Absconding & Ad Hoc Payments - HRMantra HR Software

Absconding Meaning, Policy & Letter - HRMantra HR Software

The absconding employee is someone whose whereabouts during office hours are unknown to the employer. They are not present in the office, and there is no update from their end.

In this absconding glossary, we cover:

• Absconding Meaning
• Absconding Policy
• Absconding Letter

Let''s look at them one at a time.

Absconding Meaning

Absconding, in HR, refers to a situation where an employee fails to report to work for 3 consecutive days without contacting their immediate managers or peers to indicate their whereabouts or the reason for their absence.

This is one of the most unprofessional and disreputable reasons to terminate the contract of employment. HR departments dread this mishap whenever it occurs in their organization, as the employee decides not to go to work suddenly without handing over the acquired assets, information, etc., to the authorities.

The motivation of such an employee comes under scrutiny, as their motives and intentions could be a threat to the organization.

The Absconder Becomes a Threat to the Company in the Following Situations:

• If they are found guilty of stealing confidential documents, information, or databases from their workplace.
• If the person is experiencing work-related stress and performance issues.
• If the absconder has committed a crime outside office hours due to a dispute or other reasons and is avoiding authorities.
• If the absconder has committed a criminal offense within the office or during working hours; it can be any form of crime such as hacking, molestation, bribery, etc.
• If they have been offered a great job opportunity by another company and want to join immediately, leading them to avoid the existing company’s separation process, which they find long and complicated.

We can conclude that people who think running away from a problem is as good as solving it are cowards who commit such dishonorable acts.

Absconding Policy

There is no separate policy regarding absconding employees under the Government of India. However, every company can create a policy of their own and share it with employees during onboarding. It is generally advisable to issue an absconding letter to an employee if they leave without informing. However, if they possess certain assets or information belonging to your company that requires settlement, companies always have the option to take legal action.

Absconding Letter

Workforce management software can even be extended to issue an absconding letter to an employee or to check the absconding letter format. Below is a sample of the absconding letter:

""This is the last call from the company to get in touch with you since you have not been present in the office for ___ days without updating your manager. This is considered against the termination clause in the appointment letter.""

""We would like you to report to the office by –––, or we will consider it as your unwillingness to work with us. You would be blacklisted and terminated from the company. We will also freeze your PF account.""

Ad Hoc - What Is The Meaning Of Ad Hoc And Its Importance | HRMantra HR Software

Sonia Mahajan 5-6 minutes 09/11/2023

The word Ad Hoc is a Latin term. Its literal meaning is ""for this.""

For Human Resources, it means some temporary and improved solution that you will make for some particular situation.

You use these solutions as quick fixes instead of a long-term strategy or a pre-established plan.

In this article, we will talk about

• Ad Hoc Meaning
• What is Ad-Hoc Payments
• Why Do Ad Hoc Payments Matter in HR?
• Common Types of Ad Hoc Payments
• Managing Ad Hoc Payments
• Ad Hoc Payments in Practice

What is Ad-Hoc Payments?

As we described, ad-hoc are the solutions you offer to employees to address a quick need.

Similarly, Ad Hoc payments are the extra or one-time payments you make to employees in addition to their regular payroll cycle.

This compensation does not take the usual path of issuing paychecks or an invoice you clear on a regular basis. You make these payments, rather, for some special reasons or unique situations like some special remuneration or festive bonus.

Why Are Ad Hoc Payments Important in HR?

You need Ad Hoc payments for several reasons. Let us go over them one by one.

• Handle some unique scenarios where the regular payroll cycle cannot compensate your employees for everything, and you want to process ad hoc payments.
• Employee satisfaction: Ensuring timely and proper compensation boosts morale, hence employee satisfaction. The Ad Hoc payment guarantees fair compensation for workers.
• Handling errors and adjustments in payroll to ensure employees are always paid what the company owes through Ad Hoc payments.
• Using Ad Hoc payments for giving incentives and rewards, such as a Diwali bonus, high-performance rewards, or any other special incentive.

Common Types of Ad Hoc Payments

Now that we have established what Ad Hoc payments are and why they are important, let us discuss what the common types of Ad Hoc payments one can use when the situation so dictates.

• Fixing errors and adjusting timesheets when you''re late on payments, helping to pay your employees accurately and on time.
• Using Ad Hoc payments to make up for accidentally missed payments from an employee''s regular paycheck.
• Catering to tax payments of employees to help them meet expenses in terms of taxes.
• Using Ad Hoc payments to account for expenses in more expensive cities where the company is located.
• Offering Ad Hoc payments as a reward for excellent employee performance.

Managing Ad Hoc Payments

Here are some easy ways to help you in your HR department manage Ad Hoc Payments effectively:

• Set clear policies and procedures regarding ad hoc payments within the company and inform staff members when and how to request such facilities.
• Ensure proper Ad Hoc payment records are documented, detailing what the payment is for, how much money was given, to whom it was given, and any other supporting information if needed. This can help with auditing.
• Design a proper approval process for these payments, routing it through HR, Finance, and Management to ensure all payments are authentic and align with company guidelines.
• Ensure clear communication regarding Ad Hoc payments, so workers understand the process and feel comfortable raising requests or reports for it.
• Make sure Ad Hoc payments comply with tax regulations and labor laws, ensuring legal requirements are followed and necessary taxes are deducted.
• Use data to make informed decisions and analyze the total cost at the end. HR software or payroll systems can help streamline this process efficiently.

Ad Hoc Payments in Practice

Let''s look at some examples to understand how you can use Ad Hoc payments in real-life situations:

• Make overtime payments to employees working beyond their usual hours.
• Use Ad Hoc payments for incentives or performance bonuses to motivate employees.
• Provide employees with a petrol allowance.
• Issue Ad Hoc payments during festive seasons, such as providing Diwali bonuses.
• Pay Ad Hoc payments to service industry workers making tips or other service charges.

Ageism Meaning - HRMantra HR Software

What is Ageism?

Ageism refers to the convention or stereotype against employees or groups based on their age. With reference to the workplace, the concept of ageism results in unintentional bias, discrimination, and other biases associated with age groups.

What is Ageism in the Workplace?

Ageism in the workplace is a concept resulting in unequal treatment of employees. This can occur at different stages of the employee life cycle, starting from recruitment and hiring to promotions, in day-to-day interactions, delegation of responsibilities, and during the full and final settlements as well.

Discrimination because of ageism can thwart opportunities in terms of career development, up-skilling, promotions, and general work-life experiences for employees.

What is the Main Idea of Ageism?

The gist of the concept of ageism emanates from traditional experiences, self-assumption, and generalization of employees with respect to their age. The pre-notions are based on either societal conditioning or discriminatory behavior.

It questions the very practice of ageism concerning the capability, expertise, and skill set of employees at workplaces. They have to work harder to prove that they contribute significantly, especially when there is bias based on age groups.

How does Ageism Manifest in the Workplace?

Ageism shows up in the workplace in various processes and at different stages of the employee''s life cycle. Let''s understand that in detail:

Information Recruitment

Every workplace carries its own mindset. While some are biased, others are adaptable.

Employers with a biased mindset regarding ageism may discriminate against both freshers and older employees. They might believe that freshers require extensive training and that older employees take time to understand technically advanced tools.

When recruitment practices are age-dominated, the best candidates often miss out on opportunities, leading to a lack of diversity in the talent pool and missing out on a mixed bag of opinions.

If you are an HR professional experiencing ageism-related bias in your workplace, start evaluating candidates purely based on their qualifications, skill sets, and knowledge.

Performance Review Cycle

The performance review cycle is among the most crucial times for the employer and its employees. Employers must ensure the process is hassle-free, open, and transparent, while employees look for rewards, recognition, and feeling valued.

However, if the processes, including appraisals and promotions, accommodate ageism, there is a risk of weakening employee-employer relationships, leading to increased attrition rates among dissatisfied employees.

HR must ensure that the review process values factors such as KRA and KPI alignment, capabilities, abilities, and their contribution to organizational achievement.

Training and Development Opportunities

Training and development opportunities open the door to better careers and increased work-life satisfaction. However, employees sometimes resist such training.

In some cases, employers offer fewer opportunities to older employees and more to younger ones to harness their talent. Conversely, experienced older employees may resist training, finding excuses to escape the process.

If you identify ageism-related biases at your workplace, whether from the employee or employer side, take steps to prevent this bias by motivating employees and providing sessions to increase their adaptability.

What are the Common Stereotypes Associated with Ageism?

There are various stereotypes categorized based on ageism. Some common stereotypes include:

• Young individuals are considered lacking experience, over-reliant on technology, resistant to change, and seen as hustlers who never settle for less.
• Married women who are likely to become mothers are often considered less preferable for promotions and appraisals due to potential maternity leave.
• Experienced older employees are seen as resistant, adamant, and lacking ambition, leading employers to offer them fewer opportunities.

Beat Ageism: Strategies to Overcome Unconscious Bias

Ageism is deep-rooted in our behavior, and overcoming it in the workplace is essential. You can do this by:

• Driving awareness of ageism in the workplace.
• Recruiting and hiring based on skill sets and expertise, not age.
• Offering flexible work arrangements and accommodating the needs of different age groups by inviting suggestions on age-based issues.
• Having face-to-face discussions to understand concerns regarding their dreams, motivating factors, and needs.
• Challenging stereotypes in your organization by implementing conventional yet easy-to-adopt strategies to overcome age-based bias.

Summing Up

By understanding the concept of ageism and realizing its potential impact in the workplace, it''s crucial to identify and rectify biases to ensure a fair and inclusive environment for all employees.

Automation with HRMantra ensures your processes are transparent and beyond question.

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