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LEAVE POLICY PURPOSE OF LEAVE Leave is granted to employees with the good intension of providing rest, recuperation of health

and for fulfilling social obligations. This provides for a healthy and efficient staff for the company. LEAVE YEAR AND APPLICABILITY Leave is not a matter of right. Sanctioning of leave is at Management discretion based on exigencies of business or seriousness of the case. st st Leave year is from 1 January to 31 December. st Eligible leave is credited to the employees on the 1 of January every year. The different types of leaves given under the policy are: Earned Leave (EL) Casual Leave (CL) Medical Leave (ML) Loss Of Pay (LOP) The Leave policy is applicable for Com App & permanent staff of the company. Employees who are appointed during the course of the year shall be entitled to the above leaves on pro-rate basis. Clubbing of different types of leave is not possible. CASUAL LEAVE ELIGIBILITY All permanent staff. Casual leave is calculated for a period of one year ( January to December ). ENTITLEMENT 1. 06 days of Casual Leave in a calendar year for staff cadre 2. 10 days for those who are not covered under ESI Scheme. 3. CL is calculated at the rate of 1 day for two months. 4. CL upto a maximum of 3 days in a row can be taken. 5. If CL extends beyond 3 days, then the excess days taken will be treated under LOP. 6. It is upto the Managements discretion to sanction more than 3 days of CL at a stretch.
leave policy draft 20060901

7. National / Festival / Declared / weekly off days can be prefixed and / or suffixed to CL. 8. Intervening National / Festival / Declared holidays will NOT be counted as part of the leave. 9. Half day of CL can be taken as needed. 10. Balanced CL remaining unutilized as on 31st December will lapse. 11.When leave is taken without prior sanction (under certain unavoidable circumstances), the absence should be notified to their respective managers on the same day either through phone / email. HALF DAY LEAVE 1. Half day of CL can be availed as per the respective leave norms. 2. The half day leave thus availed should be either the first four hours of the work day or last four hours of the work day. EARN LEAVE (EL) ELIGIBILITY 1. All permanent staff. 2. EL is calculated for the days worked during the previous calendar year. ENTITLEMENT 1. Eligible for every 20 working days of previous year. 2. EL will be credited to permanent staff only on completion of one year of service with the company. 3. The days served under probation will be taken into account for EL eligibility. 4. EL can be availed only on prior approval. 5. National / declared / festival / weekly off days can be prefixed and / or suffixed to EL. 6. Intervening National / declared / festival / weekly off days will BE counted as part of the leave. 7. Half day of EL cannot be taken. 8. Balanced EL remaining unutilized as on 31st December can be carried forward. 9. EL can be accumulated for a maximum of 45 days. 10. Accumulated EL over and above 45 days can be en-cashed at the rate of last basic pay drawn or during final settlement in case of resignation / retirement / termination. 11. At the time of resignation / retirement / termination the balance EL will be en-cashed at the basic pay rate as on the day of resignation / retirement.
leave policy draft 20060901

12.Any absence of more than the number of EL sanctioned will be treated as leave without pay, unless given valid reasons to the management. Eligibility An employee should have worked 20 days to avail 1 day of EL LOSS OF PAY (LOP) 1. LOP can be applied by an employee when no other leave is available. 2. During the period of LOP, the employee is not entitled for any pay or allowance. 3. If the employee fails to report to duty on the specified date after the sanctioned LOP, it is deemed that the employee has abandoned his service with the company on his own accord. 4. LOP can be implicated on disciplinary grounds with regard to attendance by the management regardless to the availability of the other types of leave. 5. LOP days will not be taken for EL eligibility. COMPENSATORY OFF 1. If an employee is required to work on any important assignment on a National / Festival / Declared / weekly off days, he is eligible for Compensatory off on any other working day. 2. Official approval is required from the department head / management to work on such National / Festival / Declared / weekly off days. No compensatory offs will be entertained when worked on these days without proper approval. 3. The compensatory off has to be availed within a period of three months from the date worked. 4. Compensatory off when not availed within the stipulated time period will lapse. 5. Only two days of compensatory offs can be combined and availed at a stretch. LEAVE SETTLEMENT DURING RESIGNATION / RETIREMENT / TERMINATION If an employee to be relieved has availed more number of CL against the number of months he has worked, then the excess CL will be deducted during his final settlement.

leave policy draft 20060901

EL for the days worked till the employees date of relieving will be calculated and paid during the final settlement, provided he / she fulfils EL eligibility criteria. PROCEDURE FOR APPLYING LEAVE The available leave balance is to be checked by the employee with the HR department and the leave to be applied by duly filing up the leave application form available in the HR department. The application has to be forwarded by the employee to their department head for approval. The department head is authorized to either grant or disapprove the leave on valid grounds. The signed leave application has to be submitted back to the HR department for recordings and subsequent processing. Leave Card: Leave card is to be maintained for each employee in the format specified. On receiving the leave application from the employee the available balance is to be checked and necessary entries to be updated. CANCELLATION OF LEAVE 1. The department head can also cancel the once sanctioned leave on situational / need basis. If an employee proceeds to avail the cancelled leave then those days will be treated as absence from duty and the rules pertaining to absence from duty will be applied. EXTENSION OF LEAVE 1. As it is necessary to get prior approval for leave so it is also for extension of leave. The employee has to apply to his/her department head for extension of leave well in advance and get it sanctioned to avail them. In case an employee overstays the unsanctioned leave availed will be treated as absence from duty. ABSENCE FROM DUTY 1. When an employee takes off from duty without prior leave approval or proper intimation under certain unavoidable circumstances, then those day/days will be treated as absence from duty. 2. The days of absence will be treated under Loss of Pay.

leave policy draft 20060901

3. The employee has to report to his / her department head on rejoining duty from absence and provide valid reasons for absence before taking up work again. 4. If an employee is absent from duty continuously for more than 8 days (including any National / Festival / Declared / weekly off days which may fall in-between), an official correspondence from the HR department will be sent to him asking to report to duty and to provide explanation for his absence. 5. Based on the enquiry any action deemed fit would be taken by the management. 6. If there is no response from the employee within the stipulated time mentioned in official correspondence, it would be assumed that the employee has withdrawn his service from the company on his own accord and recorded accordingly.

Leave Policy Leave calendar starts from January to December. Date of commencement of service will be used as the basis for calculating Leave. Casual Leave (CL) Entitlement:10 days for non coverage of ESI Scheme and 6 days for others s being provided for meeting emergencies of a personal nature for which I planning cannot be done. Cannot be availed for more than 3 days at a stretch. Cannot be en-cashed Cannot be accumulated. Medical Leave (ML) Entitlement: 2 days for non coverage of ESI Scheme
leave policy draft 20060901

Cannot be encashed. Can be accumulated up to 10 days. Privilege Leave (PL) On completion of every quarter 5 leave will be credited to employee account(in 3rd quarter - 6 leaves)

Employee must avail all leaves in a calendar year. The leave will be carried forward for two years. PL can be prefixed/suffixed with holidays. However, holidays, which fall during the PL days, shall be taken in to account for determining the total PL taken. Can be encashed. Tax incidence if any will be born by the employee.

Maternity Leave (ML) Entitlement: 90 days. For female employees only

On completion of 240 working days, will be credited to female employee account. Employee is given 90 days ML twice in one year ML must be taken much in advance and it should be 6 weeks before and after the expected date of delivery. Cannot be encashed & accumlated.

Comp Off: Entitlement: For all employees

In lieu of working on holidays / weekly off and completion of the extra working days. Cannot be encashed. Can be accumulated till the completion of Quarter. Eligible for all grades.

Hope this might have helped you out. Chitra Sharma Leave Policy
leave policy draft 20060901

Leave calendar starts from January to December. Date of commencement of service will be used as the basis for calculating Leave. Casual Leave (CL) Entitlement: 7 days. For all employees Will not be utilized for going on a vacation. Is being provided for meeting emergencies of a personal nature for which planning cannot be done. Cannot be availed for more than 2 days at a stretch. Tax incidence if any will be born by the employees. Cannot be encashed Cannot be accumulated. Sick Leave (SL) Entitlement: 5 days. For all employees Beyond 2 days requires a doctors certificate. Cannot be encashed. Cannot be accumulated. Privilege Leave (PL) Entitlement: 21 days. For all employees

On completion of every quarter 5 leave will be credited to employee account(in 3rd quarter - 6 leaves) Employee must avail all leaves in a calendar year. The leave will be carried forward for two years. PL can be prefixed/suffixed with holidays. However, holidays, which fall during the PL days, shall be taken in to account for determining the total PL taken. Can be encashed. Tax incidence if any will be born by the employee.

Maternity Leave (ML) Entitlement: 90 days. For female employees only


leave policy draft 20060901

On completion of 240 working days, will be credited to female employee account. Employee is given 90 days ML twice in one year ML must be taken much in advance and it should be 6 weeks before and after the expected date of delivery. Cannot be encashed & accumlated.

Comp Off: Entitlement: For all employees

In lieu of working on holidays / weekly off and completion of the extra working days. Cannot be encashed. Can be accumulated till the completion of Quarter. Eligible for all grades.

Hope this might have helped you out. Chitra Sharma Stop late comings forever. Motivate your employees to be on time! As an HR person, you always had this difficult problem of managing latecomers. And many times you tried convincing yourself that some employees are too hard to change, no matter how you motivate them. Here are some points to stop late comings forever, with guaranteed results.

Track your employees with an accuracy of minutes: The first and foremost thing to do is to record employee in/out times accurately. As a human, its impossible for you to track an employee every time he comes in or goes out. You can automate this by using a time attendance device. If you dont have one, buy a new one; it doesnt cost much. Attendance tracking, with an option for manual editing: Time Attendance devices are very accurate in tracking your employees. But as a manager it should be possible for you to add, delete or edit data coming in from time attendance devices. Sometimes, one of your employees is late because he was on a client visit. Your time attendance device will indicate it as a late coming, but as a manager you want to change the data to include the fact.

leave policy draft 20060901

Consolidate and analyze your findings: So you had been tracking employees for some time; now, consolidate your findings. Create employee wise monthly or weekly reports on latecomers. Also create department wise reports on latecomers. Analyze how many hours were lost because of latecomers. Present your findings to your employees and management. Send monthly attendance summary reports to each employee, at the end of every month. Let the employees know that they are being traced. Send department wise attendance reports to department managers Implement new company policies: If your company doesnt have good policies on late comings, create new policies. For eg. If an employee is late for more than three times a month, he loses salary for a day. Motivate your employees; find employee of the month: As you have accurate attendance data, find the employee with the best attendance record for the month. Display the information in your notice board, publish it in your internal website, and motivate other employees.

Just imagine doing all these manually; its nearly impossible. You really need a software that can automate all these. A good HR software can do the following for you:

Interprets data coming in from a time attendance devices Allows manual editing of interpreted time attendance data Generates consolidated employee, department wise reports Sends consolidated reports to employees and management each month end. Processes salary considering your attendance rules and company policies. Generates attendance summary to find the employee of the month.

leave policy draft 20060901