LEAVE

1. Objective

To establish guidelines for employees regarding various kinds of leave from the office
because the company realizes the need of the employees that at times they require leave
from work

2. Policy

2.1. The company provides 24 days of earned leave, 7 days of casual leave and 14 days of sick
leave in a calendar year.

2.2. For the purpose of computation of leave the calendar year starting from January 1 st to
December 31st shall be considered.

2.3. CL and SL are being credited to all on-roll employees in advance at the beginning of
calendar year/ from the date of joining.

2.4. Casual leave cannot be accumulated or encashed and at the end of the period it
automatically get elapsed. Whereas, sick leave and earned leave can be encashed.

2.5. If a weekly off / holiday falls between the duration of leave, it is excluded from the leave and
shall not be included for counting the number of days of leave.

2.6. In case an employee has resigned from his services, no leaves for the purpose of claiming
LTA shall be permissible during the notice period.

2.7. During the notice period, no leaves are allowed except under critical circumstances, subject
to prior approval of HOD. Any unauthorized leave shall be considered as LWOP.

3. Kinds of leave

3.1. Earned leave

3.1.1. Leaves earned by all the employees within a year shall be credited on 1st January of the
succeeding calendar year.

3.1.2. EL is given with the purpose of providing the employees with an annual vacation from work

3.1.3. All the regular employees are eligible for earned leave

3.1.4. An employee is entitled for total of 24 days of EL per year

3.1.5. The accumulation of EL is permissible up to a maximum of 90 days after that it is

compulsorily be encashed during the year in which it exceeds the limit

3.1.6. The balance of minimum of 12 days of EL must be present in the leave account of the
employee for encashment of the leave.
3.1.7. For encashment of EL, basic pay plus the bonus of the employee (at the rate of 20% of the
basic pay) shall be considered.

3.1.8. EL starts accumulating from the very first day of joining of the employee even on probation.

3.1.9. The new employee shall be able to avail the EL only after completion of the Calendar year.
For example, in case an employee joins in May 2012, his leaves shall start accumulating
with immediate effect, based on his number of working days, however, he shall be able to
avail the leaves only from 1st January 2013, when his leaves get credited to his account.

3.1.10. EL can be availed maximum of 4 times in a year with a minimum of 3 days of EL at a time.

3.1.11. In case the SL and CL are exhausted by any employee during a Calendar year, if any
further leaves (for less than 3 days) are availed by the employee during that year, the same
shall be considered as “Leave-Without-Pay” (LWOP) .

3.1.12. Advance leaves shall be given only in case of genuine or critical cases subject to approval
of HOD/ Management.

3.2. Casual Leave

3.2.1. The main objective of Casual leave is to provide the employees with paid leave of a casual
nature

3.2.2. All the employees, who are on the payroll of the company, are eligible for casual leave

3.2.3. An employee is entitled for total of 7 days of CL per year

3.2.4. CL can neither be accumulated nor encashed and gets automatically elapsed at the end of
the calendar year

3.2.5. No more than 3 CLs can be availed at a stretch at any given time in a calendar year.

3.2.6. CL cannot be clubbed with any other types of leaves viz. EL & SL as the very purpose and
nature of casual leave is diluted.

3.3. Sick Leave

3.3.1. The main objective of SL is to provide a paid leave to the employees for illness

3.3.2. All the employees, who are on the payroll of the Company and who are not covered under
ESI, are eligible for sick leave

3.3.3. An employee is entitled for total of 14 days of SL per year.

3.3.4. The accumulation of SL is permissible up to a maximum of 70 days after that it is

compulsorily be encashed during the year in which it exceeds the limit.

3.3.5. The balance of minimum of 14 days of SL must be present in the leave account of the
employee for encashment of the leave.

3.3.6. For encashment of SL, 50% of basic pay of an employee shall be considered.

3.3.7. SL starts accumulating from the very first day of joining of the employee even on probation
3.3.8. For availing SL for more than 3 days at a time, an employee is required to submit a certificate
of illness from the registered medical practitioner

3.4. Maternity Leave

3.4.1. The objective is to grant the women employee an authorized leave from work during
maternity

3.4.2. All female employees, who worked with the organization for not less than 6 months prior to
going on maternity leave, are eligible

3.4.3. An employee is entitled for a maternity leave of 12 weeks out of which not more than 6
weeks should precede the date of her expected delivery

3.4.4. An employee can avail maternity leave 2 times during her total tenure with the company or
for 2 living children.

3.5. Restricted Holiday (RH) (As per applicability)

3.5.1. An employee is entitled for total of 2 days of RH per year.

3.5.2. An employee can avail RH on days as specified in Government notifications/ by

Management.

3.5.3. Both RHs cannot be availed together.

3.5.4. RH can be clubbed with CL/ EL.

3.6. Leave Without Pay (LWOP)

3.6.1. If no other kind of leave is present in the leave account of the employee, then in case of
emergency, he / she can be granted leave without pay at the sole discretion of the
management

3.6.2. Weekly off / holidays falling between the period of LWOP shall be included while computing
the total no. of leaves availed.

3.6.3. During the period of LWOP, an employee shall not be entitled for any benefits,
compensation, allowances.
3.6.4. The period of LWOP shall not be treated as a period of ‘service’ for the purpose of calculating
leave earnings, increments, gratuity, etc.
3.6.5. Any deductions from the salary of the employee during the period of LWP shall be made
accordingly and as per the rules.

4. Procedure for applying leaves

4.1. Employee Self Service (ESS):

4.1.1. The leave records of all the employees shall be maintained in SAP in R3 server.
4.1.2. Leaves shall be applied through Employee Self Service portal wherever provided with Login
ID and password subject to organizational rules and regulations.

4.1.3. RH shall be applied through manual process only and not through Employee Self Service
portal.

4.1.4. The leaves applied through ESS are approved by 2-Tier level system and gets updated
directly in R3 server.

4.1.5. Wherever ESS login and password is provided to the employee, he/she needs to login and
apply for leave by going to the section ‘Employee Self Service’ – ‘Working Time’ – ‘Leave
Request’.

4.1.6. Employee needs to fill in complete leave details as per the format suggested in the ESS.

4.1.7. The Leave request then moves to his immediate supervisor. Immediate Supervisor
approves/ rejects the leave by logging in and going to section ‘Home’- ‘Work’(Universal Work
List) as per the process specified in the system.

4.1.8. Subsequently the leave request moves to the HOD and he/ she finally approves/ rejects the
same as per the path specified in above clause.

4.1.9. The final status gets updated in the R3 server in case of approval; In case “rejected”, the
employee has to re-apply/ cancel the leave in discussion with his superiors.

4.1.10. The leaves quota can be viewed by the employee by going to the section ‘Employee
Self Service’ – ‘Working Time’ – ‘Quota Overview’.

4.1.11. The employee can view his Leaves availing history by going to the section ‘Employee
Self Service’ – ‘Working Time’ – ‘Leave Request’ – ‘Show Overview of Leave’.

4.1.12. Wherever required, designated ESS core users (in HR deptt) can be contacted for
effective training and assistance. Leave application and Approver manuals are available with
Core user in HR deptt for ready reference.

4.1.13. Wherever required the employee can contact HR deptt for leave related queries through
SAP server

4.2. Manual:

4.2.1. For taking any leave, an employee is required to submit the leave application form giving all
the details regarding duration, type of leave, etc.

4.2.2. The form should be then forwarded to the immediate superior of the employee for his / her
approval.

4.2.3. The immediate superior has the right to approve / disapprove the Leave as per the need

4.2.4. Once the leave form is approved by the immediate superior it should reach the HR
department for maintaining and updating the records

4.2.5. An employee is required to submit his/ her leave application at least 15 days prior of taking a
leave in case of earned leave and maternity leave
5 Effective date

5.1 The changes/ amendments are effective from 1 st June 2012.

6. Enclosures

6.1 Leave application form

6.2 Leave encashment form

 JINDAL SAW LTD.

LEAVE APPLICATION FORM

Date: ___________

Name of the Applicant: _______________________________ E Code: __________________________

Designation: _______________________________ Deptt: __________________________

Leave : From: _______________________________ To: ___________________________

Kind of Leave: ______________________________________________________________________

(CL / SL / EL )

Reason of Leave: ________________________________________________________________

Address & Phone No. while on leave: ________________________________________________________

_______________________________________________________________________________________

_______________________________________________________________________________________

Person In charge in your absence : ____________________________________________________

(Name and Designation)
_______________________________________________________________________________________

_______________________________________________________________________________________

______________________ _________________ __________________

APPLICANT’S SIGNATURE RECOMMENDED BY HEAD OF THE DEPT
 JINDAL SAW LTD.

LEAVE ENCASHMENT FORM

Date: _______________

Name of the Applicant: _____________________________________________________________________

Deptt: __________________________________ Emp Code: __________________________

Basic Pay (Rs. Per Month): _________________________________________________________________

Leave Status as Minimum Amount of

No. of Days Leave permissible
Type of Leave on Leave
encashed Balance Leave Balance
………………... Encashment

Earned Leave

Sick Leave

Total

In Words (Rupees ……………………………………………………………….

……………………………………………………………………………….……)

__________________
Signature of Applicant

Cc: 1. Accounts Department

2. IT Department