OBJECTIVE
We strive towards having a motivated and charged workforce by encouraging and supporting every individual’s effort to balance his/her personal and professional life. The objective of this policy is to provide the employees time to rejuvenate from stress of work, allow time for meeting personal commitments and /or recovering from illness during the course of employment with the company. The policy aims to provide an opportunity to get away from work without compromising business continuity and discipline.
ELIGIBILITY
All employees of the company who are appointed in ERM role and on Retainership Basis.
EFFECTIVE DATE
1ST JANUARY 2014
FORMS TO BE USED
Forms as available in “Self Task” in Adrenalin HRMS.
ENTITLEMENT
CASUAL LEAVE 7 days in a Calendar year
SICK LEAVE 7 days in a Calendar year
EARNED LEAVE 16 days in a Calendar year
MATERNITY LEAVE Twelve Weeks as per law
All leave entitlements; availability, accrual and accumulations are based on calendar year basis i.e. from 1st of January to 31st of December.
ACCRUAL , ACCUMULATION AND PROCEDURE
CASUAL LEAVE
1) Casual Leave is meant for casual absence from duty due to unforeseen circumstances / contingencies and must have prior sanction as far as possible. However in emergencies, the employee may avail casual leave but must apply for sanction immediately on resuming duties.
LEAVE POLICY2) Casual leave shall be credited to the account of an employee on 1st January every year and the employee can avail the same at any time during the year.
3) Casual leave will be permitted to a minimum of half day and to a maximum of 3 days at a time.
4) Casual leave shall be non-accumulative. Casual leave if any, shall automatically lapse on 31st December every year.
5) In cases where any employee quits his employment any time during the year, due to resignation, Casual Leave availed by him in excess of his proportionate entitlement shall be adjusted against his due Earned Leaves. In cases where no earned leave is due, deductions from salary will be done for such excess leave availed. This will not, however, be implemented in cases of retirement, death and permanent disablements.
6) Casual Leave cannot be clubbed either with sick or with earned leave. However, where no sick Leave is due, the employee may avail Casual Leave subject to conditions laid down in Clause (3) above.
SICK LEAVE
1) The Sick Leave to the Staff shall be available each year and not on the basis of the service rendered in the previous year. It will be credited to the account of an employee on 1st January every year.
2) Sick leave will normally be allowed for one day. However, in emergencies, even half day Sick Leave may be permitted.
3) Sick leave for more than two days must be accompanied by a Medical Certificate and fitness thereof. In case of doubts, the Management may direct the employee to report for Medical Examination from a doctor of Company’s choice.
4) Sick leave can be clubbed with earned leave after the employee has exhausted his sick leave and subject to adjustment of minimum 3 days earned leave.
5) In cases where any employee quits his employment any time during the year, due to resignation, Sick Leave availed by him in excess of his proportionate entitlement shall be adjusted against his due Earned Leaves. In cases where no earned leave is due, deductions from salary will be done for such excess leave availed. This will not, however, be implemented in cases of retirement, death and permanent disablements.
LEAVE POLICY (Cont’d)6) Sick leave can be accumulated to a maximum of 20 days .
7) Sick leave in excess of 20 days shall automatically lapse on 31st December every year.
MATERNITY LEAVE
A female employee who has been in the continuous employment of the company for minimum of 80 days, before the expected date of delivery in the proceeding 12 month period at the discretion of the company and on production of an application along with a medical certificate, be given ML, with pay not exceeding 12 weeks, commencing before or after her confinement.
The above ML will, however, be subject to the following conditions:
a) The birth is to be notified to the company with a certificate from the Medical practitioner/hospital.
b) In case of female employees covered by the Employees’ State Insurance Scheme, the leave will be governed by the ESIC rules.
In case of complication of pregnancy, sick leave may be granted in extension of maternity leave. Earned leave or sick leave may be combined with maternity leave in case of emergency with prior or post approval.
EARNED LEAVE
1) Earned leave shall be credited to the account of an employee on 1st January every year for the services rendered during the preceding calendar year, provided the employee has earned the same.
2) For earning earned leave, the employee shall have to put in at least 2/3rd of the total working days every year, failing which the employee shall not earn any earned leave.
3) For the purpose of calculation of 2/3rd of the total working days, only all paid and sanctioned earned leaves will be considered as working days.
LEAVE POLICY (Cont’d)4) Earned leaves can be availed only after completion of minimum one year of continuous service.
5) No Advance Earned Leave is permitted or sanctioned.
6) Earned leave will not be allowed for less than 3 days at a time and not more than 3 times in a year.
7) Earned Leave for more than three times in year shall have a special sanctioned to be taken from HOD as well as Functional Head.
8) Earned leave can be accumulated to a maximum of 45 days and any earned leave in access of 45 days shall automatically lapse on 1st January while crediting the leave.
GENERAL RULES
1) All weekly offs falling within the period of leave shall be counted in leave. (For e.g. – Mr. X applies for CL on Saturday and Monday. His actual leave shall be three days and not two days as Sunday – The Weekly Off falls within the period of leave.)
2) In cases where an employee joins and/ or leaves the services of the organization at any time during the year other than 1st January, all the aforesaid C/L, S/L, E/L shall be allowed on pro-rata basis.
3) If a paid holiday precedes or follows the period of leave, the employee may avail the paid holiday in continuation of his leave and such holidays will not be reckoned as part of the leave.
4) All the employees in the staff role, Corporate / Regional and Branch offices shall submit their proposed earned leave programme to the ERM Department at their location/corporate office latest by 15th of January every year through their Reporting head.
LEAVE POLICY (Cont’d)5) The leave shall not be considered as a matter of right but shall be allowed/approved/sanctioned depending upon the convenience and/or the exigencies of work.
6) All the ‘Leaves’ either CL/SL/EL has to be applied through HR portal.
7) No leave shall be permitted /granted in case of an employee whose has resigned and serving notice period.
8) If any staff member remains absent without leave request/ any such permission for more than 3 consecutive days, the said staff shall be deemed to have abandoned the employment, unless he gives a satisfactory explanation to the appointing authority, in which case such absence shall be treated as leave without pay.
9) Similarly should any staff member remains absent from duty beyond the period of leave originally granted or subsequently extended shall lose his/her lien on appointment from 3rd day unless he/she returns within 3 days of expiry of such leave and explains to the satisfaction of the appointing authority his/ her inability to return before the expiry of leave.
10) If an employee is charged with a criminal offence, whether in connection with the Company’s business or not, and during the period he is under police custody or unable to attend to his duties, the Company, at its discretion, may permit such absence and treat it as special leave without pay, or refuse to sanction any leave for such absence. If adjudged guilty by the court, his/ her services shall be liable to termination without notice from the date when the sentence is passed. If however, he/ she are acquitted, he may be allowed to resume work at the Company, his absence being treated as leave without pay at the discretion of the Company.
APPROVAL PROCESS
1) A leave needs to be applied for and due approval should be sought from the reporting manager for all leaves. The reporting Manager can be the Branch Mgr/Business Head or any Functional Head.
2) All leaves have to be applied through the HR portal.
3) No leave shall be permitted /granted in case of an employee who has resigned and is serving notice period.
4) In case of emergency, where an employee is unable to apply leave through HRMS portal before proceeding on leave, he/she should inform his/her reporting in-charge and the HR department telephonically and get the leave form approved immediately after resuming duty.
5) Employee who proceeds on any leave without formal approval or any intimation to their reporting in-charge, the HR department shall mark absent and will be treated as Leave without Pay and will also be liable to disciplinary action.