Leave Policy

Scope:

This company leave and attendance policy applies to all employees regardless of position or type of
employment.

Leave Year:
The leave year will be from 1st January to 31st December.
It is the responsibility of the line manager to ensure that appropriate measures are taken so that each
employee is permitted to take a regular vacation each year. This would benefit both the employee and
Retail Direct Group. All employees should be granted, consistent with work requirements of the office
involved, sufficient continuous leave for vacation purposes to provide adequate period of rest and
recuperation. Leave must be approved by the employee's Line Manager on Leave Application Form duly
signed and submitted to HR Department.
HR department to ensure the uploading of entitled leave balances of eligible employees in to the
system. Where eligible employee contract is less than a year, entitlement shall be calculated on pro rata
basis.
It is the responsibility of the employees to plan their leaves in advance and avail the leave as per set
procedures and after due approval from their supervisors.
Leave Type:
Annual/Paid Leaves 21 Working Days
Hajj/Umrah Leaves 30/15 Calendar Days
Maternity Leave 90 Calendar Days
Paternity Leave 3 days
Public Holidays As per ministry of interior circular for Public Holidays of the year
Public Emergency As per situation & Management decision

1. Annual Leave/Paid Leaves:

1.1. Employees are eligible for 21 paid/annual leaves.
1.2. An employee is entitled to paid/annual leaves in each leave year calculated on the length of service
during a particular leave year. In other words, leaves will be allotted on pro rata basis.
1.3. These leaves to be taken with the prior concurrence and approval of the supervisor/manager.
1.4. Where an employee has taken leaves in excess of his/her entitlement, HR will recover the sum equal
to the gross salary paid in respect of such leave days from his/her monthly salary or final settlement
payment.
1.5. Paid/Annual leaves cannot be en-cashed.
1.6. Paid/Annual leaves will not be carried forward to the next year.
1.7. Supervisors, Managers as well as the HR Personnel’s must ensure that all employees enjoy at least
60% (13 days) of their paid/annual leaves each year.

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1.8. For holiday periods of five days or longer, your requests should normally be submitted at least one
month before the requested holiday start date.
1.9. For holiday periods of one to four days, requests should normally be submitted at least two weeks
before the requested holiday start date.
1.10. Requests for paid/annual holiday will normally be granted on a 'first come, first served' basis.
1.11. Owing to the needs of the business, the Company reserves the right to limit the number of
employees who are permitted to take holiday at the same time. The granting of all holiday requests
will be subject to adequate cover being available and the overall needs of the Company.

2. Hajj Leaves:
2.1. Maximum of thirty (40) days paid leave will be allowed for performing Hajj.
2.2. Maximum of fifteen (15) days paid leave will be allowed for performing Umrah
2.3. Hajj leaves can be taken only once during an employee service with Retail Direct Group.
2.4. To be eligible for Hajj leaves, minimum duration with Retail Direct must be 5 years continuous
service.
2.5. To be eligible for Umrah leaves, minimum duration with Retail Direct must be 3 years continuous
service.
2.6. Hajj/Umrah leaves cannot be en-cashed.
Note: If you wish to take the time off as annual holiday, you should make the request in accordance with
the Company's annual holiday procedures. For the avoidance of doubt, the Company's rules relating to
annual holiday will apply.

3. Maternity Leave:
3.1. Married female employees will be permitted to three months (90 days) maternity leaves with pay
for each confinement period, ideally four weeks/1 month before, and eight weeks/2 months after
the delivery.
3.2. During pregnancy, you have the right to take reasonable time off work, with pay, during your
working hours to receive antenatal care, regardless of your length of service.
3.3. The Company requires you to give reasonable notice when making a request to take time off for
scheduled antenatal appointments. Prior to time off being authorised, you will also be required to
provide a copy of your appointment card and/or medical certificate confirming your pregnancy, with
the exception of your first appointment.

4. Paternity Leave:
4.1. Married male will be permitted paternity leave for 3 consecutive working days on childbirth.
4.2. In case this leave is availed prior to completion of six (6) months of continuous service, it will be
without pay.

5. Public Holidays: As per ministry of interior circular for Public Holidays of the year

6. Public Emergency:
6.1. Employees may be granted time off with pay during a public emergency that effectively prevents
attendance at work or the continuance of work in a normal and orderly manner.
6.2. A public emergency includes either a natural disaster, such as fire, flood, or earthquake, or a man-
made disorder, such as a demonstration, riot, or act of sabotage.

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6.3. Approval for time off with pay or work from home for such emergencies is given by the most senior
employee in the office.
6.4. Such leaves will be adjusted against the leave quota.

7. Leave during probation

7.1. Employees working on probation will be entitled to one (1) leave in all during their first three (3)
months of probation.
7.2. Leaves beyond entitlement will be treated as leave without pay.
7.3. While probation period of an employee is reduced or extended; his/her entitlement for leave during
such reduced or extended period will be managed accordingly.

8. Leave without pay

8.1. Leave without pay for very special/exceptional personal reasons may be granted to an employee
only in those instances in which a determination is made that a continuation of an employment
relationship is in the best interests of the Company.
8.2. Leave without pay for limited duration can be granted depending upon the merit of each individual
case. Any requests for this leave without pay has to be made with the written application and
subject to approval of the Director.

Employee Attendance Policy

Employees at Maxcom Solutions (SMS-Pvt.) Ltd, are expected to be present for work, on time, every
day. Regular attendance and punctuality are important to keep your team and the company running
smoothly. Arriving late, being tardy, or absence from work causes disruptions and burdens colleagues.
Work Timing:
The normal work week for Maxcom Solutions (SMS-Pvt.) Ltd, (other than e-Commerce Team) will be 40
hours, 5 days (Monday through Friday), with office timings from 10:50 am through 8:00 pm hours
(subject to change), with a lunch and prayer break of 60 minutes per working day, except Friday wherein
the break will be for 90 minutes.
The normal work week for Retail Direct Group e-Commerce Team will be 44 hours, 5.5 days (Monday
through Friday), with office timings from 10:50 am through 8:00 pm hours (subject to change), and from
10:50 am through 3:00 PM (Saturday), with a lunch and prayer break of 60 minutes (Monday to Friday),
except Friday wherein the break will be for 90 minutes.
Employees may be asked to work beyond normal work hours as and when required. Every effort will be
made to notify employees at the earliest opportunity possible of changes in work schedules that
become absolutely necessary.
Note: During the holy month of Ramadan special timings are observed. Employees will be given
adequate notice of these timings.

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Disciplinary Policy for Attendance (Absenteeism/Tardiness)
1. Calculation of attendance/absenteeism infractions.
1.1. Over Quota Absent with calls: 1 point.
1.2. Absent, no call no show: 2 points.
1.3. Late Arrival: ½ point.
1.4. Early departure: ½ point.

Note: Attendance infractions reset every year.

2. Overview of disciplinary action for attendance infractions.
2.1. Attendance issues will result in progressive disciplinary action up to and including termination based
on the following point system:
- 2 points: Verbal warning.
- 4 points: Written warning.
- 5 points: Meeting with manager/supervisor, possible suspension.
- 6 points: Employee is subject to termination.
2.2. Employees are required to report a planned absence by holiday application request form.
2.3. Un-planned absence must be informed before one hour of start of shift, each day.
2.4. If an employee is absent for two or more consecutive days, evidence for excusing the absence, such
as a doctor’s note, must be provided.
2.6. If an employee is a no call-no show for three or more consecutive days, it will be considered a job
abandonment or termination without notice.
2.7. Employees may request exceptions for work absences from human resources and management.
These must be approved on a case-by-case basis.
2.8. If late arrival minutes account to more than 30 minutes (e.g. 45 minutes), then salary for those
minutes (entire 45 Minutes) shall be deducted from the monthly salary.

3. Failure to clock-In or clock-out.

3.1. Employees must clock-in and clock-out for each shift.
3.2. If there is any problem recording a clock-in or clock-out, inform employees should inform a manager
immediately.
3.3. Employees who consistently fail to clock-in or clock-out may receive disciplinary action, up to and
including termination.
Note: Non-compliance of this policy will be considered misconduct and will be subject to disciplinary
action.
Reviewed by: Approved by:
Prepared by:
Hajra Aslam Shafique Rehman Asad Hussain
Manager HR, Admin and BD Director Operations CEO

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