General Administration Policy

General Administration Policy

Lotus Club Foundation – Anuradhapura Valid for the Period: 2025 – 2027

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Introduction

The Executive Director is primarily responsible for the overall administrative functions of Lotus Club Foundation, supported by the Board of Directors.
This policy outlines the administrative procedures, communication channels, staff responsibilities, resource mobilization, and operational efficiency required to meet the organization’s objectives.

Key responsibilities include:

    • Establishing clear organizational structures
    • Ensuring smooth interdepartmental relationships
    • Maintaining effective communication with stakeholders
    • Managing services, utilities, procurement, and implementation of major decisions

Duty Hours & Working Hours

  • Full-Time/Permanent Staff:
    🕖 7:00 a.m. – 4:00 p.m. (Weekdays)
    🕐 7:00 a.m. – 1:00 p.m. (Saturday)
    📅 Sunday, Poya days, and Public Holidays: Off
  • Contractual/Volunteers:
    As per their individual agreements.
  • Work From Home:
    Allowed only during pandemics or major crises with supervisor and Executive Director approval. Reports must be submitted daily.

Attendance & Timekeeping

  • Employees must use the official attendance book and clock system.
  • Any exit during work hours (official or personal) must be recorded, including time and reason.
  • A separate record is maintained for re-entry.

Late Attendance & Leave Entitlement

  • Arriving 30 minutes late is considered short leave (2 hours).
  • Only 2 short leaves per month are permitted. More than two = half-day leave.

📋 Leave Categories:

  • Casual Leave: 7 days/year
  • Annual Leave: 14 days/year
  • Medical Leave: 7 days/year

📝 Leave must be applied through a form and approved in advance. Emergency leave must be informed immediately and regularized upon return.

First-Year Leave Entitlements

  • Casual Leave: 1 day every 2 months
  • Annual Leave: 1.167 days/month (prorated)
  • Medical Leave: 1 day every 2 months (or 0.5/month)

Leave Application Procedures

  • Leave is earned and not automatically granted.
  • All leaves must be applied through a standard form.
  • Unauthorized absence for more than 2 days leads to Vacation of Post notice.
  • A response must be received within 7 days, or Lotus Club will confirm termination.

Types of Leave

▪️1 Annual Leave

  • Apply 1 week in advance
  • Treated as a right and necessary for well-being

▪️ 2 Casual Leave

  • Max 2 consecutive days at a time
  • Not carried over to next year

▪️ 3 Medical Leave

  • Up to 2 days without certificate
  • 3+ days: Must submit certificate from SLMC-registered MBBS doctor

▪️4 Half-Day Leave

  • Requires 4.5 hours of work
  • Not applicable on Saturdays

▪️5 Short Leave

  • Max 1.5 hours, allowed start/end of day
  • Approved only for emergencies
  • Logged in a dedicated short leave register

▪️6 Maternity Leave

  • 84 working days (including 14 pre-birth)
  • If no live birth: 28 working days
  • Medical certificate must be submitted
  • Paid as per government regulations

▪️7 Accident & Special Medical Leave

  • 3–14 days: Needs MBBS certificate
  • 14 days–2 months: Executive Director approval
  • Over 2 months: Requires Board approval

▪️8 Duty Leave

  • For meetings, workshops, conferences, etc.

▪️9 Special Leave

  • Includes voting day travel, curfews, or government-declared events

Overtime & Extra Payments

  • No overtime payments for general staff
  • Compensatory leave is granted instead
  • Overtime payments may be allowed for drivers/clerical staff with Board approval
  • Extra payments for training belong to the participant unless approved by the Board

Handling of Correspondence

  • A postal officer may be appointed to manage all letters
  • Separate registers for inbound and outbound mail
  • Confidential letters, financial tenders, and personal items are not to be opened by postal officer
  • All outgoing letters must be logged and stamped through the Finance Manager

Communication Channels

  • Chairman: Manages communication among Board members
  • Executive Director: Communicates with govt bodies, donors, and foreign agencies
  • Finance Manager: Handles internal reports and finance-related communication
  • Supervisors: Coordinate operational and marketing matters
  • All staff communication (complaints, suggestions) must go through respective supervisors
  • Contracts must be signed by Executive Director or an appointed committee

Use of Electronic Media

  • Staff must check and report updates from email, WhatsApp, Facebook, Twitter, etc.
  • Relevant updates should be directed to the appropriate department.