Struggling with Compensatory Off Forms? Share Your Ideas and Solutions Here

Dear all,

I hope this message reaches you in the best health and happiness.

Officially, we work from Monday to Friday, but in the last couple of months, some departments have also worked on Saturdays. For these cases, we plan the Compensatory Off. I have already compiled a policy, but I am still working on a good form. Can someone help me with that? What kind of forms are you using for Compensatory Off? How do you handle the application for Compensatory Off?

Thank you very much!

Kind regards and have a great day,
Ramona

Hi Ramona,

My company uses a compensatory off card which the employee has to fill up as soon as he does the extra work and gets sanction from the department head. After that, he can avail compensatory off after receiving due sanction from the department head. Currently, we offer compensatory off facilities for junior-level employees only. Senior-level employees, even if they work extra hours or on holidays for a few hours, are not eligible for compensatory off.

I hope the above information satisfies your query.

Santosh Iyer
Email: santosh_iyer79@rediffmail.com

Hi Santosh,

Thank you very much. Now I am clearer about the handling, but I am still unsure how to create the form for it. Maybe someone can send me their form just to get an idea of it? That would be really helpful.

Have a nice day, Ramona

Ramona,

The time-off form will have the following columns. You will need to arrange them horizontally in a tabular format:

- Date of extra work:
- Reason for extra work:
- No. of hours worked extra:
- Sign of dept. head: (to certify that the employee has worked extra hours as per his instructions)
- Date of application for time-off:
- Date time-off taken:
- Balance hours:
- Sign of Recommending / sanctioning authority / dept. head
- Sign of HR Dept
- Remarks

I hope the above information will be sufficient for you. If you still have any doubts, please feel free to email me.

Santosh Iyer
Email: santosh_iyer79@rediffmail.com

Hi,

One thing that we follow in our organization is that every comp-off should have a cut-off date for availing the same. Employees tend to accumulate these comp-offs and use them later when they need long holidays. The purpose of comp-off is that one should avail it at the earliest after working that extra period. To prevent such accumulation, we have a policy of setting a cut-off date for usage. If the comp-off is not used by that date, it will lapse.

In our organization, we have a 9-day period to utilize the comp-off; otherwise, it lapses.

Cordially,
Preet

Hi All,

That was a really good info about comp-off. I am working for a reputed MNC in the telecom industry.

Lately, I am facing a problem. As per the company policy, there is no arrangement or policy guiding anybody to take a comp-off. However, employees are availing comp-off on a regular basis as they work on Saturdays and Sundays. I would like to know whether it is regulated by law. Is it possible for any company to function without a policy on Comp-Offs?

Looking forward to your kind advice... :)

Hi all,

First of all, Santosh, many thanks. Now I have an idea. We also had no policy about it, but the changes (working on Saturdays) in our company made the Compensatory Off required. We revised our Company Manual and had the new vision signed by the management and our board of directors. But we are a small company, and I am not sure if it is always that easy.

Have a great day,
Ramona

Hi,

I am attaching herewith a format, which I hope will be useful to you for designing a format for Compensatory Off. The first part is certification, and the last part is the application for availing such time off. You can add or delete portions according to your institution's nature.

Bye,
Ajay

Hi All,

That was really good information about Comp-Off. I am working for a reputed MNC in the telecom industry. Lately, I have been facing a problem. According to the company policy, there is no arrangement or guideline for taking a comp-off. However, employees are frequently taking comp-offs as they work on Saturdays and Sundays. I would like to know if it is regulated by law. Is it possible for a company to function without a policy on Comp-Offs? Looking forward to your kind advice.

I think you can formulate a policy on compensatory time off. Firstly, you can categorize staff based on their status. Compensatory offs are typically intended for middle and lower-level staff. Those who have not availed of other benefits like free transportation or additional allowances should not be granted compensatory time off. You can also establish a policy requiring employees to take such compensatory offs within a specified period, for example, within one or two months.

Bye,
Ajay

Hi, Ajay,

Thank you very much. I have already started creating a form, but mine was much simpler. I will add some more points and change the style a little. I hope I can finish this work tomorrow so that I can inform the employees on Friday. Thanks to everyone for your help!

Have a nice day,
Ramona

Hi Ajay,

After escalating the matter to the Senior HR manager, we have tentatively scheduled 3 weeks for utilizing the comp-offs. Comp-offs can be availed only after obtaining approval from the Reporting managers and directing the request to HR for documentation. All these processes will be conducted on the intranet via email, and no hard copies will be maintained. Until an alternative arrangement is established, we are required to adhere to this protocol.

I hope this information will be beneficial for individuals facing similar situations. :)

Regards,
Deepak M

I need to formulate LTA policy. Can anyone forward me that policy?

One more thing I would like to ask is, if an employee is working on Sunday and he is out of the workplace (in another state or country) for an official purpose, and the company is bearing all the expenses, will he be entitled to a compensatory off?

Shalini Tyagi
HR Officer :) :)

Hi,

It depends on what level the employee is at, whether middle management or lower levels, and also on the policy regulating compensatory time off in the company. Generally, he will be entitled to it as he is working on a non-working day.

Regarding LTA, here are a few inputs:
- Fix the eligibility criteria.
- Set one month's basic pay as the maximum limit for LTA.
- It should be available for spouses, children, and dependent parents only.
- It should be given once a year with prior approval of leave.
- Discourage the carry-forward of previous year LTA to the next year.
- LTA is only for travel within that particular country.
- The mode of travel should be decided by the company, preferably by 2nd class AC train.
- Establish a clear format to collect information for necessary tax deductions.

Thank you.

Dear all,

I hope this message reaches you in the best health and happiness.

Officially, we work from Monday to Friday, but in the last couple of months, some departments worked on Saturdays as well. For these cases, we plan the Compensatory Off. I have already compiled a policy, but I am still working on a good form. Can someone help me with that? What kind of forms are you using for Compensatory Off? How do you handle the application for a Compensatory Off?

Thank you very much!

Kind regards and have a great day,
Ramona

Shalini T,

Yes, he is entitled to compensatory leave while working on Sunday and out of station, meaning while in India. If in another country, then I doubt it would be applicable, but again, it depends on what kind of HR policy is devised for such cases.

It also depends on how senior the person is. In most cases, such leaves are not availed, but such a policy is also there in the company manual.

Cherian