SourceFuse Technologies
Policy & Procedure
Title/Description Leave Policy
Procedure No. HR-L&A-18 Effective Date 1st April 2017
Department Human Resource Revision No. 4
Procedure Owner HR No. Of Pages 4
Yes Yes
Vetted by Head HR Approved by CEO
Amendments:
major content change minor content change sentence/paragraph change New document
1. PURPOSE
1.1 The purpose of this policy is to inform employees about the various kinds of leave and the
eligibility and process to avail the same.
2. SCOPE
2.1 This policy applies to all the employees of SourceFuse Technologies.
3. GUIDING PRINCIPLES
3.1 We at SourceFuse Technologies are ardent champions of work-life balance. Time off from
work is one key step to maintain and uphold this balance. We want our employees to be
able to enjoy both professional as well as personal life.
3.2 In accordance with Shop and Establishment Act, SourceFuse technologies provides leaves
to all full-time confirmed employees, to rejuvenate themselves and spend time with family
and friends. Leave accountability is the responsibility of the employee and her/his
Reporting Manager.
3.3 All leaves, barring Medical Leaves, need to have prior approval from the Reporting
Manager. For leaves taken during a personal emergency, the Reporting Manager will have
to be informed prior to availing leave. This leave, will have to be regularized immediately
upon resuming duty. Unapproved leaves would be considered as LWP (leave without pay)
for each day of absence and be deducted from salary for that month.
4. LEAVE TYPES
4.1 Privilege leave (PL)
• Regular, full-time employees at SourceFuse earn 20 days’ leaves by accruing it monthly.
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• For all employee’s, PL accrues at 1.67 days per month (equivalent to 4 weeks of
vacation per calendar year, pro-rated from the date an employee starts employment
through March 31st (end of that financial year).
• An employee may take privilege leave only after her/his probationary period (3
months) is successfully completed, at which point she/he would have accrued 4.98
days. In case of an extension of probation, PL cannot be availed till the employee has
been confirmed, however, it keeps accruing.
• If an employee is unable to use all the accrued vacation during a financial year, she/he
may elect to roll forward any accrued but unused PL to the next financial year, subject
to the maximum roll over of 20 days. Even if the employee has more than 20 days of
privileged leaves, only 20 will carry forward, rest will lapse.
• Employees should contact HR for Leave rollover in March.
• Employees must take approval for availing these leaves at least one week prior to the
date one wants the leave on. The Reporting Manager has the discretion to grant or
reject the leave but should provide an adequate reason if the leave request is rejected.
Privileged Leaves cannot be clubbed with the Casual Leaves/Medical Leaves.
• Upon being granted leave, the employee must ensure that work is taken care of during
her/his absence by another team member and she/he should tie all loose ends prior
to the leave.
• If the leaves are availed without the approval of the Reporting Manager via the
designated leave portal, all availed leaves will be considered LWP (Leave Without Pay).
The onus of ensuring that the leaves are approved and only then availed lies with the
Employee and not with the Reporting Manager.
• If any employee is found to have taken leaves without applying through the assigned
company leave portal, the leavesshall be considered LWP and the employee shall not
be allowed to apply upon return.
• The employees must take measures to avoid over laps of leaves in the same
team/project.
• The day before the employees applied PL period begins, she/he must not take a WFH.
The last working day before going on a long leave is critical to ensure all loose ends are
tied and a WFH cannot be availed. If one needs time to pack, catch a flight etc. one
must include that day in the applied for PL.
4.2 Casual leave (CL)
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In-keeping with the SourceFuse spirit, an employee can request for leave to attend
personal matters on short notice. Every employee will be given 10 Causal Leaves for this
purpose in one financial year.
• An employee accrues 0.83 days of CL every month.
• Employees are eligible to take casual leaves only after successfully completing her/his
probationary period.
• Casual Leaves cannot be clubbed with the Privileged Leaves/Medical Leaves
• A maximum of only 2 leaves can be availed at a stretch.
• Employee must take approval for availing these leaves at least one-day prior & the
Reporting Manager has the discretion to grant/reject the leaves.
• Employees cannot avail CL without prior information to the Reporting Manager
through the designated leave application portal of the Organization. In-case an
employee avails leave without applying on the portal, via an email or some other form
of information to the Reporting Manager, this leave will be considered LWP for the
month in which the leave has been availed.
• Casual Leaves are not eligible for rollover beyond the calendar year in which they
accrue. If unused, these leaves shall lapse automatically at the financial year end.
4.3 Medical Leaves
• Every employee is eligible for an annual (April- March of each year) Medical Leave of fifteen
days. A doctor’s certificate must be produced if this leave is availed at a stretch for more
than two days.
• Medical Leave can be availed without applying on the designated leave portal in advance,
however the employee must inform the Reporting Manager of her/his inability to come
to office owing to ill health via mail or phone call. It is the Reporting Manager’s
responsibility to inform HR Department about the team member’s absence.
• It is the responsibility of the employee that the leave record is duly updated and necessary
approvals are obtained by her/him on the day the she/he resumes duty.
• If an employee is found to be absent from work without any application for a Medical Leave,
or more than two Medical Leaves without the accompanying Medical Certificate, it will be
considered LWP.
• Medical Leave may be availed during probationary period; however the employee must
produce a Medical Certificate upon resuming work. Even if the medical leave is less than
two days.
• Medical Leave can be clubbed with CL and PL in case of long term illness or health
restrictions. This is purely at the discretion of the Management and upon thepresentation
of the necessary medical records by the employee.
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4.4. Maternity leave
• Any female employee who has completed at least three months of service with SourceFuse
Technologies, is eligible to get Maternity Benefit as per the Maternity Benefit Amendment
of April 2017.
• The maximum number of leaves that a woman is entitled to under the act is 26 weeks (8
weeks prior to expected date of delivery and 16 weeks after giving birth). The same may be
taken post-delivery in one go rather than being fragmented into two halves. This is
applicable to women having their first or second child.
• For women having their third child the leave would be for 12 weeks. They may take 6 weeks
before the expected date of delivery and six weeks post that, alternately they may take the
entire 12 weeks at a stretch, post-delivery.
• Intervening weekly offs and/or mandatory holidays will be counted as part of Maternity
Leave.
• In case of miscarriage, 6 weeks paid leave immediately after miscarriage can be availed,
after submitting a medical certificate.
• It is essential to get the leave sanctioned from the respective reporting managers at least
15 days before proceeding on Maternity Leave.
• The leave application should be submitted along with the certificate of expected delivery
date, birth certificate from a registered medical practitioner, to HR, through the Reporting
Manager.
4.5. Paternity leave
• Male employees are entitled up to a maximum of five working days of paternity leave
(excluding of weekly off and holidays) when their spouse gives birth to a child. This leave
must be taken within three months from the date of delivery of the child and should be
taken at one stretch.
4.6 Special Leave
• A leave of up to 10 days (excluding of weekly off and holidays) are granted to an employee
for a significant life event like Marriage upon approval from the Reporting Manager.
• Special leave can be clubbed with Privilege leave.
4.7 Bereavement Leave
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• It is SourceFuse’s policy to grant paid time off from work to employees in the sad event that
an employee suffers the death of a close relative.
• Employees are eligible for up to five working days’ leave (excluding of weekly off and
holidays) in the event of the death of an immediate family member (defined as parents,
grandparents, siblings, spouse and children).
• SourceFuse requests that you notify HR in writing, as early as possible, of an intention to
take bereavement leave.
4.8 Child Care Leave (CCL)
• Any Employee who has completed their probationary period with SourceFuse Technologies
can avail Child Care Leave. Employee gets 5 working days (excluding of weekly off and
holidays) of child care leave until the year your child turns 12 years old, regardless of the
number of children you have.
• A maximum of 2 leaves at a stretch can be availed.
4.9 Compensatory Off (Comp Off)
• Compensatory Off can be claimed if the employee has worked on a Festival
Holiday/Scheduled Weekly Off/National Holiday/ having worked late into the night for
pressing Organizational needs, at the request and sanction of the Reporting Manager.
• A Compensatory Off earned should ideally be availed within 3 months. If not taken it will
automatically lapse.
• Employee desirous of availing Compensatory Off need to get approval from Reporting
Manager at least two days in advance before availing. This is to enable proper work
planning.
• Compensatory Off cannot be encashed.
• This privilege cannot be clubbed with the Privileged Leaves/Medical Leaves/ Casual Leaves.
• Compensatory Off cannot be availed before accruing it.
• Employees will not be paid OT for the days they avail Compensatory Off.
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4.10 Educational Leave of Absence
• An educational leave of absence is an unpaid, SourceFuse-authorized period
of absence from the job to complete work towards a degree on a full-time
basis.
• An education leave of absence is granted at the sole discretion of the organization.
• SourceFuse reserves the right to refuse requests for Educational leaves. The
decision to grant an educational leave will be based on the business needs
of SourceFuse, the person's tenure at SourceFuse, the person's recent
performance/contributions, and the value the further education will bring
to SourceFuse and the person.
• Any full-time SourceFuse employee, who has satisfactorily completed at
least two years of continuous employment, is eligible to apply for an
educational leave.
• Those awarded an educational leave must agree to provide SourceFuse with
one yearof productive service for each year of educational leave requested.
5.0 Leave Encashment
• Leave encashment can be availed by employees, provided they have
successfully completed probation period with SourceFuse
Technologies.
• Only Privilege leave is encashable. No other leave will be considered for
encashment. Leave encashment will be calculated @ Basic Salary during full
and final settlement.
• Encashment cannot be done while in the employment of SourceFuse
Technologies as we sincerely believe that leaves are for relaxing and
rejuvenation. However, on separation leaves accrued as PL will be eligible for
encashment.
• Leaves accrued after tendering the resignation shall not be considered for
encashment as during notice period on is not allowed to avail leaves.
• Privilege leave can be adjusted against the notice period at the
discretion of Management.
5.1 Loss of Pay (LOP)
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• On 28th of each month, HR department will send out a reminder mail to all the
employees to apply leaves for the month on Greytip.
• On last working day of the month, HR department will close the attendance audit. Any
employee who has not applied their respective leave on the designated portal, the HR
department will consider it as Loss of Pay and convey the same via the payroll sheet to
the Finance department.
• Finance department on receiving the Loss of Pay list from the HR department will send
out a last reminder mail to the employees mentioned in the list marking their Reporting
Managers in cc. If still any employee is found to have not applied, the availed yet not
applied leave will be treated as a Loss of Pay (LOP) day.
• If any employee has received 3 reminders from Finance Department in one financial
year, no more reminders will be given to the said employees and if she/he is found to
have not applied but availed a leave again- it will straight away be LOP for them.
5. RECORDS
No. Record Managed Retention Disposal Method
by
1 Online Leave HR 1 year from the last day Delete
Application Portal of service of the
employee
