Leave Policy - Doc Download [thread 112661]

Hi Sri,

I am in a new company that does not have any written policies. I need your help. Please assist me by sending a draft of HR policies such as the Leave Policy, Working Time, Permissions, Late Arrivals, Overtime, etc.

Srikanth
Email: srikanthbnair@yahoo.com

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, privilege leave, maternity leave, and paid leave?

Regards, Harsha.

Hi Harsha,

These are the types of leave I know of. If anyone else has any input, please 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. I just have a few issues I would be glad to discuss:

1) Annual leave - I believe that CL's, PL's, SL's, and compensatory offs constitute the annual leaves. Are there any other types of leave that fall under annual leave?

2) Family and Illness leave - Will this be leave with pay or without pay?

3) Can you please explain what Bereavement leave is?

4) What exactly is Committee Work leave?

5) Return to work after disability - Is this considered a regular leave or a long-term leave type?

I also kindly request HR friends to provide their valuable inputs on the same.

Regards,
Harsha

Dear Harsha,

I have tried to answer your queries. CiteHR members, please correct if you find anything incorrect.

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

2. I am not sure of the answer to this question; you might as well check with someone else. But I feel it should 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 am also not sure about this one; I doubt if this type of leave exists in India. I had read this on a company's website based out of India.

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

Also, please note - Bereavement Leave and funeral leave are one and the same.

I hope this answers your queries.

Regards,
Anu

Also, please go through this. I found this on Cite HR. It might help you.

Casual Leave: Every confirmed employee will be allowed 8 days of casual leave on full pay in a calendar year. Employees can avail of half-day casual leave for the first half or second half of the shift with prior permission. Employees who join the 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, a fraction of leave for a half day or more shall be treated as a full day's leave, and a fraction of less than half a 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 casual leave can be taken at a time.

Sick Leave: Every confirmed employee will be allowed 4 days of sick leave on full pay in a calendar year. The granting of sick leave will be at the sole discretion of the management. Employees covered by ESI will get benefits as per the ESI scheme. Absence for 3 days or more on sickness grounds shall be supported by a medical certificate from a panel doctor in the case of ESI-covered employees and from a registered medical practitioner in the case of non-ESI employees. Employees who join the service during the year will be entitled only to the proportionate sick leave after their confirmation in the company's service. Sick leave cannot 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 for informing the Personnel Department.

Maternity Leave: A married female employee will be granted paid maternity leave for up to a maximum of 12 consecutive weeks as required by the relevant legislation applicable or in force. However, a staff member 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 applicable only for the first delivery. A formal application must 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 applicable for up to two (2) children in the family.

Emergency Leave: Should any employee be unable to report to work due to an emergency, he/she should inform the superior before 08:00 am on the same day. The superior is then responsible for informing the Personnel Department. The employee is responsible for directly informing the superior about the nature of the emergency leave. It is not acceptable to leave a message on the superior's voicemail except in extreme emergencies. In the case of a voicemail 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 leaves taken by a staff member who is ill will be deducted from his/her annual leave. Emergency leave can be rejected at the discretion of the supervisor.

Regards,
Anu

Dear Anu and all group members,

My name is Hari, and I am new to this site. It seems very helpful for an HR professional. Right now, I am framing a reward policy to implement in our company. If you have one, please forward me a draft of that. My email id is akhkumar@rediffmail.com.

Your input for the leave policy is great. Looking forward to your reply.

Thank you.

Dear All,

Please find attached the leave policy that I have implemented in my organization. I hope this will be helpful to you.

Regards,
Nancy Gupta Aggarwal

Dear ANU HR,

Thank you so much. Although I had already prepared the Leave Policy, the guidelines helped me to properly set them in a presentable manner.

Thanks a ton,
Dear

Dear Hari,

I would like to know more about the kind of rewards your company may like to give an employee. For example, 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 an employee getting married? Does the company want to reward the employee for completing targets, etc.?

Please answer the questions so that I can help you.

Regards,
Anu

Dear Neesu,

Prorate is basically a proportionate allotment as per the entitlement. For example, if the company is following a Jan to Dec cycle for leave and an employee joins on 1st July, 2008, then the calculation of leave for such an employee will be done on a prorate basis from 1st July to 31st Dec, i.e., 6 months. So, if he is entitled to 21 days of annual leave, 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 elaborate, 21 days will be divided by the number of months in a year, i.e., 12 months, and leave per month will be calculated, and accordingly, leaves will be entitled to the employees for the number of months he was associated with the company. The same applies to Leave encashment.

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

If the employee has taken leave while on probation, that number of days will be subtracted from the entitled leave.

I hope this might suffice your query.

Regards,
Anu

Dear All,

Please find attached the Leave Policy Format.

Thanks,
Regards,
Srinidhi Prasad

Hi everyone,

I am working in the hotel industry, and there are no records of leave. How can I maintain records of leaves?

Regards,
HR.NASHIK

Hello,

For maintaining leave records, you can keep them in an Excel sheet or maintain leave cards for all employees. You can use these cards for monthly records, but if you prefer to manage leaves annually, you can create a leave card that serves as a consolidated Leave Application.

I hope I have assisted you in some way. If you still have any doubts, please let me know.

Regards,
Anu

Hi Anu,

Thank you very much for the response. We have already been given the following rewards for birthdays, marriages, for completing 5 years, 10 years, target achievements, valuable suggestions that lead to cost-cutting, process improvements, highest attendance, etc. I would like to know if there's anything else that can be included for the same. Looking forward to your reply. Please also send a copy to my personal email ID at akhkumar@rediffmail.com.

Wishing you a nice weekend.

Best regards,
Akhkumar

Experience: 2 + Years
Location: Bangalore
Qualification : Graduate
Industry Type: IT-Software/ Software Services

Job Description
Required Web Developer, M/F, 2+ yr s Exp, Knowledge of Java, J2EE, HTML,XML, Java scrip, Ajax, Dream viewer, flash, Photoshop, CorelDraw .

Company Name: CSDC Pvt Ltd

Website: www.csdcgroup.com

Forward CV in Word format to
e-mail : savinaya@csdcgroup.com

Address :
Collaborative Software Development & Consultant Pvt Ltd
21&22, 1st Floor, Shreekara Complex, II Main Road, Palace Guttahalli, Bangalore – 3

Ph No.; 080 -65371296

Good 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 the weekly off in the organization, and an employee takes a half-day leave on Saturday and is also absent on Monday and Tuesday, how should their leave be considered?

Hi everybody,

Please tell me if the employees are taking benefits from ESIC, i.e., wages/salary for leave period. For those periods, who is responsible to pay statutory deductions, i.e., PF, PT, Ex-gratia, etc.

Please help me on this issue.

Ajay

Hi Riya,

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. Are there any changes in the number of leaves in an IT company or region? Please help.

Regards,
Riya