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TCS Leave Policies

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Agenda

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Adoption Leave

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Things I need to know about Adoption
Leave
Eligibility:-
Applicable to all full time employees of TCS who have completed 1 year of continuous service
in TCS. Not applicable to BA, Ace Associates, Academic Interns and Retainers.

Entitlement:-
An employee is entitled to 12 calendar weeks of adoption leave.
May be availed only after the actual adoption.
Must be availed within 1 year of the child residing with the parents.
Can be applied any no of times during an associate’s tenure in TCS.

Documents to be submitted :-

A legal adoption certificate. In case of surrogacy – copy of the surrogacy agreement and medical report of
first trimester scan has to be submitted.
Documents should be submitted to the local HR head.
Location HR head verifies the same and forwards them to Corporate HR welfare and compliance team for
verification.
After the approval local HR head signs the hard copy of the documents and forwards it to shared services
group for filing.

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Things I need to know about Adoption
Leave

When to apply :-
 Should be planned at least 4 weeks before availing the leave.

Few facts about Adoption Leave :-


 It is event based cannot be accumulated or encashed.
 Provision available for cancellation of the same.
 It may be prefixed or/and suffixed with any other leave type/weekends/statutory
holidays. The other leave type is considered as adoption leave days.
 Leave days may span across financial years.
 All leave days in a request should be availed continuously without any break.

Approval Workflow :-
 Goes through 2 levels of approval – Immediate supervisor followed by local HR.
 In case cancellation of approved request, the request goes to immediate supervisor
and then to the HR for approval.

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Things I need to know about Adoption
Leave

Special Scenarios :-
 New Joinee – Associate becomes eligible after completing 1 year of continuous service
with TCS.
 LWP – Associates on LWP are not entitled for adoption leave.
 Long-term International Assignment – Based on the laws of the host country.
 During Notice Period - Associates serving notice period are not entitled for adoption
leave.
 In case both parents are TCS associates – Parents may collectively take 12 weeks of
adoption leave.

Reporting back :-
 For any leave duration exceeding 30 days, LERF is required to be filled within 15
calendar days of leave end date.

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Casual Leave

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Things I need to know about Casual
Leave
Eligibility:-
Applicable to all full time employees of TCS including probationers and trainees. Not
applicable to BA, Ace Associates, Academic Interns and Retainers.

Entitlement:-
An associate is entitled to 7 days of paid casual leave per year.

Leave credit cycle:-


CL entitlement is equally distributed across the 4 quarters and is credited at the beginning
of every quarter.
Unused CLs are carried forward to the next quarter but they lapse at the end of financial
year.

•When to apply :-

Associates may apply for CL any no of times during the financial year subject to availability
of balance.
CL may be applied for a minimum of half a day upto a maximum of 3 consecutive days.

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Things I need to know about Casual
Leave
Few facts about Casual Leave :-
 CL may be prefixed or/and suffixed with any other leave type/weekends/statutory
holidays.
 Leave days in a request cannot span across financial years.
 CL may be applied after availing the same but within 3 working days of reporting back
from leave.
 CL applied in the system can be cancelled within 30 days of leave end/leave approved
date whichever is later.

Special Scenarios :-
 New Joinees – CL is credited after their first pay-roll run and entitlement is on pro-rata
basis.
 Associates on LWP – Not entitled to CL.
 Short-term International Assignment – CL can be availed as per home country balance.
 Long-term International Assignment – Home country CL balance is frozen. The same is
reactivated if the associate returns within the financial year. Governed as per the policy of
host country for same leave type.
 International Transfer - Home country CL balance will lapse. Governed as per the policy of
host country for same leave type.
 During Notice Period – Not entitled to avail CL.
 At the time of Separation – Entire CL balance will lapse.
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Things I need to know about Casual
Leave

Approval Workflow :-

 Requires single level approval of the immediate supervisor. No supporting documents


required.
 In case cancellation of approved CL , the request goes to immediate supervisor and
then to the HR for approval.

Reporting back :-

 For a combination of leaves exceeding 30 days, LERF is required to be filled within 15


calendar days of leave end date.

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Earned Leave

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Things I need to know about Earned
Leave
Eligibility:- All Full time employees of TCS India including Probationers and
Trainees, Not applicable to BA, Ace Associates, Academic Interns and Retainers.

Entitlement:- 16 Working days/year.

Leave credit cycle:- Credited at the END of each quarter; On Pro rata basis at
the end of first calendar quarter, on the basis of DOJ of Trainees/Probationers.

Approval Workflow :- Single level Approval, to employee’s immediate


supervisor/No documents required.

When to Apply: ELs can be applied any number of times subject to availability of
leave balance; minimum of 1 day leave; Within 3 days of reporting back, if has not
been applied in advance.

Reporting back :- For a combination of leaves exceeding 30 days, LERF is


required to be filled within 15 calendar days of leave end date.

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Things I need to know about Earned
Leave
Few Facts about Earned Leave
 Encashment – Surplus leaves in excess of 48, get enchahed as per following formula:
Last drawn basic * No of working days) * No of leave days to be encashed
 Advance EL can be taken only by Confirmed employees.
 Should be planned in advance ( For leave duration > 2 weeks, at least 4 weeks in advance).
 Employee can claim LTA if he/she applies for EL of 3 or more consecutive days.
 Employees serving notice period not eligible for ELs.
 At the time of Separation, accumulated leaves gets settled/encashed with FFS.

Special Scenarios
 LWP: Not entitled for EL, so no credit.
 Short Term International Assignment: Leave days deducted from India’s Leave balance.
 Long Term Assignment: As per host country policy.
 International Transfer: Accumulated balance gets adjusted during FFS

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Sick Leave

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Things I need to know about Sick Leave

Eligibility:- All Full time employees of TCS India including Probationers and
Trainees, Not applicable to BA, Ace Associates, Academic Interns and Retainers.

Entitlement:- 10 Working days/year.

Leave credit cycle:- Credited at the beginning of each quarter; On Pro rata basis
after first payroll processing of Trainees/Probationers.

Approval Workflow :- Two levels of approval: Immediate Supervisor and then


branch HR; Leave duration >= 3 days must be supplemented with supporting medical
docs.

When to Apply: SLs can be applied any number of times subject to availability of
leave balance; minimum of ½ day leave; Within 3 days of reporting back.

Reporting back :- For a combination of leaves exceeding 30 days, LERF is required


to be filled within 15 calendar days of leave end date.

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Things I need to know about Sick Leave

Few Facts About Sick Leaves


Unutilized leaves get carried forward to next financial upto maximum of 60 days.
Can be suffixed/pre fixed with other leaves/statutory holidays, INTERVENING HOLIDAYS,WEEKENDS
ARE COUNTED.
Sick leaves must be availed for medical purpose only.

Special Scenarios
Employees serving notice period are eligible for SLs.
At the time of Separation, entire leave balance gets lapsed.
LWP: Not entitled for SL, so no credit.
Short Term International Assignment: Leave days deducted as per Home country’s balance.
Long Term Assignment: As per host country policy – If no provision in host country, employee can not
avail.
International Transfer: Entire leave balance will lapse.

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Maternity Leave Policy

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Things I need to know about Maternity
Leave
TCS provides Maternity leave benefits as per Maternity Benefits Act 1961.
Applicable to-All full time women employees including trainees & probationers who have worked with TCS for a min 80 days in
the 12 months immediately preceding excepted date of delivery.
Scenarios-:

Maternity Reason Duration of paid maternity leave entitlement

Childbirth 12 weeks i.e. 84 days


Miscarriage 6 weeks immediately following the date of miscarriage

Tubectomy 2 weeks
Illness from above 4 weeks of additional Special Maternity leave

Special Maternity Leave –SML is 4 weeks of paid leaves in addition to the maternity leave that can be availed for
illness arising out pregnancy , delivery ,premature birth of the baby , miscarriage or Tubectomy operation .
Duration of Maternity Leave for Child birth- is a minimum of 6 weeks and a maximum of 12 weeks. Eligible employees may
avail for this leave type any number of times during their tenure in TCS.
Approval workflow
The First level Maternity leave application approval goes to the immediate supervisor.
The Second level approval goes to the IOU/Regional HR.

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Things I need to know about Maternity
Leave
Supporting medical document
Supporting medical document
Any one of the following for pregnancy and child birth -:
-A medical certificate from a medical practitioner
-The birth certificate of the child
-Discharge card after the delivery of the child
Incase of Miscarriage / or Tubectomy a medical certificate indicating the date of miscarriage /or the date on which
Tubectomy operation was carried out needs to be mentioned.
Special benefit associate with the Maternity Leave
Special benefit associate with the Maternity Leave
As per Maternity Benefit Act 1961an employee is entitled to a medical bonus of Rs3500 provided no prenatal / post natal care is
provided by the employer free of charge.
However TCS provides a comprehensive health insurance to its employee and the basic cover of HIS may be used for prenatal
confinement or post natal care.
TCS is entitled to pay a medical bonus to a women employee only in scenarios if they have exhausted the benefits under basic
cover and same was not included in the maternity related claims. Under section 6 of M.B.Act a women employee has to submit a
nominee for the medical bonus.
Reporting back after the Leave
Reporting back after the Leave
For any leave duration greater than 30 days or longer an associates needs to fill the LERF . Submission and approval LERF is
mandatory else the non availability of the same in GESS will result in salary suspension within 15 days of approved leave date .
Incase an associate doesn’t report to his supervisor on the leave end date the absence will construed as unauthorized subject to
balance earned leaves will be deducted /or it may result in loss of pay.
TCS holds the rights to terminate an employee in two scenarios –
Firstly if she doesn’t report back by the approved end date and neither intimates her supervisor about her absence .
Secondly Incase of non availability of LERF within 15 days of approved leaves.
Approval Workflow-The first level approval goes to IOU HR /Regional HR to validate the date of reporting .
The second level approval goes to IOU RMG to intimate them about the employee’s availability and plan for future allocation. The
employee is also notified about the approval/rejection of her LERF.
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Things I need to know about Maternity
Leave

Important Information regarding Maternity Leave


Maternity leave is an event based and cannot be accumulated /or encashed.
In case the leave request has not yet been approved and the associates wishes to cancel the same for what so ever
reason , no approval is required in such scenarios. However if the leave request is approved, the cancellation approval
first goes to the Supervisor and then to HR. Leave cancelation is permitted till 30 days from the leave end date or leave
approval which ever is later.
In order to cherish the experience of pre maternity phase a women employee should refer to check list which contains
exhaustive lists of guidelines.
This leave can be prefixed /or suffixed with other leave types e.g. weekends, statutory holidays and the same would be
considered as leave days
All the leave days in a request should be availed continuously in one go .
Employees on LWP are not entitled to Maternity leave benefit .
Employee serving the notice period are entitled to maternity leave.
During ML an associate cannot take up a part time or a full time job for remuneration or otherwise.
In case if an women employee continues to be on leave after the completion the maternity leave and duration of leave is
90 days or more she will be excluded from rationalization process of FY.
If a women associates proceeds on maternity leave in Q4 she shall be excluded from the annual rationalization for that
financial year .
In case of long term International assignment employee’s entitlement of maternity leave is governed by the host country
policy.
Allocation During Maternity Leave.

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Frequently Asked Questions
Question 1)Hi , I am on maternity leave please suggest how could I avail maternity benefits through Medi assist?
Answer1)The total amount payable towards normal delivery is 50,000 and for C-section delivery is 75,000 INR only.
IVF treatment is also covered upto 1,00, 000 but no maternity benefits will be paid to the associates for that financial year if availed
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Question 2) Hi, I have eight years of work exp & I am returning from maternity leave please could let me know how I could move
from a technical role to non a technical role?
Answer2) Two weeks prior to your leave end date share your updated resume with RMG indicating a role you would like to be
engaged .
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Question 3) Hi I was unallocated in Feb and thereafter availed a combination of leaves ( Earned ,Sick & Maternity leave .Will my
deployment index be affected ?
Answer 3) If the leaves are applied and approved at all levels the DI will not be impacted. You will continue to be allocated to your
last WON/SWON, however there will be no cost budget impact on the WON/SWON.
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Question 4 ) What shall the reorientation program me consist of ?
Answer 4) ''Reorientation '' is a D&I initiative which facilitates associate's seamless reintegration in the workplace, post a break
arising out of a long leave due to Child Care &Maternity or any other long leave.
It shall comprise of 1)Change in TCS and policies2) Current Org structure of TCS, ISU3) Help in locating and connecting with old
colleagues and friends 4) Career discussion - aspiration of associate and suitable roles/ profiles
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Question 5) How can I include my new born baby in HIS?
Answer 5) An unnamed baby can be enrolled as “baby of <mother name>”.Once the baby is named the employee may contact
corporate.his @tcs.com for updating child ‘s actual name in the system through back end. Incase of cashless hospitalization of new
born soon after the birth of the child the employee should ensure to include the baby in dependents within a timeframe of 90
days failing which the medical insurance company will recover the charges from the employee
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Things I need to know about Leave Without
Pay
Purpose-To extend support to employees during personal emergencies .
 To encourage employees to focus on continuous learning.
Applicable to -All confirmed full time employees with minimum of two years of continuous service.
Maximum limit for LWP =730 days.

Reason Upto a max days Type of leave Supporting documents


(Calendar days) balance that needs
to exhausted
Educational 730 EL Admission letter , Fee reciepts, or acceptance
letter
Medical reason 365 SL first and then EL Medical certificate and reports
Child care 365 if the child is below EL Birth certificate or incase of adopted child an
6 years adoption certificate would suffice.
545 if two children are
below 6 years.

Joining a TCS spouse on an 365 EL Deputation letter /Travel tickets and approval mail
international assignment from IOU RMG Head /Location stating no projects
are available.

Child board exam , Major 3 calendar months EL Admit card/Medical certificate


Illness of a family member

Special scenarios.>2years( 1 month EL Marriage card /admit card


Marriage of self,
Preparation for
examination

Special Scenarios >2yrs 1 months EL /SL 22


Medical certificate by a certificated medical
( Illness of self or practioner
Things I need to know about Leave Without
Pay
 Facts about LWP
 LWP for educational purpose may be availed only for those courses which are relevant to TCS.
 LWP for child care may / or may not be in continuation of Maternity leave .This leave request is not
gender specific it may be availed by both men and women employees. The minimum duration per
request for LWP for child care is three months.
 For internship purpose if projects are available in TCS, the internship should be perused and
completed from TCS only. He may connect with the regional HR head for the same who in turn will
connect with Branch Academic regional manager or the geography HR ( incase the associate is
abroad). Incase no project requirement is available an associate needs to take up internship
outside TCS, he/she can do so after the explicit authorization of regional HR Head.
 Approval Workflow- LWP approval is verified /granted by the Regional Head .For LWP less than
30 days first level approval goes to the supervisor and then to regional /IOU HR Head.
 Reporting Back- For more than 30 days First level of approval goes to the Regional /IOU Head for
validating the date of reporting .Second level approval IOU RMG for further allocation
 Clearances –Incase the duration LWP is more than 90 days clearances are mandatory from
various stakeholders ( admin , Location IS /ISM ,library, finance. Client clearances( it’s a project
mandate and responsibility for this lies with the supervisor )).
 LWP undertaking –Prior to LWP duration of more than 30 an employees needs to accept the
terms and condition applicable to LWP policy by signing the LWP undertaking. The same will be
maintained in P-File.

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Things I need to know about Leave without
pay
 Special scenarios
 Employees serving the notice period are not entitled for LWP.
 If an associate wants to continued coverage while of LWP, he/she should connect with HIS
team and pay an advance premium for continuity in coverage.
 LWP availed prior to completion of two years is also counted towards maximum duration of
LWP.
 Employees on international assignment –cannot avail LWP.
 Employees serving International Assignment Agreement are not entitled to LWP. Incase of emergency
subject to approval of IOU HR Head / Or Regional HR Head LWP may be availed however LWP period
is not considered valid towards International assignment .
 Employees directly reporting to the Host country –An employee may be permitted to report to Host
country only if the spouse is deputed to the Host country and Home location RMG /IOU RMG have
identified a project for the associate at the host country .
 Reduction In LWP -Employee needs to intimate RMG /Or his immediate supervisor at
least one month in advance before the proposed date of reporting .Fill the LERF which will
in turn trigger the payroll.
 Extension In LWP-The request may be approved provided that max limit of LWP isn't
violated.
 If required an employee may avail LWP for a different reason. She/he should fill the LERF
and then apply a fresh request.

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Things I need to know about Leave without
pay
Reporting back after leave
Employee needs to report to the Home / Base location irrespective where he / or she is during LWP.
Fill up the LERF- An approved LERF triggers the start of payroll.
Connect with the IOU RMG /or location RMG for a suitable role.
TCS reserve right the right to initiate exit procedure/disciplinary action –
Incase an associate does not report on leave end date.
If the employee doesn’t have an approved LERF within 5 working days of LWP end date .
If the associate availed LWP for any reason other than approved reason.

Refitment : May be done subject to successful completion of the course with grades updated in Ultimatix & the
relevance of the course to TCS business requirements at that point in time. After getting allocated to a role in line
with the enhanced qualification.

Performance Pay component is based on previous ratings in GSPEED prior to LWP. Incase previous ranks
are not available for the employee .The employee needs to connect to IOU HR who will in turn help in facilitation
of rank release in SPEED based on the IPF’s available in SPEED. If no appraisal is done in the system for the
entire 1 year duration , no rank will be released. The performance pay will be in equivalence to band “C” only if
his previous last rating in the system is A/B/C else the minimum performance pay shall apply.

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Things I need to know about Leave without
pay
 Important Pointers

 LWP leaves are event based and cannot be accumulated


 Employee is not eligible for any component of compensation during the said period of LWP
 All retiral contribution –SA & PF are suspended during LWP .
 If the employees resigns after the said duration of LWP this duration will not be included in gratuity calculation .The only exemption
to this rule is if the LWP was for the medical reasons.
 It is important that an associates completes his/ her appraisal before proceeding on Maternity leave.
 All LWP period is excluded for the purpose of LSA . Also in case of LWP for educational purpose .
 Incase the employee wants to reduce or extend the duration of LWP he can do so with requisite approval
 LWP availed for more than 90 days is mentioned in service certificate.
 Incase of LWP for educational purpose details of course , along with the institute name need to entered in GESS while making a
request .
 An employee whose spouse is also a TCSer should ensure there is no duplicate application of LWP for “board exam’’ or Major
illness of child/Parents-in-law for the same individual.
 If the associates resigns while on LWP /Or doesn’t report back after the exhaustion of LWP then the last working date prior to
proceeding on leave will be treated as the date of separation for all purposes.
 Relevant Experience- LWP period greater than 90 days is not counted as relevant work ex .However LWP availed for educational
purpose will be counted as relevant work experience.
 It is mandatory that an employee apply for LWP in the systems and same should be approved before he/she proceeds on LWP
 During the said LWP period an associate should not take up any part time/full time employment for remuneration or otherwise.

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Frequently Asked Questions

 Questions) Can I withdraw my PF during LWP and will I remain a member of the fund?
Answer ) Although no contribution is made by the employee towards any retirals during their LWP
tenure, since the associate is a member of fund he can withdraw the PF only for specific reasons
and only up to a limit as specified in the PF policy

 Question) I wish to avail LWP for medical reason and I need financial assistance can I avail of
salary advance/Emergency financial assistance ?
Answer) An employee cannot avail salary advance or emergency financial assistance while being
on LWP. However if an associate has pending loans and had to avail LWP in an emergency
situation for less 90 days, the recovery will be stopped and will start once the employee joins back
.If the LWP is greater than 90 days it will be recovered through the payroll before an associate
proceeds on leave .He can pay the same via cheque also

 Question) Will I be able to access Ultimatix /Knome and Web mail during my LWP?
Answer) You will be able to access all important information required during LWP in Ultimatix.

 Question) Deepika has availed 65 days of LWP for medical reasons now she plans to join her
TCSer spouse on an international deputation .What is the duration of LWP she can avail?
Answer) For second LWP request she will be eligible for 300 days only.

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THANK YOU

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