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LEAVE POLICY AND APPLICABILITY

Policy Statement & Objective


This policy encourages its employees to take break from work, as this
provides for a healthy and efficient staff. Wherever possible, leave
should be taken at the mutual convenience of the Company and the
employee. The leave policy sets out the various types of leaves that an
employee is eligible for and outlines the guidelines for taking leave.

GENERAL GUIDELINES

• Leave is not a matter of right.


• Sanctioning of leave is at Management’s discretion based on exigencies of
business or seriousness of the case.
• Granting of such a leave depends on the review of the merits of each case,
including the effect the employee’s absence that will have on the workload of
the other employees.
• Probationary employees are eligible for casual leave only.

• An employee must have minimum 12 months continuous employment to


avail all types of leaves framed under this policy.

• The Leave policy is applicable for all permanent staff of the company.
• Leave year is from 1st January to 31st December.
• Eligible leave (sick leave and casual leave) is credited to the employees on
the 1st of January every year.
• When leave is taken without prior sanction (under certain unavoidable
circumstances), the absence should be notified to the respective superiors on
the same day either through phone/email.

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• All planned leave will be taken at a mutually agreed time and will take into
account workload requirements and an employee’s individual needs.

• Leave must be approved in advance with the exception of sick leave or


bereavement leave where absences cannot be anticipated.

• A leave form should be completed, signed by the employee’s superior for


sanctioning. This advance notice allows the appropriate
superiors/supervisor(s) time to reschedule work, projects, meetings, etc., as
needed.

• Any employee who is on leave without informing his/her supervisor for more
than 3 days will be treated as a termination case.

• Any employee who is late to office for more than 3 times in a month, it will be
treated as half day Leave.

• Attendance register has to be signed while entering and leaving office.

• Any person who is out of office for more than 3 hours in a day for any
personal work, it will be considered as half day for him/her.

• A staff on leave should not take up any service or employment elsewhere


without obtaining prior sanction of the competent authority.

PROCEDURE FOR APPLYING LEAVE


The available leave balance is to be checked by the employee with the HR
department and the leave to be applied by duly filing up the leave application
form available in the HR department or with the respective HOD, which has to
be forwarded by the employee to their department head for approval. The
department head is authorized to either grant or disapprove the leave on
valid grounds. The signed leave application has to be submitted back to the
HR department for recordings and subsequent processing.

LEAVE CARD: Leave card is to be maintained for each employee in the


format specified. On receiving the leave application from the employee the
available balance is to be checked and necessary entries to be updated.

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CANCELLATION OF LEAVE

The department head can also cancel the once sanctioned leave on
situational/need basis. If an employee proceeds to avail the cancelled leave
then those days will be treated as absence from duty and the rules pertaining
to absence from duty will be applied.

EXTENSION OF LEAVE

As it is necessary to get prior approval for leave, so it is also for extension of


leave. The employee has to apply to his/her department head for extension of
leave in advance and get it sanctioned to avail them. In case an employee
overstays the unsanctioned leave availed will be treated as absence from
duty.

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TYPES OF LEAVE
The following kinds of leave shall be admissible to the members of the staff of
this Company.

(1) Casual leave (CL): 12 days.


(2) Sick leave (SL): 12 days.
(3) Vacation leave: 6 days.
(4) Maternity leave: 90 days.
(5) Paternity leave: 3 days.
(6) Bereavement Leave: 3 days.

(1) CASUAL LEAVE

DEFINITION: It is a type of paid leave, which is granted when an employee has


to attend to personal matters or unforeseen contingencies.

ELIGIBILITY

• All permanent staff as well as employees on probation is eligible for this


leave.

• Casual leave is calculated for a period of one year (January to December).

ENTITLEMENT
• 12 days of casual Leave in a calendar year.
• CL is calculated at the rate of 1 day per month.
• CL up to a maximum of 3 days in a row can be taken; but it is up to the
Management’s discretion to sanction more than 3 days of CL at a stretch.
• Half day of CL can be taken as needed.

CONDITIONS

• Will be taken with prior permission, except in emergency.

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• Accumulation/carry forward/encashment of this leave is not permissible.

(2) SICK LEAVE

DEFINITION: It is a type of paid leave, which is granted when an employee is


unable to perform his/her duties on account of sickness or injury.

ELIGIBILITY

• All permanent staff.

• Sick leave is calculated for a period of one year (January to December).

ENTITLEMENT

• 12 days of sick Leave in a calendar year.


• SL is calculated at the rate of 1 day per month.
• SL can be taken at a stretch.

CONDITIONS

• Sick leave is availed only for medical/health reasons.

• Employee with at least 12 months of continuous service is entitled to sick


leave.

• If a person is sick, the absence should be notified to the respective superior


on the same day either through phone/email.

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• More than 3 days of sick Leave will require a medical certificate from a
qualified registered medical practitioner.

• Accumulation/carry forward/encashment of this leave is not permissible.

(3) VACATION LEAVE

DEFINITION: It is a type of paid leave, which is granted to allow employees to


renew their physical and mental capabilities and to remain fully productive.

ELIGIBILITY

• All permanent employees are eligible for this leave.

• Vacation leave is calculated for a period of one year (January to December).

ENTITLEMENT
• At the end of the employee's first year as a full-time employee, an employee
is entitled to 6 days of paid vacation.
• Minimum of 3 days and a maximum of 6 days in a row can be taken;

CONDITIONS
• Employee with at least 12 months of continuous service is entitled to vacation
leave.

• Should be taken with prior permission, at least one month in advance.

• All vacation requests are subject to the sanctioning authority’s approval.

• Employees should directly communicate vacation dates to co-workers to


ensure no delay or halt of assigned task.

• Accumulation/carry forward/encashment of this leave is not permissible.

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(4) MATERNITY LEAVE

DEFINITION: It is a type of leave, which is granted to a female employee on


account of pregnancy or abortion/miscarriage.

ELIGIBILITY
• All permanent female employees shall be entitled to maternity leave.

• The female employee needs to be the biological mother of the child.

ENTITLEMENT
• This can be granted twice during the employee’s period of service with the
firm.
• Maternity leave can be taken at a stretch for 90 days in case of pregnancy.
• Maternity leave can be taken at a stretch for 30 days in case of
abortion/miscarriage.
• The staff member may utilize her other leave balance in order to extend the
duration of leave, if required.

CONDITIONS

• Maternity leave is availed only for pregnant female employees.

• Female employees with at least 12 months of continuous service are entitled


to maternity leave.

• Applications for maternity leave (in case of pregnancy) should include


personal details, a medical certificate detailing the expected date of
confinement or birth, proposed commencement date and duration of leave.

• No credit/encashment of this leave is permissible.

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• In the context of abortion, this leave is admissible irrespective of number of
surviving children. Application for leave should be supported by a certificate
from a registered medical practitioner.

(5) PATERNITY LEAVE

DEFINITION: Paternity Leave is designed to help the male employee take time
off from work during the prenatal/postnatal stage of his child.

ELIGIBILITY
• All permanent male employees shall be entitled to paternity Leave.

• Paternity leave can be availed for 3 days that can be taken on wife’s
confinement/birth of each child.

• The male employee needs to be the biological father of the child or the
mother’s husband.

ENTITLEMENT
• This can be granted twice during the employee’s period of service with the
firm.
• This leave can be taken in one stretch.

• The staff member may utilize his other leave balance in order to extend the
duration of leave, if required.

CONDITIONS

• Male employee with at least 12 months of continuous service is entitled to


paternity leave.

• This leave is to be taken within one month of the birth of the child.

• Approval of the Management needs to be taken and HR kept informed of the


same.

• No credit/encashment of this leave is permissible.

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(6) BEREAVEMENT LEAVE

DEFINITION: Bereavement Leave is designed to help to grant paid time off from
work to employees for the death of a relative.

ELIGIBILITY
• All permanent employees shall be entitled to bereavement Leave.

• Employees are eligible for up to 3 consecutive days leave in the event of the
death of an immediate family member (defined as parents, siblings, spouse,
children, and in-laws, except grandparents).

ENTITLEMENT
• The staff member may utilize his other leave balance in order to extend the
duration of leave, if required.

• This leave can be taken in one stretch.

CONDITIONS

• Permanent employees with at least 12 months of continuous service are


entitled to bereavement leave.

• In case of availing this leave, the absence should be notified to the respective
superior on the same day either through phone/email.

• Should be substantiated with death certificate or any other authentic proof,


which may be submitted within 2-3 weeks from the date of taking leave.
• No credit/accumulation/encashment of this leave is permissible.

COMPENSATORY OFF

• If an employee is required to work on any important assignment on a


National/Festival/Declared/weekly off days, he/she is eligible for
compensatory off on any other working day.

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• Official approval is required from the department head/management to work
on such National/Festival/Declared/weekly off days.
• No compensatory offs will be entertained when worked on these days without
proper approval.
• The compensatory off has to be availed within a period of one month from the
date worked.
• Compensatory off when not availed within the stipulated time period will
lapse.
• Only two days of compensatory offs can be combined and availed at a
stretch.
• These leaves are granted only if the person come on work during the
holidays.

OVER TIME/TIME OFF IN LIEU/COMPENSATORY TIME/ POLICY


Overtime is the amount of time someone works beyond normal working hours.
Therefore time off in lieu refers to a type of work schedule arrangement that
allows workers to take time off instead of receiving overtime pay. But generally
the company does not encourage any overtime, unless there is a
demand/urgency/emergency with respect to the task/project delivery.

PERMISSION
Permission of 1 hour can be availed twice in a month which should be notified to
the leave sanctioning authority and recorded in the leave card as well.

ABSENCE FROM DUTY


When an employee takes off from duty without prior leave approval or proper
intimation under certain unavoidable circumstances, then those day/days will be
treated as absence from duty.

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• The days of absence will be treated under ‘loss of pay’.

• The employee has to report to his/her department head on rejoining duty


from absence and provide valid reasons for absence before taking up work
again.

• If an employee is absent from duty continuously for more than 7 days


(including any National/Festival/Declared / weekly off days which may fall in-
between), an official correspondence from the HR department will be sent to
him asking to report to duty and to provide explanation for his absence.

• Based on the enquiry, any action deemed fit would be taken by the
management.

• If there is no response from the employee within the stipulated time


mentioned in official correspondence, it would be assumed that the employee
has withdrawn his service from the company on his own accord and recorded
accordingly.

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