I am working as a Senior Executive in HR and am planning to draft a new Leave Policy for the company. It is a private limited engineering firm. I know the points I need to include in it, but I would like a structure or draft to follow while creating this policy. I require this urgently, so please assist me with a structure or draft of a leave policy for reference.
Thanks and Regards,
Ashwini Mhapankar.
From India, Mumbai
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10Thanks and Regards,
Ashwini Mhapankar.
From India, Mumbai
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Leave Policy Overview
The company recognizes the need for every employee to take time off from work occasionally while ensuring minimal impact on its operations. With this in mind, the leave policy has been defined to bring predictability in the availability of employees and minimize operational impact while enabling employees to take time off.
This policy is applicable to all regular employees.
Categories of Leaves
The company allows for the following categories of leaves:
- Earned Leaves (EL)
- Casual Leaves (CL)
- Sick Leaves (SL)
An employee is paid a full salary for the leaves availed in the above three categories up to the total allowable limits.
Long absences from work are not encouraged but may be approved on an exceptional basis by management. Any long absences should be planned, discussed, and approved by your manager well in advance.
If an employee goes on leave without applying, getting approval, or informing, their absence will be considered as Loss of Pay (LOP). This will impact the Performance Appraisal and performance rating.
5.1 Earned Leaves
Earned Leaves accrue to an employee based on the number of days worked in the previous year. An employee with full attendance (allowing for EL, CL, & SL) gets 18 days of EL in a year with pay.
An employee should plan and get due approval in writing in advance from his/her manager for taking an EL. It is expected that these ELs are planned and approved at least three weeks in advance. The approval is at the discretion of the reporting manager based on the criticality of work during the period of absence and the ability to manage it with other resources.
An application for leave should be made in the prescribed format to the reporting manager with a copy to HR.
5.2 Casual Leave
A casual leave is when an employee has to take a day or two off due to unforeseen events.
An employee is allowed 10 days of Casual Leave in a year with pay. Any CL beyond these 10 days will be treated as Leave without Pay (irrespective of the number of EL balances).
The employee should inform his/her manager as soon as practically possible about the absence and when they are expected to report back to work.
A casual leave cannot extend for more than one day at a stretch. A maximum of two casual leaves can be availed in a month. Any CL beyond the above limits will be treated as leave without pay (irrespective of the number of CL and/or EL balance).
Sudden absences for a duration of more than one day due to illnesses may be taken as EL (subject to available days) provided a medical certificate is submitted for the same.
An application for leave should be made in the prescribed format to the reporting manager with a copy to HR.
5.3 Leave Encashment
The company encourages its employees to avail of all their leaves. This should be planned and approved in advance by your reporting manager. Any leaves not availed for more than two years will expire automatically.
At times, the manager may reject the leaves due to pressing work matters. In the event of two such rejections by the manager, the employee is entitled to encash the leaves to the extent of the number of days of leaves applied for and rejected. Further, the extent of encashment is restricted to such a number that the leave balance after encashment does not fall below 18 days.
Regards
From India, Madras
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The company recognizes the need for every employee to take time off from work occasionally while ensuring minimal impact on its operations. With this in mind, the leave policy has been defined to bring predictability in the availability of employees and minimize operational impact while enabling employees to take time off.
This policy is applicable to all regular employees.
Categories of Leaves
The company allows for the following categories of leaves:
- Earned Leaves (EL)
- Casual Leaves (CL)
- Sick Leaves (SL)
An employee is paid a full salary for the leaves availed in the above three categories up to the total allowable limits.
Long absences from work are not encouraged but may be approved on an exceptional basis by management. Any long absences should be planned, discussed, and approved by your manager well in advance.
If an employee goes on leave without applying, getting approval, or informing, their absence will be considered as Loss of Pay (LOP). This will impact the Performance Appraisal and performance rating.
5.1 Earned Leaves
Earned Leaves accrue to an employee based on the number of days worked in the previous year. An employee with full attendance (allowing for EL, CL, & SL) gets 18 days of EL in a year with pay.
An employee should plan and get due approval in writing in advance from his/her manager for taking an EL. It is expected that these ELs are planned and approved at least three weeks in advance. The approval is at the discretion of the reporting manager based on the criticality of work during the period of absence and the ability to manage it with other resources.
An application for leave should be made in the prescribed format to the reporting manager with a copy to HR.
5.2 Casual Leave
A casual leave is when an employee has to take a day or two off due to unforeseen events.
An employee is allowed 10 days of Casual Leave in a year with pay. Any CL beyond these 10 days will be treated as Leave without Pay (irrespective of the number of EL balances).
The employee should inform his/her manager as soon as practically possible about the absence and when they are expected to report back to work.
A casual leave cannot extend for more than one day at a stretch. A maximum of two casual leaves can be availed in a month. Any CL beyond the above limits will be treated as leave without pay (irrespective of the number of CL and/or EL balance).
Sudden absences for a duration of more than one day due to illnesses may be taken as EL (subject to available days) provided a medical certificate is submitted for the same.
An application for leave should be made in the prescribed format to the reporting manager with a copy to HR.
5.3 Leave Encashment
The company encourages its employees to avail of all their leaves. This should be planned and approved in advance by your reporting manager. Any leaves not availed for more than two years will expire automatically.
At times, the manager may reject the leaves due to pressing work matters. In the event of two such rejections by the manager, the employee is entitled to encash the leaves to the extent of the number of days of leaves applied for and rejected. Further, the extent of encashment is restricted to such a number that the leave balance after encashment does not fall below 18 days.
Regards
From India, Madras
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Dear Ashwini,
For your Corporate/Branch office, please refer to the provisions of the "Shop & Establishment Act" for the state(s) concerned. For your factory sites, refer to the "Factories Act". Whatever your company decides upon, it has to be in line with these two enactments.
Thanks & Regards,
[Name Removed For Privacy Reasons]
From India, Chandigarh
Acknowledge(0)Amend(0)
For your Corporate/Branch office, please refer to the provisions of the "Shop & Establishment Act" for the state(s) concerned. For your factory sites, refer to the "Factories Act". Whatever your company decides upon, it has to be in line with these two enactments.
Thanks & Regards,
[Name Removed For Privacy Reasons]
From India, Chandigarh
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Leave Policy.doc