HUMAN RESOURCE

Leave Policy

ARRKGROUP. All rights reserved.

Version no. 5.1
Release date: 17th June, 2020
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 HUMAN RESOURCE
Leave Policy

Table of Contents
1. General ........................................................................................................................................ 3
2. Scope ............................................................................................................................................ 3
3. Leave Year ................................................................................................................................... 3
4. Annual Public Holidays ............................................................................................................. 3
5. Privilege Leaves .......................................................................................................................... 4
6. Restrictions for availment of Privilege Leaves .................................................................... 4
7. Leave Encashment .................................................................................................................... 4
8. Procedure to avail privilege leaves ........................................................................................ 5
9. Casual Leaves ............................................................................................................................. 5
10. Procedure to avail Casual Leaves .......................................................................................... 5
11. Employees on Contracts .......................................................................................................... 6
12. Compensation for working on weekends ............................................................................ 6
13. Maternity Leave ......................................................................................................................... 6
14. Sick Leave (including accidents) ............................................................................................. 7
15. Bereavement Leave .................................................................................................................. 7
16. Paternity Leave........................................................................................................................... 7
17. Accruement of Leave(s) ............................................................................................................ 8

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Leave Policy

1. General
Arrk India provides well-structured leave policy catering to the needs of the employees. The
primary objective this policy serves is to help the organization maintain a good work life balance
for its people thereby helping create an affable, healthy, highly productive and competitive work
environment. Having a well-defined policy helps bring transparency in the matters of holidays.

2. Scope

This policy is applicable to all Arrk India employees including trainees and consultants but excluding
sub-contractors.

It covers the following categories of holidays -

i. Annual Public holidays

ii. Privilege leaves
iii. Casual leaves
iv. Compensation for working on weekends
v. Maternity leaves
vi. Sick leaves
vii. Bereavement leaves
viii. Paternity leaves
ix. Accruement of leaves

3. Leave Year

For the purpose of holidays and leaves, "Year" means the calendar year.

4. Annual Public Holidays

The Company will announce, at the beginning of the year, a list of public holidays on which the India
offices will remain closed. The number of such holidays and occasions are entirely at the discretion
of the Company however relevant laws and employee composition will be considered. The list is
posted in HRMS announcement area.

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Leave Policy

5. Privilege Leaves

i. Every employee is entitled for 12 days of privilege leave in a leave year.

ii. The leave will be earned/ calculated on a pro-rata basis, from the date of joining till date of
leaving. Pro-rata leave earned in each month will be credited on the last day of the month.
iii. Any new employee joining till the 15th of any month will earn one leave for that month.
iv. Any new employee joining after the 15th of any month will NOT earn leave for that month.
v. A separation after 15th of any month will earn one leave for that month.
vi. Any separation till 15th of any month will NOT earn any leave.
vii. For availing leaves, the weekly holidays as well as public holidays shall be excluded.
viii. The leave credits at the end of a calendar year will be allowed to carry forward, subject to a
limit of 45 leaves.

6. Restrictions for availment of Privilege Leaves

i. During the probation period, employee cannot avail privilege leaves.
ii. An Arrk India employee deputed to the UK (whether at our offices or at a customer site) is
eligible for availing his/ her Arrk India privilege leaves. However please note that sanctioning of
such leaves will be dealt with in reference to the Foreign Travel Policy, Handbook of
Secondees.
iii. No privilege leaves will be sanctioned during notice period.
iv. The balance leave credits will not be allowed to adjust against notice period.

7. Leave Encashment
i. Privilege leave credits in excess of 45 leaves at the calendar year end, shall be paid to the
employee as leave encashment in the month of January of next year.
ii. In the event of separation, privilege leave balances, subject to overall limit of 45 leaves, shall
be paid as leave encashment along with final settlement.
iii. However, no encashment will be allowed to employees who cease to be in employment
during probation.
iv. The leave encashment shall be paid on the basis of basic salary at the time of such
encashment.

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Leave Policy

8. Procedure to avail privilege leaves

i. All the applications for privilege leaves shall be made through the HRMS system.

ii. The application shall be made in advance as follows; -

ii.i For leave up to two days – two days of prior application is necessary
ii.ii For leaves between 3-5 days, four weeks of prior application is necessary
ii.iii For leaves in excess of 5 days, six weeks of prior application is necessary

iii. The conditions of advance applications can be ignored if the leaves are in respect of any
medical, other personal emergencies, subject to the satisfaction of the Company.
iv. Employees to make sure that their leave applications are approved before proceeding on
leaves.
v. If leave is taken without prior notice and/or approval it would be treated as “Leave Without
Pay” and would result in salary deduction.

9. Casual Leaves

i. Every employee is entitled for 12 days of casual leaves in a leave year.

ii. The leave will be earned/ calculated monthly, from the date of joining till date of leaving. Leave
earned in each month will be credited on the first day of the month.
iii. Any new employee joining till the 15th of any month will earn one leave for that month.
iv. Any new employee joining after the 15th of any month will NOT earn leave for that month.
v. Employee cannot avail this leave whilst they are serving the notice period.
vi. For availing leaves, the weekly holidays as well as public holidays shall be excluded.
vii. The leave credits at the end of a calendar year will NOT be allowed to carry forward and will be
lapsed at the end of the year.
viii. Casual leaves cannot be encashed at any time.

10. Procedure to avail Casual Leaves

i. All the applications for casual leaves shall be made through the HRMS system.

ii. The application shall be made in advance as follows; -

ii.i For leave up to one day – one day of prior application is necessary
ii.ii For leaves between 2-3 days, one week of prior application is necessary
ii.iii One cannot take more than 3 casual leaves in a month.

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Leave Policy

iii. The conditions of advance applications can be ignored if the leaves are in respect of any
medical, other personal emergencies, subject to the satisfaction of the Company.
iv. Employees to make sure that their leave applications are approved before proceeding on
leaves.
v. During the probation period the employee is eligible to take only casual leave.
vi. If leave is taken without prior notice and/or approval it would be treated as “Leave Without
Pay” and would result in salary deduction.

11. Employees on Contracts

Any employee on contract (other than sub-contractors) is eligible for privilege leaves as like regular
employees, which includes entitlement to carry forward their leaves from the previous year.
However, they would not be entitled to encashment of leave during separation from the company
or during the expiry of their contract.

12. Compensation for working on weekends

i. This is an additional benefit available to the employees to the employees below Managerial
level.
ii. For the purpose of additional benefit, a week commences from Monday and ends on Sunday.
iii. There should be minimum six hours of work put in on a weekend, holiday and/ or overnight
for it to be eligible for a consideration under this policy. For the purpose of hours of the work,
the hours put in during work from home also will be counted.
iv. The additional benefit based on their salary band shall be as follows;-
iv.i Employees in Band 1-- The employee shall be paid a day’s basic salary for every day of
additional work
iv.ii Employees in Band 2-- The employee shall be paid a day’s basic salary for every two
days of additional work.
v. HR shall complete the eligibility related check and forward it to Finance for the payroll
processing by the following month.

13. Maternity Leave

Female employees are entitled for maternity leave of six months in India as per the provisions of law
, subject to following conditions;-

i. The employee is on our payroll (i.e. it is not applicable to consultants or sub-contractors).

ii. Employees who have worked with the Company for at least six months and have been
confirmed on the date of 'notice of pregnancy'.

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Leave Policy

iii. The employee has actually worked for at least 80 days in the preceding 12 months of the
expected date of the delivery.
iv. During this maternity period, the said employee would be provided with salary in India as per
the provisions of law.
v. The employee is required to fill-in the Form-1, notice of pregnancy, verified by a Doctor on or
before the 4th month of pregnancy.
vi. The employee is required to fill-in the Form-2, notice of childbirth verified by a Doctor and also
their planned date of resuming work within 4 weeks after birth of the child.
vii. The employee needs to inform the company at least 45 days in advance if additional holidays
or arrangements are required. However, all such requests will be dealt with on a case-to-case
basis considering the business exigencies at that time.

14. Sick Leave (including accidents)

i. This is a nonmandatory humane step by the company for the employees to overcome any
medical issues.
ii. Employees who have been confirmed are eligible for Sick Leave.
iii. Any sickness that requires more than five successive working days of leave falls under this
category.
iv. The employee is eligible for leave not exceeding 30 calendar days over a period of twelve
months between successive leave blocks.
v. The actual leave will be strictly limited to the advice by the Medical Practitioner.
vi. During this leave, the employee will be entitled to basic salary only.
vii. The employee should produce a medical certificate as proof to substantiate the leave.
viii. The company has the prerogative to take a second opinion of the ailment of the employee,
from a Medical Practitioner of the Company’s choice and his/ her opinion would be binding
and considered final.
ix. In case of a planned treatment or surgery, the employees shall intimate the line manager at
least 3 weeks in advance.

15. Bereavement Leave

The employees can avail leave of up to five days subject to the following conditions

i. They have lost an immediate family member viz. father, mother, brother, sister, spouse, child
or parent-in-laws.
ii. The leave should be availed within 15 days from the date of demise.

16. Paternity Leave

i. All male employees who are in the Organization.

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ii. Only regular employees eligible for Company benefits are governed by this policy. The
scope of policy does not include Project Trainees and contract employees.
iii. All eligible Employees can avail 5 days of paid leave (continuous working days)
immediately prior to or after the date of delivery of the baby including the date of
delivery. However, these leaves need to be availed within 10 days of the birth of
child(ren).
iv. These 5 days of leave shall be over and above the existing Leaves.
v. Employees can avail paternity leave on the birth of the first two children only.
vi. There would be no provision for encashment or carry forward of the paternity leave
in any leave year.
vii. Employees who wish to avail of this benefit will have to intimate their Manager & HR
team by an email.
viii. Paternity Leave can be suffixed or prefixed with Earned Leave/LOP or any other leave
type as applicable.
ix. An employee may or may not exercise the paternity leave but will continue to hold
the responsibility of updating the newborn’s details on easyHR for medical insurance
coverage.

17. Accruement of Leave(s)

Any employee who is on any nature of leave for more than 10 days in a month, is not entitled to
accruement of any leave. The leave accruement will happen only once the employee resumes
his/her duties.

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