leave policy - rvs infotech-print

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  • 8/7/2019 LEAVE POLICY - RVS INFOTECH-PRINT

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    LEAVE POLICY AND APPLICABILITY

    Policy Statement & Objective

    This policy encourages its employees to take break from work, as thisprovides for a healthy and efficient staff. Wherever possible, leaveshould be taken at the mutual convenience of the Company and theemployee. The leave policy sets out the various types of leaves that an

    employee is eligible for and outlines the guidelines for taking leave.

    GENERAL GUIDELINES

    Leave is not a matter of right.

    Sanctioning of leave is at Managements discretion based on exigencies of

    business or seriousness of the case.

    Granting of such a leave depends on the review of the merits of each case,

    including the effect the employees absence that will have on the workload ofthe other employees.

    Probationary employees are eligible for casual leave only.

    An employee must have minimum 12 months continuous employment to

    avail all types of leaves framed under this policy.

    The Leave policy is applicable for all permanent staff of the company.

    Leave year is from 1st January to 31st December.

    Eligible leave (sick leave and casual leave) is credited to the employees onthe 1st of January every year.

    When leave is taken without prior sanction (under certain unavoidable

    circumstances), the absence should be notified to the respective superiors on

    the same day either through phone/email.

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    All planned leave will be taken at a mutually agreed time and will take into

    account workload requirements and an employees individual needs.

    Leave must be approved in advance with the exception of sick leave or

    bereavement leave where absences cannot be anticipated.

    A leave form should be completed, signed by the employees superior for

    sanctioning. This advance notice allows the appropriate

    superiors/supervisor(s) time to reschedule work, projects, meetings, etc., as

    needed.

    Any employee who is on leave without informing his/her supervisor for more

    than 3 days will be treated as a termination case.

    Any employee who is late to office for more than 3 times in a month, it will be

    treated as half day Leave.

    Attendance register has to be signed while entering and leaving office.

    Any person who is out of office for more than 3 hours in a day for any

    personal work, it will be considered as half day for him/her.

    A staff on leave should not take up any service or employment elsewhere

    without obtaining prior sanction of the competent authority.

    PROCEDURE FOR APPLYING LEAVE

    The available leave balance is to be checked by the employee with the HR

    department and the leave to be applied by duly filing up the leave application

    form available in the HR department or with the respective HOD, which has to

    be forwarded by the employee to their department head for approval. The

    department head is authorized to either grant or disapprove the leave on

    valid grounds. The signed leave application has to be submitted back to the

    HR department for recordings and subsequent processing.

    LEAVE CARD: Leave card is to be maintained for each employee in the

    format specified. On receiving the leave application from the employee the

    available balance is to be checked and necessary entries to be updated.

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    CANCELLATION OF LEAVE

    The department head can also cancel the once sanctioned leave on

    situational/need basis. If an employee proceeds to avail the cancelled leave

    then those days will be treated as absence from duty and the rules pertaining

    to absence from duty will be applied.

    EXTENSION OF LEAVE

    As it is necessary to get prior approval for leave, so it is also for extension of

    leave. The employee has to apply to his/her department head for extension of

    leave in advance and get it sanctioned to avail them. In case an employee

    overstays the unsanctioned leave availed will be treated as absence from

    duty.

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    TYPES OF LEAVE

    The following kinds of leave shall be admissible to the members of the staff ofthis Company.

    (1) Casual leave (CL): 12 days.

    (2) Sick leave (SL): 12 days.

    (3) Vacation leave: 6 days.

    (4) Maternity leave: 90 days.

    (5) Paternity leave: 3 days.

    (6) Bereavement Leave: 3 days.

    (1) CASUAL LEAVE

    DEFINITION: It is a type of paid leave, which is granted when an employee has

    to attend to personal matters or unforeseen contingencies.

    ELIGIBILITY

    All permanent staff as well as employees on probation is eligible for thisleave.

    Casual leave is calculated for a period of one year (January to December).

    ENTITLEMENT

    12 days of casual Leave in a calendar year.

    CL is calculated at the rate of 1 day per month.

    CL up to a maximum of 3 days in a row can be taken; but it is up to the

    Managements discretion to sanction more than 3 days of CL at a stretch.

    Half day of CL can be taken as needed.

    CONDITIONS

    Will be taken with prior permission, except in emergency.

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    Accumulation/carry forward/encashment of this leave is not permissible.

    (2) SICK LEAVE

    DEFINITION: It is a type of paid leave, which is granted when an employee is

    unable to perform his/her duties on account of sickness or injury.

    ELIGIBILITY

    All permanent staff.

    Sick leave is calculated for a period of one year (January to December).

    ENTITLEMENT

    12 days of sick Leave in a calendar year.

    SL is calculated at the rate of 1 day per month.

    SL can be taken at a stretch.

    CONDITIONS

    Sick leave is availed only for medical/health reasons.

    Employee with at least 12 months of continuous service is entitled to sick

    leave.

    If a person is sick, the absence should be notified to the respective superior

    on the same day either through phone/email.

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    More than 3 days of sick Leave will require a medical certificate from a

    qualified registered medical practitioner.

    Accumulation/carry forward/encashment of this leave is not permissible.

    (3) VACATION LEAVE

    DEFINITION: It is a type of paid leave, which is granted to allow employees to

    renew their physical and mental capabilities and to remain fully productive.

    ELIGIBILITY

    All permanent employees are eligible for this leave.

    Vacation leave is calculated for a period of one year (January to December).

    ENTITLEMENT

    At the end of the employee's first year as a full-time employee, an employee

    is entitled to 6 days of paid vacation.

    Minimum of 3 days and a maximum of 6 days in a row can be taken;

    CONDITIONS

    Employee with at least 12 months of continuous service is entitled to vacation

    leave.

    Should be taken with prior permission, at least one month in advance.

    All vacation requests are subject to the sanctioning authoritys approval.

    Employees should directly communicate vacation dates to co-workers to

    ensure no delay or halt of assigned task.

    Accumulation/carry forward/encashment of this leave is not permissible.

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    (4) MATERNITY LEAVE

    DEFINITION: It is a type of leave, which is granted to a female employee on

    account of pregnancy or abortion/miscarriage.

    ELIGIBILITY

    All permanent female employees shall be entitled to maternity leave.

    The female employee needs to be the biological mother of the child.

    ENTITLEMENT

    This can be granted twice during the employees period of service with the

    firm.

    Maternity leave can be taken at a stretch for 90 days in case of pregnancy.

    Maternity leave can be taken at a stretch for 30 days in case of

    abortion/miscarriage.

    The staff member may utilize her other leave balance in order to extend theduration of leave, if required.

    CONDITIONS

    Maternity leave is availed only for pregnant female employees.

    Female employees with at least 12 months of continuous service are entitled

    to maternity leave.

    Applications for maternity leave (in case of pregnancy) should include

    personal details, a medical certificate detailing the expected date of

    confinement or birth, proposed commencement date and duration of leave.

    No credit/encashment of this leave is permissible.

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    In the context of abortion, this leave is admissible irrespective of number of

    surviving children. Application for leave should be supported by a certificate

    from a registered medical practitioner.

    (5) PATERNITY LEAVE

    DEFINITION: Paternity Leave is designed to help the male employee take time

    off from work during the prenatal/postnatal stage of his child.

    ELIGIBILITY

    All permanent male employees shall be entitled to paternity Leave.

    Paternity leave can be availed for 3 days that can be taken on wifesconfinement/birth of each child.

    The male employee needs to be the biological father of the child or themothers husband.

    ENTITLEMENT

    This can be granted twice during the employees period of service with the

    firm.

    This leave can be taken in one stretch.

    The staff member may utilize his other leave balance in order to extend the

    duration of leave, if required.

    CONDITIONS

    Male employee with at least 12 months of continuous service is entitled to

    paternity leave.

    This leave is to be taken within one month of the birth of the child.

    Approval of the Management needs to be taken and HR kept informed of the

    same.

    No credit/encashment of this leave is permissible.

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    (6) BEREAVEMENT LEAVE

    DEFINITION: Bereavement Leave is designed to help to grant paid time off from

    work to employees for the death of a relative.

    ELIGIBILITY

    All permanent employees shall be entitled to bereavement Leave.

    Employees are eligible for up to 3 consecutive days leave in the event of thedeath of an immediate family member (defined as parents, siblings, spouse,children, and in-laws, except grandparents).

    ENTITLEMENT

    The staff member may utilize his other leave balance in order to extend the

    duration of leave, if required.

    This leave can be taken in one stretch.

    CONDITIONS

    Permanent employees with at least 12 months of continuous service are

    entitled to bereavement leave.

    In case of availing this leave, the absence should be notified to the respective

    superior on the same day either through phone/email.

    Should be substantiated with death certificate or any other authentic proof,

    which may be submitted within 2-3 weeks from the date of taking leave.

    No credit/accumulation/encashment of this leave is permissible.

    COMPENSATORY OFF

    If an employee is required to work on any important assignment on a

    National/Festival/Declared/weekly off days, he/she is eligible for

    compensatory off on any other working day.

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    Official approval is required from the department head/management to work

    on such National/Festival/Declared/weekly off days.

    No compensatory offs will be entertained when worked on these days without

    proper approval.

    The compensatory off has to be availed within a period of one month from the

    date worked.

    Compensatory off when not availed within the stipulated time period will

    lapse.

    Only two days of compensatory offs can be combined and availed at a

    stretch.

    These leaves are granted only if the person come on work during the

    holidays.

    OVER TIME/TIME OFF IN LIEU/COMPENSATORY TIME/ POLICY

    Overtime is the amount of time someone works beyond normal working hours.

    Therefore time off in lieu refers to a type of work schedule arrangement that

    allows workers to take time off instead of receiving overtime pay. But generally

    the company does not encourage any overtime, unless there is a

    demand/urgency/emergency with respect to the task/project delivery.

    PERMISSION

    Permission of 1 hour can be availed twice in a month which should be notified to

    the leave sanctioning authority and recorded in the leave card as well.

    ABSENCE FROM DUTY

    When an employee takes off from duty without prior leave approval or proper

    intimation under certain unavoidable circumstances, then those day/days will be

    treated as absence from duty.

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    The days of absence will be treated under loss of pay.

    The employee has to report to his/her department head on rejoining duty

    from absence and provide valid reasons for absence before taking up work

    again.

    If an employee is absent from duty continuously for more than 7 days

    (including any National/Festival/Declared / weekly off days which may fall in-

    between), an official correspondence from the HR department will be sent to

    him asking to report to duty and to provide explanation for his absence.

    Based on the enquiry, any action deemed fit would be taken by the

    management.

    If there is no response from the employee within the stipulated time

    mentioned in official correspondence, it would be assumed that the employee

    has withdrawn his service from the company on his own accord and recorded

    accordingly.

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