Harsha_chintu
Hr Professional
Smcel
Handling The Hr Dept In Org
Nancy Gupta Aggarwal
Salaried Employee
Deepa Sood
Advocate
+6 Others

Hi This is SRI,
I am in to a new company which do not have any written policies. I need your help. Help me by send me a draft of HR Polices like Leave Policy, Working Time, Permission, Late, Over Time, ect.
Srikanth

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Dear Srikanth,

Please find the Leave Policy as below (this was drafted by me); according to your company needs, you can change the following clauses.

1. No. of leaves entitled.

2. Prefix or suffix (i.e., hoilday / weekly off before or after the leave, employee has taken)

3. A national hoilday / Weekly off falling in between the leaves taken.

4. if there is no leave card, then use a leave application form.

5. Encashment: Either give the encashment at the end of the year or when the employee leaves the company.

6. Encashment can be either basic salary / Gross salary.

LEAVE POLICY

Objective:To provide a standard policy for administering and granting employee leaves of absence.
Types of Leave: At_________, there is no differentiated leave. All confirmed employees are granted 30 days of leave per Annum.
Leave Entitlement:
Every confirmed employee is eligible for 30 days of leave per annum.
The calendar year for leave entitlement is 1st April to 31st March of next year / 1st Jan to 31st of Dec of next year.
Leave will be credited at the beginning of each calendar year. Employee commencing or leaving employment mid year, the leave entitlement is calculated on pro-rata basis.
During probation / training, the employee is not eligible for leave. In case of an exigency during this period the Regional VP may grant advance leave which will be adjusted against subsequent entitlement of leave.
Please note:

1. Employee can avail Half day leave; which should be either the first four hours of the work day or last four hours of the work day.
  • Employee can club the leave with weekly offs or public holidays either as a prefix or suffix but not both.
  • Any organization wide leaves like National Holiday or Festival Holiday falling in the period of leave will be taken as part of leave.
Procedure for applying for leave:
You are required to take an approval from your reporting partner at least 2 weeks in advance before proceeding on leave. Requests for leave shall be considered in the light of current and anticipated workloads.
Each person will have a leave card against his/her name that will be updated by the employee as and when leave is taken. On obtaining the approval, the leave card has to be returned back for records. Leave record for each employee will be maintained at each location.
Employee should first check their leave balance before applying for leave. If leave balance exists, the employee should complete the required details in the leave card but if no leave balance exists, the leave will be treated as Leave Without Pay
After completing the required details in the leave card, the employee should seek approval from immediate superior.
The immediate superior has a discretionary right to sanction, defer or refuse leave as per the exigency of work.
If Employee is absent from work for any reason, and that absence has not been previously authorized by his / her immediate superior, he/ she is responsible to notify the immediate superior soon as possible.
In case of such unauthorized absence on a ground of medical reasons for more than three days, employee is required to submit a medical certificate on your return to HR.

Procedure for Cancellation of Leave:
Employee may change his leave plan and reverse the sanctioned leave, in such event the un-availed leave will be credited to his account. The Leave sanction stands void. Employee will need to submit a fresh leave application for availing any leave in future.
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.
Procedure for 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 well 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.
Leave Without Pay:
1. When the employee has no balance leave to avail, any leave taken thereafter will be treated leave without Pay.
2. During the period of LWP, the employee is not entitled for any pay or allowance.
3. A maximum of 3 months of LOP can be availed on the approval of the management. This will be applicable only on case to case basis after evaluating the leave.

Carry forward:

You are allowed to carry forward maximum of 30 days leave into subsequent year. Any excess leave will be lapsed. In this scenario, you will not be entitled to receive pay in lieu of any unused leave, while in service.

Encashment:
Upon your separation with the company, you will be entitled to be paid in lieu of any unused Leave at the date of release from Quadrile Partners. If you exceed the leave entitlement, the excess days will be adjusted at the time of full & final payment.

Leave encashment will be based on the Base Pay.

On retirement, Leave encashment is tax exempted subject to certain condition.

ABSENCE FROM DUTY
1. 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.
2. Based on the enquiry any action deemed fit would be taken by the management.
3. 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.

Maternity Leave:
· All confirmed expectant female employees are eligible for paid leave of absence from work.
· An expectant female employee is entitled for 90 days leave
· The eligibility is for upto two children only.
Hi, Can anyone tell me whether there are any other types of leaves apart from casual leave, sick leave, priviledge leave, maternity leave, paid leave.. regards Harsha.
Hi Harsha,
These are the types of leave, i know of, if any one else has any input, plz help Harsha.
_ Family and Illness Leave
- Leave of Absence Without Pay
- Personal Days
- Leaves of Absence
- Annual Leave
- Sick Leave
- Personal Leave
- Bereavement Leave
- Education Leaves of Absence With Pay
- Leaves of Absence Without Pay
- Maternal Leave
- Parental Leave
- Personal Leave
- Committee Work
- Return to Work After Disability
- Short Term Disability
- Sick Leave
- Funeral Leave
Regards,
Anu
Dear Anu,
Thank you so much for your valuable inputs, well.. i just have few issues.. i would be glad if they can be discussed :
1) Annual leave - I guess that CL's , PL's, SL's, compensatory offs constitute the annual leaves. Will there be any other types of leave that come under annual leave?
2) Family and Illness leave - will this be leave with pay or without pay..?
3) Can you please tell me what is Bereaument leave?
4) Can you please tell me what is committe work leave?
5) Return to work after disability - will this be a leave or a long leave type..
I also request the HR friends to kindly give their valuable inputs regarding the same..
regards
Harsha.
Dear Harsha,

I have tried to answer your queries, CiteHR members, plz correct in case u find anything incorrect.

1. All the types of leaves, except Maternity & Paternity Leaves fall under Annual leave.

2. i am not sure of the answer to this question, u might as well check it someone else.
But i feel it shud be paid leave.

3. Bereavement leave is paid leave that an employee is entitled to because of the death of a family or household member as defined by the terms of the employee’s employment program or collective bargaining agreement. Bereavement leave is available in addition to an employee’s accrued sick and annual leave.

4. i m also not sure abt this one, i doubt if this type of leave exist in India. i had read this on a company's website based out of India.

5. Diability leave - can be considered if an employee has met with an accident. and in such cases, the emp is paid.

Also, Plz note - the Bereavement Leave & funeral leave is one and the same.

I hope this answers ur queries.

Regards,
Anu
Also, plz go thru this......i found this on cite HR......might help u .........

Casual Leave. Every confirmed employee will be allowed 8 days casual leave on full pay in a calendar year. Employees can avail half day casual leave for first half or second half of the shift with prior permission. Employees who join service in the course of the year will be allowed proportionate casual leave after their confirmation in the Company’s service. While calculating casual leave, fraction of leave for half day or more shall be treated as full day’s leave and fraction of less than half day shall be omitted. The casual leave is non-accumulative. However, unavailed full day casual leave will be added to the privilege leave in the following year. Not more than two days of CL can be taken at a time.

Sick Leave. Every confirmed employee will be allowed 4 days sick on full pay in a calendar year. Granting of Sick Leave will be at the sole discretion of the Management. Employees covered by ESI will get benefits as per ESI scheme. Absence for 3 days and more on sickness ground shall be supported by a medical certificate from a panel Doctor in case of ESI covered employees, and from a Registered Medical Practitioner in the case of Non ESI employees. Employees who join service during the year will be entitled only to the proportionate sick leave after their confirmation into Company’s service. Sick leave can neither be combined with casual leave nor encashed. According to the provisions, the employee should inform his/her Superior before 10.00 am on the same day. The Superior is then responsible to inform Personnel Department.

Maternity Leave. A married female employee will be granted paid maternity leave up to a maximum of 12 consecutive weeks as required by the relevant legislation’s applicable, or in force. However, a staff may apply for an additional one- (1) month leave based on a certificate issued by a certified medical practitioner as required by the Maternity Benefits Act 1961. This is only applicable for only the first delivery. A formal application will be submitted to the department head at least 30 days in advance.

Paternity leave. A male confirmed Employee shall be entitled to one day's leave on the birth of a child by his legal wife. This is only applicable for up to Two (2) children in the family.

Emergency Leave. Should any Employee be unable to report to work on grounds of emergency, he/she should inform the Superior before 08.00 am on the same day. The Superior is then responsible to inform Personnel Department. The Employee is responsible to inform directly to the Superior about the nature of the emergency leave. It is not acceptable to leave a message on Superior's voice mail except in extreme emergencies. In the case of having a voice mail message, a follow-up call must be made later. Such leave shall be recorded as casual leave if there is outstanding leave or as no-pay leave if his/her leave entitlement is exhausted. Emergency leave(s) taken by staff who is ill be deducted from his/her annual leave. Emergency leave can be rejected at the discretion of the Supervisor.

Regards,
Anu
dear Anu/ all group members,
My name is hari and i am new to this site it seems very help full for an hr professional .right now i am framing a reward policy to implement in our company ifu have one pls forward me a fraft of that my per id is
ur input for the leave policy is great
looking for ur reply
Dear All, Attached herewith please find the leave policy which i had implemented in my organization. Hope this would be of some help to you. Regards Nancy Gupta Aggarwal

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File Type: doc LEAVE POLICY.doc (93.0 KB, 620 views)

Dear ANU_ HR Thanks a tonn, thou i had already prepared the Leave Policy , but the guidelines healped me to properly set them in a presentable manner. Thanks a tonn, Dear
Dear Hari,
I would like to know more abt the kind of rewards ur company may like to give an employee...
For eg, Do they want to reward for staying with the company for a long time, say 3 ,4, 5 years, etc....
Do they want to include a marriage gift for a employee getting married?
Does the company wants to reward the employee for completing target? etc....
plz, answer the questions so that i can help u ...........
Regards,
Anu
Dear Neesu,

Prorate is basically proportionate allotment as per the entitlement for eg; if the company is following Jan to Dec cycle for leave and an employee joins on 1 july, 2008 then the calculation of leave for such employee will be done on prorate basis from 1st July to 31st Dec ie; 6 months… so if he is entitled for 21 days annual leave then he will be allotted 10.5 days in the leave calendar if the company has a policy of providing half day leave… otherwise provide 11 days. To elarobrate....21 days will be divided by no. of months in a year, i.e., 12 months, and leave per month will be calculated and according leaves will be entitled to the employees for the no. of months he was associated with the company. Same applies to Leave encashment.

In case of employee on probation, the person is not eligible to take leave till confirmation but still the employee will earn leave for that period.. that is if the probation period is for 6 months then on the date of confirmation the employee will get leave on prorata basis for leave earned during probation period ... after getting confirmed in employment he will be entitle to avail the leave.

If the employee has taken leave while on probation, that no. of days will be subtracted from the entitled leave.

I hope this might suffice ur query...

Regards,
Anu
Dear All, Please find attached a Leave policy Format. Thanks, Regards, Srinidhi Prasad

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File Type: doc Leave Policy.doc (46.0 KB, 276 views)

Hi everyone, Iam working in hotel industry there is no records of leave ,how can i maintained records of leaves? Regards, HR.NASHIK
Hello,
For maintaining leave records, you can maintain it either in an excel sheet or you can maintain leave cards for all employees. You can get these cards for monthly records but in case u want to maintain leave annually, you can format a leave card, which can be used as a consolidated Leave Application.
I hope i have helped u in some way. if you still have nay doubts, let me know.
Regards,
Anu
hai anu,
thnx a lot for the response
already we have be given the following rewards
for birthdays,marriages,for completeing 5 years,10 years , target achievements,valuble sugettions that makes cost cutting, process improvements,highest attendance etc i would like to know any thing else that can be included for the same.
expecting ur reply,put a copy to my per id also ie
wish u a nice week end
akhkumar
Experience: 2 + Years
Location: Bangalore
Qualification : Graduate
Industry Type: IT-Software/ Software Services

Job Description
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Forward CV in Word format to
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Ph No.; 080 -65371296
Gud information. Can someone please guide me as to whether we can modify the leave policy of a company to reduce the number of leaves being granted to the employees. Is this statutorily permissible
if sunday is weekly off in orgnisation and employee half day taken leve in saturday and also absence of monday and tuesday then how can consider their leave......
HI !!!!! Everybody
Pl tell me if the employees are taking benifits from ESIC i..e wages / salary for leve period.
For those period who is responsible to paid statutory deduction i.e. PF, PT, Ex-gratia, etc.
Pl help me on this issue
Ajay
Hi,
I am working as an HR in a startup IT company based in Kerala which is one month old. I would like to prepare a leave policy. Is there any changes in number of leaves in an IT company or region. Please help.
Regards,
Riya
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