MAJU INTAN BIOMASS ENERGY SDN. BHD.

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SOP-HR-02

STANDARD OPERATING PROCEDURE

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TIME AND ATTENDANCE MANAGEMENT

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REVISION HISTORY
Rev. No

DCN No.

Page No.

Eff. Date

ALL

09/02/2015

Name
Position

Description of Changes
NEW ISSUANCE
REF. NEW ISSUE DOCUMENT APPROVAL FORM NO.
002

Originated By

Reviewed By

Approved By

Kumar

Banun

Withorn Arpanuvat

HR/ Admin Executive

Management Representative

General Manager

09/02/2015

09/02/2015

09/02/2015

Signature
Date

Note: The details of changes shall be documented in the DOCUMENT CHANGE NOTICE (DCN).
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MAJU INTAN BIOMASS ENERGY SDN. BHD.

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Process / Step

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1.0

Records

PURPOSE
1.1 To ensure that Administration Department provide a
supportive, safe and inclusive working environment that
encourages all employees to manage their health and
wellbeing and maintain their attendance at work.
1.2 To provide a framework for a positive and pro-active
approach to the management of attendance.
1.3 To provide the necessary support to employees,
ensuring that employees are treated in a consistent and
fair manner and to enable Administration Department to
deliver quality working environment.

2.0

SCOPE
The scope covers all employees attendance activities Of
MJE.

3.0

REFERENCES
3.1 ISO 9001 : 2008 Clause 6.2 (Human Resources)
3.2 MJE-QM (Company Quality Manual)
3.3 SOP-HR-01 (Human Resource Management)
3.4 Employee Handbook
3.5 Employment Act 1955

4.0

APPENDICES
Nil

5.0

APPLICABLE FORMS
5.1 Punch Card / Time Card
5.2 Application Of Changing Shift Work
5.3 Staff Gate Pass

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MAJU INTAN BIOMASS ENERGY SDN. BHD.

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Records

DEFINITION
HOD = Heads Of Departments
Shift Work = work which by reason of its nature requires
to be carried on continuously or continually, as the case
may be, by two or more shifts.

7.0

PROCEDURES
7.1 Responsibility
a) The Human Resources Department is responsible for the
contents of this document and responsible for overseeing the
introduction, operation and monitoring of this policy and
reporting to the management on absence levels.
b) HOD/ Manager are responsible for ensuring that employees
are aware of their responsibilities in relation to the policy and
understand what is expected of them with regard to attendance
and that they are aware of the support available within the HR
Department.
c) Safety and Health Officer are responsible for the provision of
professional and impartial advice to HOD/ Managers on the
health, safety and welfare of employees at work area.
d) Employee have a contractual obligation to attend work to
fulfil their contract of employment and are responsible for
following the notification procedure when they are unable to
attend work due to sickness and for producing the appropriate
certification.

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CONTROLLED DOCUMENT seal in RED.

MAJU INTAN BIOMASS ENERGY SDN. BHD.

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7.2 Staff Attendance Record

a) Employees must log IN and OUT of work from MJE by using
the Punch Card/ Time Card System located at designated place
by employee work on normal day or night shift.

Punch Card /
Time Card

b) If an employees work assignment on a given day or due to

error on the machine that will not enable to Log IN/OUT
from Punch/ Time Card System, the employee must contact
HOD/ HR Department immediately to determine the
appropriate method to document time worked. HR Dept Head
shall signed as being a true and accurate record of all
attendance
c) An employee who forgets to Log IN when first begins work,
must notify the HOD/ HR Dept. as soon as possible as the
oversight is realized. Employees must accurately and honestly
report when they began work duties so that HR Dept can
manually record the appropriate IN time.
d) An employee who forgets to Log OUT at the end of the day
must notify HOD/ HR Dept. when they next report to work.
Employees must accurately and honestly report when they
ended work duties so that HR Dept. can manually record the
appropriate OUT time.
e) An employee who logs into work late may not decide to
work additional time at the end of the day to make up the
tardiness unless advance approval from the supervisor has been
given to work a flex schedule.
f) Employees who are unable to report to work as scheduled
must promptly notify their supervisor.

Staff Gate Pass

g) Employees must follow the established call-out

procedure to ensure that absence is excused by completing
the Staff Gate Pass and seek approval from Manager/ HOD.
h) Failure to comply with clause 7.2(f) may result in an
unexcused absence. The employee may also subject to
corrective action as per clause 7.3.

This document is controlled by distribution through INTERNET; hardcopy copies are not authorized for use. Hard copy is a Controlled Copy when stamped with the
CONTROLLED DOCUMENT seal in RED.

MAJU INTAN BIOMASS ENERGY SDN. BHD.

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i) An employee who intended to change shift work from time
to time are required to apply 3 working days prior and get
permission from the HOD / Manager then to seek
approval from the General Manager prior to change their shift.

Records
Application Of
Changing Shift
Work

j) The approved form shall submit to HR Dept. The employees

attendance and schedule shall be updated accordingly.
7.3 Corrective Action Guidelines
a) An employee who fails to Log IN / OUT from work will
received a verbal warning for FIRST OFFENSE from the HR
Dept. while for SECOND, THIRD OFFENSE will receive a written
warning.
b) Prior to take any action, under the discretion of HR Dept,
employee shall be issued with a show cause action letter to
enable employee to have their rights to appeal.
c) Any employee Log IN to work before actually at work and
performing assigned duties and is no longer performing but is
still logged in as working may be subject to a more severe
corrective action.
d) HR Dept / Manager has the right to place on unauthorized
leave without pay for any time that the manager is unable to
objectively document that the employee was actually working.

Warning Letter

e) Repeat offenses or severe offenses, the employee may

receive a written warning. For extremely severe offenses/
repeated infractions despite previous corrective action, any
employee may be terminated. Refer to SOP-HR-01 for
termination clause.

This document is controlled by distribution through INTERNET; hardcopy copies are not authorized for use. Hard copy is a Controlled Copy when stamped with the
CONTROLLED DOCUMENT seal in RED.

MAJU INTAN BIOMASS ENERGY SDN. BHD.

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SOP-HR-02

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REV. DATE

09/02/2015

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7.4 Completing The Attendance Record

a) The HR Department shall updates the employees leave and
attendance record on the HR Database from the information
received on the Punch Card/ Time Card and leave application
form on daily basis. Leave Application shall refer to SOP-HR-01
(7.13).

HR Database

b) The Database is used to develop management reports in

relation to attendance and to track leave balances, sick leave
entitlement and attendance records for each active
employees.
c) HR Assistant shall update the employee attendance on daily
basis and submit reports to Account Department monthly and
HQ office (upon request) for reporting and month end salary
calculation.
d) The record must be completed using the Standard
Abbreviations as identified below:

8.0

Category

Abbreviation

Annual Leave

AL

Unpaid Leave

UPL

Replacement Leave

RL

Public Holiday

PH

Medical Leave

MC

RECORDS
All records specified in clause 5 of this document shall be kept
and retained in accordance to this procedure.

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CONTROLLED DOCUMENT seal in RED.