Svsrana
Hr Head With Pmi
Ryan
India's 1st Strategic Strengths Coach, Corporate
Vinove
Talent Acquisition Manager
Sherine
Hr Professional
SASHMITA
Hr Professional
Sweetysingh
Manager Human Resource
Vandana Reddy
Hr Executive
A Chandra Prabha
Payroll Executive - India,sigapore &

HI,
I am working as HR in an IT co. I have started the HR department here.
I need to revise the Leave Policy here. The existing leave policy is as follows:
- No Paid leaves during Probation Period (6 months)
- After completion of Probation - 16 paid leaves, divided as follows:
- 8 CL divided on Monthly prorata basis: Can be Carried Fwd or Re-imbursed at the end of the year.
- 8 ML divided on Quarterly prorata basis: Cannot be carried fwd or re-imbursed at the end of the year. ML can be availed only if an employee submits a Medical Certificate.
** Compensatory Offs for people who work on any Holiday.
** I wish to introduce Privleged Leaves (PL) for employees who have completed 1 year of service with the organisation. Kindly suggest calculations based on the working days of last year.
kindly suggest improvements in the existing policy and calculations for PL / EL leaves.
Regards
Bhavna
27th June 2007 From India, Delhi
Hi,
You can credit 6 CL & 6 SL for a employee on starting of every year. suppose an emplyee joins on march then ypu can credit on pro data basis i.e. counting from march - Dec = 10 days. 5 CL and 5 SL. if they join on April, then it would be April - Dec = 9 days. you can diveide it as 4 CL and 5 SL. usually sick leaves are given more preferance. and after completion of one year you can credit 12 EL.
Hope this information will be usefull. Any clarification get back to me
Regards,
Kavitha
27th June 2007 From India, Madras
Hi
Some questions:
1) What is ML?
Is it Maternity Leave? This is my understanding of the term ML. You will need to build in a provision for this Leave in your policy. Similarly, some companies offer 5 days Paternity leave. You may want to create this in the policy too.
2) What is the logic for giving PL after 1 year of service if your probation period is 6 months?
I think you can do leave encashment on Basic Salary. Others may please suggest alternatives.
Regards
Ryan
27th June 2007 From India, Mumbai
Hi,
You may amend you leave policy by giving:
6 sick leaves
6 casual leaves
24/18 earned leaves
in a calender year.
And if suppose an employee joins in between, it can calculated on prorate basis.
And the earned leave can be availed by the employee only in the next calender year.
Earned leave can be calculated on basic and DA.
The SL/CL can be availed after completion of xx days in the organization.
Suggestions are welcome by cite HR members.
Sashmita
27th June 2007 From India, Delhi
Dear Ryan,
Thanks for replying.
ML means Medical Leave. Yes, I will be including the Maternity and Fraternity Leaves as well.
PL i.e. Privileged Leaves - I wanted to assign this after a year as an incentive of completing a year. That as soon as an employee completes a year, he starts getting extra leaves and thus reduces salary deduction.
Suggest, if this can be a good idea.
Regards
Bhavna
28th June 2007 From India, Delhi
Thanks Kavitha. it really helped me.
Can u pls xplain the calculation of EL ...wat if some one completes a year of service in the middle of a financial year...shall v still gv 12 EL..??
Regards
Bhavna
28th June 2007 From India, Delhi
Dear Bhavna,
Refering to the discusion held in the thread, i could understand that 12 EL in a year would mean 1 leave per month. This HAS to be awarded on a pro rata basis, since the name is priviledged leave (or earned leave). This means that we can avail of these leaves only if we earn them by working in the company. So if any employee leaves during the tenure of 1 year, he may be awarded leaves on pro rata basis.
Another method of awarding PL cud be:
You can start accumulating PL or EL (12 in a year) for the employee right from the day he joins the org, but the employee can avail of it only after their probation (6 months) OR after one yaer of completed services in the compny. This wud craete a good balance in the employees leave account. If u may want u may arrange such leaves only to be carried fwd and not encashed at the close of the year.
Regards,
Parul
28th June 2007 From India, Delhi
Dear Bhavna, EL calculation can be calculated as follows: = (basic + DA)*no. of EL/ 26 Hope I am clear. Regards, Sashmita
28th June 2007 From India, Delhi
Hi Bhavna,
for example if an employee joins in the month of May'07. we will credit him 12 EL's once he completed one year thats on May'08. And on Jan'09 starting we can credit him the El's on prodata basis that is from June - Dec = 7 days . so on Jan'09 we will credit him 7 EL's. So from Jan'2010 he will be part of our regular credting. hereafter every Jan we can credit him 12 EL's
if you would require any clarification let me know
Regards,
Kavitha
28th June 2007 From India, Madras
Bhavna,
CLs are encashable in good cos. use this point as a REAL incentive for industrious staff who don't take leaves.
added plus would be not to encourage unneccasary leaves.
Don't hold back employee benefits like leaves, its not a good strategy. if people are happy working with you theye will turn up every single dsay.
Add FLEXI offs ie if your organisation or certain dept work all 7days then give them freedom to pick thgeir weekly off.
This will reduce any form to leave to bare minimum/zero in majority cases.
surya
28th June 2007 From India, Delhi
Thanks Kavitha. Can we credit EL's only in Jan n nt immediately as soon as the employee completes a year.
Like in eg. the employee completes a year in May, 08, should he nt be entitled to avail 1 leave every mnth from June, 08 on account of EL.
Regards
Bhavna
29th June 2007 From India, Delhi
Thanks Surya,
As per our Policy, CLs are encashable and can also be carried fwd.
What should we do with the balance of Sick Leaves and Earned Leaves at the end of the year.
Flexi offs is a good idea, vl try and implement it.
Thanks
Regards
Bhavna
29th June 2007 From India, Delhi
Hi,

As per law employees should get minimum 15 days of earned leave in a year & 12 days of CL/SL in a year. CL & SL are generally pro-rate.

Maternity & Paternity Leave (as per law)

Gazetted / national holidays & restricted Holidays (national holidays are fixed, you may increase the list but can・t decrease)

You may change the names of the leave and call them whatever you want to.

Generally EL・s & SL・s are carried forward to next near & CL・s not. EL・s are calculated only against employees present and deducted for his absence period or leave without pay period.

You can limit the maximum accumulation for the leaves which are carried forward to next year and also give the option of encashment of EL・s.

Generally companies bind their employees as follows:

X You can・t take more than 3 CL・s consecutively

X You can・t take less than 3 EL・s

X For availing more than 3 SL・s you need to get a medical certificate.

X EL・s & CL・s can・t be clubbed together.

X SL・s & CL・s can be clubbed together.

X Sundays & Holidays in between the leave days will be sandwiched & counted as leave period only etc.

Based on management discretion, the above may be changed for the employees of talent pool of the organization.

Try to give them as much flexibility as possible keeping in mind the notorious members also who proceed on leave and keep on extending their leaves, utilize all of them and sends you his / her resignation thereafter.

You may devise some extraordinary leave or special kind of leave for members going that extra mile e.g. 1 day off for blood donation etc.

Do not forget to keep the option of leave without pay to meet some emergencies.

You can・t decrease the number of leaves specified by the Government but increase as much as you want.

EL Calculation:

(Total no of days of employees presence / Total no. of working days in a year) * (no. of EL's provided by the company)

Hope this will help you.

Sweety Singh
29th June 2007 From India, Delhi
Hi Bavana
If UR comany is small then introduce 15 PL on following basis
Working Days ( WD) means physical working done by the employees in last year .
calender Year : 1 Jan to 31 St Dec
if WD<= 240 then 0 Leave
if WD<260 & More than 240 then 12 Leave year
if WD<280 & More than 260 then 13 Leave year
if WD<300 & More than 280 then 14 Leave year
if WD > 300 than 15 Leave per Year
max Working days Will be 365-62 ( 52 Weekely off + 10 National Holiday) = 303
If any furthe help feel free to mail me on
With Regards
Vikram Dalvi
30th June 2007 From India, Mumbai
Hi, From my understanding, EL is calculated as 1.5 days for every completed month of service and for the purpose of encashment, it is calculated on the basis of Basic salary Thanks Sherine
2nd July 2007 From India, Bangalore
Hi ,

Please check if useful...

Leave Rules

Purpose of this document:

This document is aimed to bring in clarity on the existing leave rules and make necessary modifications / inclusions wherever necessary.

Applicability:

 To all full-time associates of XXXX Ltd.

 This document supercedes all the previous releases about Leave rules of XXXX Ltd and shall come in to force from the date of release.

 Changes to this policy will need expressed approval of Executive Vice President HR & CA.

Type of Leaves:

1. Casual Leave

2. Privilege Leave

3. Maternity Leave

4. ESI Leave

5. Special Sick Leave

6. Education Leave

7. Leave on Loss of Pay

General Guidelines:

 Associate should obtain prior approval of leave from his/her immediate superior.

 Where prior approval could not be obtained due to exigencies, the same has to be obtained with in a reasonable time.

 Associates availing Special Sick Leave or Educational Leave will have to submit necessary documents in proof along with leave application. Immediate superior after considering the genuineness of the issue has to make recommendation to Head of the Group / SBU / Dept. The same shall be sanctioned by the Head of the Group / SBU /Dept and Dy. General Manager HR jointly.

 Year is to be reckoned as 1st Jan 31st Dec.

 Clubbing of different types of leaves is allowed.

1. Casual Leave:

Eligibility:

 All Full-time associates of XXX Limited

 Eligibility starts from Date of Joining.

Quantum of Leave:

 12 days per year.

 Associates joining us on any date other than 1st Jan would be eligible for CL on pro-rata basis.

Others:

 Intervening Paid Holidays / Weekly Off during the CLs period will not be counted as CL. In other words, an employee who avails CL on Saturday and on Monday will be debited with only 2 days CL in his credit and Sunday will not be considered as CL.

 Unavailed CLs cannot be carried forward to next calendar year.

 Unavailed CLs cannot be encashed.

2. Privilege Leave:

Eligibility:

 All Full-time associates of XXX Limited

 Eligibility starts on completion of 1 year of service with the company.

Quantum of Leave:

 20 days per year.

 Immediately on completion of 1-year service, an associate's leave account will be credited with 20 PLs and thereafter will be regularized to calendar year.

Availing Privilege Leave:

 It is mandatory for every associate to avail at least 10 days (at least one instance 5 consecutive working days) of PL in a year. This provision is brought in to encourage people to take break from the work schedule and also to give the other team members a chance to exhibit their abilities.

 While carrying forward un availed PL, irrespective of the fact whether an associate availed 10 days PL or not, short fall (if any) for 10 PL shall be deducted from the balance.

 This mandatory clause shall not be applicable to those associates who are on on-site assignment for minimum period of three months in that calendar year and on return they did not have minimum three months time to avail 10 PL.

 Intervening Paid Holidays/Weekly Off during the period will be counted as PL.

Encashment of PL:

Voluntary Encashment:

All associates are entitled to encash PL over and above 20 days once in a calendar year subject to minimum of 7 days.

Automatic Encashment:

 For associates in and up to PM Level - PL balance in excess of 45 days in an associate's account will be automatically encashed.

 For associates in and above AGM Level - PL balance in excess of 90 days in an associate's account will be automatically encashed.



Rate of Encashment:

 Basic pay as on previous 31st December divided by 30 days multiplied by the number of Privilege leave to be encashed.

Payment:

Voluntary Encashment:

Duly filled and signed Application for voluntary encashment should be submitted in the month of March to HR and the payment shall be made along with April month salary.



Automatic Encashment:

 HRD Dept. will take stock of all associates' PL balance as on 31st Dec and will process automatic encashment along with April salary every year.

3. Maternity Leave:

Eligibility:

 All Full-time female associates who are not covered under ESI Act.

 Eligibility starts after 6 months from date of joining.

Quantum of Leave:

 12 weeks

 All 12 weeks have to be utilized at once and the expected Date of delivery should fall during the period of leave.

 It is advisable to plan the leave in such a way that

 Leave period starts at least 3 weeks prior to Dt. Of delivery and

 Leave period ends at least 3 weeks after Dt. Of delivery

 In case of miscarriage, associate will be eligible for an additional 4 weeks leave.

 Associates having two or more than two children shall not be eligible for maternity benefit.

4. ESI Leave:

Eligibility:

 All associates who are covered under ESI Act.

 Eligibility starts from Date of joining of an associate.

Pay while on ESI Leave

 An employee who has availed ESI leave will be paid for that period by the ESI, as per ESI Act. No salary will be paid by IEL during ESI leave.

 For further details regarding the benefits that can be availed, please contact Mr. Parthasarathy, in HRD.

Other formalities:

 Associate who has availed ESI Leave has to submit all necessary documents in proof of treatment undergone by authorized ESI personnel.

5. Special Sick Leave:

As a goodwill gesture, it has been decided to extend Special Sick Leave to all associates (who are not covered under ESI) who were affected by serious diseases (to be read as those which are non recurring) or accident.

Sanction of leave is discretionary and the authority to sanction lie with Head of SBU & Dy. GM - HR.

Quantum of Leave:

 12 days per year

6. Education Leave:

To encourage continuous learning and acquisition of knowledge in their relevant function / skill, It has been decided to extend Education Leave to all associates.

Eligibility:

 Only full-time and confirmed associates are eligible.

Quantum of Leave:

 15 days for calendar year.

 This leave can only be availed for attending the classes (in case of distance learning) and / or writing the examinations relating to the course. (The Leave period should match with the date of examination / classes)

Indicative list of academic programs that can be pursued:

LoB / Dept Designations Degrees permissible for Educational Leave

CSD DET, GET, JCE, CE, SCE, TL, GL, PPE, PPL AMIE, BE, B.TECH, ME, M.TECH, PhD

PE, PL, SPE, SPL, SI, SSI, APM, PM, CM AMIE, BE, B.TECH, ME, M.TECH, MBA, PhD

PSD Trainee, Jr. Conslt, Conslt, Sr. Conslt BE, ME. M.SC(Remote Science, Geology, Geography Only), PhD

PL, APM, PM BE, ME. M.SC(Remote Science, Geology, Geography Only), MBA, PhD

SWD&S SWE, SSWE, TL, SQAE, SSQAE BE, B.TECH, ME, M.TECH, PhD

PL, APM, PM BE, B.TECH, ME, M.TECH, MBA, PhD

ENGG DE,SDE, TL BE, B.TECH, ME, M.TECH, PhD

PL, APM, PM, Consultant, Sr. Consultant BE, B.TECH, ME, M.TECH, MBA, PhD

Sys Admn All positions BE, B. Tech (ECE, E&E, Systems), PhD

MKTG,HR,

F&A, Admn All positions MBA, CA, CWA, CFA, PhD



7. Leave on Loss of Pay:

 Leave granted on extraordinary grounds without salary to an associate who does not have any leave to his / her credit. This is allowed only once in a year up to a maximum of 10 days.

 Leave on Loss of Pay may be granted only in genuine cases where the sanctioning authority is convinced with the reasons given for the leave.

8. Unauthorized Absence:

The following absences shall be treated as unauthorized absence:

 Absence for which no leave application has been submitted for sanction of leave.

 Any absence for which leave application has been submitted (irrespective of the type of leave), but not sanctioned by the authorized person.

Unauthorized Absence constitutes a major misconduct and attracts disciplinary action.
2nd July 2007 From India
Hi,
You can credit 6 CL & 6 SL for a employee on starting of every year. suppose an emplyee joins on march then ypu can credit on pro data basis i.e. counting from march - Dec = 10 days. 5 CL and 5 SL. if they join on April, then it would be April - Dec = 9 days. you can diveide it as 4 CL and 5 SL. usually sick leaves are given more preferance. and after completion of one year you can credit 12 EL.
Hope this information will be usefull. Any clarification get back to me
Regards,
Kavitha
3rd July 2007 From India, Madras
Dear Friend, Find the attachment of Leave Policy Regards, Chandra
3rd July 2007 From India, Bangalore

Attached Files
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File Type: doc leave_policy_190.doc (66.0 KB, 109 views)

Dear All,
Please let me know:
We have three kinds of Offs - Earned Leave, Weekly Off, Comp. Off. I want to know that whether all three of them can be clubbed together?
FYI, I am aware of the rule that any off falling in between EL period will be an EL. Does same goes for Comp off?
Kindly help...
Regards,
Parul
3rd July 2007 From India, Delhi
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