Need Help To Make Leave Policy IN BPO Industry - CiteHR
Amit Insha
Hr & Compliance
Priya Bhardwaj
Hr & Marketing

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Dear All Please help me out as i need to formulate Leave policy for my BPO. Now a days many of our employees are taking leaves which is going out of our control. Thanks & Regards Priya Bhardwaj
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Dear Priya,

May be below will help you:--

1 Employee Benefit

6.1. Work Schedule

The normal working hours will be 9.30 a.m. to 6.00 p.m, Monday to Friday. You have to report and register your Attendance by 9.30 a.m. Grace time will be of 15 minutes. If an employee has not registered the attendance within the stipulated time frame and did not inform the Administration/Office-in-Charge about his/her late arrival (due to Official duty etc), a "late mark" will be put on the day against his/her name. Five "late marks" will be considered as one-day leave and the same will be adjusted against the pay or leave balance of the employee in the coming month. Absence from office during working hours arising due to Official Duty, should be supported by consent from Immediate Manager/Team Leader/Project Head. However, you are free to balance your timings in consultation with and approval of your team leader to work in the most productive and justified manner. Such an act of flexibility should be directly supported by the exigencies of any particular project or program assignment.

Please note that Over Time (OT) as a policy and practice is discouraged by {Company Name}. Only in very exceptional circumstances and only on specific request by your line manager, would you need to do OT. You can exercise the option of availing Compensatory Off or be paid for the OT rendered (as per the governing laws.)

6.2 Leave Policies

Commencement of Leave Period: 1st January to 31st December of every year. Grant of leave shall depend upon the exigencies of the work and shall be at the discretion of the manager/management.

Current Leave Policy:

Leave is recorded based on the Attendance record received from the branches.

There is no leave encashment.

Regular Employees

All regular employees are entitled to 30 days leave in a year. There are three types of leave: Casual, Sick and Earned. The details are as follows:

6.2.1 Casual Leave

Maximum Limit: 8 Days

Leave Application: A formal leave application needs to be submitted at least one day (or earlier) before commencement of leave. Non-compliance will result in it been treated as “Absenteeism". No Casual leaves will be entertained without prior permission.


CL can be taken for minimum 0.5 to maximum 3 days. In case of more than 3 days leave, it should be taken as EL.

There are no casual leave carry-forwards. At the closing day of financial year any available leave under this head will lapse automatically.

Can not be appended with EL/SL.

Need to apply atleast a week before for 3 days leaves.

Pro rata entitlement for new joinee & resigned emloyees

All employees who worked for total of 10 days in a month would be eligible for prorate leave for that month.

6.2.2 Sick Leave

Maximum Limit: 7 Days.

Leave Application: Submission of leave application or intimation to office is expected.


SL can be taken for minimum 0.5 to maximum 7 days (paid) .

There are no sick leave carry-forwards. At the closing day of financial year any available leave under this head will lapse automatically.

For all absences exceeding 3 days, medical certificate needs to be enclosed. For all absences exceeding 7 days, every additional day beyond the 7th day will be adjusted against Earned Leave in credit of the employee, subject to production of aforesaid medical papers.

SL can be appended with EL.

Pro rata entitlements for new joinee & resigned employees

All employees who worked for total of 10 days in a month would be eligible for prorate leave for that month.

6.2.3 Earned Leave

Maximum Limit: 15 Days

Leave Application: Leave application needs to be submitted and approved by immediate manager, at least 15 days before commencement of leave.


EL can be taken for minimum 3 to maximum 15 days . PL cannot be taken for less than 3 days.

EL are carried forward subject to maximum limit of 60 days. Any accumulation beyond 60 days, will lapse automatically at the end of the financial year

Pro rata basis for new joinee cannot be normally granted. It can be granted only if there are exceptional situations as given below:--

Death in Immediate Family (Spouse/Child/Parents)

Child Birth

Self marriage

Accidental Hospitalization.

Earned Leave will be credited in the beginning of Calender Year to every employee’s account, but the entitlement will be proportional to the number of months worked. E.g. For every month completed in the pay roll of the company 1.25 days will be credited to the employee’s entitlement.

For resigned employees their leaves entitlement would be calculated pro rata i.e. till their last day of work. Any excess leave taken would be adjusted in F& F.

Contract Employee/ Trainee

Contract Employees/Trainees are entitled for 1 day leave in a month only. Contract employee would be eligible for prorata Casual & Sick Leave.

6.2.4 Paternity Leave

A male employee will be granted 2 additional working days leave, on the birth of his child.

6.2.5 Marriage Leave

A permanent full-time {Company Name} employee will be eligible for additional 3 days of paid leave in the event of his/her marriage. Application for marriage leave must be submitted in a leave application form along with marriage invitation card, 1 week in advance for the Department Manager’s approval.

All leaves not complying with the above will be treated as “Absent”.

6.3. Holidays

As per the company policy there are 11 paid holidays (10 normal + 1 restricted) in a year. The same will be intimated to you at the beginning of the year. Please note that the holiday list may/will differ from branch to branch, and you are governed by the list applicable for your place of work. You are requested to get the holiday calendar from you Branch-in-Charge or look it up from the local notice board. Employees working out of client site have to follow holiday list applicable to them
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