Dear Raj,
FYI, it's not provision period, it's Probation period.
Not only in your company but also in every company, a fresher is appointed as a Trainee for a minimum of 6 months. Later, depending on their performance, they will be escalated to the next level - Probation period, where their designation changes with a hike in their salary.
For trainees, a specified amount of leave will be allocated during their training period. Other than trainees, employees under probation and confirmed employees have leave calculated annually.
I will provide you with the process that I follow for leave calculation in our company:
Leave Calculation:
As per the leave policy, the leave year for computing all types of leave will be from 1st January to 31st December. Based on the need/reason and length of leave, the following categories of leave can be availed: CL, SL, and EL.
For a permanent employee, CL: 7 days, SL: 7 days, and EL: 8 days will be credited on 1st January of the calendar year.
For employees falling under Training and Probation period, full SL: 7 days will be credited on 1st January of the calendar year irrespective of the date of completion of their training or Probation period.
After the completion of the Probation period, the balance CL and EL will be credited to the employee based on the following leave calculations. Refer to the Leave policy to understand the leave procedure.
Trainee/Probation employee - SL calculation:
For example, if a new employee joins on June 1st, 2009, as a trainee/probation, then the leave calculation is as follows: (For Trainee/Probation only SL will be credited)
SL Leave Calculation:
Total SL credit for the calendar year
------------------------------------------ * Months remaining in the calendar year
Total number of months in the calendar year
As per the above example:
Total SL credit for the calendar year = 7 days
Total number of months in the calendar year = 12 months
Months remaining in the calendar year = 7 months (As the employee joined on June 1st, so June 1st - Dec 31st = 7 months, June month will be considered only when the employee joins on or before the 15th of that particular month, or else the count starts from the next month)
Therefore, 4 days of SL will be credited to the new employee. Thus, a new employee joining as a trainee/probation will get 4 days as SL for the entire year.
If the calculated leave results in 4.50, then four and a half days of leave will be credited. If the calculated leave results in more than 4.5, such as 4.55/4.6/4.7... then the leave will be rounded up and credited as 5 days.
If a new employee joins as a Trainee on January 1st, 2009, then SL - 7 days will be credited to the employee as per the above formula, and this leave credit is for the entire year. It doesn't mean that when the employee enters into probation in the month of July, the leave has to be credited again because both trainee and probation employees will be eligible for SL only. Only after the completion of the probation period, CL and EL will be credited.
If a new employee joins on January 1st, 2009, on Probation, then SL - 7 days will be credited for the entire year, and as of July 1st, if the employee gets confirmed, CL and EL will be credited, and the leave calculation is as follows:
Confirmed employee CL calculation:
For example, if a new employee joins on January 1st, 2009, on probation, and the employee gets confirmed on July 1st, 2009, the CL calculation is as follows:
For CL, the leave calculation is as follows:
Total CL credit for the calendar year
------------------------------------------ * Months remaining in the calendar year
Total number of months in the calendar year
CL Calculation:
Total CL credit for the calendar year = 7 days
Total number of months in the calendar year = 12 months
Months remaining in the calendar year = 6 months (As the employee gets confirmed on July 1st, so July 1st - Dec 31st = 6 months, July month will be considered only when the employee confirmation is on or before the 15th of that particular month, or else the count starts from the next month)
Therefore, 3.5 days of CL will be credited as of July 1st for the entire year, and if the calculated value results in more than 3.5, such as 3.6/3.7/3.8..., then the leave will be rounded up and credited as 4 days.
Confirmed employee EL calculation:
For example, if a new employee joins on January 1st, 2009, on probation, and the employee gets confirmed on July 1st, 2009, the EL calculation is as follows:
For EL, the leave calculation is as follows:
Total EL credit for the calendar year
------------------------------------------ * Months remaining in the calendar year
Total number of months in the calendar year
EL Calculation:
Total EL credit for the calendar year = 8 days
Total number of months in the calendar year = 12 months
Months remaining in the calendar year = 6 months (As the employee got confirmed on July 1st, so July 1st - Dec 31st = 6 months, July month will be considered only when the employee confirmation is on or before the 15th of that particular month, or else the count starts from the next month)
Therefore, 4 days of EL will be credited as of July 1st for the entire year, and if the calculated value results in more than 4.5, such as 4.6/4.7/4.8..., then the leave will be rounded up and credited as 5 days.
Regarding your query about leave days calculation after completing the training period and provision period, if your company's standing order does not mention this topic, you may need to consult with HR or refer to any other relevant company policies to determine the correct procedure.
Let me know if you need further assistance.