Knowledge Excel

LEAVE POLICY

Index

1. Policy

1.1 Log in – Out Time

1.2 Leave rules

2. Leave categorization

2.1 Full day Leave

2.2 Half day leave

2.3 Sick leave

2.4 Leave without pay

2.5 Not applied for leave

2.6 Unplanned Leave

2.7 Maternity leave

2.8 Paternity leave

2.9 Compensatory off

2.10 Work from home

2.11 Leave converted to WFH

2.12 Saturday Status

2.13 Carry forward leaves

2.14 Leave Early

3. Leave Count Allocation

4. Leave Management Process

5. Leave policy Guidelines

The objective of the leave policy is to give provision to the employees to balance their personal as well as professional
life. The purpose of leave policy is to lay guidelines regarding the process to take leave with pay, leave without pay,
Uninformed Leave policy and so on.

1. POLICY
 Leave is given to the associates to provide for sickness/emergency/personal work/rest and recreation.

 The Leave entitlements shall be on the Calendar Year basis i.e. From January to December.
 Each employee will be entitled to a total of 24 days of total leaves. 18 Privilege Leaves and 6 Sick leave in
the entire calendar year.
 An employee earns them at the rate of 2 leaves per month i.e. 1.5 days privilege and 0.5 days sick leaves
per month.
 In the beginning of a new calendar year, an employee has 4 leaves (provided no accumulated leaves from
previous calendar year) that can be availed in January or subsequent months. And subsequently employee
earns 2 leaves per month from March to December. For example, one does not avail a leave till
31st March, he/she has accumulated 6 Leaves.
 Whenever availed leaves, exceed available leaves, this makes excess leaves as unpaid.

1.1 Log In – Out Time

1. It is a mandate to complete 8.5 hours in office on a working day on an average. In other words, Logout
minus Login In Time should be 8.5 hours per day. On an average, in a week 42.5 hours should be logged in.
Logged-in weekly time will be shown in different color coding to employee, if less than 42.5 hours.
2. It is mandatory to punch out/touch finger imprint at the time of leaving, if you don’t punch out, the
biometric machine will not show your total logged in time for the day.
3. Since geo-fencing shall be enabled, every employee is required to login to portal as soon as enter
office. Similarly, just before leaving office, everyone shall logout from the portal.
4. Login time<5 hrs shall lead to Full day leave.
5. Also, every early leave from office has to be applied on portal. Early leave hours should be compensated in
that week itself to maintain weekly total of 42.5 hrs.
6. If an employee is working from home or working on Saturday, he will be allowed to login and logout from
portal, as geo-fencing shall be disabled on that day for those employees. On Saturdays till Sunday evening
(12 midnight), geo-fencing has to be disabled by default. Similar way has to be worked out for Comp Off
days for logging in.

1.2 Leave Rules

1. All leaves should be applied on HRMS tool before proceeding on leave.
2. Applications for ‘Privilege leave’ should be made at least one week in advance from the date of start of
leave. Your Supervisor will manage status of your leave subsequently. Ideally, managers should manage
leaves in 2 working days of their applications.
3. Long leave is defined as more than 3 consecutive days off. Suppose Thursday is a Holiday, and employee
wants to avail a leave for Friday and Saturday. In such case, this constitutes 3 days continuous days off. For
such long leaves, employee is advised to apply for leave two weeks in advance to enable work planning
and functioning during the period of absence. In such example, leave count becomes 2 only.
4. In case of some urgent or unforeseen contingencies, the employee is expected to inform about the leave
at least 2 hours prior to his/her regular arrival timing. In such late informed leaves, these will be called
‘sick leaves’.
5. In such case of emergency, when sick leave cannot be applied in advance on portal, telephonic intimation
to the immediate reporting manager should be done and it must be regularized within 2 days of resuming
duty on HRMS tool. Will be called ‘not-applied for leave’ till not regularized on portal. If not informed before
availing the leave, it will be considered an ‘uninformed leave’.
 6. If an employee is not able to update the leave, on return from Not-Applied-For leave in 2 working days
then, supervisor needs to remind their respective team members to update leave in HRMS. If he/she still
does not update, then it will be considered as Misconduct. Admin shall have the rights to convert this
‘Not-Applied-For leave’ into ‘Leave-Without-Pay’.

2. Leave Categorization

Following are the different types of leaves.

2.1 Full Day Leave
 An employee is eligible to avail full day leaves if applied and approved on portal.
 Login time<5 hours on a day shall lead to Full day leave.
 It can be either a privilege or sick leave.

2.2 Half day Leave

 If an employee needs to leave for half day, he is required to inform at least 1 day prior to avail the
 same.
 For day on which Half Day is applied – Login time should be at least 5 hours.
 It has to be specified in Leave application, if employee wants to avail first half or second half leave.
 In certain special cases, an availability of minimum 3 hours might be considered half day, but authority
to approve them lies with Admin.
 It can be either a privilege or sick leave.

2.3 Sick Leave
 In case of some urgent or unforeseen contingencies, the employee is expected to inform about the leave
at least 2 hours prior to his/her regular arrival timing. In such late informed leaves, these will be called ‘sick
leaves’.
 In such case of emergency, when sick leave cannot be applied in advance on portal, telephonic intimation
to the immediate reporting manager should be done and it must be regularized within 2 days of resuming
duty on HRMS tool. Will be called ‘not-applied for leave’ till not regularized on portal. If not informed before
availing the leave, it will be considered an ‘uninformed leave’.
 In total an employee has 6 number of Sick leave in a calendar year.
 If an employee is not able to update the leave, on return from Not-Applied-For leave in 2 working days then,
supervisor needs to remind their respective team members to update leave in HRMS. If he/she still does
not update, then it will be considered as Misconduct. Admin shall have the rights to convert this ‘Not-
Applied-For leave’ into ‘unpaid leave’.
 At the end of Calendar year if the Sick leaves are not availed by an employee then, the sick leaves will get
lapsed.


2.4 Leave without Pay (LWP)
 Uninformed &/or Unapproved leave shall be considered as LWP. No clarification will be entertained later.
 Such leave shall also be considered as misconduct in addition to LWP.
 If anyone exceeds number of available leaves in a month then extra availed leaves will be LWP.
  LWP shall be deducted at the end of every month at the rate of gross salary component on pro-rata basis.
 At the end of Calendar year if the total leaves availed exceeds total available leaves (at calendar year
beginning) then the extra LWP will be deducted again.

2.5 Not-Applied-For leave
 A Leave for which employee does not apply in HRMS within 2 days of resuming duty after availing leaves,
 becomes Not-Applied-For Leave.
 Not-Applied-For Leave becomes LWP if not applied even after supervisor’s reminder. Admin shall have the
rights to convert this ‘Not-Applied-For leave’ into ‘Leave-Without-Pay’.

2.6 Unplanned Leave(UPL)
 The employee if informs about the leave later than 2 hours prior to his/her regular arrival timing. In such
 late informed leaves, these will be called unplanned leaves.
 In case of some urgent or unforeseen contingencies, these may occur sometimes. But, too many
occurrences of UPL shall be not acceptable. UPL are recorded for employee metrics purposes.

 
2.7 Maternity Leave
 As per statutory norms, the maximum period for which any female will be entitled to MTL shall be upto 26
weeks, six weeks up to and including the estimated day of delivery or immediately from the day of birth of
 the child. This includes 15 weeks of full day leave.
 We are further prepared to support post return mother and allow them enough time to recover from child
birth and care for their child by allowing them to avail work from home for 11 weeks with full pay or leave
without pay for same duration.
 MTL can be availed only after completion of 160 days of service.
  MTL will be applicable on the birth of the employee’s first two children only.
 In case of miscarriage, female employees shall be entitled for six weeks leave immediately after the
 miscarriage.
 The employee needs to produce a medical (fitness) certificate for herself and her child from a registered
 practitioner before resuming duties.
 MTL can be extended up to one month in case the child or the mother is unfit even after completion of
MTL. For any extension, medical certificate from registered practitioner is to be obtained and produced to
the Management for further approval.
 All weekly offs and holidays which fall between MTL will be counted as part of MTL.
 We congratulate the new mother with one Gift basket loaded with Goodies by company.

2.8 Paternity Leave
 This leave applies to any male employees who is the biological father of the child or the mother’s
 husband/partner or has legally adopted a new born baby.
 All married male employees who have served for at least three months in the organization with less than
 two surviving children may be granted PTL for a period of seven days.
 PTL can be combined with other types of leaves. It can be availed up to seven days before or up to one
 month from the date of delivery/adoption of the child.
 The employee is required to inform his immediate supervisor of the intention to avail PTL (with dates) one
 month in advance to enable effective work planning. The employee is required to provide the
Company with proof of child birth or adoption of child. The proof would be as follows:
For child birth: A birth certificate from the hospital.
For adoption of a child: An adoption deed or an adoption order by a court.
 All weekly offs and holidays which fall between PTL will be counted as part of PTL.
 We congratulate the new Father with one Gift by company.

2.9 Compensatory Off
 If an employee works from home on a Sunday or a company holiday, is eligible for a Compensatory
Off (Comp Off).
 Comp Offs shall be encashed at the end of calendar year at the rate of basic salary component with
maximum limit of Rs.500.
 If this leave is not availed within this period, it will be treated as lapsed.
 Comp Offs are applied by employee in HRMS after it is done. Once approved by supervisor, Comp Off
count for that year is incremented in Leave Summary.
 In HRMS portal, Comp Offs shall be approved as Half Day or Full Day itself, based on guidelines of
Work From Home (WFH) hours.


2.10 Work from Home
WFH are applied by employee when he is available for work from home, but won’t be able to make it to
office that day. Timesheet entry (= / > 8.5 hours) entitles employee for Full Day WFH . Timesheet entry (<
8.5 hours and >5 hours) entitles employee for Half Day WFH.

 Employee needs to apply for Work From Home, if available to work while not in office.
 The maximum number of WFH available to you, is 8 in a year. This is the actual WFHs count being
Approved and Validated in HRMS.
 WFHs shall be applied by you in HRMS, before availing it. Once approved by immediate supervisor,
WFH can be availed. Once availed, WFH has to be validated by immediate supervisor in HRMS.
 HRMS doesn’t have to restrict employees to apply WFHs until 24. Annual available WFHs available to
an employee need not be visible while applying.
 If in case employee wants to apply WFHs over 8 then, HR approval shall also be required.
 If WFH count exceeds 16, there will be deduction in encashed leaves count in ratio of 2:1. That is, 1
wfh above 16, will reduce encashable leaves by 0.5 count.
 Timesheet entry (= / > 8.5 hours) entitles employee for Full Day WFH.
 Timesheet entry (< 8.5 hours and >5 hours) entitles employee for Half Day WFH
 If anyone applies for Work from Home, it will be considered leave till it is approved by Supervisor.
Window for approval & validation will be 1 week from the date of application. In a rare case where
supervisor is not available for 1 week, it is employee responsibility to approach manager to get it
validated.
 If employee doesn’t apply for availed Work from Home or comp off within 1 week of availing it, he /
she will lose the same. This is done for fair approvals of these Work from Home and comp offs. As
too old Work from Home or comp offs cannot be validated accurately.
 Please ensure the Login and Logout mailers are sent to all members of your team and to ke.hr, on
days of availing WFH.

2.11 Leave converted to WFH (L-WFH)

 L-WFH is when an employee has applied his leave for any particular day and he/she has to work on
that day due to work requirement.
 Once L-WFH availed, should be applied in HRMS.
 An applied Leave, when converted to WFH (L-WFH) due to work requirement, shall not be considered
within the 8 count of allowed WFH.
2.12 Saturday Status
 Saturday is a WFH for all. They are to be available, in case work is there.
 If any employee works on Saturday, then need to login and logout on HRMS portal and he has to fill
the timesheet for the same day.
 If ‘Work was assigned, but team member not available’ then, manager has to report it as leave for
that team member. There is another option of ‘No work assigned’ and ‘Work initiated/completed’
for manager in that screen.
 If the work is assigned and the employee is not available for the same then he has to apply for the
leave on the same day.

2.13 Carry Forward Leaves

 A maximum of 6 privilege leaves can be carry-forwarded to the next calendar year.
 All these carry forwarded leaves shall be available throughout the next calendar year.
 By default, all leftover privilege leaves shall be encashed. For getting them carry forwarded, HRMS
 needs to
Give employee an option to enter it. Deadline for this is 25th Dec. Employee mentions number
of leftover leaves that he wants to be carry-forwarded.

For example, if an employee was entitled for 24 leaves in 2015. He/she avails 6 sick leaves of
them. He avails 8 out of 18 privilege leaves. He can carry forward 6 out of available leftover
10 privilege leaves to 2016, on application. By default, all 10 available leaves shall be
encashed at
end of calendar year. When 6 shall be carry forwarded out of 10 available leaves, leftover
4 shall be encashed with Dec salary.

2.14 Leave Early (LE)

 In cases an employee has a requirement to leave after working for 7 hours a day, he/she has to apply
for an early leave so that he does not fall in Half day’s category for that day.
 Up to 2 early leaves are allowed for each employee in a month
 If Login Time<7 hours for the day of Early Leave, portal shall consider it as Half Day.
 Such informed short leave is allowed for 1.5 hrs for 2 days in a calendar month. In case it exceeds 1.5
hrs, it shall be treated as half day leave. If it exceeds 3.5 hrs, it shall be considered full day leave.
 Early leave is applicable only on days of full day working from office.

3. Leave Count Allocation

 An employee, whose services with the Company commences or terminates during the
course of the Calendar Year, shall be granted Leaves on a pro-rata basis in accordance
with the duration of the employee’s service during the Calendar year. If an employee on
probation has joined us in the beginning of August, then he/she will be entitled to take
10 total leaves till 31st December. Following table illustrates other cases:





 Leave allocation in the joining/separation month will be done as follows:
 Date of Leave Last Working Day Leave Last Working Day Leave
Joining Allocation Allocation (Except for Allocation
(Probationers/Trainee) Probationers/Trainee)

1-15th 1.5 PLs 1-15th 1-15th 1 PL

0.5 SL
0.5 PL
1.5 PLs
0.5 SL
16th -25th 0.5 PL Post 15th 1 PL Post 15th
0.5 SL
Post 25th 0 Leave

 Any employee who joins for his/her college training on internship, shall be given
privilege of leaves, from the day he/she is confirmed as Permanent employee with
us or is recruited as Trainee for training period (if training still required after
 internship).
 For purposes of leave calculation, intervening Sundays and Company holidays
prefixed, suffixed or in between leave are not counted. Also, intervening Saturdays
will be automatically treated as a leave.
 Leave encashment shall be done for balance available leaves in beginning of new
 calendar year. It is entitled to employees according to their Gross Salary component.
 Encashment of leaves at Managerial level shall be at Maximum of Rs. 2000/- per day.


4. Leave Management Process
 All information regarding leaves should be made in writing to
ke.hr@knowledgeexcel.com. In case it cannot be communicated through HRMS
tool. Subject line has to be ‘HRMS’.
  Approval/ Disapproval by Supervisor shall be done in HRMS tool.
 Supervisors are advised to approve/disapprove the leave as soon as the decision can
be done post receiving Leave Application. Preferable guideline is within 2 working
 days of application.
 In case the concerned Supervisor suspect employee has taken huge number of
leaves in the calendar year, Supervisor’s have to check with HR for leave balance
 before approving such leaves to check availability of leaves with his team member.
 Leave application mailed later than prescribed one or two week will be treated as
 misconduct (with the exception of urgent and unforeseen circumstances).
 Leave when taken without notice (Not-Applied-For leave), the employee has to do
 Leave Regularization on joining back.
 SMS will not be considered as application for leave. Employee needs to call for
informing the leave with regularization upon joining, in case of urgency and Not-
 Applied-For leave.
 Leave will be considered granted only upon confirmation from your Supervisor or HR.

 Where a significant need to increase management capability in the application of the policy and
 procedure is identified, training sessions will be delivered to managers.
  Managers should consider each request on its merits and if necessary discuss the
request with the Human Resources Department to ensure Companywide
consistency when dealing with similar situations.


5. Leave Policy Guidelines
 It is advised to all, to apply all planned leaves well in time, to allow proper
 management of leaves and work.
 Mailing of application to ke.hr@knowledgeexcel.com in addition to your manager is
mandatory for approval of leave, in case not able to apply using HRMS.

 In case an employee needs to come late or leave early (short leave) in excess of
count allowed on portal, he / she must notify his/her supervisor in written at least
one-day prior in addition to ke.hr@knowledgeexcel.com.

 Employee is advised to have ‘Hours Logged In’ (Log Out Minus Log In Time) duration
per day as at least 8.5 hours. On an average, login time for a week should be at least
42.5 hours. Any day employee logs in for less than 8.5 hrs (but more than 7 hours),
portal shows it in different color code, if ‘LE’ not applied for that day.

 Management may refuse Leave to an employee in case of exceptional pressure of

work necessarily requiring the employee’s presence. Special cases can be
individually discussed.

 For cases not discussed in this policy, decision shall be taken by HR and management
at time of occurrence.

 Uninformed absence from work is not acceptable and will be treated as misconduct,
in addition to leave without pay (LWP).
