LEAVE POLICY

HAFSA SHAFIQ
[COMPANY NAME] [Company address]
Objective and Scope
This policy defines the leaves and covers the rules and regulations regarding the leaves,
shall be applicable to the permanent employees. The overall objectives of the Trust’s
Leave policy are:
 To provide staff with clear and consistent information on the various types of
leave they may be entitled to, within and outside the normal annual leave
provision.
 To ensure and support the staff in balancing their domestic and work
responsibilities.
 To provide information and guidance for managers dealing with requests for
leave
Duties
 Executive
The Executives have principal responsibility for ensuring the content of this policy
is applied consistently and fairly
 Director of Workforce
Is the named officer responsible for ensuring the content of this policy is applied
consistently and fairly
 Human Resources (HR) Department
• Are responsible for overseeing the introduction, operation and monitoring of this
policy and reporting to the Board.
• Are responsible for ensuring the provision of training, guidance and support to Line
Managers on the implementation of the policy.
 Line Managers
• Are responsible for implementation of this policy within their teams.
• Are responsible to seek professional advice and guidance on the implementation
of the policy.
• Are responsible for ensuring that employees are aware of their responsibilities in
relation to the policy and understand what is expected of them.
• Are required to record all leave granted within the scope of this policy on personal
records.
 Employees
• Are responsible for submitting applications for leave in accordance with the
procedures set out in this document.
• Are responsible for adhering to the terms of their individual leave agreement.
• Are responsible for providing any supporting documentation, as requested by
management, when applying for leave.
• All employees must seek approval from their Line Manager for the granting of leave
in accordance with this policy and procedure.

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Leave Rules

The following leave rules for employees shall be followed while availing the leaves.

 Prior Approval in case of Planned Activity

The employee who wants to avail leaves shall apply for leave on leave application
form, in time in case of planned activity and get prior approval before proceeding
on leave. Some examples of planned activities are elaborated for better
understanding i.e. to attend the marriage/other Ceremonies, Exams, visit out of
city, Medical Test/checkup etc. Such leave application can be moved when you
come to know about the activity/occasion date for which you have to avail leave.
 No Split Applications
Secondly, employee should apply for leave in one go wherein include your
expected leave days as well instead of splitting the leave period into two parts for
example got approval for 04 days but availed 06 days and later on apply for
approval of remaining two days leaves.
 In case of availing Leave in emergency
Employees should inform to the Company regarding his casual leaves and later
on supposed to submit their approved leave application in HR Department on very
next day. No Late leave applications shall be entertained.
 Submission of Leave application is Mandatory
In case of non-submission and / or non-approval of leave application, the
employee shall be marked absent.
 Elaborate the reason for Leave/short leave
Please elaborate the reason for leave/short leave clearly on leave application form
for taking easy & quick decision by approving authority.
 Short Leaves (Rules for Office staff)
In case of any serious justified problem, you can leave premises with the prior
permission of person in charge/concerned & approval authority on Leave / Short
Leave application form. If you are leaving your work without permission and
approval as prescribe above, it will be considered misconduct on your part and
action may be taken against you accordingly. All employees are bound to follow
the rules for short leave.
 Leaves Duration
 The maximum duration of a short leave shall be Two hours.
 Short leave between 02 hours to 04 hours shall be considered as half day.
 More than 04 Hours leave shall be considered as full day.

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  Absent
 The employee will be considered absent when he will have no leave in his
credit and fails to attend his duty.
 In second case, if an employee avails unauthorized leave and his leave
application is not approved by the Management

Types of Leaves
1) Paid Vacation / Annual Leave
 An employee is entitled to 14 calendar days paid annual leave, after completion of
12 months of continuous service. (section 49-B of Factories Act). This law does
not indicate whether paid annual leave increases with longer service/seniority.
 A worker is paid his daily wages while he is on annual leave.
 The annual leave has to be consecutive and may not be split however if a worker
fails to avail whole leave during the 12 months, it is added to the next year.
However, not more than 14 days of leave can be carried forward.

2) General Public Holidays (‘Bank Holidays’)

A General Public Holiday shall be defined as a period of normal duty that starts within the
period of 24 hours from midnight to midnight. Employees will be entitled to all paid General
Public Holidays (Bank Holidays) in the leave Year

The 8 Bank Holidays in the year are:

 Kashmir Day (1 Day off)

 Pakistan Day (1 Day off)
 Eid ul Fitar (3 Days off)
 Eid ul Azha (4 Days off)
 Independence Day (1 Day off)
 Labor Day (1 Day off)
 Aashura (2 Days off)
 Eid Milad un-Nabi (1 Day off)
 Quaid e Azam’s Birthday and Christmas (1 Day off)

All employees are entitled to the above 15 paid Bank Holidays in the leave year.

3) Sickness Occurring During Annual Leave or Bank Holidays

If an employee falls sick whilst on annual leave, then the period covered will be treated
as sick leave, providing the employee follows the procedures for reporting sickness
absence, and a Fit Note is provided to cover the period of absence. This will enable the
employee to take the annual leave another time. In accordance with Terms and
Conditions of Employment, employees will not be entitled to an additional day off if sick

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on a Bank Holiday that they would otherwise have been required to work as part of their
basic week.
4) Time off for Public and Civic Duties
 Irrespective of length of service, employees have a statutory entitlement to a
reasonable amount of unpaid time off for the purpose of performing any of the
duties of their office or as members. The organization will grant the eligible
employees a maximum of 12 days paid leave in any 12-month period to carry out
public and civic duties. Any leave to be taken beyond this limit, will be recorded as
annual leave or authorized unpaid leave. ‘Duties’ include attendance at meetings,
or the undertaking of activities approved by the body for the purpose of discharging
its functions, attending different seminars, conferences and trainings etc.
 Staff seeking time off to undertake study or training, are required to approach their
line manager
5) Time Off for Medical Appointments
Staff who are required to attend a medical appointment will be expected to make all
reasonable attempts to arrange for their appointments to take place prior to the start of
their shift, or after their shift. Where appointments fall during working hours, staff will be
allowed reasonable paid time off to attend the appointment. Where regular appointments
are required, line managers reserve the right to request that flexi-time / TOIL is used for
the time taken out of the workplace to attend.
6) Leaves for Tests or Treatments
 The employees can take time off for the purpose of undergoing programs of
treatment. Employees with 12 months’ continuous service, will be entitled to a
maximum of 5 days paid time off in any 12-month period, to attend appointments
and programs of treatment.
 Authorized unpaid leave will be granted to employees with less than 12 months
continuous service, or those who have used their full paid leave allowance.
Alternatives may include annual leave, or the use of flexi time.
 Employees must inform their line manager of their intention to take the leave,
giving reasonable notice of the leave. Line managers reserve the right to request
documentation in support of the request for leave.

7) Maternity Leave
All pregnant employees will be entitled to 52 weeks maternity leave, comprising of 26
weeks ordinary maternity leave followed by 26 weeks additional maternity leave,
providing they meet the following conditions:
 They notify their manager of their intention to take maternity leave no later than the
end of the 15th week before the Expected Week of Childbirth.
 They continue to be employed by the firm, until immediately before the beginning
of the 11th week.

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  They submit an original statement, which states the expected date of childbirth.

8) Compassionate Leave
Managers should exercise discretion in granting compassionate leave for employees
requiring time off to deal with the death of a dependent. The amount of leave granted in
cases of bereavement is dependent upon the relationship of the employee to the
deceased and their involvement in the funeral arrangements. Generally, employees may
need time off to make funeral arrangements and/or to attend the funeral. As a general
principle, one to five days paid compassionate leave may be appropriate where the
deceased was a dependent. Consideration needs also to be given as to whether the
employee is appointed as Executor and the distance of the deceased from the place of
employment.
9) Sick Leave
An employee is entitled to sick leave on half substantive pay, at the rate of one month for
each year of service subject to a maximum of 18 months (540 days) during his entire
service, provided that where an employee has put in a service of 24 years, he shall be
eligible to additional sick leave at the rate of one month for each year of service in excess
of 24 years, subject to 3 months of additional sick leave.
For availing sick leave the employee has to submit Medical certificate issued by a
Registered Medical Practitioner acceptable to the bank or at bank's discretion from a
Doctor nominated by them at their cost.
10) Ex Pakistan Leaves

If someone want to travel abroad due to any reason like Hajj (Pilgrims) Umarah than
you need to get leave under Service Rules 1981. For this purpose, you must prepare a
file which required following documents.

1. Application Form For Ex Pakistan Leave

2. Form for Leave Ex-Pakistan
3. Form of Leave Account Under the Revised Leave Rules 1981
4. Posting Deputation abroad Security Vetting Question
5. Statement to attach with Application Form for Permission visit foreign Countries
6. No Demand Certificate
7. No Audit Certificate
8. No Punishment Certificate
9. No inquiry Certificate
10. No Objection Certificate
11. Taxation Clearance Certificate