LEAVE POLICY

1.0

OBJECTIVES

1.1

To communicate to the employees that the types of leave available for them and to attend to
their personal needs and also to re-energize themselves.

2.0

OPERATING AUTHORITIES

2.1
2.2
2.3

HR Head, Managers
Supervisors, Departmental Heads, Managers, Reporting Officers
Top Management

3.0

LEAVE YEAR & APPLICABILITY

3.1

1st January to 31st December of each calendar year.

4.0

TYPES OF LEAVES

4.1
4.2
4.3
4.4
4.5
4.6
4.7
4.8

Earned Leave (EL)

Casual Leave (CL)
Sick Leave (SL)
Leave Without Pay (LWOP)
Maternity Leave (ML)
Paternity Leave (PL)
Special Leave
Compensatory Leave

4.1

EARNED LEAVE (EL)

20 days (maximum)
10 days (maximum)
10 days (maximum)
10 days (as required & approved)
180 days (as required & approved)
06 days (as required & approved)
07 days (as required & approved)
01 day for each Holiday worked (as required & approved)

Earn Leave (EL) is also called Privilege Leave (PL). Traditionally EL is something that one has to earn
in the sense that unless he/she works for certain number of days in the company, he/she will not have
earned leave at specified rate. These are the leaves which are earned in the previous year and enjoyed
in the next year.

Eligibility:

All Permanent/Regular employees who have completed one year of continuous service in the
company will be eligible to avail Earn Leave.

New Joinees, Probationary Employees, Contractual Employees, Trainees will be not entitled for
Earn Leave. However after confirmation of service or completion of Probation Period EL will be
credited to the employees account at the rate of 1.67 days for each month he/she has worked.

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Entitlement:

20 days (maximum) in a calendar year with Full Pay.

Norms:

The Leave should be notified to the Departmental Head/ Reporting office and approval should
be collected from HR Department before availing the same.

Earned Leave (EL) is to be granted only after it is earned.

EL will be affected from beginning of each calendar year and credited to the employees
account as earned in the previous year.

For entitlement of EL an employee should have worked for a minimum of 240 days in the
previous year.

EL will be credited at 1.67 days rate to an employees account at the end of each month.

EL cannot be approved after enjoying the same, however, in an emergency need or

unavoidable situation; verbal, email or other means of notification can be considered prior to
consent of Departmental Head or Management.

Un-availed EL can be carried over to the next year. However, maximum 30 days EL can be
accumulated to the following year, beyond 30 days will be lapsed.

EL of New Joinees, Probationary Employees, Contractual Employees, and Trainees cannot be

carry forward to the following year, till they completed 1 year of continuous service with the
company. However, they may avail EL after confirmation of their service or completion of
probation period at the rate of 1.67 days for each completed month.

Any Government Holiday, Festival Holiday or Weekly Holiday falling during the period of EL will
be treated as part of the leave.

Procedure:
All the employees are required to submit prescribed Leave Application to their Departmental
Head/Reporting Officer for acknowledging and approval of his/her leave plan.

Employees should submit application for leave 03 (three) days in advance.

All leave will be pre-approved by the Departmental Head/Reporting Officer and sent to the HR
Department for further approval of the Management and records.

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4.2 CASUAL LEAVE (CL)

Casual Leave (CL) is generally understood as the leave that is not earned while on duty. The leave is
the general privilege offered from the Management to the employee and granted for certain unforeseen
situation when the employee needs to take one or two days leaves.
Eligibility:

All permanent/regular employees in the company.

New Joinees, Probationary Employees, Contractual Employees, Trainees can also avail Casual
Leave (CL) prior to the approval of the Management.

Entitlement:

10 days (maximum) in a calendar year with full pay.

Norms:

The leave cannot be approved after enjoying the same; however, in an emergency need or
unavoidable situation, verbal, email or other means of notification can be considered prior to
consent of Departmental Head or Management.

The leave cannot be clubbed with Earn Leave (EL), but it can be clubbed with Sick Leave (SL)
if there is no Casual Leave (CL) balance to the employees account, considering urgency of
need with prior consent of HR Department or Management.

Casual Leave cannot be carried forward to the next calendar year and will be lapsed with the
ending of the year.

Any leaves comes between the Casual Leave will be treated as part of the leave.

CL cannot be taken more than 3 days at a time and maximum 4 days in a month.

Procedure:

The employee is required to submit prescribed Leave Application to the Departmental

Head/Manager/Reporting Officer for acknowledging and pre-approval of the leave and send to
the HR Department for further approval of the Management and records.

Leave Application should be submitted at least 03 days in advance, except emergency

situation or unavoidable circumstances.

4.3

SICK LEAVE (SL)

Eligibility:

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All permanent/regular employees in the company.

New Joinees, Probationary Employees, Contractual Employees, Trainees can be entitled for
Sick Leave prior upon submission of proper medical certificates/documents by a registered
Medical practitioner.

Entitlement:

10 days (maximum) in a calendar year with Full Pay.

Norms:

Sick Leave cannot be taken/approved for more than 2 days at a stretch unless supported with
medical certificates/documents by a registered Medical practitioner are submitted.

Sick leave cannot be accumulated to the next calendar year.

If the employee is unable to attend his/ her duties for more than two continuous days or longer,
he/she will be required to produce a registered Medical Practitioners certificate in supporting of
his/her sickness/illness return to his/her duties.

If an employee avails more than 10 (ten) days Sick leave during the calendar year, excess
leave will be deducted as Earned or Casual Leave. If such leave is not available then it would
be Leave without Pay (LWOP).

Procedure:

The employee is required to submit prescribed Leave Application to the Departmental

Head/Manager/Reporting Officer for acknowledging and pre-approval of the leave and sent to
the HR Department for further approval of the Management and records.

Employees should submit application supported with valid medical certificates/documents by a

registered Medical practitioner or accredited authority within 02 days to join his/her duty.

Advance SL may also be applied supported with valid proof of illness/sickness or treatment to
the HR Department prior to aknowledgement and approval of the Departmental
Head/Manager/Reporting Officer.

4.4

LEAVE WITHOUT PAY (LWOP)

Leave Without Pay (LWOP) is an unpaid leave and can be availed in an emergency situation. The leave
generally entitled when an employee does not have any leave balance to his/her credit, but the situation
warrants him to take leave, then the leave will be granted by the Management as loss of pay. However,
this leave may also be adjusted form the employees future leave as Advance Leave as a special case
considering his/her performance and contribution to the company upon Managements approval.

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Eligibility:

All the regular/permanent employee of the company, who has consumed all of his/her leaves
during the calendar year.

Entitlement:

10 days (as required & approved) in a calendar year without any benefit.

Norms:

An employee who has no leave credit to his/her account and still requires leave, LWOP may be
granted at the discretion of the Management.

Absence of an employee without sanctioned/approved leave is a case of indiscipline and does

not fall under this category.

Leave without pay should also be sanctioned in advance like other leaves.

In the case of emergency treatment an employee may avail LWOP with prior approval of the
Management

Procedure:

The employee is required to submit prescribed Leave Application to the Departmental

Head/Manager/Reporting Officer for acknowledging and pre-approval of the leave and sent to
the HR Department for further approval of the Management and records.

For advance LWOP an Employee should submit application at least 05 (five) days advance
clarifying the urgency of needs or supported with valid documents, if the reason is sickness or
treatment.

4.5

MATERNITY LEAVE (ML)

The leave also called as Female Leave and entitled to a female employee who is going to give birth of
a child. The leave is entitled twice in entire service period in the company.
Eligibility:

All female employee, who is going to give birth and worked minimum 180 days (6 months) in
the company.

Entitlement:

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180 days (6 months) for each occasion with full payment subjected to maximum twice in entire
service period in the company.

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Norms:

Total Maternity Leave divided in to two segments, Pre-Maternity Leave & Post- Maternity
Leave, each of which consist 90 days (3 months) equally, unless otherwise depending on the
health and medical condition of the employee.

Pre-Maternity Leave notification/application should be submitted at least 15 days advance prior

to avail with valid proof of tentative date of delivery from a registered medical practitioner or
accredited authority.

Post-maternity Leave will be approved upon submission of valid proof of birth from a registered
medical practitioner or accredited authority.

Without valid proof/documents no maternity benefit will be disbursed to the employee, however,
Pre-Maternity leave may be approved on emergency basis at Managements consent.

The employee shall not be entitled maternity benefit unless she has worked under the
employer for a period of not less than 6 months immediately preceding the date her delivery.

No maternity benefit shall be payable to the employee if she has two or more surviving
children, but in that case she can avail other leaves to which she would otherwise be entitled.

Maternity benefit shall be paid in two terms; Pre-Maternity Benefit and Post-Maternity Benefit
and each payment will be made in cash for 90 days (3 months) Gross Salary equally.

In case of miscarriage, Post-Maternity Leave will be void, and the employee will get 30 days
paid leave only immediately after miscarriage upon submission of valid medical certificate from
a registered practitioner or accredited authority.

Procedure:

The employee should apply/notify the Management either verbally or in written that she aspects
to be confined with in next 90 days (3 months) at least 10 days advance from the date that she
wanted to avail leave.

When the nottification/application is received, the employer shall permit the employee to be
absent herself from the work within next 03 working days with full pre-maternity benefit.

The benefit of the entire maternity leave shall be made wholly in cash or to her bank account
as paid in regular salaries.

The employee should state her nominee during procedure her leave approval in the application
form for purpose of receiving payment of maternity benefit in case of her death.
.
For payment of Pre-Maternity Benefit, the employer shall pay 90 days (3 months) salary to the
employee within next 03 working days upon submission of application.

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For payment of Post-Maternity Benefit, the employer shall pay balance 90 days (3 months)
salary within next 03 working days upon submission of valid proof of birth.

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4.6 PATERNITY LEAVE

Paternity Leave is offered to the biological father for the purpose of providing care for his newborn child.
This is a privilege for a permanent employee with full benefit.
Eligibility:

All regular/permanent employees who has completed one year of continuous service in the
company.

Entitlement:

06 days with full pay at each occasion and maximum twice during entire service period in the
company.

Norms:

This leave can be availed before or after the birth of the child as the employee wish to avail.

The leave should be availed within 2 months from the date of birth of the child and will be
applicable up to maximum of two confinements (occasions).

Procedure:

The employee is required to submit prescribed leave application to the Departmental

Head/Reporting Officer for acknowledging and pre-approval of the leave and sent to the HR
Department for further approval of the Management and records.

The employee should nofity atleast 5 days in advance before availing such leave.

4.7

SPECIAL LEAVE
This is an especial privilege offered to the employee with full payment, who has worked in the
company without taking any sick leave in the previous year. This leave is also called Accreditation
of continuous performance of an Employee without being sick.
Eligibility

All permanent/regular employees in the company who has completed one year of
continuos service in the company and did not availed any Casual Leave (CL) in the
previous year.

Entitlement

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07 days in a calendar year with Full Pay.

Norms

The leave can be avail twice in a calendar year.

The leave can be encashed within 30 days of starting each calendar year (i.e. January).

If the leave is not encashed within the specified, it will be credited to employees account
as Special Leave and should be availed within the calendar year.

The leave cannot be carried forward to the next year. If the employee does not avail, the
leave will be lapsed with the ending of the calendar year.

Procedure

The employee is required to submit prescribed leave application to the Departmental

Head/Manager/Reporting Officer for acknowledging and pre-approval of the leave and sent to
the HR Department for further approval of the Management and records.

The employee should nofity atleast 07 (seven) days in advance before avail the leave.

To encash the leave an employee should submit the application in the prescribed format to the
HR department at least 10 days advance before encashment.

4.8

COMPENSATORY LEAVE

Compensatory Leave is eligible to the employee who has worked on a holiday. This leave required
appropriate justification and acknowledgement of HR Department for such extra work and efforts.
Eligibility

An employee who has worked in a holiday (minimum 6 hours).

Entitlement

01 day for each day worked with Full Pay (in exchange of Holiday to other working days).

Norms

The leave can only be approved if the employee submits confirmation of such extra work/effort
on a holiday from Departmental Head/Manager/Reporting Officer or HR Department.

The leave shall be granted with full wages on any alternative day at the consent of the
Management.

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The leave must be taken within 30 days from the day of his work, either that will be deemed as
lapsed.

If compensatory leave will not be entitled, the employee can encash the leave at the rate of his
daily Gross Salary for each day worked.

Procedure

The employee is required to submit application supported with approved Holiday Work
Permission to the Departmental Head/Reporting Officer for acknowledging and pre-approval of
the leave or encashment and sent to the HR Department for further approval of the
Management and records.

Application should submit at least 03 days in advance before availing leave.

For encashment, the employee should notify HR Department 07 days in advance.

The amount of encashment will be disbursed with his/her monthly salary at the rate of daily
Gross Salary for each day worked.

5.0 GENERAL RULES

5.1

The company will declare Annual Govt. Holidays at the beginning of each year. In addition to
this, the employee can claim leave only when they are accrued, except Casual Leave (CL) and
Sick Leave (SL).

5.2

Willful and unauthorized absence from duty at any time during the service period or after the
expiry of an authorized leave shall constitute misconduct and administrative action may be taken
against the employee.

5.3

The management may refuse leave, grant leave for a shorter period than applied for, revoke
leave of any type and recall an employee before the expiry of his/her leave in considering the
necessity of his/her presence for the business of the Company.

5.2

Employees must submit Leave Application in prescribed format to their Departmental

Head/Reporting Officer, indicating reasons for and duration of leave and upon getting prior
approval the leave will be effected.

5.3

Departmental Head/Reporting Officer approve all leave prior to the leave taking place and sent
to the HR Department for further approval of the Management and records.

5.4

The employee is required to give prior notice to the Department Head/Reporting Office before
taking leaves. Leave approvals should be based on operational requirements, reasonableness
and past practice.

5.5

If any holidays come in between the granted leave period, the respective holiday will be also
counted as leave.

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5.6

Leave for Department Heads are to be approved by General Manager or Superior Management
and further notified to the HR Department.

5.7

Leave applications will only be considered once the employee has at least 3 months of
continuous service (unless otherwise identified).

5.8

The employee must ensure that their leave application (except sick leave) has been approved
before commencing on leave. Failure to do so will result in Loss of Pay.

5.9

In case of absence because of sickness leave application to be submitted immediately on the

day of resumption of duty. If the leave will not be approved within next 02 working days, it will be
deemed as absent.

5.10

No leave can commence unless it has been approved. Submission of Leave Application does
not authorize an employee to avail the leave applied for. Availing of leave without getting the
same sanctioned/approved makes the employees liable to disciplinary action besides penal
deductions.

5.11

No leave will be sanctioned on telephone, email, text message except in case of extraordinary
circumstances/sudden illness etc. This shall however, be regularized immediately upon joining
his/her duties, in writing.

5.12

Continued absence of more than 6 (six) days, or repeated irregularity without intimation of any
kind may render an employee liable to disciplinary action including termination of services
besides penal deduction.

5.13

The employee concerned should get his leave checked/verified regarding leave due by the HR
Department so that this will be easier for the Department Head/Reporting Officer for sanctioning
of the leave.

5.14

An employee must provide his address and contact number during leave period in the Leave
Application. Any change of address/number during the leave period must be notified by the
Employee concerned to the HR Department. An application for leave without specifying the
address/number during the leave period is liable to be rejected.

5.15

The Management can cancel the leave and recall the Employee to work at any time during
leave period subjected to the exigencies of work.

5.16

If an Employee on leave desires his leave to be extended, he/she shall make an application in
writing to the leave granting authority specifically mentioning therein the reason for the same
allowing sufficient time for the reply to reach him, whether his/her leave granted or not.

5.17

In case the employee remains absent without getting his leave sanctioned in advance or remain
absent beyond the period of leave originally granted or subsequently extended, he/she shall
lose his/her job and shall be deemed to have voluntarily abandoned his services on his own
accord, unless he returns within 07days and explains to the satisfaction of the Management the
reason of his absence or inability to return on the expiry of the leave.

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5.18

While on leave it should also be noted that if there is any Weekly off day or Government holiday
falling in between the days of the sanctioned leave that weekly off or Government holiday will
also be consider as total leave days granted.

5.19

If an employee takes leave between two holidays, succeeding holiday will be counted as leave
and deducted from his yearly leave entitlement.

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