Page 1 of 12

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

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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

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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

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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.

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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.

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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.

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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)

Page 12 of 12

Leave Availing Process Chart Contact your Location/BU/Plant HR Representative

Leave Quota and Availing Limits Contact your Location/BU/Plant HR Representative

Official Attendance Recording Time Contact your Location/BU/Plant HR Representative