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LAKSHYA FORUM FOR COMPETITIONS PVT LTD

Policies and Procedures
THIS DOCUMENT IS THE CONFIDENTIAL PROPERTY OF LAKSHYA AND SHALL NOT BE REPRODUCED, COPIED, DISCLOSED
TO OTHERS, OR FOR ANY OTHER PURPOSE WITHOUT THE WRITTEN PERMISSION OF LAKSHYA FORUM FOR COMPETITIONS
PVT LTD.

BUSINESS AREA
POLICY TITLE
POLICY NO.
VERSION
WITH EFFECT FROM
REVIEW DATE

Human Resource
Leave, Attendance ,OD & I-Card Policy

Lakshya/HRM/01
1
1st April 2013
31st March 2014

I. PURPOSE
To define the leave rules & official working hours of members, ensure proper discipline within
the workforce and for the timely and right calculation of Salary.

II. DEFINITIONS
CPL - Compensatory Leave
OD - On duty
III. POLICY
The policy provides the details w.r.t. leave & attendance rules & regulations:
LEAVE – All members shall be entitled to leaves as per the provisions mentioned in the
procedure.
ATTENDANCE, OD& I-CARD RULES- The process of attendance, OD & I-card shall be as
per the detailed procedure.
IV. APPLICABILITY
The policy shall be applicable to all members of Lakshya Forum for Competitions Pvt Ltd

Policy No:

Page 1/10

OD can be applied by the member after resuming his work. Review Implementation/Execution Monitoring Auditing Ownership Policy No: Directors. HR Manager HR Manager Internal Audit HR Head Page 2/10 . HR Head Accounts Head.LAKSHYA FORUM FOR COMPETITIONS PVT LTD Policies and Procedures THIS DOCUMENT IS THE CONFIDENTIAL PROPERTY OF LAKSHYA AND SHALL NOT BE REPRODUCED. Arrear compilation for counting no. VI. RESPONSIBILITY MATRIX 1.t. The approval will be for working days only (excluding all leaves) In case of emergency or exigency of work. 2. V. EXCEPTION LEAVE.Directors can provide an exception w. Special Leaves (Paid on Basic Pay calculation) and Leave without Pay can be given to the member on approval by concerned Team Lead. of working days for the purpose of EL calculation will be done once in a year only (Last week of March) and the same would be on approval of Director/HR. BUSINESS IMPLICATIONS Non adherence to this policy may promote the behavior of absenteeism/late coming and therefore prove Detrimental to the organizational objectives VII. DISCLOSED TO OTHERS. OR FOR ANY OTHER PURPOSE WITHOUT THE WRITTEN PERMISSION OF LAKSHYA FORUM FOR COMPETITIONS PVT LTD. In case of medical emergency medical leaves will be granted on approval of the HR/Director on proven medical evidence. 3. 4. COPIED. 5.r.

Periodicity of credit: Every Team member shall get the credit of 9 casual leaves on 1 st April every year or the date of joining whichever is earlier on pro-rata basis i. In calculating leave. Casual Leave Entitlement: Every Team member shall be entitled to 9 Casual leaves in each academic year. VIII. DISCLOSED TO OTHERS.LAKSHYA FORUM FOR COMPETITIONS PVT LTD Policies and Procedures THIS DOCUMENT IS THE CONFIDENTIAL PROPERTY OF LAKSHYA AND SHALL NOT BE REPRODUCED. Carry forward provision: Casual Leaves not availed will be encashable at the end of the fiscal on the basic salary basis. OR FOR ANY OTHER PURPOSE WITHOUT THE WRITTEN PERMISSION OF LAKSHYA FORUM FOR COMPETITIONS PVT LTD.) LEAVE: Leave Generation shall be linked to the attendance system and shall be fully IT enabled.e. The following formula shall be used for the purpose of calculation: Number of months remaining to the completion of the year from the date of joining * (maximum number of casual leaves/Number of months in a calendar year). he/she shall be allowed two day Casual Leave. COPIED. INTERFACE Accounts HR IT IX. 3 casual leaves after every 4 months. fraction of leave of half a day or more shall be treated as one full day’s leave. and fraction of less than half a day shall be omitted. but where member has put in less than 4 months but more than or equal to 72 days service. Policy No: Page 3/10 . PROCEDURE I.

LAKSHYA FORUM FOR COMPETITIONS PVT LTD Policies and Procedures THIS DOCUMENT IS THE CONFIDENTIAL PROPERTY OF LAKSHYA AND SHALL NOT BE REPRODUCED. In case of any excess. Member can have maximum of 12 sick leaves in his account at a given point of time. OR FOR ANY OTHER PURPOSE WITHOUT THE WRITTEN PERMISSION OF LAKSHYA FORUM FOR COMPETITIONS PVT LTD. Policy No: Page 4/10 . The following formula shall be used for the purpose of calculation: Number of months remaining to the completion of the year from the date of joining * (maximum number of sick leaves/Number of months in a calendar year).e. either special permission of HR/Directors will be required or else it may lead to unpaid leaves as well. he/she shall be allowed one day sick Leave. COPIED. however if a team member desires to take off for more than 3 day leave then he can avail ELs in addition to CLs with special permission of the HR/Directors b) Not more than 5 CLs can be availed in a quarter year. but where member has put in less than 4 months but more than or equal to 72 days service. c) Any unapproved leave or any leave in addition to the allotted ones will be counted as unpaid leave and salaries will be deducted on a monthly basis. Rules: a) Not more than 3 CLs can be clubbed at a time. Periodicity of credit: Every Regular member shall get the credit of 6 Sick leaves on 1 st April every year or the date of joining whichever is earlier on pro-rata basis i. a medical certificate from a qualified doctor has to be produced and submitted to HR for getting the leave sanctioned. Maximum quantum per occasion: Incase sick leave is availed for more than one day. DISCLOSED TO OTHERS. Carry forward provision: Sick leaves shall be carried forward maximum up to 6 (as on 31 st March) but shall not be en-cashed at the end of the fiscal year. 2 sick leaves after every 4 months. Sick Leave Entitlement: Every Team member is entitled to 6 Sick leaves in each fiscal year.

in previous fiscal year. d) A member who has worked for less than 240 days shall not be entitled for Earned Leaves on 1st April next year. Earned Leave Entitlement: All the regular members are entitled to a maximum of 12 Earned leaves in the fiscal year on completion of 240 working days(minimum eligibility requirement for generation of ELs). shall be entitled to Basic Pay in lieu of the quantum of leave to which he was entitled immediately before his discharge. COPIED. quitting of employment. Encashment & Carry Forward of Earned Leave Policy No: Page 5/10 . dismissal.LAKSHYA FORUM FOR COMPETITIONS PVT LTD Policies and Procedures THIS DOCUMENT IS THE CONFIDENTIAL PROPERTY OF LAKSHYA AND SHALL NOT BE REPRODUCED. Rules: a) A team member who has worked for 260 days during a fiscal year shall thereafter be entitled of 12 Earned Leaves on 1st April next year. superannuating or death. his Earned leave account will be debited to the fullest extent before any special leave is considered. calculated at the rates specified in clause (a) (b). DISCLOSED TO OTHERS. OR FOR ANY OTHER PURPOSE WITHOUT THE WRITTEN PERMISSION OF LAKSHYA FORUM FOR COMPETITIONS PVT LTD. as the case may be. e) If a member is discharged or dismissed from service or quits his employment or has superannuated or dies while in service during the course of the calendar year he or his heir or nominee. b) A team member who has worked for more than 250 days but less than 259 days shall thereafter be entitled 9 Earned Leaves on 1st April next year. c) A team member who has worked for more than 240 days but less than 249 days shall thereafter be entitled 6 Earned Leaves on 1st April next year. (d) f) When a member on Earned leave reports to be sick and asks for extension of leave on medical grounds. (c). Earned Leaves will be updated on every 1 st April for the previous fiscal year.

If female team members are planning to take maternity leave during our Academic session she is expected to inform HR and Academic Head Operations by 15th March 2013 so that the session could be planned accordingly. b.The female team member will be entitled to a total maternity leaves of 10 weeks. d.) In case of a Miscarriage: . Marriage Leaves Policy No: Page 6/10 .) In case of Caesarian Operation: .The female team member will be entitled to a total maternity leaves of 8 weeks. Maternity Leaves Entitlement Maternity Leave for female team members having worked for minimum of 80 days in preceding 6 months are entitled for Maternity Leaves. Earned Leave not availed will carry forward and will be encashed subject to a maximum of 50 at the time of leaving the organisation on the basis of basic salary at that time. COPIED.LAKSHYA FORUM FOR COMPETITIONS PVT LTD Policies and Procedures THIS DOCUMENT IS THE CONFIDENTIAL PROPERTY OF LAKSHYA AND SHALL NOT BE REPRODUCED. Paternity Leaves Paternity Leave for male team members having worked for minimum of 80 days in preceding 6 months are entitled for Paternity Leaves of 7 days. OR FOR ANY OTHER PURPOSE WITHOUT THE WRITTEN PERMISSION OF LAKSHYA FORUM FOR COMPETITIONS PVT LTD. Rules: a.The female team member will be entitled to a total leaves of 4 weeks after a miscarriage. She will be eligible for full salary for first 4 weeks and half salary for rest 4 weeks.) She will be eligible only two time maternity benefit during her service career.) In case of Normal Delivery: . She will be eligible for full salary for these 4 weeks. subject to submitting a medical certificate. DISCLOSED TO OTHERS. She will be eligible for full salary for first 6 weeks and half salary for rest 4 weeks. which can either be taken as 4 weeks before and 4 weeks after the delivery or 8 weeks after continuously. c.

These members may avail a maximum of two Short leaves each of two hours in a month. Minimum quantum of leave allowed per occasion is Half day. DISCLOSED TO OTHERS. A team member who is planning for his/her marriage will be entitled for marriage leave over and above other leaves he/she is entitled: Teacher – 10 Days Non Teaching staff – 7 Days Provision for Leave Intervening Weekly offs and closed holidays: Intervening Weekly offs & closed holidays during leave shall be counted as leave during the period of Sick leave. The members may avail Nine National & Festival Holidays which shall be communicated by the company at the beginning of each year List of holidays: a) Republic Day b) Raksha Bandhan c) Independence Day d) Gandhi Jayanti e) Deepawali – 03 days f) Guru Nanak B’day Policy No: Page 7/10 . if a member has availed excess casual leave than his/her pro-rata entitlement. the same shall be deducted from pending dues or recovered (at the rate of Basic Pay) Holidays 1. due to any reason. Short Leave: All team members except teachers and managers shall be eligible for short leaves. Dealing with excess leave availed in case of Casual Leaves: At the time of separation from company.LAKSHYA FORUM FOR COMPETITIONS PVT LTD Policies and Procedures THIS DOCUMENT IS THE CONFIDENTIAL PROPERTY OF LAKSHYA AND SHALL NOT BE REPRODUCED. Casual & Earned leave. COPIED. OR FOR ANY OTHER PURPOSE WITHOUT THE WRITTEN PERMISSION OF LAKSHYA FORUM FOR COMPETITIONS PVT LTD.

In the summer vacations.LAKSHYA FORUM FOR COMPETITIONS PVT LTD Policies and Procedures THIS DOCUMENT IS THE CONFIDENTIAL PROPERTY OF LAKSHYA AND SHALL NOT BE REPRODUCED. LEAVE PROCEDURES: 1. test coordinator Operations Staff Marketing staff Accounts Staff Robomate staff Managers Mail id leave.com 4.accounts@lakshyainstitute. All teachers should submit their leave application 10 days before the commencement of leave.com leave. 3. All leaves will be sanctioned by their reporting heads.marketing@lakshyainstitute. 8. COPIED.academy@lakshyaintitute.com leave. The exact dates and month shall be declared with time. 3. 5. No member should be allowed to go on leave. 6. 2. 6. without prior permission of his/her superiors. 5. Leave requests to be mailed on the following mail id’s: Sr No 1.com leave.com leave. The member can cancel the leave.operations@lakshyainstitute. if his/her reporting head has not yet approved the same. Any other holiday shall be declared only as per the decision of the Board of Directors.teachers@lakshyainstitute. so that the schedules can be adjusted accordingly. Departments/team members Teachers Front office/counselors Typists. 4.com leave.fo@lakshyainstitute. All non teaching staff can submit their leave application 48 hours before commencement of leave.managers@lakshyainstitute. 2. 7. Policy No: Page 8/10 . Results Analyst. OR FOR ANY OTHER PURPOSE WITHOUT THE WRITTEN PERMISSION OF LAKSHYA FORUM FOR COMPETITIONS PVT LTD. the Institute remains closed for ten days. g) Christmas 2. DISCLOSED TO OTHERS.com leave.robomate@lakshyainstitute.com leave. 3.

No compensatory offs will be entertained when worked on these days without proper approval. Weekly off is fixed for particular Team member and it is compulsory for all team members to have one weekly off. However. Remarks are mandatory for any approval or rejection done by reporting head. 9. A provision is given to director to cancel the leave of the member after the leave is finally approved. Compensatory off when not availed within the stipulated time period will lapse. he/she is eligible for Compensatory off on any other working day. 7. Rules of availing CPL are as follows: a. If a team member is required to work on any important assignment on a National / Festival / Declared / weekly off day. an employee may be called in for work during weekly off and/or holidays. COPIED. The compensatory off has to be availed within a period of three months from the date worked. b. if exigencies of work so require. c. d. Official approval is required from the Department head / Management to work on such National / Festival / Declared / weekly off days. In all such cases a CPL would be provided to them at a suitable time with prior approval of their reporting head. DISCLOSED TO OTHERS. 8. The leave sanctioning authority for all Team Lead/ Functional head/Manager shall be the Directors/Zonal Head. Only two days of compensatory offs can be combined and availed at a stretch. Any leave not sanctioned will be treated as unauthorized absence and may attract disciplinary proceedings apart from loss of pay. e. OR FOR ANY OTHER PURPOSE WITHOUT THE WRITTEN PERMISSION OF LAKSHYA FORUM FOR COMPETITIONS PVT LTD.LAKSHYA FORUM FOR COMPETITIONS PVT LTD Policies and Procedures THIS DOCUMENT IS THE CONFIDENTIAL PROPERTY OF LAKSHYA AND SHALL NOT BE REPRODUCED. 10. Policy No: Page 9/10 . 11.

Leave will be granted only on special permission of HR/Directors. Working hour of all non teaching team members is 9 hours with 1 hour lunch break. he/she will send a request to the HR for his/her attendance. This new card shall bear a separate code and the IT department shall permanently deactivate the old lost card from the system. The attendance should be as per the roaster system 3. The attendance system should be fully IT enabled. 200. If approved by the HR he/she will be marked present for the day and defaulters will be marked absent. 4. 5. In case of loss of I-card a replacement shall be issued on the payment of Rs. In the period from 15th March to 30th April. In case a team member is not able to swipe the card due unavoidable circumstances (like getting delayed for the class). COPIED.) ATTENDANCE.OD& I-CARD RULES: Attendance Policy 1.LAKSHYA FORUM FOR COMPETITIONS PVT LTD Policies and Procedures THIS DOCUMENT IS THE CONFIDENTIAL PROPERTY OF LAKSHYA AND SHALL NOT BE REPRODUCED. The weekly off may also be cancelled. II. where Crash Course and Regular Course operates simultaneously. 7. 2. DISCLOSED TO OTHERS. During this period no leave facility shall be available. 13. OR FOR ANY OTHER PURPOSE WITHOUT THE WRITTEN PERMISSION OF LAKSHYA FORUM FOR COMPETITIONS PVT LTD. 6. If he/she fails to do so he/she will not be entitled for any compensation/CPL. no team member – teaching as well as non-teaching is eligible for leave. Attendance shall be marked by use of an I-card to be issued to member on the date of joining. Policy No: Page 10/10 . 12. Any team member working after 2100hrs in office or on a non working day will require a special permission of HR/Reporting Head. It is compulsory for all team members to mark attendance by swapping their card at the designated machine.

DISCLOSED TO OTHERS. Policy No: Page 11/10 . member has to punch his out time before going on OD. OD should be applied in advance to the Reporting Head/HR. In case he comes back in the office then (during the officer hours) again he has to punch his In-time after the OD and then Out-time after leaving finally for the day. If the member proceeds on OD on emergency cases and has no time to apply for the same. then he/she is required to intimate for the same via mail to the HR. All OD’s will be sanctioned by the Reporting Heads/HR/Directors. he/she will be marked absent for ½ day. 4. COPIED. OR FOR ANY OTHER PURPOSE WITHOUT THE WRITTEN PERMISSION OF LAKSHYA FORUM FOR COMPETITIONS PVT LTD. b) Late for the day by 30 mins or more on regular basis for more than two times. If the non teaching member is: a) Late for the day by 30 mins or more. then for OD both in and out time is compulsory i. 2. a warning will be issued to him/her by the HR Manager.e.LAKSHYA FORUM FOR COMPETITIONS PVT LTD Policies and Procedures THIS DOCUMENT IS THE CONFIDENTIAL PROPERTY OF LAKSHYA AND SHALL NOT BE REPRODUCED. If the member is going on OD and then coming back the same day. 3. 8. ON DUTY 1.