LEAVE POLICY

POLICY NUMBER

5

EFFECTIVE DATE

01st​​ December, 2017

VERSION NUMBER

5.3

REVIEW DATE

25th​​ November, 2019

 

  • PURPOSE:​​ The purpose of leave policy is to lay down the​​ guidelines under which employees become eligible for different types of leaves and rules and procedures for availing those leaves. ​​​​ 

 

  • SCOPE:​​ This policy is applicable to all the employees existing in the company.

 

  • POLICY:​​ The policy aims to provide guidelines:​​ 

  • To set clear directions with the procedure of leave application.

  • To provide clear understanding of various types of leaves and regulation those govern the policy.

  • To regularise leave taken by employees and to ensure compliance with statutory obligations

  • Leave can’t be claimed as of right and hen in need or demand as​​ employee leave is privilege and not entitlement, leave of any kind may be refused or revoked by the authority empowered to sanction the leave.​​ 

 

  • TYPES OF LEAVES:​​ 

The following types of​​ Leaves and Holidays are available to all eligible employees during the Financial Year.

TYPE OF LEAVE

NUMBER OF LEAVES (PER YEAR)

Casual Leave

6 Days

Sick Leave (SL)

6 days

Annual Leave (AL)

12 days

Maternity Leave (ML)

26 weeks

Paternity Leave (PL)

5​​ days

Bereavement Leave (BL)

As per approval

 

All leaves are subject to financial year (April 01-March 31) and none of the leaves can be carry forward to next financial year except Annual Leaves

  • GUIDELINES TO REMEMBER:

 

  • CASUAL LEAVE (CL):​​ 

This leave is intended​​ to meet extraordinary or unforeseen circumstances. They are emergent and incidental in nature.

 

Eligibility for entitlement:​​ An employee is entitled to avail casual leaves from the date of joining.

 

Rules and regulations:

  • A maximum of six (6) non-consecutive days leave will be permissible per annum per FY.

  • A maximum of three (3) non-consecutive days leave can be taken in a month.

  • Only in case of death of any relative, upto 3 consecutive days leaves on compassionate grounds will be allowed after prior approval of Line Manager.

  • 0.5 leave will be credited every month in employee’s leave account. Employees who are appointed during the year shall be entitled to it on pro - rata basis based on the fact the joining date falls before 7th​​ of the month, any joining happened after 7th​​ will be calculated next month onwards. ​​ 

  • The employee must inform his/her reporting person at least 24 hours before taking the casual leave and get the approval for the same.

  • Casual leave cannot be combined with any other kind of leave. ​​ 

  • Causal leave may be granted at the exclusive discretion of the sanctioning authority as and when the occasion arises, provided that the total period of absence from duty does not exceed two days at a time.​​ 

  • Gazetted holidays/weekly off between casual leave​​ will be treated as sandwich and will be deducted from her/his annual leave balance (e.g. if employee ‘A’ remains off-duty on Friday and he also takes off on Monday then, leaves will be treated as sandwich which counts 4-days off).

  • Unutilized Casual leave​​ in any financial year will lapse and can neither be carried forward to the next year nor encashed.​​ 

  • Proportionate deduction/ recovery will be made at the time of separation, if an employee has availed CL more than his/her eligibility.​​ 

  • Casual Leave can be​​ taken for half day also. Delay in attendance is also regularized by granting CL for half day.

 

  • SICK LEAVE (SL):

Sick leaves are allowed on account of an employee's temporary inability to perform duties because of sickness or injury.

 

Eligibility for​​ entitlement:​​ An employee will be entitled to sick leaves from the date of joining.

 

Rules and regulations:

  • All employees are entitled for 6 days of Sick Leave per Financial year.​​ 

  • 0.5 leave will be credited every month in employee’s leave account. Employees who are appointed during the year shall be entitled to it on pro - rata basis based on the fact the joining date falls before 7th​​ of the month, any joining happened after 7th​​ will be calculated next month onwards.

  • If leaves exceed two days then, employee​​ should submit Leave Application Form duly approved by Line Manager along with Medical Certificate by a registered Medical Practitioner to the HR department within three (3) days after resumption of duty which will be adjusted against available sick leaves, On the sole discretion of the HR if no sick leave is available the leave requested would be adjusted against Annual leave, in Case of late submission of the required documents, the leaves would be adjusted against Salary

  • Unutilized Sick leave in any financial year will lapse and can neither be carried forward to the next year nor encashed.​​ 

  • Gazetted holidays/weekly off between casual leave will be treated as sandwich and will be deducted from her/his annual leave balance (e.g. if employee ‘A’ remains off-duty on Friday and he also takes off on Monday then, leaves will be treated as sandwich which counts 4-days off).

 

  • ANNUAL LEAVE (AL):

Annual leave is a privilege that the company provides to its employees to spend quality time with their families, relax and unwind or for any purpose that requires time away from office each year.

 

Eligibility for entitlement:​​ Annual leaves are applicable to all employees after confirmation. An employee who is on probation can avail annual leaves only under special circumstances based on Line Manager/Department Head and Head of HR’s approval on case-to-case basis.

 

Rules and regulations:

  • An employee is entitled to avail twelve (12) calendar days’ annual leaves per Financial Year. Each department must plan its annual leave​​ roster in advance, latest by end of May each year. It is advised to follow the leave plan diligently

  • 1 leave will be credited every month in employee’s leave account. Employees who are appointed during the year shall be entitled to it on pro - rata basis based on the fact the joining date falls before 7th​​ of the month, any joining happened after 7th​​ will be calculated next month onwards. ​​ 

  • Annual leaves are accumulated on pro-rata basis during the probation period.​​ 

  • Any leave for a week will be considered as long leave and has to be planned at least a month before. Leave for more than a week has to be planned two months in advance and get the approval for the same with your Reporting Partner /Manager, this will help prevent disruption in work in your absence. ​​ 

  • If the employee is unable to use all his/her accrued Annual Leave during a financial year, then the unused leaves will be carried forward in the next financial year subject to maximum accrual level which is 30 leaves.

  • Applications for annual leaves, duly approved by Line Manager/Department Head, should be submitted at least thirty (30) days in advance to HR department. Annual leaves should preferably be taken at the less busy time of the year, if possible.

  • Annual leave can be availed subject to prior written approval of Line Manager/Department Head. No employee shall proceed on annual leave without obtaining the sanction in writing

  • Leave may be refused if the requested timings are in conflict with the exigencies of company’s work. At the time of refusal,​​ a mutually convenient alternative date may be agreed. However, under special circumstances planned leave of current year can be availed in the first quarter of coming year.

  • Temporary replacement will not be provided against employees proceeding on annual​​ leaves.

  • For employees who resign, their leaves entitlement would be calculated pro rata basis i.e. till their last day of work. Any excess leave taken would be adjusted in Full & Final Settlement.

  • Accumulated leaves can be encashed at time of leaving the company based on company’s policy.

Encashment of annual leave:

The resigning employee, other than on account of fraud, forgery or misconduct, upon settlement will be entitled for encashment of unutilized annual leave for that current leave year on pro-rata​​ basis. We permit employee to encash leave up to 30 days plus the balance of leave they have of the current year’s entitlement.

 

  • MATERNITY LEAVE (ML):

Maternity leave facility is an employee benefit that provides paid time off work to female staff to care for their newly born child or make arrangements for the child's welfare.

 

Eligibility for entitlement:​​ Maternity leaves are applicable from the date of joining.

 

Rules and regulations:

  • Maternity Leave is governed by the provision of Maternity Benefit Act​​ with new Amendment in 2017.

  • Female employees who have been in the continuous employment with the organisation for 80 days prior to the date of delivery, will be allowed Maternity leave on full pay for up to 26 weeks, However, an employee with already two or more children is entitled to 12 weeks’ maternity leave. In case the employee adopts a child under the age of three months the employee is entitled for adoption leave of 12 weeks

  • The employees are entitled to Maternity Leave twice during their employment​​ with the organisation.

  • Notice of leave along with doctor’s letter of confirmation must be submitted to HR Department at least one month prior to employee’s departure.

  • Maternity Leave is not encashed any manner, under any circumstances and it can’t be accumulated or used in instalments.

 

 

  • PATERNITY LEAVE (PL):

​​ 

  • Male employees are entitled to 5 days of paid leave after the birth of their child.

  • Paternity leave will not be adjusted/ encashed/ carried forward. They will lapse if not availed.

  • Paternity leave can be used for maximum of two occasions during employee tenure with the company.

  • All intervening holidays and weekends during this period of PL will be counted as Leave.

  • PL will be used within two weeks of birth of child or it will lapse automatically.

 

 

 

 

 

  • BEREAVEMENT LEAVE (BL):

Bereavement leave is paid leave which is available to an employee at the time of death or funeral of a member of the employee’s immediate family as defined below:

 

Eligibility for entitlement:​​ Only confirmed employees on paid​​ status shall be eligible for paid bereavement leave.

 

Rules and regulations:

​​ 

  • Bereavement leave shall not exceed three (3) work days for the death of the employee’s immediate family. Also, an employee shall be entitled to use two (2) days of sick leave as​​ bereavement leave.

  • The Company may, in unusual circumstances, require verification of the need for the bereavement leave.

  • Use: Bereavement leave may only be taken at the time of the death or funeral of a member of the employee's immediate family, and shall not be deducted from other leaves of absence or compensatory time off for which the employee may be eligible.​​ 

  • Immediate Family. Means husband, wife, child, stepchild, brother, stepbrother, sister, stepsister, parent, stepparent, any person serving or who has served as a parent, grandparent, grandchild, parent-in-law, brother-in-law, sister-in-law, or any other person living in the same household as the employee

  • Non-Family Member Funeral Leave: All regular, full-time employees may take up to one (1) day off with pay to attend the funeral of a close, non-family member. This time off will be considered and granted by the employee's manager on a case-by-case basis.

  • The Company understands the deep impact that death can have on an individual or a family, therefore additional non-paid time off may be granted. The employee may make arrangements with his or her manager for an additional four unpaid days off in the instance of the death of an immediate family member.

 

Additional unpaid time off may also be granted​​ depending on circumstances such as distance, the individual's responsibility for the funeral arrangements, and the employee's responsibility for taking care of the estate of the deceased.

 

Individual employee circumstances may be discussed with the​​ employee's manager and Human Resources to determine whether additional considerations are needed. It is the company's intention to support employees during their times of grief and bereavement.

 

  • LEAVE WITHOUT PAY (LWP)

 

Leave without pay is a temporary authorized unpaid leave of absence from work. It should not be viewed as a right, but can only be considered under exceptional circumstances. LWP of up to 7 calendar days can be approved by Department Head with intimation to HR. LWP exceeding 7​​ calendar days​​ has to be approved by Department Head & Head of HR. It is the sole discretion of the management on case-to-case basis.​​ 

 

Company has the right to reject any request without justification or any obligation on its part.

 

Eligibility for entitlement:​​ An employee can apply for leave without pay if he/she has exhausted all other leaves in balance.

 

Rules and regulations:

 

  • Prior approval of Line Manager, Department Head and Head of HR is required for grant of leave without pay.​​ 

  • HR shall ensure stoppage of salary​​ and appropriate deductions of staff liabilities.​​ 

  • Temporary replacement will not be provided against employees proceeding on leave without pay.

 

  • OFFICIAL HOLIDAYS

 

The firm observes 12 “public holidays” each year. The list of these official holidays is​​ announced in the last week of December for the following year. This list is available at each office reception and also on the HR Portal. However, different locations may have different lists of public holidays.

 

  • Unauthorized absence

Unauthorized leave could lead to deduction of salary and /or deduction of accumulated leave from the concerned employee. This will also be reflected on the employee’s record during appraisals.