LEAVE POLICY

For Full time Employees

CLASSIFICATION
Internal Document

hr@unifytech.com

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CONTENTS

1. OBJECTIVE

2. INTENDED AUDIENCE

3. RESPONSIBILITIES

4. POLICY
4.1 INITIATION
4.2 PROCESS
4.3 TYPES OF LEAVES
4.3.1 EARNED LEAVE (EL)
4.3.2 SICK LEAVE (SL)
4.3.3 MATERNITY LEAVE (ML)/ ADOPTION LEAVE (AL)
4.3.4 PATERNITY LEAVE (PL)
4.3.5 COMPENSATORY OFF/ EXTRA DAY WORKING (EDW)
4.3.6 HOSPITALIZATION LEAVE (HL)
4.3.7 LEAVE WITHOUT PAY (LWP)
4.4 GUIDELINES

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1. OBJECTIVE
The primary objective of the Leave policy is to provide leave benefits to the regular employees
for “Attending personal commitments” “Attending health contingencies” “Rest and recuperate”

2. INTENDED AUDIENCE
This policy is intended for all the Regular employees

3. RESPONSIBILITIES
The norms for availing leave are:
1. The employee should obtain prior approval from the manager for all leaves to be
availed.
If a prior approval is not possible(Unplanned), the employee should apply for approval
on the 1st day of reporting after his / her return from leave. In addition, the individual
should ensure to inform the manager about the non-availability and take consensus.
2. Application for availing the Earned leave should be made 10 days in advance to the
respective Manager.
3. Employee will not be allowed to apply backdated leaves beyond 30 days from the
current date
4. The immediate Managers shall be the sanctioning authority for leave.
5. All Leaves are availed on actual working days and there is no prefix or suffix of weekly
off or Holidays ( except for Leave Without Pay, Maternity, Adoption Leave &
Hospitalization Leave, where Saturday’s, Sunday’s are included in the Leave)
6. Hospitalization leave cannot be either prefixed or suffixed with the maternity leave
period.
7. All unapproved leaves will be automatically approved on the 15th day from the date of
leave applied.
8. For further guidelines refer Annexure 1.

4. POLICY
4.1 INITIATION
The leave policy comes into effect from 1st April, 2021. The leave calendar to be followed is
financial Year i.e. April till March of the year.

4.2 PROCESS
Leave application needs to be submitted through the online leave management system. If the
system is not accessible, leave can be applied through email. Responsibility for applying and
making sure the same is approved by the Manager by cc HR lies solely with the staff member.

4.3 TYPES OF LEAVES

The types of leaves available for employees are:-
1. Earned Leave (EL)

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 2. Sick Leave/Unplanned Leave (SL)
3. Maternity Leave/ Maternity Miscarriage (ML)
4. Paternity Leave (PL)
5. Hospitalization Leave (HL)
6. Compensatory off/ Extra Day Working (EDW)
7. Leave Without Pay (LWP)
8. Adoption leave (AL)
9. Optional Leave ( As per Holiday calendar)

4.3.1 Earned Leave (EL):

All Regular Employees are eligible for 18 Earned leaves in a financial year, accrued on a
Monthly basis starting from financial year.. Earned Leave should be applied in Advance and can
proceed to avail leave with due approval only.

Employee is entitled for leave Credit will be given as 1.5 day for every month worked and
employees who joined after 15th of the month are not eligible for the credit for that month.

Un-availed Earned leaves will be carried forward to next year upto 18 leaves for that year. Any
leaves in excess of the limits mentioned above, will be lapsed. Half day leaves cannot be availed
under this category of leaves.

Advance leaves Upto maximum of 10 are allowed under this category provided the employee
has completed a minimum of 12 months with Unify and with an approval by the concerned
Account Manager and above level.

Encashment of Earned leaves will be allowed at the time of separation to Regular employees
only, under full and final settlement on the basis of the available balance on the last working
day. Taxes are applicable on encashment of leaves and encashment will be done on last drawn
basic salary.

Any negative balance of Earned leaves at the time of separation under full and final settlement
will be recovered from the employee on Gross salary.

For Onsite transfer case, leaves balance will be encashed irrespective of the duration of their
visit, under full and final settlement on the basis of the earned leave balance as applicable on the
last working day in India.

On return to India payroll for such employee leave balance will start the same as for new
Joiners.

4.3.2. Sick Leave (SL):

All employees are entitled for 6 Sick leaves in total, accrued month on month. If not availed
during the financial year, will lapse on 31st March. For new joiners, leaves will be allocated on a
prorata basis.

4.3.3 (i) Hospitalization leaves

All employees are entitled for 10 Hospitalization leaves in a financial year, which will be

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credited on a yearly basis. If not availed during the financial year, will lapse on 31st March. For
new joiners, leave will be credited on a prorata basis.

Intermediary holidays or Weekly off shall be counted as leaves under hospitalization leaves.

Important Notes: Half day EL and SL can also be availed and applied. EL will be credited to an
individual account on a monthly basis at the beginning of the next month for the completed
month. And SL will be credited in an individual account on starting the Year or on joining day.
If an employee joins before 15th of the month, the month shall be included for the purpose of
crediting Leave Balances.
If any employee needs more than two sick leave in continuation, he has to provide a medical
document.

4.3.4 Maternity Leave:

All women employees shall be entitled to Maternity leave, provided, such employee has
completed eighty (80) days with the Company during the twelve (12) months immediately
preceding the date of her expected delivery.

Women employees, who qualify the above criterion shall be entitled to Maternity leave as per
the following criteria:
1. Twenty-Six (26) weeks of maternity leave (maximum 8 weeks pre and 18 weeks
post-delivery), subject to maximum of two (2) children or
2. Twelve (12) weeks of maternity leave (6 weeks pre and 6 weeks post-delivery), from
third Child onwards; or:
3. Six (6) weeks of maternity leave, for employees undergoing medical termination of
pregnancy under medical advice or miscarriage, as applicable (The term ‘miscarriage’ is
to be interpreted as per the Maternity Benefit Act, 1961.); or
4. Two (2) weeks immediately following the day of her tubectomy operation; or
5. Twelve (12) weeks of adoption leave (“Adoption Leave”) from the date the child is
handed over to the adoptive or commissioning mother, as the case may be. A
commissioning mother includes a biological mother who uses her egg to create an
embryo implanted in another woman, and an adoptive mother & includes a woman
who legally adopts a child below the age of Three (3) months.
6. For employees covered under Employee State Insurance (ESI), leave entitlement beyond
26 weeks (if any) will be without pay and they will need to contact ESI for the requisite
compensation (if any).

However, employees availing leaves under the above criteria should submit a medical
certificate along with discharge Summary report /certificate by a duly registered medical
practitioner/hospital as soon as possible, which in any case should not be later than one month
from date of delivery, as applicable.

Employees applying for Adoption Leave should produce a valid certificate from the adoption
agency as proof of legitimate adoption. The benefit of Adoption Leave is applicable once in two
years only and for a maximum of two times/children.

Extended Maternity Leave:

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In addition to Maternity leave, an employee may be allowed to use EL and/or LWP in
continuation with Maternity leave, after consuming her Maternity leave, subject to approval by
her reporting manager.

In addition to Maternity leave, an employee may extend her leaves for one additional month
(under section 4.3.8 of this policy), in case of illness arising out of pregnancy, delivery,
premature birth, stillbirth or miscarriage, subject to approval by her reporting manager, head of
department, head of human resource and submission of required medical proofs/certificates.

Employees planning to avail Maternity Leave should apply for leaves at least four (4) weeks
prior from the date they want to avail this benefit. Maternity leave cannot be opted in parts nor
carried forward or encashed in any manner, under any circumstances.

4.3.5 Paternity Leave:

Fathers of newborn children or adopted children will be entitled to 5 days of paid leave. This
leave has to be availed within two weeks of the birth of the child or adoption as the case may be.
Half day leaves cannot be availed under this category of leaves. The benefit of Paternity Leave
can be availed for a maximum of 2 children only.

4.3.6 Compensatory off / Extra Working Day:

Compensatory off is a benefit given to an individual to recuperate from hectic work schedules
or work pressure. The leave under this category is at the discretion of the Manager and is
subject to a maximum limit of 3 compensatory leaves in a quarter. Managers are required to
assess the need for compensatory offs on the basis of time spent at work (approx. 6 hours at
work on an off day),whether the individual was called on genuine client request / managers
request to take care of urgent deliverables etc.

4.3.7 Hospitalization Leave:

Hospitalization leaves, cater to exigencies like sickness & accident for such employees requiring
Hospitalization due is allowed 10 days of paid leaves under Hospitalization Leave subject to
submission of Medical Certificate, Admission & Discharge Summary details and leave sanction
is at the complete discretion of the Human Resources Team. This can be applied once a year.

All intervening weekly offs & holidays would be counted to calculate the total number of
Hospitalization leaves. Leaves exceeding 10 days of hospitalization need to be submitted under
the category of ELs and rest leaves should be applied as Leave without Pay by the employee.

4.3.8 Leave without Pay:

Leave without pay is allowed a maximum of up to 60 days with prior approval from his/her
Manager. Leave without pay would be given as a payroll input and the salary deduction would
be done accordingly. In the case of LWP, intervening weekly offs are included while calculating
total no. of leave days. Without manager’s approval for leave without pay cannot be availed.

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4.4 GUIDELINES
Annexure 1
At one instance Earned leave, 2 work days Max.
At one instance Sick leave, 2 work days Max.
Continuation of EL + SL leaves Not allowed
EL+ Week Off Allowed
SL+ Week Off Allowed
ML + EL Allowed
ML + SL Not allowed
ML + EL+ SL Not allowed
AL + EL Not allowed
AL + SL Not allowed
AL + EL+ SL Not allowed
** EL - Earned Leave, SL - Sick Leave, ML - Maternity Leave, AL - Adoption Leave

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