DIRECTORATEOFADMINISTRATION & HROFFICEOFTHE COMMISSIONERFORKVI

IRLA ROAD.VILE PARLErWl MUMBAI - 56

No.Adm-II/B MS/2 014-15/ (465).

CIRCULAR

Date: 19.01.2015.

The Aadhar Enabled Bio-metric Attendance System (AEBAS) has beenintroduced in all offices of KVIC across the country with a view to improveefficiency in monitoring the attendance, leave records and over all workingenvironment. Adequate numbers of machines have been installed forconvenience during office opening time. All the officials of KVIC would be ableto mark their attendance in any of the machine installed in the respectiveoffices. Now in continuation to the earlier Circular of even number dated

17.12.2014 the guidelines that will be followed for operation of the systemare as follows:-

1. The Aadhar Enabled Bio-metric Attendance System (AEBAS) will bemaintained/monitored by Directorate of Information Technology(DIT) in Central Office, Mumbai and Head of Offices in respective fieldoffices.

2. The system shall be used by all the officers and staff of KVICirrespective of their post across the country.

3. All officials will be required to mark their arrival and departure timein the AEBAS machine without any exception/excuse. In case one ofthe machine is not functioning, the officials may mark theirattendance in any other machine installed.

4. The office timings are from 09:30 a.m. to 06:00 p.m. with 30 minutesof lunch break from 01:30 p.m. to 02:00 p.m. and these are to bescrupulously observed.

5. Each official has to put in 40 Hrs. of work time for the 5 days week.For marking the attendance; the AEBASSystem shall be opened at9.00 a.m. in the morning and attendance including late sitting will betaken into account up-to 7.00 p.m. only in the evening. Beyond7.00 p.m. though the attendance will be marked in the System, but, noany compensation will be considered. In the morning, the timerecorded between 9:30 and 9:40 would not be counted towards theshortfall as this is given for marking attendance in AEBAS System.Thereafter, late coming of up-to 20 minutes may be relaxedoccasionally keeping in view the transport problem or any otherunforeseen eventuality subject to the condition that the duration oflate coming is compensated by sitting late in the evening, preferablythe same day or any other working day of the same week, so that 40Hrs.of work time for the 5 days week is maintained.

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6. Similarly, early departure up-to 30 minutes can be relaxed subjectto the condition that the duration of early departure iscompensated by sitting extra time on any working day of the sameweek, so that 40 Hrs. of work time for the 5 days week ismaintained.

7. Where an official is required to go for an official work /meeting inanother office directly from home or proceed in the late afternoonfrom where (s)he is not likely to return to office, an intimation tothis effect will be furnished in advance to superior officer.However, written intimation would also be sent. Similarly, in theevent of official availing concessions, leave/casual leave will haveto be reported to the immediate Superior who will in turnintimate such events to the Directorate of LT. without fail.

However, the Directorate of IT will immediately make necessaryarrangement for such entries/events Online.

8. In exceptional cases like consultation with doctors Dispensary /hospitals/attending social obligation, etc., late coming in themorning/early departure in the afternoon up-to two hours(maximum) will be allowed subject to the condition that priorintimation/approval of the immediate superior officer has beenobtained and the duration of late coming/early departure iscompensated by devoting such extra hours of work so as toensure that the 40 hours work schedule for the entire week ismaintained.

9. While taking flexibility, if 40 Hrs. of work time for the 5 days weekis not maintained, disciplinary action may be initiated against theerring official as deemed fit by concerned Controlling Authority inCentral Office/Director /In-charges of respective offices in thefield.

10. Arrival in the office after 10.00 a.m. or departure from officebefore 05:30 p.m. will be reckoned as half day Casual Leave. Thiswill be applicable till Casual Leaves are available in the account ofofficial. If .casual leave of official is exhausted, disciplinary actionshall be initiated against erring officials by concerned ControllingAuthority in Central Office/Director /In-charges of respectiveoffic~s in the field.

11. Any official availing half-day Casual Leave in the forenoon willmake arrival entry in the AEBASup to 02:00 p.m. and the officialavailing half-day Casual Leave in the afternoon will makedeparture entry in the AEBASat 01:30 p.m. or after.

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12. Attendance reports would be available with Directorate of I.T inCentral Office and Heads of Offices in the fields on daily basis. TheDirectorate of LT. will provide such reports to the concernedCadres/Establishments wings in Central Office once in end of themonth.

13. It must be ensured by the controlling officer/official concernedthat duly recommended leave applications of nature such as EL/Commuted Leave/HPL etc. are sent to concerned Cadres/Establishment wings promptly.

14. In case, any officialis unable to attend office as (s)he is attendingoutside work entrusted to him and (s)he is not able to markattendance in the system either in the morning or evening, priorintimation in this regard would be sent to the superior officer.

15. All employees of KVICshould be registered on AEBASsystem andany official who is left out for some reason should get himselfregistered in the system. Similarly, officials joining newheadquarter on transfer should get themselves registered forAEBASsystem in concerned place of posting.

16. All installed machines and corridors leading to these machinesshall be under 24-hours surveillance through CCTV cameras.Disciplinary/legal action shall be taken against any official foundto be tampering with the attendance monitoring system/surveillance system.

17. The locking and opening arrangement of biometric system wouldbe ensured by Dte. of LT in Central Office, Mumbai and Head ofOffices in respective field offices. The Directorate of LT.shall alsomake arrangement for marking of holidays notified from time totime.

18. The officials have to mark their attendance in AEBASsystem aswell as Manual Attendance Register (wherever applicable) till30.1.2015 and from 2.2.2015 onwards the attendance will bemarked strictly in AEBASsystem only and thereafter the ManualAttendance Register system will be dispensed with.

All concerned are therefore requested for strict compliance of tre above

guidelines scrupulously. ('-

,4 .'\,,~\ .

. (S.Vijayak~1)t) , ) I.)

Director (Adm. & H.R.)To

All Heads of Offices of OCKVIin and outside Mumbai.

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Copy to:-

1. Commissioner's Secretariat.

2. OSD,C.E.O.Cell.

3. Dy.Director, F.A.Cell.4. Dy.Director, CVOCell.S. P.A.to Jt. CEO.6. All Zonal Dy.CEOsin the field.7. The Director (Publicity), OCKVI,Mumbai (in duplicate) for publication in

the ensuing issue of Jagriti and for Media and PR cell.8. The Hindi Officer, Hindi Cell, OCKVI,Mumbai with a request to issue

Hindi version of this Circular.

9. The Grievances Officer, OCKVI,Mumbai.10. The Public Relation Officer, OCKVI,Mumbai.11. DITfor website.

12. Information Cell (Adm.-II).