I am working as an HR Executive in an IT software company in Kolkata.Can somebody help me in formulating the Leave Policy for my company. Please suggest the types of leaves and encashment policy for the same. As per the Indian Labour laws and West Bengal Shops and Establishment Act, how many leaves are mandatory for an organisation?
From India, Calcutta

Mailing across the leave policy for West bengal Company ..



To provide guidelines on Leave entitlements of employees.

1.2 Leave Year : The leave year is the Calendar Year i.e. January 01st to December 31st of the year. All calculations for the purpose of leave will be based on the leave year.









2.1 All employees of the Company are entitled to :

14 working days of Privileged Leaves for every completed year of service, credited on a pro rata basis i.e. Number of days worked/365 days * 14(total Leave entitlement for the year).

2.2 Out of the Privileged Leaves credited for the year, any un-availed Paid Leave will be carried forward to the next year. However PL can be accumulated or carried forward subject to a maximum of 28 days. Any PL over and above the accumulated days will lapse.

2.3 Encashment

Encashment of accrued leave will be available to employees upon separation (if it is not adjusted against notice period), retirement or death. Leave encashment is done on Basic salary.

2.4 Privileged Leaves cannot be clubbed with Casual leaves.


3.1All employees of the Company are entitled to :

7 working days of Sick leave. SL can be accumulated or carried forward subject to a maximum of 28 days. Any SL over and above the accumulated days will lapse .

3.2 In the event of long sickness beyond leave entitlement the Management will take the view whether the leave be with pay or without pay.

3.3 In case of illness, the employee has to inform his reporting manager of the contingency on the same day and submit an application in HR upon return.

3.4 In the event of medical absences exceeding three days, an employee is required to submit a qualified physician’s certificate .


4.1All employees of the Company are entitled to :

10 working days of Casual leave. CL cannot be accumulated or carried forward .

An Employee can take a minimum of ˝ day CL and a maximum of 3 days at a stretch .i.e. one cannot apply for more than 3 Casual Leaves ( CLs at a stretch)

5.0 Holidays (National & Festival) are in addition to the above mentioned Leaves. Please refer to the Holiday List for the Year .


List of Holidays 2012

1 Netaji's Birthday 23-Jan Monday

2 Republic day 26-Jan Thursday

3 Holi 8-Mar Thursday

4 Bengali New Year 15-Apr Friday

5 Independence Day 15-Aug Wednesday

6 Id- Ul- Fitr (Ramzan) 20-Aug Monday

7 Mahatma Gandhi's Birthday 2-Oct Tuesday

8 Mahalaya 15-Oct Monday

9 Astami 22-Oct Monday

10 Mahanavami 23-Oct Tuesday

11 Dushera 24-Oct Wednesday

12 Laxmi Puja 29-Oct Monday

13 Id- Ul- Zuha (Bakrid) 27-Oct Saturday

14 Kali Puja/ Diwali 13-Nov Tuesday

15 Muharram 25-Nov Sunday

16 Guru Nanak's Birthday 28-Nov Wednesday

17 Christmas 25-Dec Tuesday


The Compensatory Offs / Extra Hours of Works do not apply to any Supervisory cadre or above.

Compensatory off is granted or allowed within the month in which weekly off was due to the employee. Compensatory Off must be availed at the latest within the next two months immediately following the month in which the compensatory holidays had become due otherwise unavailed Compensatory off will lapse.

Not more than 2 Compensatory OFFs can be availed at a stretch.

Compensatory off cannot be clubbed with the CL or SL.


If leave is not sanctioned and an Employee remains absent on those days, then the absence will be treated as unauthorized “Leave without Pay”, irrespective of working days or holidays i.e., any holiday sandwiched between 2 days of unauthorized Leave Without Pay will be included in the Leave availed.

If you remain absent from work without authorization or reasonable explanation, for more than three consecutive days, it will be presumed that you are no longer interested in working for the Company and have abandoned its services.


In case if an employee has applied for leave and he does not have the leave balance then the excess leave days shall be considered as LEAVE WITHOUT PAY.


9.1 Employee has to fill the Leave Form / Email and obtain approval from his HOD, before proceeding on leave. Approval in general should be obtained 15 days in advance if leave is desired for more than 2 days.

9.2 The department manager/HOD is the authority to sanction leave. The email should be directed to HR after approval of the HOD.

9.3 Leave will include weekly off days and holidays, falling before, after or during the vacation.

9.4 Long Leave (more than 10 days) is meant to be availed on a planned basis in the interest of smooth and uninterrupted working of the department and you are therefore advised to consult with and get agreement of your functional head in your vacation planning exercise at least 3 months prior.

9.5 Employees who have not completed six months with the organization/ not confirmed are not entitled to any leave.

9.6 It is important to note that, as a general rule all leave should invariably be availed on a planned basis with prior supervisory approval. Employees who report absent without sufficient cause will attract the Leave without Pay principle and face disciplinary action.

9.7 In the event of long illness/leave beyond entitlement the decision for leave without pay or leave with pay will be subject to approval by the Functional Head or HR Manager.

All leaves should be applied for in advance unless circumstances are such that it is not possible to do so. In such cases a telephone call or an email to the concerned Reporting Authority or in his/her absence to the concerned Department / Divisional Manager as intimation should serve the purpose.




Corporate House ; Kolkata.

From India, New Delhi
Is the leave policy compliant with the West Bengal Shops & Establishment Act and can be applied to all organisations under its purview including proprietorship firms?
From India, Calcutta
Hi Priya, Is this applicable to all pvt ltd co in kolkata? My company does not follow any rules / policy. They deduct salary for a single absent - can any steps be taken ? Regards
From India, Calcutta
What would be the standard leave policy for contractual employees in a Pvt Ltd IT company?
From India

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