SGS India Pvt. Ltd.

HR Policies

Author: HR, SGS India Pvt. Ltd.

Approving Authority: Managing Director

LEAVE AND ATTENDANCE POLICY

1. PURPOSE

Leave and Attendance Policy defines the various types of leaves, their respective eligibility criteria
and guidelines for availing leave.

2. SCOPE

This policy applies to:

2.1 Following types of leaves are applicable to all employees on regular, permanent rolls of SGS
India Pvt. Ltd.

• Privileged Leave (PL)

• Casual Leave (CL)
• Sick Leave (SL)
• Maternity Leave (ML)
• Compensatory Leave
• Voluntary Leave Donation program

AND,

2.2 Following types of leaves are applicable to Trainees, FTCs and Retainers engaged by SGS
India Pvt. Ltd.

• Contingency Leave
• Maternity Leave (ML)
• Compensatory Leave

2.3 Working Hours & Attendance is applicable to all employees including Trainees, FTCs
and Retainers engaged by SGS India Pvt. Ltd.

2.4 It supersedes all existing rules and regulations and is applicable to all businesses and functions
across locations.

SGS INDIA PVT LTD PR-IN-GEN-HR-006/ Version 8.0/ Issue Date: 11.03.2010/ Rev Date: 01.04.2021/ Page 1 of 6

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 SGS India Pvt. Ltd.
HR Policies

Author: HR, SGS India Pvt. Ltd.

Approving Authority: Managing Director
3. UNDERLYING PRINCIPLES

This policy is based on the following principles:

3.1. Leave accounting year is the calendar year commencing on the first day of Jan (1 st Jan) to
the thirty-first day of December (31st December) of any given year.
3.2. Mere entitlement of leave does not mean sanction of leave. Leave shall be granted at the
discretion of the management or the person so authorized and nothing will limit the
discretion of the management to refuse, revoke or curtail leave as the exigencies of the
Company's work may require.
3.3. Employees are advised to effectively plan their leaves through the year to avoid losing it at
year end due to exigencies of work, expiry or any other reasons.
3.4. The employee shall avail leave facility for genuine reasons and any misuse of it through
false reasons is liable for disciplinary action.
3.5. Absence without prior permission or intimation, will be treated as unauthorized absence and
liable for appropriate disciplinary action.
3.6. While on leave, no employee shall take up any kind of employment or occupation
whatsoever, failing which the employee shall be liable for appropriate disciplinary action.
3.7. In case of leave availed without prior approval, employee should inform his/ her reporting
manager of inability to attend office and he/she must regularize his/her leave within 1
working day of resuming duty.
3.8. All intervening holidays and weekly offs will be treated as leave.
3.9. All leave accruals and calculations will be on prorated basis as the case may be.

4. RULES FOR LEAVE ENTITLEMENT AND ACCUMULATION

ENTITL- LEAVE
TYPE OF
EMENT PER ELIGIBILITY CRITERIA CREDIT ACCUMULATION
LEAVE
ANNUM CYCLE
All the leaves
• All permanent and Advance annual
accumulated throughout
Privilege confirmed employees credit, on 1st
30 days the year will get carried
Leave • From date of joining Jan of each
forward to a maximum
on pro rata basis calendar year
number of 15 days only.
For ≥5.5 days
work week:15 • All permanent
Casual days employees Annual Not applicable
Leave For 5 days • From date of joining
work week: on pro rata basis
10 days
• All permanent
Sick employees
12 days Annual Not applicable
Leave • From date of joining
on pro rata basis

SGS INDIA PVT LTD PR-IN-GEN-HR-006/ Version 8.0/ Issue Date: 11.03.2010/ Rev Date: 01.04.2021/ Page 2 of 6

This is an uncontrolled copy when printed, unless signed by an authorized signatory.

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 SGS India Pvt. Ltd.
HR Policies

Author: HR, SGS India Pvt. Ltd.

Approving Authority: Managing Director

5. GENERAL GUIDELINES

5.1 PRIVILEGE LEAVE

5.1.1 Every employee who has completed six months of services with confirmation will be
allowed to avail Privilege leave.
5.1.2 Privilege leave will be credited from date of joining, on pro rata basis upon completing
six months of services with confirmation. Subsequent leave credits will occur in advance
as per annual leave credit cycle.
5.1.3 Privilege leave will be credited in advance on annual basis i.e. 30 days credit on 1st of
January of each year, prorated to individual tenure and entitlement.
5.1.4 PL should be pre-scheduled and approved in prior.
5.1.5 No limit on PL application in a year however subject to individual PL balance.
5.1.6 All employees desirous of proceeding on long leave shall apply for leave as per
prescribed procedure, 30 days in advance, except in case of emergency.
5.1.7 An employee proceeding on leave shall officiate his/her charge to the designated
employee.
5.1.8 If the employee commences on leave towards the end of the calendar year and the
period of leave continues in the following calendar year, then the leave availed for the
full period will be debited to the account of the calendar year in which leave commenced.
5.1.9 All the leaves accumulated throughout the year will get carried forward to a maximum
number of 15 days after which the leaves will get auto lapsed at end of the calendar
year.
5.1.10 PL cannot be availed during notice period.
5.1.11 Prorated earned leave balance, if any, will be settled through final dues at the time of
separation. Leave payout computation will be at the rate of last drawn basic salary,
subject to tax deduction as per prevailing tax rules.

5.2 CASUAL LEAVE

5.2.1 Casual leave is provisioned to address employees’ personal exigencies, if any.

5.2.2 Maximum three consecutive days of CL is allowed.
5.2.3 CL cannot be clubbed with any other type of leave.
5.2.4 CL can only be either suffixed or prefixed by either weekly off or public holiday.
5.2.5 CL cannot be pre planned for subsequent year.
5.2.6 Un-availed CL at the year end and at the time of severance of employment shall lapse
with no adjustment to PL.
5.2.7 Any leave availed during notice period will extend the notice period accordingly with
approval from Reporting Manager.
5.2.8 Any leave availed in excess of prorated entitlement shall be liable to be deducted from
final dues.

SGS INDIA PVT LTD PR-IN-GEN-HR-006/ Version 8.0/ Issue Date: 11.03.2010/ Rev Date: 01.04.2021/ Page 3 of 6

This is an uncontrolled copy when printed, unless signed by an authorized signatory.

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 SGS India Pvt. Ltd.
HR Policies

Author: HR, SGS India Pvt. Ltd.

Approving Authority: Managing Director

5.3 SICK LEAVE

5.3.1 Sick Leave is provisioned to address emergencies arising out of sickness.

In case of SL exceeding 3 days, employee concerned shall inform the Reporting
Manager and upload the Medical Fitness Certificate from the treating Doctor who is a
qualified and Registered Medical Practitioner on HRIS before resuming duty.
In case of occupational injury, Local HR will submit the Medical Fitness Certificate to
Manager – Corporate HSE for review & go ahead and accordingly will advise the
employee on resuming back duty.
5.3.2 Sick Leave can be suffixed by PL only in extraordinary cases and on approval.
5.3.3 In case of prolonged sickness exceeding 12 days wherein employee has been
hospitalized, can request for an exceptional approval for additional SL for the
hospitalization period from Reporting Manager followed by approval from BD and HRD.
5.3.4 Un-availed SL at the year end and at the time of severance of employment shall lapse
with no carryforward.
5.3.5 Any leave availed during notice period will extend the notice period accordingly with
approval from Reporting Manager.
5.3.6 Any leave availed in excess of prorated entitlement shall be liable to be deducted from
final dues.

5.4 COMPENSATORY LEAVE

5.4.1 Compensatory leave can be availed only if an employee is requested to work on

Holidays/Weekends.
5.4.2 Un-availed compensatory leaves within one month from the day he/she worked on
holidays/weekend for whatsoever reasons shall lapse.
5.4.3 The Employees who are eligible for compensatory allowance will not be entitled for
compensatory leave.
5.4.4 Employee cannot decide to work on Holiday/Weekend and then seek compensatory
allowance.

5.5 VOLUNTARY LEAVE DONATION PROGRAM

Voluntary Leave Donation Program (VLDP) is a program under SGS India Leave and
Attendance policy where an employee may voluntarily donate their earned privilege leaves to
another employee who is undergoing a personal medical crisis and has exhausted his/her
personal leave balance.

5.5.1 UNDERLYING PRINCIPLES

• A confirmed employee can donate max of 15 days of earned PL with a mandatory retain
(balance) limit of 15 days of PL.

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 SGS India Pvt. Ltd.
HR Policies

Author: HR, SGS India Pvt. Ltd.

Approving Authority: Managing Director

• Donation is only allowed in case of a medical crisis situation for self or family post formal
validation by RHR.
• Donated leaves will not be reversed/carry forward and it is advised to use the leaves for
that particular period only.
• Donation can be done to peers/junior level employees – downward approach
• Process:
o Donors can put donation request which is subject to Donee’s Reporting Manager,
respective AOC and HR approval.
o Post review and validation, HR to send leave donation details to HR-systems team
for necessary adjustment.

5.6 CONTINGENCY LEAVE TO TRAINEES, FTCs AND RETAINERS

5.6.1 In order to protect pay in case of unforeseen circumstances or emergencies on account

of reasons beyond control including absence due to unavoidable personal/ family
reasons, Trainees, FTCs and Retainers may avail contingency leave not exceeding 15
days in a calendar year.
5.6.2 Employee should inform his/her reporting manager of inability to attend office in
advance as far as possible and the leave should be regularized as contingency leave
within 1 working day of resuming duty, subject to necessary approvals by Reporting
Manager.
5.6.3 Contingency leave cannot be accumulated nor carried forward.
5.6.4 In case of severance of employment during any part of the tenure, any excess leave
over and above prorated accrual and eligibility shall be liable to be deducted from final
dues.

5.7 MATERNITY LEAVE

5.7.1. Maternity leave with full pay may be availed of for 26 weeks (pre-confinement and post-
delivery leave period) as per the provisions of Maternity Benefit (Amendment) Act.
5.7.2. However, in case the employee is covered under E.S.I. Act, then the benefits will be
applicable as per the said Act.

6. WORKING HOURS & ATTENDANCE

6.1 Working hours:

5 days working sites at SGS office and Labs: working hours are form 9:00 AM to 5:30 PM from
Monday to Friday with 30 minutes lunch break.
5.5 days, equivalent or above days working sites at SGS office and Labs: working hours are
form 9:00 AM to 5:30 PM from Monday to Friday and 9:00 am to 01:00 PM on Saturday with
30 minutes lunch break for General shift employees. For alternate Saturday and custom work
schedule, 8 hours working with 30 minutes lunch break to be followed.

SGS INDIA PVT LTD PR-IN-GEN-HR-006/ Version 8.0/ Issue Date: 11.03.2010/ Rev Date: 01.04.2021/ Page 5 of 6

This is an uncontrolled copy when printed, unless signed by an authorized signatory.

The latest revision of this document and distribution is as approved in the HR database.
 SGS India Pvt. Ltd.
HR Policies

Author: HR, SGS India Pvt. Ltd.

Approving Authority: Managing Director

6.2 Employees deputed at client site, port, project site etc. should follow the work schedule as
per the client requirement.
6.3 All employees are required to mandatorily complete their working hours.
6.4 Loss of pay on account of absence records will be processed in the respective month’s
payroll. Hence employees should monitor their attended records and action leave/attendance
regularization in a timely manner as per the attendance guideline.
6.5 Any short fall in working hours on account of:
6.6 Official reasons: Attendance regularization request to be raised in HRIS for any short fall of
working hours with category and reason as appropriate.
6.7 Personal reasons: Late arrival/ early going wherein employee is not able to complete their
workings hours needs to be applied as a “permission request” in HRIS. Three such
permission requests are allowed in a month with maximum of two hours per occurrence to
manage personal exigencies on exceptional basis only, subject to reporting manager
approval.

7. LEAVE PROCESSING, MANAGEMENT AND RECORDS

7.1 Leave application, management and records should be processed as per prevailing HRIS
guidelines.
7.2 Employees should process/ apply for leave through SGS HRIS “Leave Module”.
7.3 Applied but unapproved leaves, if any, will be auto approved by the system as per prevailing
guidelines and at end of calendar year.
7.4 Any employee who returns from leave after 180 days and beyond has to undergo HSE training
(Refer SSE procedure no. PR-IN-HSE-SF-077 Short Service Employee)
7.5 Manager – HSE to be informed when an employee applies leave for 180 days or more

8. POLICY MODIFICATION / WITHDRAWAL

At the sole discretion of SGS management the policy can be modified in whatsoever manner or can
be completely / partially withdrawn at any time depending on the business situation of the Company
or amendment in enactment.

SGS INDIA PVT LTD PR-IN-GEN-HR-006/ Version 8.0/ Issue Date: 11.03.2010/ Rev Date: 01.04.2021/ Page 6 of 6

This is an uncontrolled copy when printed, unless signed by an authorized signatory.

The latest revision of this document and distribution is as approved in the HR database.