Leave Policy

Vibha Seeds
Group
 The 7 kinds of Leaves
0 Casual Leave
0 Sick Leave
0 Earned Leave
0 Prolonged Illness Leave
0 Maternity Leave
0 Wedding Leave
0 Advance Leaves
 Who is eligible for Leave?
0 Regular associates are eligible for all the
aforementioned leaves.

0 Consolidate associates and trainees are eligible for

only Casual Leaves (1 per month) and Advance Leave.

0 Only Regular employees who have worked for 240

days or more in the previous year are eligible for
Earned Leave.
 Casual Leave
0 Can be utilized for the purposes of conducting any
personal work (including birthdays and anniversaries)
or attending emergencies.
0 Request for this leave must be made at least 2 days in
advance. For Managerial level and above, 4 days notice
period is required.
0 Permission granted- 1-2 day(s) in advance
0 All Employees- above 3 CLs at a stretch results in LOP
irrespective of leaves accumulated.
0 CL taken without permission results in LOP
 Sick Leave
0 Can be utilized to to recuperate from illness
0 Request for SL can be made over the phone OR
0 Formal (in writing) request must be made on the day
the concerned personnel resumes work
0 All Regular Associates are entitled to 6 SL per year.
0 If SL exceeds 2 days:
Medical Certificate Hard Copy must be submitted to
HR/Admin within 24 hours of resuming work.
Leave taken w/o permission may result in LOP.
Half-Day Casual Leave/Sick
Leave
0 Half day CL/SL
0Employees have to report to office by
1:30 pm if half day CL/SL is availed for
the first half
0Half day CL/SL for the second half of
the day can be availed between 1:30 pm
to 6:30 pm

Same rules for application of leave

apply for half day CL/SL
 Earned Leave
0 Can be utilized for the purposes of vacation or personal
commitments- family marriages, bereavement,
0 Can be availed by Regular employees only
0 Requests for EL above 3 days must be made in advance. 2
weeks for below Managerial and 3 weeks for Managerial
level associates and above.
0 Maximum EL – 6/7 days at a time. 12/15 days a year.
0 Can be accumulated and encashed at the end of the fiscal
year. EL can be availed not more than 3 times a year.
0 Intermediate Sundays/ declared holidays included or not?
Ex: sat+sun/declared holiday+mon= 3days EL
sat+sun+mon = 2days CL/SL
 Other Leaves
0 Maternity Leave- can be utilized by female personnel
for a period of 12 weeks. Supporting documentation is
required. Leave above the allotted 3 months is subject
to Management Discretion and results in LOP.
Permission for such leave must be taken 2 months in
advance of the expected delivery date.
0 Prolonged Illness-
Leave granted for serious medical ailments or in the
case of severe injury. Intimation maybe through
phone, mail or email (required Med docs must be
provided). Period of leave is a subject matter of
management discretion.
 Other Leaves
0 Wedding Leave-
Employee’s wedding. Request must be made and granted at least 1
month in advance. Up to 1 week can be granted. If further leave is
required it can be clubbed with accumulated Earned Leave and
the accumulated CL of the fiscal year.

0 Advanced Leaves –
This leave can be availed by associates who wish to take Exams or
who are enrolled in distance learning courses. The period of leave
granted is subject matter of management discretion. This leave
must be applied for a month in advance. Hard copy of proof of
such a requirement eg: hall ticket/ id card with date of enrollment
must be submitted.
 Unauthorized Absenteeism
0 Unauthorized absenteeism for more than 3 days shall be dealt
seriously and necessary action shall be initiated
0 Any employee remaining absent for a period exceeding 8
consecutive days without any intimation shall be considered as
voluntarily abandoned his/her employment and their name shall be
removed from the rolls of the company
0 Any unauthorized leave information has to reach HR within 5 days
from the concerned location head/department head via e-mail for
which the respective location / department heads shall be held
responsible.
0 Only email intimation to concerned head on leave and with a copy to
HR shall not be treated as leave
0 All direct reporters, AGM and above level employees needs to apply
leave directly to CMD prior to the leave and obtain approval, the
same should be forwarded to HR for payroll processing
 Maximum Leave that departments
can allow on any given day
Total Strength in 10% of the total
Department/ Month INSPIRE strength
Marketing 24 2
Production 9 1
Operations 5 1
Sales Accounting 16 2
Finance (Others) 31 3
HR 13 1
Admin 16 2
IT 5 1
Commercial 5 1
IB 2 1
 Peak Seasons Department-
wise
Department Wise peak period with the team strength

Department/ Month Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

Marketing                        

R&D                        

Production                        

Operations                        

Sales Accounting                        

Finance (Others)                        

HR                        

Admin                        

IT                        

Commercial                        

IB                        
Procedure to obtain Leave
 PROCEDURE FOR APPLYING
Casual Leave/Earned Leave

Sends a Mail request for leave HOD, TL,

Employee
HR
Communicates HR briefs on the
Leave Approved/ leave eligibility of
Not Approved the employee
Confirms to HR on the leave
HR HOD, TL
acceptance/rejection

Sick Leave

Intimates on the same day over phone for leave HOD/TL/H

Employee
R

Sends an official E-
mail for formal
approval on the day HOD, TL, HOD confirms on
the acceptance HR
of joining HR
 Procedure to obtain CL, EL,
ML, OL and PL
0 Personnel who desire to avail of EL or CL are advised to
follow the following procedure
0 Fill in the relevant Leave form you wish to avail – soft copy
(HO and R&D) and hard copy (Plant).
0 Send this copy to as an attachment to your functional Head
(Immediate Supervisor), HOD and HRD. If Hard Copies are
being supplied please fill 2 forms- 1 for the immediate
supervisor and 1 for the HRD.
0 If permission is granted HRD will respond within the
specified time via mail. Plant personnel will receive
communication via mail- HOD and phone- personnel.
Intimation Period for Leave-
Position-wise
 Leave Encashment
0 Outstanding Earned Leaves above 30 days can be
encashed once every calendar year (Jan- Dec)
0 Up to 15 days of leave can be encashed in a fiscal year.
Eg: leave bal= 55 max cashable days= 15 minimum
balance required=30
0 Accumulated leaves above 60 days will automatically
be encashed.
0 Requests for encashment must be made 3 months in
advance via mail to the HRD or hardcopy submitted
directly to HRD
 ATTENDANCE
0 Any entry after 9:45 AM is considered as late coming
0 Late comings for a maximum period of 3 times shall
be considered exceeding which every extra late
coming would be considered as half day casual leave
0 In case of emergencies, employees can avail 6 hrs of
permission in a month not exceeding more than 2
hrs per day with prior permission from the reporting
authority and intimation to HR
0 On Tour/ On Duty should be supported with a
permission slip signed and approved by HOD
0 Any late comings up to half an hour from day in
time, supported by previous day’s late going should
be authorized by HOD
Leave Policy for Associates who
have submitted their resignation
0 Associated who are serving their notice period are
not entitled to any leaves and any leave taken may
result in LOP.
0 Accumulated Earned Leaves up to 30 days can be
adjusted against the notice period.
0 The balance earned leaves will be encashed during
the final settlement.
 FAQs
0 Who is a regular/consolidate employee?
0 Can I club my Leaves?
0 Do the Sundays/Declared holidays count for EL,CL
and SL
0 Why should I intimate so many people for my leave?
0 What happens if I don’t provide proper supporting
documents for SL, ML, Compassionate Leave and PL?
0 Is it sufficient if my HOD/Immediate Supervisor gives
me verbal consent?
 FAQs (Contd….)
0 What if I don’t receive intimation from HR granting
leave? Can I reapply?
0 How do I know how many leaves I have remaining?
0 Are all my unutilized leaves carried over to the next
year?
0 Can I utilize all my accumulated leaves at once?
0 Who do I consult for encashment of leaves?
0 Can I encash more than 15 leaves per fiscal year?
0 Who can I address any further leave queries to?
Thank You for your Attention and
We look forward to your
cooperation