|Human Resources||[HRP] Leave Policy|
|Last Revision Date
“ Insert Date”
“YOUR COMPANY LOGO”
|Title:||Business Travel Policy|
|Policy Owner:||“Policy Owner Name”|
|Effective Date:||“Effective Date”|
|Supersedes:||“Date of the previous version”|
|Approved By:||“Name & Title of the approving authority”|
|Policy Level:||“On the basis of policy applicability”|
TABLE OF CONTENTS
“Your Company Name” is committed to ensuring its employees have a healthy work-life balance and so the endeavor of our Leave (Time-Off) policy is to facilitate and provide its employees an opportunity to maintain balance between work and personal life.
The policy document has been created with several objectives in mind. Through our time-off policy “Your Company Name” wants to;
3.1.1 Encourage its employees to maintain a healthy work life balance and yet meet the business objectives.
The leave cycle followed for the implementation and calculation of leaves will be as per the “Calendar Year” i.e. from January to December.
3.3 Types of Leave
Based on the cultural, organizational and statutory requirements, an employee is eligible for several time-off (leave) opportunities. These leaves are broadly categorized as;
§ Anniversary Leave (AL) – 01 day annually
All permanent full-time employees of “Your Company Name” are eligible for Leave (Time-Off) benefits under this policy. Trainees and Employees on probation shall be eligible for Casual & Sick Leaves (CSL) and Festival Holidays (HO) only.
3.5.1 All employees are eligible for maximum “Enter days” of Fixed Festival Holidays every calendar year.
3.5.2 Festival holiday will comprise of National, Restricted, Gazette and Festival Holidays as published by the Government of India.
3.5.3 “Your Company Name” offices across all locations shall remain closed on Fixed Festival Holidays.
3.5.4 The Annual Holiday List for the next calendar year shall be published by the HR team in the month of December every year.
3.6.1 The company recognizes that there may be unforeseen and pressing exigencies (related to health, family or other personal reasons) due to which an employee may need leaves.
3.6.2 All employees (including those on probation or Training) are eligible for “Enter days” CSL with full pay every calendar year.
3.6.3 CSLs are credited into an employee’s leave balance in the beginning of every month at the rate of “Enter days” every month from the date of joining.
3.6.4 Employees joining on or before the 15th of a particular month will be eligible for CSL for that month.
3.6.6 Sandwich off are permitted. So, while availing CSL, week off days/ festival Holidays coming in between will not be counted as leaves. For e.g. if an employee avails CSL on a Friday and respective Monday, then Saturday and Sunday will not be counted as CL.
3.6.7 An employee must raise a request on HR-One (HRMS) for availing CSL to his/her Reporting Manager.
3.6.8 In case of emergency, an employee can avail a CSL informing the Reporting Manager/HOD of the same via phone/email and subsequently raise a request on HR-One for manager approval upon joining office.
3.6.10 A maximum of “Enter days” CSL can be clubbed with Festival Holidays, Earned Leave, Special Leaves or Comp Off.
3.6.11 A maximum of “Enter days” CSL (consecutive or independent) can be availed in any given month for personal reasons other than medical exigencies.
3.6.12 CSLs availed for more than “Enter days” consecutive days due to illness needs to be accompanied by a Medical Certificate from a registered practitioner failing which leaves would be adjusted from ELs balance. In case of unavailability of ELs, the aforesaid leaves would be marked as LWP.
3.7.1 In order to rejuvenate and help maintain work-life balance, the company provides all its confirmed full-time employees Earned Leaves (EL) with full pay for “Enter days” every calendar year.
Earned Leaves (EL) shall be accrued from the day of joining the company at the rate of “Enter days” for every completed month of service with the organization. However, EL(s) can be availed by the employee only after the employee’s services with the organization stands “Confirmed”.
3.7.3 Employees joining on or before the 15th of the month will accrue “Enter days” EL for the month.
3.7.5 EL(s) in excess of “Enter days” consecutive calendar days need to be approved at least 2 months in advance by the reporting manager.
3.7.6 Sandwich Off are permitted. Hence, Holidays/Weekly offs falling in between EL will not be counted as an EL.
3.7.8 ELs can be accrued to a maximum of “Enter days”. Upon accrual of “Enter days” of EL, “Enter days” shall be encashed automatically at basic salary in the individuals next month’s salary.
3.7.9 In case of resignation, EL encashment for employees serving notice will be done with their Full and Final Settlement and would not be adjusted against the notice period.
3.8.1 As per the provisions of the Maternity (Amendment) Bill 2017, an amendment to the Maternity Benefit Act, 1961 female employees who have been in the continuous employment with the company for more than “Enter days” prior to the date of commencement of Maternity Leave, will be entitled to Maternity Leave with full pay up to a maximum of 26 weeks in which not more than 8 weeks shall precede the date of the delivery, provided they do not undertake any gainful employment during the period of time-off.
3.8.2 In case of miscarriage/termination of pregnancy due to medical reasons, an employee is entitled to 6 weeks of resting period for recovery with full pay.
3.8.4 To further support it’s female staff in case of post-natal care, illness and recuperation etc. on production of sufficient proof to the satisfaction to the management, the employee shall be entitled to a maximum 30 days of additional Maternity Time-off post these 26 weeks of standard Maternity Leaves (ML).
3.8.5 The additional 30 days’ extension can be leave without pay (LWP) subjected to approval and discretion of the management.
3.8.7 While availing ML, week off days/ Official Holidays coming in between will be counted as ML only.
3.9.1 The company appreciates the birth of a child as an important event in an employee’s life. With this in mind, Paternity Leave is made available for a new father to bond with his new born.
3.9.6 While availing PL, week off days/ Official Holidays coming in between will not be counted as PL.
3.10.1 With the intent to support employees while crossing important milestones in their personal lives, the company provides “Enter days” full pay leaves to its employees on account of their marriage.
3.10.2 The information of this time-off has to be provided by the employee to the reporting manager and HOD at least one month in advance.
3.10.3 Marriage Leaves can be combined with EL or CSL or both with prior approval from reporting HOD and Human Resources Department.
3.10.4 While availing Marriage Leaves, week off days/ Official Holidays coming in between will not be counted as MRL.
3.11.1 This leave is provided to the employee in order to support them during family exigencies arising out of demise in the family.
3.11.2 Employees are eligible for a maximum of “Enter days” of bereavement time-offs in a Calendar year.
3.11.3 The definition of ‘Family’ for the purpose of applying for bereavement leaves includes grandparents, parents, parents-in-law, spouse, children and siblings of an employee.
3.11.4 Bereavement Leave (BL) can be combined with EL or CSL or both with prior approval from reporting HOD and Human Resources Department.
3.11.5 While availing Bereavement Leaves, week off days/ Official Holidays coming in between will not be counted as BL.
3.12.1 All permanent full time employees are entitled to take 01 full pay anniversary leave every calendar year.
3.13.1 The nature of the business may require employees to sometime work on Festival Holidays or Week-Offs. To ensure there are no burnout cases, employees working on these days due to business requirements are eligible for compensatory-offs.
3.13.2 In general scenario, the employee shall be informed by the reporting manager at least “Enter days” in advance if he is required to work on any given Holiday or Week-Off. In case of urgent work exigencies, the information may be “Enter hours” in advance.
(a) Half-Day Comp-Off: Greater than or equal to 2 hours and less than 5 hours.
(b) Full-Day Comp-Off: Greater than or equal to 5 hours.
3.13.4 To avail Compensatory-Off (CO) prior approval from the Reporting Manager is required.
3.13.6 Not more than “Enter days” comp-off (independent or consecutive) can be availed in a given month.
3.13.7 The accrued Compensatory time-off(s) can be availed anytime within the calendar year and will not be carried forward to the next calendar year.
3.14.1 Employees who do not have any available Leave Balance in their credit, can apply for LWP, in case of exigencies.
3.14.3 For a request of LWPs exceeding “Enter days”, an approval from the respective HOD needs to be obtained at least 01 month in advance.
3.14.4 Managers are required to use their discretion to approve LWP requests after checking employee’s performance, behavior, rationality and soundness of the request.
3.15 Reporting and Controls
3.15.2 Bio-metric system integrated with “Enter HRMS name” shall be used maintaining employee time and attendance.
3.15.3 “Enter HRMS name” Employee self-service section shall be used for checking, applying and maintaining for managing leave balance.
3.15.5 The reporting manager reserves the discretionary rights to approval or rejects leaves. However, the Managers are advised to apply jurisprudence in exercising their decisions.
3.15.6 Any leave disputes shall be referred to HR team (Talent Management). The decision of the HRD can’t be challenged and shall be deemed final.
3.15.7 Any discrepancies in leave balance need to be informed to the HR department for review and correction.
3.15.8 Any issues with the employee self-service portal needs to be escalated to “Enter HRMS tool” implementation team at “Enter Email ID”
An exception in the policy is granted and approved with regards to encashment of ELs accrued till “Enter Date”. The exception is as follows;
188.8.131.52 If the EL balance (as on “Enter Date”) is equal to or greater than “Enter Days”; then ELs in excess of “Enter Days” will stand to be en-cashed and will be credited along with the “Enter Month” salary. The remaining balance of “Enter Days” ELs shall be carried forward to the new year.
184.108.40.206 If the EL balance (as on “Enter Date”) is less than “Enter Days”; then all ELs shall be credited to the next calendar year starting “Enter Date”
3.17.2 Casual Leave, Sick Leave Balance & Comp-Off (available until “Enter Date”);
An exception in the policy is granted and approved with regards to carry forward of the casual leaves (CL) and sick leaves (SL) to the next calendar year. This exemption is made considering short notice and implementation of calendar year cycle. The exception is as follows;
220.127.116.11 All Casual Leaves, Sick Leaves and Comp-Off leaves shall be carried forward to the next calendar year starting “Enter Date”. The employees can avail their CL & SL leave balance until “Enter Date”. Any remaining leave balance thereafter shall be lapsed.
18.104.22.168 Effective “Enter Date”; the employee shall receive “Enter Days” CSL (Casual & Sick Leave) as defined in the policy (refer clause 3.6).
3.17.3 No exceptions shall be made in the policy unless the policy is revoked by the HRD or the Managing Director.
3.17.4 Any exceptions in this policy can be only approved by Head HR along with consent of the Managing Director.
|Employee||Individual employees are responsible for the upkeep and maintenance of their leave balance.|
|People Manager||The People Managers are responsible for approving or rejecting leaves for their subordinate as per jurisprudence without any prejudice.|
|Human Resources||HR Department is responsible for reviewing and answering the questions and concerns as appropriate.|
|CSL||Casual & Sick Leave|
|LWP||Leave Without Pay|
|“Reference to previous policy” drafted by “Employee Name”.||“Attach below in Appendix”|
|Rev||Description of Changes||Changed By||Approved By||Date|
|1.0||“Highlight section of policy impacted”||“Employee Name & Title”||“Management Name & Title”||“Mention Date”|
“Attach related policies & procedures”