Doc No: HRD/Policy-09 Rev: 01 Date: April 4, 2011 LEAVE POLICY Page. 10f8 > | Ey PURPOSE The purpose of this policy is to set guiding principles for authorized absence from work It delineates employees’ entitlements for leave (absence), and controls the administration of all kinds of leaves. 2 SCOPE This policy is applicable for all the employees (permanent and those on contract) working for Descon Engineering Limited in grades 1 to 9 3. DEFINITIONS 3.1 Base Location: The Company notified current location for work, to the employee amongst the various offices and work-sites operated by the Company 3.2 Casual Leave: Leave granted by the Company to the employees to meet urgent, unforeseen personal obligations and to attend to personal matters. When granted for part of a work-day, such leave is classified as Short Casual Leave. 3.3 Company Referred Medical Practitioner: A Registered Medical Practitioner, referred by the Company for medical examination of its employees as and when required. 3.4 Compensatory Leave: Leave granted by the Company in consideration for Off Day(s) Work. 3.5 Earned Leave, or Annual Leave: Leave granted by the Company to permanent employees for planned time off, primarily for rest and recreation, or for meeting other personal obligations. 3.6 Employee: An individual in the employment of the Company either on permanent basis, or hired directly by the Company on contract for a fixed period of time. 3.7 Leave Application: The prescribed format (hard or soft copy) for the use of employees to request for approval of leave. 3.8 Leave Entitlements: Limits and rules pertaining to each category of leave for employees, specified in this Policy. 3.9 Leave for Maternity: Leave granted to female employees to rest and handle pre- natal and post-natal conditions. 3.10 Leave, also Leave with Pay: Authorized absence from work, approved by the Company, in accordance with the provisions of this Policy. Leave is further classified into the following categories; (a) Earned Leave, (b) Casual Leave, (c) Sick Leave, (d) Compensatory Leave, (e) Special Leave, (f) Accident Leave, and (g) Leave for Maternity. Such Leave, when duly authorized and approved by an authorized officer of the Company shalll be considered as paid Leave. 3.11, Leave without Pay: Authorized absence from work over and above the employee's Leave Entitlement, which the Company may approve at its discretion, in accordance ‘This document is the Intellectual Property of Descon Engineering Limited. Any unauthorized use, including the modification and reproduction ‘of the content is strictly prohibited. © Copyrights Ordinance 2002, All Rights Reserved,Doc No: HRD/Policy-09 Rev: 01 Date: April 4, 2011 LEAVE POLICY Page: 208 with the provisions of this Policy, and for which the respective employee forgoes proportionate component of monthly salary 3.12, Medical Leave or Sick Leave: Leave granted by the Company to the employee in order to nurse sickness, illness or injury, and to recuperate from such medical conditions. For female employees, additionally, Leave for Maternity is granted by the Company. 3.13 Off Day Work: Work undertaken by the employees on weekend holidays or on notified public holidays either at the Company offices, project sites or at a Company designated premises, authorized by concerned authorized officer of the Company 3.14 Registered Homeopath Medical Practitioner: A homeopath practitioner who is legally registered (licensed) by National Council for Homeopathy, to practice as a homeopath doctor. 3.15 Registered Medical Practitioner: A medical practitioner who is legally registered (licensed) under the Pakistan Medical & Dental Council Ordinance, to practice as a medical doctor. 3.16 Short Casual Leave, or Short Leave: Casual Leave granted by the Company for part of a work day. The leave is granted in minimum of half hourly (30 minutes) units under the head of Short Leave. 3.17 Special Leave: Leave granted to the employees for personal representation or participation in a recognized national or international professional event. The length of Special Leave may vary from case to case basis and be paid or unpaid in nature or the combination of the two. 3.18 Unauthorized Absence from Work: Absence from work without approval of and/or prior information to the relevant authorized officer of the Company. 4, PROCEDURE & RESPONSIBILITY 4.1 Leave Entitlement for Permanent Employees: Leave Category Leave Entitlement Administration of Leave | Sick/Medicalleave -—~(| +~«sS workdays —~—~—~*| On Prorata Basis Casual leave TOwork days | On Prorata Basis | | Eamed/Annual Leave 22 work days (On Prorata Basis — Compensatory Leave Up to 20 To be utilized within 6 months Maternity Leave 90 Calendar Days Twice in Employment | ‘Accident Leave Case to Case Basis Case to Case Basis | [Specialleave ‘Case to Case Basis — Case to Case Basis This document is the Intellectual Property of Descon Engineering Limited. Any unauthorized use, including the =o ‘of the contents strictly prohibited. © Copyrights Ordinance 2002, All Rights ReservedDoc No: HRD/Policy-08 Rev: 01 Date: April 4, 2011 LEAVE POLICY Page: 30f8 4.2 Leave Entitlement for Contract Employees: Leave Category Leave Entitlement 7 Sick/Medical Leave 12 work days — ‘On Prorata Basis Casual Leave 12 work days. ‘On Prorata Basis Eamed/Annual Leave Not Applicable Not Applicable Compensatory Leave - Up to 20 To be utilized within 6 months Accident Leave Case to Case Basis Case to Case Basis —_ ‘Special Leave Not Applicable Not Applicable | | = 4.3. For employees joining the Company during the year, Sick, Casual and Earned/Annual Leave will be credited to his/her account on a pro-rata basis up to the following 31 December. LEAVE RULES 4.4 Sick / Medical Leave: 441 Medical Leave may be availed by employees on pro-rata basis from the date of joining Company employment. 442 Medical Leave may be availed by an employee in minimum of half work-day units. 443 The employee may accumulate un-availed Medical Leave up to a maximum of 16 days. Un-availed Medical Leave in excess of 16 days will lapse automatically at the completion of each year of service thereafter. 44.4 Absence from work on account of illness or medical treatment shall be intimated by the employee, as far as practically possible, prior to the commencement of Medical Leave to the relevant authorized officer of the Company. 4.4.5 Where the medical condition of employee requires him/her to be absent from work for 03 work days, or more, at a stretch, Leave Application must be supported by a Medical Certificate issued by Registered Medical Practitioner clearly recommending the number of days the employee is advised rest. 446 In case of serious, prolonged iliness, if the sum of days of an employee's absence from work on account of illness exceeds the employee's Medical Leave Entitlement in a year (or accumulated Medical Leave), the Company may adjust excess days of such absence from work, in the first instance, against employee's accumulated, unutilized Earned Leave. Where Staff Member's accumulated, unutlized Earned Leave is insufficient; the Company may adjust excess days of such absence from work against employees unutilized Casual Leave This document isthe Intellectual Property of Descon Engineering Limited. Any unauthorized use, including the modification and reprodyction of the content is strictly prohibited. © Copyrights Ordinance 2002, All Rights ReservedDoc No: HRD/Policy-08 Rev: 01 Date: April 4, 2011 LEAVE POLICY Page: 40f8 447 If however, employee's accumulated, unutilized Earned Leave and unutilized Casual Leave are insufficient, then the Company, at its discretion, may grant Medical Leave in advance, up to a maximum of 08 days. The Company shall be entitled to adjust such Medical Leave in advance from the next year's Medical Leave Entitlement of employee. 448 In case of serious, prolonged illness the Company may additionally grant Leave Without Pay to the employee to supplement Medical Leave. 449 Any adjustments of employee's absence from work on account of illness against other categories of Leave, grant of advance medical leave and leave without pay are subject to the prior approval of Head HR & A. 4.4.10 In case of resignation, or termination of employment, any Medical Leave availed by the employee over and above his/her current Medical Leave Entitlement shall be treated as Leave Without Pay. In such event, the Company shall be entitled to adjust such excess Leaves from account of other categories of leave (Earned Leave and Compensatory Leave). In case no balance is available in other categories of leave the Company is entitled to deduct proportionate amount of monthly salary from outstanding dues of the employee, or recover the same from him/her before issue of clearance. 4.4.11 Where Medical Leave is taken contiguously at both side of weekend holiday or notified public holiday, Staff member shall be required to submit Medical Certificate along with Medical Leave Application. 4.5 Casual Leave: 45.1 Casual Leave may be availed by employees on pro-rata basis from the date of joining. 45.2 Casual Leave availed by employee will not be extend beyond 01 day. 453 Casual Leave shall not be availed in combination, or contiguously with any other category of Leave, except as specified in clause 4.4.6 above 454 Casual Leaves are neither encashable nor can be accumulated. Unutilized Casual Leaves shall be lapsed automatically at the end of calendar year. 4.55 Incase of resignation, or termination of employment, any Casual Leave availed by employee over and above his/her current Leave Entitlement shall be treated as Leave without Pay. In such event, the Company shall be entitled to deduct proportionate amount of monthly salary from outstanding dues of the employee, or recover the same from him/her. 45.6 Casual Leaves shall not be taken by the employees when on overseas assignment and overseas travel. 457 Casual Leave shall not be sandwiched with weekend holidays or notified public holidays. This document isthe Intellectual Property of Descon Engineering Limited. Any unauthorized use, including the modification and reproduction ‘of the content is strictly prohibited. © Copyrights Ordinance 2002, All Rights Reserved,Doc No: HRD/Policy-09 Api 4 BD LEAVE POLICY Page Sore tT 4.6 Earned / Annual Leave: 4.6.1 Permanent employees completing continuous service of one calendar year will be entitled to Earned Leave. However, to facilitate employees the Company allows prorated credit to the staff members’ Earned Leave account on a monthly basis. 46.2 In special circumstances, the Company may, at its discretion, permit employee to avail Earned Leave in advance provided that probation Period has been completed. In such circumstances, the limit of absence from work will be Earned Leave Entitlement up to the current month on pro-rata basis from the date of joining the Company employment. Such Advance Earned Leave is subject to the prior approval of Head HR & A. 46.3 Earned Leave may be availed by employee in minimum of one work-day units 4.6.4 Where it is intended to proceed on Earned Leave of 05 days or more, employee shall give a reasonable notice before commencing on Earned Leave. 465 The Company encourages the employees to avail entire Earned Leave Entitlement within one calendar year. Earned Leave in excess of 22 days will lapse automatically at the end of each calendar year. 4.66 An employee will be eligible for Leave Fare Assistance (LFA) only if he/she avails minimum of 50% of the Earned Leaves (i.e. minimum 11 days) sanctioned in the same calendar year. 4.6.7 In case of discontinuation of service, or resignation, at any stage, any un-availed Earned Leave shall be en-cashed. In such case, an amount proportionate to current month gross salary shall be reimbursed to the employee. Notwithstanding the aforementioned, in case of discontinuation of service by the Company on account of fraud, gross negligence, misconduct, or disciplinary reasons encashment of Earned Leave will not apply. 4.7 Compensatory Leave: 47.1 Compensatory Leave may be availed by the employees for the work undertaken on weekend holidays or on notified public holidays. 47.2 Minimum unit for claimed Off Day Work time is 04 hours. Two minimum units of claimed Off Day Work may be added to make one full claimed Off Day Work time. 47.3 Claimed Off Day Work time shall be admissible only when Time Sheet of the employee has been duly authorized and approved by relevant authorized officer of the Company 47.4 The employee shall proceed on Compensatory Leave after obtaining prior agreement of relevant authorized officer of the Company 4.7.8 Compensatory Leave may be availed by the employee in minimum of half work- day units. This document isthe Intellectual Property of Descon Engineering Limited. Any unauthorized use, including the modification and reproduction of the content is strictly prohibited. © Copyrights Ordinance 2002, All Rights ReservedDoc No: HRD/Policy-09 Rev: 01 Date: April 4, 2011 LEAVE POLICY Page: 6 0f8 476 477 478 479 48 48.1 482 483 484 485 ‘Compensatory Leave of one (01) day only may be availed in combination, or contiguously with any other category of Leave with prior approval of relevant authorities. Unutilized Compensatory Leave may be accumulated up to maximum of 20 days in a calendar year. Unutilized Compensatory Leaves more than 20 days in a year shall be lapsed automatically. Compensatory Leave shall be availed within 6 months; unutilized Compensatory Leaves shall be lapsed after 6 months. Leave for Maternity: All confirmed permanent female employees in pregnancy are entitled to take Leave for Maternity for two instances during their employment with the Company. Absence from work on account of maternity shall be intimated by female employee at least 16 weeks prior to estimated date of delivery, to the relevant authorized officer of the Company. Female employee may commence Leave for Maternity at any time on or after 6th week before expected date of delivery. The female employee may choose not to begin Leave for Maternity until shortly before estimated date of delivery. However, in case delivery takes place before commencement of Leave for Maternity, the commencement of Leave for Maternity shall be considered from the day female Staff Member is absent from work due to actual delivery. If actual delivery is prior to the 11” week before the estimated week of delivery, Leave for Maternity shall commence immediately. Such employee should formally inform the Company as soon as possible after delivery. If a miscarriage (a spontaneous ending of a pregnancy) occurs prior to the beginning of the 24" week of maternity, then any absence covered by a Medical Certificate shall be treated as Medical Leave and there is no entitlement to Leave for Maternity, 4.9 Special Leave: 494 492 493 494 Special Leave may be availed by the employee, for personal representation or participation in a recognized national or international professional event, from the date of confirmation in the Company employment. Employee shall proceed on Special Leave after obtaining prior agreement of BA/BSD Head, recommendations of Head HR & A and approval of CEO. The employee intending to proceed on Special Leave shall formally inform the Company, reasonably in advance, before commencement date of Special Leave. No other category of Leave shall be attached to Special Leave. + ‘This document is the Intellectual Property of Descon Engineering Limited. Any unauthorized use including the modiiation and reproduction ofthe contents sey pronbted. © Copyighs Ordinance 2002, Al Rights Reserved eeDoc No: HRD/Policy-09 Rev: 01 Date: April 4, 2011 LEAVE POLICY Page: 7 0f8 4.10 Leave Without Pay: 4.10.1 4.10.2 4.10.3 4.10.4 4.10.5 The Company may grant Leave without Pay to the employees for very special / exceptional personal reasons, where the Company is salisfied that continuation of an employment relationship is in the interests of the Company Employee intending to proceed on Leave without Pay shall formally inform the Company reasonably well in advance, prior to commencement date of Leave without Pay. Staff member shall not commence Leave without Pay, unless all permissions and approvals are in place. Leave without Pay requires prior approval of Head BA/BSD and Head HR & A. Any extension to approved Leave without Pay, where exceptional circumstances so warrant, shall be made only with the prior written approval of the Head HR & A. 4.11 General Rules ant 4412 4113 4114 411.5 4116 4447 411.8 In case the need for Medical Leave or Casual Leave arises after office hours, employee shall intimate the department secretary or immediate supervisor about their absence from work through telephone call and/or e-mail; and shall make Leave Application within 7 days of commencement of Medical Leave or Casual Leave. No application for Leave shall be accepted after 7 days of resuming back to work. All Leave Applications, on prescribed format shall be submitted to the designated official in Administration Department, the same day after seeking approval from concerned authorities In case of resignation all leaves other than Earned Leaves will be ceased automatically. Attendance Coordinator shall update leave record of the employee in attendance system as well as in Leave Register (ADM/FRM-11) upon receipt of duly approved Leave Application Form (HRD/FRM-24) or Short Leave Application (HRD/FRM-25) Procedure and authorities for approval of Leave are stated in Annexure 1A and 1B of this policy, Non appearance at designated location of work / assignment at appointed time / date, without intimation and/or application shall be treated as Unauthorized Absence from Work and such absence will be treated as Leave without Pay. Unauthorized Absence from Work of three (03) or more days at a stretch may lead to disciplinary action being initiated. The employee may avail Short Leave in half hourly units up to a maximum of 02 hours at a time. Short Leave availed for 08 hours in half hourly units shall be adjusted against one (01) Casual Leave. 4.11.9 Half Day timings are as follow: + ‘This document isthe Intellectual Property of Descon Engineering Limited. Any unauthorized use, including the modification and reproduction of the content is strictly prohibited. © Copyrights Ordinance 2002, All Rights Reserved. \Doc No: HRD/Policy-09 LEAVE POLICY Rev: 01 Date: April 4, 2011 4.11.10 In case of any misinterpretation or exception to this policy required, the decision of 4.11.11 In case of discontinuation of employment during probationary period, any Leave 5. REVIEW Leave Policy shall be reviewed if deemed necessary, by such official(s) as designated by Management 6. RELATED DOCUMENTS. ADM/Policy-01 Office Timings & Attendance Page: 8 of8 During all Months During Ramadan First Half: Prior to Lunch Break (As announced through Second Half: After Lunch Break Office Circulars) Head HR & A will be final and binding. (medical, casual or earned) availed by the employee over and above leave entitlement for the period served in the Company (on prorate basis) shall be treated as Leave Without Pay. In such event, the Company shall be entitled to adjust such excess leaves from account of Earned Leave (where applicable) or deduct proportionate amount of gross monthly salary from outstanding dues of the employee, or recover the same from him/her before the issuance of clearance Written by: Reviewed by: Approved by: Name Fareha Zafar Saeed Dr. Sitwat Husain Dr. Salman Zakaria Designation |Lead OD & D Head HR & A. CE Signature | \- __.Q Tee q Zabrwrs Date ‘April 04, 2011 April 04, 2014 April 04, 2011 Effective laprio1, 2011 This document isthe Intellectual Property of Descon Engineering Limited. Any unauthorized use, including the modification and reproduction of the content is strictly prohibited. © Copyrights Ordinance 2002, All Rights Reserved.