAVE/OD IN ALLOWED TIME? ....................................................................................... 9
22. WHERE DO I SEE MY SALARY SLIP AND OTHER COMPENSATION RELATED DETAILS? ........................................................................ 9
23. HOW DO I ACCESS LEAVE/OTHER REQUESTS (I.E. OD/EG/LC)? .............................................................................................. 10
24. HOW DO I RE-SET MY ZYDUSCONNECT PASSWORD? .............................................................................................................. 10
25. CAN I ACCESS ZYDUSCONNECT FROM INTERNET? .................................................................................................................. 10
26. CAN I APPROVE/REJECT LEAVE OR APPLICATION REQUEST FROM BLACKBERRY DEVICE? ................................................................ 10
27. WILL I GET NOTIFICATION ON LEAVE/ REQUEST APPLICATION? ................................................................................................ 10
28. WHAT WOULD BE THE OUTCOME OF ODD NUMBER OF ATTENDANCE PUNCHING MADE IN A DAY? ................................................... 10
29. WHAT OTHER FEATURES AVAILABLE IN ZYDUSCONNECT>>HR CONNECT?.................................................................................. 10
CARD FORGOTTEN PROCESS ..................................................................................................................................................... 11
LEAVE AVAILING PROCESS CHART............................................................................................................................................. 12
LEAVE QUOTA AND AVAILING LIMITS ....................................................................................................................................... 12
OFFICIAL ATTENDANCE RECORDING TIME ................................................................................................................................ 12
Page 3 of 12
Abbreviations/Glossary
C - Off Compensatory Off
CL Casual Leave
EG Early Going
ESIC Employee State Insurance Corporation
Even Number of Punching Records
2, 4, 6…..Punching Records
FH First Half
HLWP Half Leave Without Pay
LC Late Coming
LWP Leave Without Pay
ML Maternity Leave
NIP No In Punch
NOP No Out Punch
OD Official Duty
Odd Number of Punching Records
1, 3, 5…..Punching Records
PL Privilege Leave
Not Sanctioned While running sync process
Pending Application rejected during Payroll – attendance synch cycle, AUTOMATICALLY.
SH Second Half
SL Sick Leave
ULWP Unauthorized Leave Without Pay
WO Weekly Off
Page 4 of 12
Location Time Administrators
You may contact them for any questions/queries pertaining to Leave/Time Management Issues.
Location
Ankleswar Mr. Amit Bhatt
Baddi Mr. Varinder Arora
ZW, Changodar Mr. Om Prakash Mishra
Dabhasa Mr. Ruchir Someshwar
Goa Agiolax Ms. Durga Prabhu
Goa Form. Mfg. Mr. Gajendra Vernekar
ZHOPL Mr. Brijesh Patel
Moraiya Ms. Mita Shah
Mumbai (Worli) Mr. Manoj Pawar
PTC Mr. Mehul Paliwal
Sikkim Mr. Naveen Kumar
ZRC Mr. Purvish Patel
ZTL Mr. Rajiv Panicker
Zydus Tower Mr. Suresh N Patel
Zyfine Ms. Sudeshna De
Page 5 of 12
Common Time Management Rules/Guideline for ALL Zydans
1. Zydans are expected to follow the working hours as per their scheduled shift timings. The rules for
“Late Coming” and “Early Going” would be applied in the same manner as that for General Shift.
2. New Joiners’ need to start registering their attendance from DAY ONE.
3. The Payroll processing cycle would begin from 28th of previous month to 27th of current month.
Effect of Leave/Absence of 28th to 30th/31st of current month would be reflected in the payroll
processing of the following month.
4. If an employee is transferred or is on deputation, holidays, leave and attendance rules of that
particular location would be applicable.
5. ALL ZYDANS MUST BRING THEIR ID CARDS EVERYDAY AND KEEP IT WITH THEM PRIOR TO ANY
VISIT TO ANY COMPANY LOCATION. In case the card is forgotten by any employee, please refer to
the chart titled “Card Forgotten Process” on page 9.
6. In case of any physical limitation with the registered bio-metric impression of an employee
(attendance recording finger), he/she needs to follow “Card Forgotten Process” elaborated on page
9.
7. Zydans must register “in-punch” or “out-punch” EVERYTIME they enter or leave the premises.
8. For applying leave, OD, LC, EG and gaining access to their attendance or Leave Card, all employees
would need to login to their accounts in Zydus Connect>HR Connect application. HR Connect
provides automatic updation of leave records and thus, there is no requirement of Hard Copy Leave
Cards.
9. The department heads/authorizer/approver are requested to take note of the fact that any cases
of pending entries of “Applied but not sanctioned or rejected leave/OD/EC/LG requests, Missing
punch cases” would result in LWPs for the Zydan (who had applied for such a request) at the time
of Payroll Processing.
10. Absence – LWP – Leave/OD/LC/EG synchronization process is governed by Corporate
Compensation team and Group Time Management Administrator.
11. LWP results in loss of pay but it can be reimbursed as arrears in the next payroll cycle, provided
LWP takes the status of Approved Leave, Approved LC, EG or OD (as the case maybe).
12. In case if employee takes Leave/Absence on Second Half immediate before Holiday/WO and also
takes Leave/Absence on First Half immediate after Holiday/WO , then one has to apply continuous
Leave/Absence for that period.
13. Privilege Leave (i.e. PL) will be credited to all the employees who have worked more than or equal
to 240 days, which includes all eligible leaves (i.e. CL, SL, ML, PL, C. Off only), OD, Holidays and
WOs. Only in the case of new joiners, PL will be calculated from their DOJ and credited at the
beginning of the New financial year. There will be No Advance Leave of any Type in any case.
14. Location Time Management Administrator will not apply leave/OD/any other request against
Zydan’s absence unless there are exceptional circumstances. However, in case of ML, C – Off and
ESIC leave, Location Time Management Administrator will have exclusive rights.
15. Keep referring Bulletin Board on Lotus Mail and ZydusConnect for change/further development
notification.
Page 6 of 12
Time Management FAQ 1. How do I register myself for Attendance recording?
a. HR representative involved in your joining formalities will guide you/take you to location’s Time
Administrator for obtaining Identity/Biometric enabled attendance recording card and
registration of your finger impression.
2. I am a new joiner, what about my card?
a. Your Location HR will generate your employee number and issue your attendance recording card
on the FIRST DAY OF YOUR DUTY i.e. on your DOJ. Your location’s time administrator will mark
your incoming time, he will also register your finger impression and show you how and where to
record attendance. You will have to start attendance recording from the first out-going i.e. when
you leave office on the first day.
3. I am a new joiner, what about my Employee Self Service Portal – ZydusConnect account?
a. Every new ZydusConnect – HR Connect account is created on Monday. However, your
Location/BU HR Representative needs to generate your employee number prior to that. Once
your account is active you can access your personnel profile.
4. Where do I record my attendance?
a. Attendance recording Units will be located at the entrance point of your location/Shop Floor.
You can ask security guard to show you the location of Attendance recording Unit.
5. How do I record my attendance?
a. All attendance recording units are operated with a Bio-Matrix enabled system. This means that
you need to use your finger print (of a pre-captured) along with a proximity card i.e. your ID
Card. This process works in the following manner:
i. First present your card at the Attendance recording unit from close distance (not more
than about 10 cm.)
ii. Once the Unit Accepts your card, you will be able to hear a clear beep and finger
scanning area will be highlighted with red light.
iii. Put your pre-scanned finger on that and your attendance will be recorded.
iv. After successful attendance recording in/out your name will be displayed on the digital
panel of the unit and you will hear another beep.
v. If your attendance doesn’t get recorded properly, the unit will display “Finger Not
Matching” message. You are required to try again in such a case.
vi. If it doesn’t identify your finger after multiple attempts, you can also try on other unit.
Page 7 of 12
6. How do I access my attendance/leave card?
a. You can check your attendance or leave/OD card from ZydusConnect> HRConnect by following
this path: ZydusConnect>HRConnect>Attendance Details (or Leave/OD Details)>Attendance Card (or Leave/OD Card)
7. How do I open Zydus connect?
a. If you are connected in Zydus network then type ZydusConnect in your web browser, if you are
accessing it through internet then type www.zydusconnect.com in web browser and hit enter.
Front page will display empty fields for entering User ID & Password. User ID would be your
employee no. and for first-time users initial password would be zydus1. Please note that
Internet accessibility of ZydusConnect will not be possible from Zydus network.
8. What if I forget my /ID Card?
a. All Zydans must bring their ID Cards. Your ID card is representation of a mutual relationship
between a Zydan and Zydus. If you forget to bring your ID Card, then you are requested to follow
below mentioned steps:
i. Collect “Card Forgotten” slip from Security Guard. He will give you the form after
mentioning your Incoming Time and signing it.
ii. Then get the form signed by your Dept. Head.
iii. Get it signed by your BU/Plant/Location’s HR Head
iv. Submit it at the time of leaving to the Location’s Time Administrator. He will mark the
time of your submission as Out Going time. In case of the unavailability of Time
Administrator, you can submit it to the security guard who shall mark outgoing time
instead.
v. Please note that the process has to be initiated on the same day. Security guard will not
give previous date’s Slip. Slip will be considered valid ONLY IF all the signatories have
signed.
9. What if I forget to record attendance?
a. You need to follow the same process as mentioned above. Time Administrator will not send
reminder in this case. You can check your attendance status from attendance card and do what
is required. In case you forget to record Out-Going attendance, above mentioned process has to
be completed the very next working day. Pending cases for Forgotten Punch will be marked as
LWP – if not handled in the above manner.
Page 8 of 12
10. What if I come late?
a. Late coming up to three times in a Month is allowed. Beyond that, if the fourth time you get late,
you will have to take approval of your HOD through ZydusConnect – in the same manner as
OD/Leave. If your HOD doesn’t approve it, it will be considered as Half LWP.
b. If you come late more than two hours then you must apply Half day Leave/OD Request.
11. What if I need to leave early?
a. To leave early you need to take approval from your HOD using ZydusConnect as mentioned
above by applying Early Going request. Early going without approval will be considered as Half
LWP.
b. If you wish to leave more than one hour earlier then you must apply Half day Leave/OD Request.
12. How do I go out for limited time?
a. In such a case, you need to follow the below mentioned steps:
i. Fill out an OD if it is official
ii. Fill out an out pass and submit it to the security
iii. Make sure you register your attendance while going out and coming back
13. Where do I see my leave balance?
a. You can see your leave balance in ZydusConnect by following this Path:
ZydusConnect>HRConnect>Leave Application>Leave Card
14. How do I apply leave?
a. You can apply leave by following this path, ZydusConnect>HRConnect>Leave
Application>Application You can select Date (Date Range), select Leave Type, mention the reason
for taking the leave and send it to your leave authorizer. He will receive an e-mail in his Lotus
Mail account with sender’s name as “Zydusmail-noreply”.
15. How do I apply OD?
a. You can apply OD by following this path, ZydusConnect>HRConnect>Request Application>Application
wherein you can enter the Details for your OD (i.e. Time and Date). This request will be sent to
your authorizer for approval. Any pending OD requests will be treated as LWP once payroll has
been synchronized. If you are an authorizer, make sure that no such requests are pending at
your end.
b. However, if your OD is neither sanctioned nor rejected and you punch – in (and punch – out) at
regular time, your presence will be marked.
16. Is there any quota for OD?
a. No, there is no quota defined for OD.
Page 9 of 12
17. What If I do not see approver’s name in Leave/OD requests?
a. In that case you will not be able to send any Leave/OD requests and you need to contact your
Location/BU’s HR representative at the earliest.
18. Can I apply LWP?
a. Yes, if you do not have any other leave quota available or if you do not wish to utilize available
leave quota, you can apply LWP. This too will have to be approved by your authorizer. If he
doesn’t approve it, and you do not come as well, then it will be treated as unauthorized LWP.
19. How do I sanction Leave/OD requests sent to me?
a. You can sanction/reject them anytime. ZydusConnect is internet enabled. You will receive an e-
mail in your Lotus account with sender’ name as “Zydusmail-noreply”. After opening the mail
along with the brief description of request you will see two links with Intranet and Internet
options. If you are accessing it through Zydus LAN, then you must use Intranet link. If you are
accessing your account form internet, then you must use internet link.
b. Once you open the Link, page will be directed to your ZydusConnect log – in page. You need to
log – in there and you will be re-directed to Leave/OD Requests page. You will be able to see all
the requests on one page, and you will be able to mark as many as you consider being necessary
at that time.
c. Please note that ZydusConnect is a very secure application and so you will have to log – in every
time you open the request link. If a session is open in your browser with active log – in, then you
will not have to log – in again.
20. What is the allowed time-limit for sanctioning leave?
a. You HAVE TO clear all Leave/OD request by 28th of the current month. This means, either
sanction or reject them.
21. What happens if I do not sanction Leave/OD in allowed time?
a. If leave/ODs have not been cleared as per the guidelines mentioned in the above point, they will
be rejected by the system automatically during Payroll – Attendance synch process and will be
treated as LWP/applicable other effect.
b. However, you will be able to apply against cancelled application/s and reimbursements will be
made in next payroll cycle.
c. You will be allowed to apply only One Payroll Cycle/Month in the Past.
22. Where do I see my Salary Slip and other Compensation Related Details?
a. You can see your Salary Slip and other compensation related details in ZydusConnect by
following this path, ZydusConnect>HRConnect>Employee Profile>Salary Details
Page 10 of 12
23. How do I access Leave/Other requests (i.e. OD/EG/LC)?
a. You need to follow this path to do so, ZydusConnect>HRConnect>Leave/Request
Application>Leave/Request card
24. How do I re-set my ZydusConnect Password?
a. Your ZydusConnect password will be locked after three failed attempts to log – in. To re-set
password, you have to log a call in Zydus Incident Management System by typing zyims in your
web browser. Your employee number will be your username and password would be ims123.
25. Can I access ZydusConnect from internet?
a. Yes, ZydusConnect is completely internet-enabled. It can be accessed with all its features
through internet.
26. Can I approve/reject Leave or Application Request from Blackberry Device?
a. Yes. There are four simple steps to follow
i. Open the mail (Sender’s name would be Zydusmail-noreply) in your Blackberry device.
ii. Reply, with R to Reject the application or A to approve the request. You may reply with r or a
too. iii. You will also be able to see complete details of his Leave/Request application in the mail.
iv. You will be able to take decision on one application at a time while using Blackberry device.
v. This option will work from Blackberry device only,
i.e. If you are accessing it from your workstation, use Internet/Intranet option as mentioned
in the mail.
27. Will I get notification on Leave/ Request Application?
a. Yes. Once your Leave/Request application has been sanctioned or rejected, you shall get a
notification on your Lotus mail (kindly make sure your Lotus mail ID is maintained in HR connect)
28. What would be the outcome of odd number of attendance punching made in a day?
a. All Zydans must punch in even format for attendance recording i.e. two, four, eight etc. In a day.
Single or Odd punches will result into absence.
b. One can access their attendance punching record for the day by clicking on the hyperlinked date
in the attendance sheet. This shall help to know odd number of punching records.
29. What other features available in ZydusConnect>>HR Connect?
a. Advances & Expenses >> Your Outstanding Balance
b. Standard Forms >> Briefcase, LTC, Joining Expense & Vehicle expense Claim Forms
c. Taxation Forms >> Form No.16, Form No. 12BA and Help Guidelines
d. Utilities >> Birth Day List & Employee Search Options available
e. Mobile CUG Details >> Mobile CUG Information, Bill Summary & Transaction Ledger
f. Online Claims >> LTA & Uniform Purchase allowance Forms
Page 11 of 12
Card Forgotten Process
Scenarios
Scenario 2Not Carrying
Card
Scenario 3Outgoing Attendance
Marking Forgotten
Scenario 1Incoming Attendance
Marking Forgotten
Obtain a form from Security
and take his signature with
incoming/outgoing time. In
case of Scenario 2, same
form has to be retained for
maintaining outgoing time.
Obtain signature from
HOD. Shift supervisor
is not HOD.
Obtain Signature
from Location/BU/
Plant HR Head
Submission to
Location Time
Administrator in max.
three days of
occurance.
Security Guard is authorized to ask
for alternate identification(E.g.
Driving License, PAN Card, Election
Card etc.) if he doesn’t recognize the
employee by face.
There CANNOT BE an email request for maintaining attendance.
Mentioned process has to be accomplished within three working days.
Request with any signature missing from mentioned signatories, will not be treated as official request.
With Immediate effect from (01.06.2010)
Moraiya = Mr. Atul Chaudhary
PTC = Mr. Nitendra Patel
Ankleshwar = Mr. Mehulsinh Gohiil
Dabhasa = Nominated HR Representative
Baddi = Mr. B R Sharma
Sikkim = Maj. Ajit Singh
Goa = Mr. Anant Desai
Mumbai BUI – 2 = Mr. Ananda Gawde
Wellness Changodar = Mr. O P Mishra
ZTL = Mr. Rajiv Panicker
ZHOPL = Mr. Hemal Gajjar
Zydus Tower
BUI1, 3, 4 = Mr. M S Oza
BUROW, BUO, BUF & BU HR = Mr. Birju Trivedi
Wellness (CPD) = Mr. Vikram Mahida
Signatories Level 3
Flowchart for actions required to be exercised in case of Incoming – Outgoing
Timings’ discipline in the light of “Forgotten” cases. V. 1.0
Signatory
Level 2
Signatory Level 1
(Security Guard)