Menaka HR

Dear Sir/Mam,
Our company(pvt. Ltd) have leave policy, but we don't have any defined plan for Paternity leave, matrimonial leave & Work from Home Policy.
We provide employees these above mentioned facilities but it is not fixed. So that some gets its benefits and some don't.
If we working for any organization, then every employee must have same rights .
So i want to make a defined policy for these three and need your suggestion for the same.
Kindly, suggest for these three policies with proper terms and condition, so that no one can raise voice against policy and it would also good for employer point of view and employees as well.

From India, Taramani

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HR Mohankumar

Hi Menaka,
Good evening.
Paternity leave - 5 to 7 days for all male staff irrespective of date of joining. Should be paid in full for this leave. Eligible for 1st and 2nd kid only.
Maternity leave - 12 weeks - she should have completed at least 9 months service. For ESI covered staff no need to pay salary. Help her to get 12 weeks pay from ESI. If not you have to pay her the basic salary for the said period. Leave can be extended for another 4 weeks if it is caesarean or abortion case. If you are happy employer you can pay 1000 rupees after delivery as some incentive (i actually forgot the term)
Reach me by mail for more details.

From India, Chennai

There is no law in India which mandates paternity leave.It is policy discretion of management.
From India, Thiruvananthapuram

Hi Menakaji, 23.1.17.

This has ur query reg. different leaves tobe considered for employees.

Please provide ur mailid to send them.

I am an Ex AGM-HR&Adm.with 35+ HR,IR,LEGAL, & Admn., Works of 7 Mfg. Cos.- Steel Plants, Power, Chemical , Electronics Plants & Mines ( 2000 + CL). Due to sudden CLOSURE of our STEEL PLANT , I developed /Started H.R.Consultancy and I am providing Consultancy for past 5 yrs.for H.R. Management ( Recruitment to Separation - Soft Copy- for all HR Jobs for easy Adoption).

As we are in January, Adopting some of the below Systems, Rules will be helpful for your P&A works.




Some Cos. still use Leave Appn.-(LA)Loose Forms to take Leave every time: As LA is loose, difficulty to Check, Account, Store, keep track; to make Monthly Salary besides Saving PAPER & Printing Cost/WASTE where hundreds of emplís work.

On Checking 500 entries of Bio-metric Attendance in Big Cos., 20 LA was missing. As LA is loose, Seniors donít get time to check each loose LA & so, wages as Certified by Staff though empls. took leave. Hence,

You can PRINT & Use LEAVE CARD (LC)-RECORD & Stop LA:. LC is handy, Seniors can always Check, Find No.of times, days Leave taken; to Calculate Monthly CL, SL,PL/EL to make Salary. LC/RECORD is Statutory. It cannot be manipulated like Loose LA.

1 Card for 1 Employee for 1 year.

You can introduce LC in Jan.2017. After one year, keep old LC- in Per.File as Record to verify in future. Easy for P&A to work out Entitlment, Balance- Leave Management. It is cheap & easy to maintain. Empl. will know how often he is taking Leave & HOD can caution, Mis-use/approve on need basis. Custody-P&A. Each HOD to keep LC to facilitate his take Leave. HR to call LC when Reqd., to update Leave Regr , Month-end, Decmbr. - Statutory.




For Continuous Working Cos.,(Mines, Plants) -for uninterrupted Works, 2 Optional Holidays can be given with National & Festival Holidays to ensure Min.MP to man Essential Services like Prodn., O&M, A/c.s, HR etc., as most emplís donít observe all Festivals at 1 time & so, when 1 set of emplís take Holiday, other set can work & vise-versa. Thus, HODs can plan min.MP for Shift duty/ maintain Essential Services by adjusting MP to suit his needs & avoid OT or stop work due to Holidays (without increasing Declared Holidays-10-12).



. ============

Most HR/P&A Dept. have Per.Files on all emplís.Still,

many emplís current Infn. is missing when HOD wants it; i.e.

1. Present Address to send Notice to X,

2. Mobile No. would have changed to contact X

3. Nominees detls. to Notify accident etc.

4. Nominees detls. to send payment of deceased X

5. To know Marital / dependents detls,

6. To verify latest Addnl. Qlfcn. etc.,

As the above infn. have changed after giving Ist BIO-DATA -on joining, they can be collected by Dec.2016 using above Form to update MIS, MP dtls. For Per.File, PF, ESI & other Stat.Returns,ISO Recordsfor Promotion, S.I./A.I. in Jan.2017 etc.




Recruitment work starts when User Dept. sends MPI/R.F. to HRD/P&A. This Single Sheet Form has many Columns for HOD to Indent several posts- like Name/No.of Post tobe filled, J.D., Qlfcn, Exp.,Grade etc. (of the Person to be recruited). After Competent Authority, send to HR Dept. HRD to compare MP Appl. with MP Planning & Succession Planning Statements to Check Internal Candidates+CL etc. If no suitable match, take MDís appl. to recruit. Follow Recruitment Procedures. Notify to Employment Exchanges under CNVAct, Employees referrals, Data Base. If no candidate, Issue Paper/TV Ad./ Contact Recruiting Agents to Sponsor suitable Candidates.




Absenteeism is becoming a serious problem in some Cos. HRM is blamed for laxity. It can be controlled by using above Form. HRM to take Action against erring employee or when a HOD sends A.N.F. to him. Proper Disc.Procedure tobe followed for AOS lest; Court may nullify it as void.

SAMPLE CIRCULAR + FORM for Adoption, are given below: (1 50 RP&F available).


6. WHY STANDING ORDERS (S.O.) -- I.D.Act. ???


A Certified S.O. under Indus.Employment(S.O) Act; empowers the Co. to take Disc.Action against its Emplís for violating T&C in S.O. BUT; the Co. cannot punish Emplís for Acts not included in S.O - SUPREME COURT.


Hence, Imp.Acts/Conducts involving Discipline of emplís; MUST be included in ďMIS-CONDUCT LISTĒ in S.O. & PROCEDURES of NATURAL JUSTICE MUST be OBSERVED to make Coís. action LEGAL.

Doís, Donítís, Duties of emplís -100 Points,

Mis-conducts forwhich emplís LIABLE FOR DISCI.ACTION-80 points, Co.Appn/BioData Form-40Points, Imp.t& Appt.Order.-for Sk-20, Suprvsrs &above-35. (Pl.check t&c in ur Co.Appn., A.O, S.O.etc.)- Effect of Non- inclusion.



Reg. Steps to Set up HR Dept., there is no one Solution/Answer fitting to several HR & A works/Functions at one time. One need to study/audit existing Systems, Procedures, Rules, Policies etc., to deal with HR works as one Dr.cannot cure all diseases & we have to go to Ortho, Optho, Gyno etc.,for dif.ailments. KINDLY GO THRU BELOW POINTS. I hope; it will be useful for ur works.


After serving for 35 years (as PO, PM, AM, Advocate, HR Manager, Sr.HR Manager & AGM Ė HR&A) in HR,IR,LEGAL, & Admn., Depts. of Steel Plant, Power Plant, Chemical Plant, Electronics & Mining Companies (with 2000 employees + CL), I am providing Consultancy on all aspects of HUMAN RESOURCES MANAGEMENT from RECRUITMENT TO SEPERATION (in SOFT-COPY, for easy Adoption in New Cos.)

In my previous Mfg.Cos. , I had this opportunity. First; I studiedAudited existing:

1. Systems, Rules, Documents - maintained / followed in the Company Ė Viz.,

Attendance Registers, Leave Card /Records, Statutory Returns/Reports, Licenses-Factories Act, PF, ESI, Bonus, Gratuity etc., MP Statistical Reports, MIS, Personal Files etc.,

2. Compared with List of- Documents -TO BE Maintained as per Factories/S&CEstts Acts etc.,

Registers, Records, Reports, MIS, Documents, Statutory Returns/Reports, Licenses, MP Statistical, Reports, MIS, Files, Rules, Policies, Procedures, Processes, Systems, Formats etc., and

3. Recommended the List of GAP / inadequacies / Steps to Set up HR Dept., for Adoption / Implementation as under:-.


================================================== ==============

Imp. FORMATS, Documents for H.R.&Admin. OPERATION PURPOSE:


As I was to take care of both HR &,

Ist. Designed & Introduced Basic Formats for each Jobs like Advance to draw Cash for Coís works, TA & Expenses Bill, Out-Pass, OOD & Visitors Pass, Gate Pass, Leave Card & Register, Indent for Vehicles, Food, Room, Ticket Booking etc., Collected and Maintained all Statutory Registers like Attendance, Wages, Leave, Adult Workers, Register of Extra Work Done (OT) & Co-Off Availed, Punching (Bio- metric- Face Reader) to regulate In & Out Time and Certify Attendance for Salary, Leave Card, Record, Deduction & Remittances of PF, ESI ,WC Policy, other Insurance Policies for Employees-Medi-claim, Machines & Equipments, Motor Vehicles etc., C.L. Regn, Regrs. Records etc., Implemented Bonus, Gratuity, Superannuation Scheme for Sr.Executives. etc.,



Made NEW Company Application / Bio-Data Form to collect full details of all employees already working and collected filled Forms from 200 employees. ISSUED INDUCTION KIT with New Appointment Order, Standing Orders & Leave Rules, I.D.Card, Emp.Code No., EPF & Gratuity Nomination Form, Bank A/c. Opening for all employees & Provided Uniform & PPE after Safety & Induction Training.



was Introduced and New Personal Files opened for each employee with Company Application/BioData, Interview/Selection Approval Sheet of Competent Authority for Apptt., Offer Letter, Induction Schedule on Joining, Apptt. Order-Ack.Copy, all Certificates Copies of DOB, Qualifications, Past Experience, Salary Slip, P.A.Form, Address Proof, Medical & Blood Group Reports, Photos, I.D.Card, Emp.Code No., EPF & Gratuity Nomination Form etc.,



New Man Power Requisition/Indent Form, Candidates Details for Interview / Selection (Comparative List Form), Interview Assessment Form for Selection, CHECK-LIST FORM for INTERVIEW, CHECK-LIST FORM for APPOINTMENT & APPROVAL introduced.



Master List, Addition & Separation, Man-Power Planning, Succession Planning, HRIS, MIS etc, CATEGORISING / GRADING & PAY-SCALE (Band) for all Levels of employees, Job Description, Security Checks, Safety & Health Ė OHC., as per ISO / Managementís requirement were Introduced and implemented



to Monitor / Control Absence, Advisory Memo, Show Cause Notice, Enquiry, Publication on Company Notice Board, News Paper. If employee fails to respond, Terminate as per A.O.S. under Certified Standing Orders of the Company. P.A. Form to assess Trainees, Confirmation, Promotion, S.I., Annual Increment, Transfer, T&D, All Terminations, Retrenchment, VRS., Superannuation, Extension of Service, Resignation Procedures, Notice Period, Exit Interview, Clearance Certificate / No Due Certificate, Final Settlement, Service Certificate.



Constituted Safety, Canteen, House-Keeping, House Allotment, Works and Grievance Redressal, Transport, Event Organising Committees etc. involving concerned HODs to create awareness, to ensure smooth functioning of all, Harmonious Relations & to attend to Complaints of employees including Sexual & other types of Harassment & Discrimination.



F. CONDUCTED T&D Programs with 50 Slides on Discipline, Attitude, House-keeping, HEALTH TIPS on AYURVEDA, YOGA, PUNCHAKARMA for STRESS, BP, SUGAR Problems etc.,


I hope; you will find the above useful . Will share more on hearing from U.

Thanking you & awaiting to hear from U.

With Kind Regards,

C.Neyim Khan,

HR Consultant & Advocate, Ex- AGM (HR&A),

HOSPET/ BANGALURU, Karnataka, S.India.

Mobile No. 9535470460 Email:

Email: , Qualification: BA,LLB, PGDPM, MBA-HR-Xaviers),

Ex-Member, NIPM, Calcutta, Ex- Trainee-Member, Indian Institute of Management, B;lore.

Languages Known:- Kannada, Tamil, Telugu, Malayalam + English & Hindi

From India, Mumbai

Paternity leave is not statutory leave hence you can decide about eligibility if you want to introduce it. It can be: minimum say, 2 years of service as eligibility criteria. You may give 4-5 days of leave, max two instances for an employee. And if it maternity of wife (marriage certificate) unless you want to extend it to children born out of live-in relationship.
If you engage 10 or more employees, maternity benefit act becomes applicable to you, whether you like it or not. No rules are required to be designed for maternity as act is very exhaustive.
You can't possibly have policy for work from home. It's need arises when employer has deadline AND employee has urgent personal or domestic work or falls ill. I would suggest you leave the subject of work from home from company policy.

From India, Mumbai

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