LEAVE POLICY

Applicability:

These leave rules and procedures shall be applicable to all the employees of the Company except
Consultants and Interns.

Effective from:

This Leave Policy is effective from 1st October 2019. The rules and procedures of this policy shall supersede
all the earlier rules and procedures effective till 30 th September 2019.

General Rules:

1. It is necessary that leave(s) are scheduled in advance in a manner that balances both the
individual's wishes and the company's commitment to on-time completion of projects.

2. The Leave Year is from 1st April to 31st March.

3. Employees should apply for leave(s) well in advance to their respective Reporting Manager.
Emeployees have to forward a copy of the leaves approved by the reporting manager to
leaves@aarvee.net for records. Time frame for applying leave(s) are given below:

Earned Leave (EL) – 1 week before the starting date of leave

Casual Leave (CL) – 1 day before the starting date of leave
Maternity Leave (ML) – 1 week before starting date of leave
Paternity Leave (PL) – 1 day before the starting date of leave
Leave without Pay (LWP) - 1 week before starting date of leave

4. In case of any exigencies or emergency where employee is unable to apply leave(s) in advance as
specified above, leave(s) shall be applied within 24 hours of resuming duty.

5. Obtaining approval for applied leave(s) shall be the responsibility of the employee. However,
Reporting Manager of the employee shall approve or reject the leave(s) within 3 days from the date
of application of leave(s).

6. If a scheduling conflict arises between an employee's leave request and his/her work commitments,
the company may refuse the request, considering the project priorities, the needs of the
employee's teams, and other relevant factors such as the time period elapsed since the employee's
last leave, and the duration of the prior leave.

7. Employee is required to notify his/her Reporting Manager immediately in case of any change in his/
her leave plans (extensions, cancellations, postponement etc.) and regularize his/her leave(s) and
attendance accordingly.

8. If the period of leave taken is more than 4 working days, the weekly offs (2 nd/ 4th Saturdays &
Sundays) or Holiday(s) in between the period shall also be considered as leave(s). However,
irrespective of the duration of leave, any official holiday(s) or weekly offs occurring immediately
before the commencement of the leave or immediately after its end, shall not be counted as leave.

9. If the employee is serving notice period, he/she cannot set-off his/her balance leaves towards the
notice period. Employee serving notice period can avail Casual Leave(s) only. If leaves are extended
beyond permitted limit during the notice period, his/her notice period shall be extended by as
many days of leave availed excessively.
Leave Credit:
Leave Type Entitlement Accrual type Remarks
Employees are entitled for CLs from the date of their
Casual Leave 12 days per FY Monthly
joining.
Employees under probation are entitled for ELs from the
Earned Leave 12 days per FY Monthly
date of confirmation of their service

Accumulation of Leaves:
Carried forwarded Accumulation
Leave Type Encashment Remarks
to next FY Limit
Unavailed CLs shall lapse at
Casual Leave No Not Applicable Not Applicable the end of the FY i.e. 31st
March every year
ELs over and above 30 at the
Earned At the time of separation
Yes Max. 30 days shall lapse at the end of the FY
Leave (Max. 30 days)
i.e. 31st March every year

Earned Leave (EL):

1. All regular, full-time Employees are eligible for 12 ELs per Financial Year i.e., 1 EL per month of
working. Employees on probation are not eligible for EL. Employees under probation will accrue EL
from the date of confirmation only.

2. EL will accrue at the rate of one day per month of completed service as detailed below.

3. Employee should work a minimum 20 days in a month to be eligible for EL. This will be credited
proportionately to the Employee depending on the number of days worked in that month, as
below:
>=20 days - 1 Day
<20 days - Nil

For new employee:

If date of joining falls in the period from 1st to 10th of the month – One (1) EL shall be credited for
that month.
If date of joining falls in the period from 11th to end date of the month – No EL shall be credited
for that month.

4. EL can be clubbed with CL. Half day EL shall not be permitted.

5. ELs unavailed at the end of the financial year shall be carried forwarded for the next finacial year.
Maximum accumulation limit shall be 30 days. ELs accumulated beyond 30 days shall lapse on 31 st
March every year.

6. Accumulated ELs a maximum of 30 days shall be encashed only at the time of separation through
Full & Final settlement.

7. Employees leaving the Company without completion of 1 year service shall not be entitled for ELs.
In such case, all the availed ELs by the employee till separation shall be recovered from his/her full
and final settlement. Any unavailed ELs shall not be liable for encashment.

8. EL accrual shall stop once an Employee resigns and is on Notice Period. ELs cannot be adjusted / set-
off against the Notice Period.
 9. For the purpose of encashment the leave salary per day will be the ‘basic’ salary prevailing at the
time of separation. The amount payable towards encashment shall not qualify for Provident
Fund/ESI/Bonus etc. However, income tax shall be applicable on the encashment amount.

Casual Leave (CL):

1. All regular, full-time Employees including those on probation are eligible for 12 CLs per Financial
Year, i.e. 1 CL per month of working.

2. CLs will accrue at the rate of 1 day per month of service as defined below.

3. Employees should work a minimum of 10 days to be eligible for any CL. These will be credited
proportionately to Employee depending on the number of days worked in that month, as below:
>=20 days - 1 Day
>=10 days and <20 days- 0.5 Day
<10 days - Nil

For new Employee:

If Date of joining falls in the period from 1st to 10th of the month – One (1) CL shall be credited for
that month.
If Date of joining falls in the period from 11th to 20th of the month – Half (0.5) CL No EL shall be
credited for that month.
If Date of joining falls in the period from 20th to end date of the month – No CL shall be credited
for that month

4. Since CLs are casual in nature, they cannot be availed for more than 2 days at a stretch. If number
of leaves availed are more than 2 days, only the first 2 days shall be considered as CL and rest of the
days shall be considered as EL, if available, else shall be considered as Leave Without Pay.

5. CL can be clubbed with ELs subject to a maximum CL limit of 2 at a stretch as mentioned in point
no.4 above.

6. Half day CL can be permitted for forenoon i.e. 9:00 AM to 1:30 PM or afternoon i.e. 1:30 PM to 6:00
PM.

7. Deductions against late coming / early going i.e. half day for every 5 instances (as per Attendance
Policy) shall be adjusted against CL balance only. If there is no CL balance, then, only the integer
part of such deduction shall be adjusted against available EL balance at that time.
[Ex: If the deduction is 1.5 days and if there is no CL balance, 1 day will be adjusted against available
EL balance and 0.5 days will be LWP (Leave Without Pay)].

8. Unavailed CLs at the end of the Financial Year cannot be carried forwarded to the next financial
year. All Unavailed CLs will lapse on 31st March, i.e., at the end of the financial year.

9. Unavailed CLs at the time of seperation cannot be adjusted / set-off against the Notice Period.
Employees serving notice period can avail CLs during their notice period subject to a maximum of 1
CL per month.

10. If an Employee, during his/her three months notice period, avails leaves beyond the permitted limit
which is 3 CLs (1 CL per month), the Employee’s notice period shall be extended accordingly by the
number of days availed excessively.

11. CL cannot be encashed.

Paternity Leave (PL)

1. All male employees shall be entitled for two (2) days of paternity leave on the birth of a child
subject to a maximum of two children birth during their course of employment with the company.

2. Employee is required to submit a copy of child’s birth for availing the paternity leave.

3. In case of any exigency, PL can be clubbed with available ELs but cannot be clubbed with CLs.

Maternity Leave (ML):

1. All femlae employees who have completed one year of service with the company are eligible to
avail ‘Maternity Leave’ during their maternity period.

2. Eligible female employee shall be entitled to avail maternity leave for a maximum period of 26
weeks (182 days) of which not more than 8 weeks (56 days) shall precede the date of her expected
delivery.

3. Eligible female employee shall also be entitled to avail leaves towards adoption / surrogacy and
tubectomy operation, supported by relevant documentation, in the following manner:
Adoption / Surrogacy: entitled to avail leave for 12 weeks (84 days) from the date the child is
handed over to the adopting mother or the biological mother, as the case may be. In case of
adoption it should be legal and child should be below the age of three (3) months.
Tubectomy Operation: entitled to avail leave for 2 weeks (14 days) immediately following the day
of her tubectomy operation.

4. Leaves entitled under this ‘Maternity Leave’ are applicable for the first two children only.

5. Procedure to follow to avail maternity leave:

• Eligible female employee shall apply for maternity leave. Once approved by the reporting
manager, a copy of the approved leave has to be sent to leaves@aarvee.net.
• Expected date of delivery (EDD), start and end date of the maternity leave period should be
enetered in the respective fields.
• Start date of maternity leave should be within 12 weeks (56 days) before the EDD.
• Notice in the specified format (Annexure I) and proof against EDD issued by the consulting
Doctor should be attached in the relevant upload fields.
• In addition to the above procedure, a formal communication should be sent through e-mail to
the Reporting Manager with a CC to the Division Head and HR Dept. ( leaves@aarvee.net) along
with scanned copies of ‘Notice’ and ‘Proof against EDD’.

6. On medical grounds, ML can be clubbed with available ELs but cannot be clubbed with CLs.

7. During the maternity leave period, female employee shall be entitled for all the eligible leaves as
per the leave policy.

8. If a woman employee does not resume work within 30 days from the date of completion of her
maternity leave period, except in case of extended leave period approved on medical grounds (as
mentioned in detail in LWP rules), the employment stands terminated automatically.
 9. Procedure for receiving maternity benefit (payment):

• After reporting to duty, maternity benefit against the availed maternity leave period shall be
released in three consecutive quarters in the following manner.
1st quarter – 60 days salary (salary applicable as per Maternity Benefit Act, 1961)
2nd quarter – 60 days salary (salary applicable as per Maternity Benefit Act, 1961)
3rd quarter – 62 days salary (salary applicable as per Maternity Benefit Act, 1961)
• Eligible woman Employee, after completion of every quarter, shall send a requisition through
her Reporting Manager to the Division Head for release of her maternity benefit (payment) for
that quarter.
• Upon recieving the approval from the Division Head, employee should forward the same to HR
Dept. for processing the payment.

Leave without Pay (LWP)

1. Leaves in excess of entitlements are not usually permitted. However, in exceptional cases, in the
absence of any leave to the credit of an employee, with the recommendation of the Reporting
Manager and approval of the Division Head, “Leave without pay” (LWP) can be availed subject to
not more than Thirty (30) days.
2. Any application of LWP for more than 30 days shall be forwarded to the Managing Director for his
approval through the Division Head’s recommendation.
3. Employees on Maternity Leave are not entitled to avail LWP in excess to their entitled maternity
leave period, except on medical grounds (illness arising out of pregnancy or delivery) for which prior
approval shall be obtained from the concerned as specified in point no.1 & 2 above, as the case may
be. Employee shall provide all her Medical records confirming her illness along with the consulting
doctor’s recommendations.
4. Accrual of CLs and ELs will cease once the Employee proceeds on “Leave without Pay”.

Procedure for Leave :

1) All types of leave approved should be sent to leaves@aarvee.net for further processing.

This Leave Policy is subject to revision from time time and as and when required by the Company.