Hi,
We are a software-based company with field support staff in various cities across India. Initially, we had a small number of staff, but now we have nearly 100 field support personnel. I kindly request your assistance in drafting a Leave Policy for our team.
Thank you,
Nimisha
From India, Delhi
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43We are a software-based company with field support staff in various cities across India. Initially, we had a small number of staff, but now we have nearly 100 field support personnel. I kindly request your assistance in drafting a Leave Policy for our team.
Thank you,
Nimisha
From India, Delhi
Acknowledge(0)Amend(0)
Hi Nimisha,
Below is a draft for the Leave Policy. You may use it after making necessary changes:
LEAVE POLICY
1. PRIVILEGE/EARNED LEAVE:
On every 1st January, computation in respect of different categories of employees shall be done as follows:
Category Basis of computation No. of leave
(i) Employees in Sr. Executive & Managerial/Officers/staff grade worked in the preceding year.
1 PL for every 10 days 30
(ii) Semi-Staff Employees including Peons/Drivers, etc.
1 PL for every 14 days worked in the preceding year 21
(iii) Workers
1 PL for every 20 days worked as provisions of the factories act.
In computation, entitlement for less than half a day's leave shall be ignored, and entitlement for half a day or more leave shall be treated as one full day's leave.
2. SICK/MEDICAL LEAVE:
All employees in Sr. Executive/Managers/Officers Grades and Staff employees who are not entitled to Sickness under the ESI Act shall be entitled to 2 Sick leaves in every calendar quarter, subject to a maximum of Sick leave in a full calendar year, provided such employees have worked for at least 40 days in such a quarter for earning 2 Sick leaves and at least 20 days for earning 1 Sick leave. Staff employees and workers who are entitled to Sick leave benefits under the ESI Act shall continue to be governed by the provisions of the ESI Act.
3. CASUAL LEAVE:
All employees and workers shall be entitled to 2 CL in every calendar quarter, subject to a maximum of 8 CL in a full calendar year, provided such employees have worked in such a quarter for at least 20 days for earning 1 CL and 40 days for earning 2 CL.
B. ACCUMULATION OF LEAVE:
Privilege leave/earned leave accumulation in the case of Sr. Executives/Managers/Officers/Staff employees, Semi-Staff, and workers shall be allowed up to 3 years' entitlement of leave up to 90, 63, and 45 days, respectively. Accumulation of SL in the case of Executives and eligible staff employees shall similarly be allowed up to 3 years' entitlement, i.e. up to 21 days. Accumulation of Casual leave shall be permitted to all Executives, employees, and workers up to 2 years' entitlement, i.e., 14 days.
Any leave in excess of the accumulation limits shall automatically lapse at the end of the respective calendar year if encashment is not applied for between April – October.
C. ENCASHMENT OF ACCUMULATED LEAVE:
(i) All managerial staff and executives shall be entitled to encashment of PL and SL over and above 2 years' full entitlement, i.e. over and above 60 days and 14 days, respectively.
(ii) Staff employees who are eligible for SL under those rules shall be entitled to encashment of SL over and above 14 days. All staff employees shall be entitled to encashment of PL over and above 42 days.
(iii) Encashment of earned leave in the case of workers shall be permitted over and above 30 days.
(iv) All categories of employees, whether managerial, executives, staff, or workers, shall be entitled to encashment of casual leaves over and above one year's entitlement, i.e., over and above 8 days. Such encashment of leaves shall be granted only once in a calendar year between April and October at the rate of salary/wages of the employee concerned for the month of December of the previous year.
(v) Application for encashment of any type of leave shall be submitted to the Time Office in duplicate, in the third week between April and October. The Time Office shall verify the number of leaves eligible for encashment and forward the same to the Account Dept. The Accounts Dept. shall scrutinize the applications as per these rules, get sanction from the sanctioning authority, and arrange encashment thereof in the fourth week of the respective month. The duplicate copy of the application shall be returned to the Time Office with the number of leave encashed to enable them to debit the leave account accordingly and get the same countersigned by the accounts department.
D. ANNULATION OF LEAVE:
Normally, leave shall be granted for the purpose as per the nature of leave applied for, and different types of leave shall not be taken in combination. In special cases, however, a combination of leave may be permitted by the Management.
Any weekly off, National Holiday, or Festival Holiday prefixing and suffixing may be availed in combination of PL/SL/CL with the prior permission of the management. Weekly off, National, or Festival Holidays intervening a period of leave/absences shall be treated as part of such leave/absence in the case of executive and staff employees.
E. METHOD OF APPLICATION:
Application of PL/SL/CL shall be submitted in the form prescribed for this purpose. Sick leave and casual leave shall normally not be granted for more than 3 days at a time. As far as possible, such leave should be availed with prior sanction/permission of the management. No leave application for SL/CL already avoided will be entertained if not submitted within 24 hours of resumption of duty along with a medical certificate and/or explaining the specific exceptional circumstance on account of which the application could not be submitted in advance.
Grant of PL cannot be claimed by an employee as a matter of right, and the management may refuse or curtail the quantum of leave depending on the exigencies of the work. Normally, applications for less than 4 days of PL shall not be entertained. In exceptional/emergency cases, however, the grant of less than 4 days of EL shall be considered by the management on the merit of each individual case. Except for PL required under cogent and unforeseen circumstances, applications for PL shall be made as follows:
PL 4 to 7 days - 7 days in advance
PL 8 to 14 days - 10 days in advance
PL above 14 days - 15 days in advance
The number of times privilege/earned leave taken during any year should not exceed three. After an employee submits his resignation, he shall not be allowed any PL during the notice period. Any PL granted before the receipt of resignation shall automatically be canceled to the extent it covers a part of the notice period.
E. CONSEQUENCES OF ABSENCE:
Any employee remaining absent for more than 10 days continuously shall be deemed to have abandoned his employment and resigned from services voluntarily. The name of such employees shall be removed from the Rolls after the 10 days of absence, and recovery of due notice pay shall be made from the leave salary or from other dues if any and/or through other legal proceedings.
These rules shall be in operation with effect from... and may be altered, modified, or withdrawn at the sole discretion of the management. Encashment, accumulation, or granting leave in excess of the limits or any relaxation in the conditions mentioned hereinabove shall be at the sole discretion of the CEO, whose decision shall be final and binding in this regard.
Regards,
Sivadasan
From India, Udaipur
Acknowledge(0)Amend(0)
Below is a draft for the Leave Policy. You may use it after making necessary changes:
LEAVE POLICY
1. PRIVILEGE/EARNED LEAVE:
On every 1st January, computation in respect of different categories of employees shall be done as follows:
Category Basis of computation No. of leave
(i) Employees in Sr. Executive & Managerial/Officers/staff grade worked in the preceding year.
1 PL for every 10 days 30
(ii) Semi-Staff Employees including Peons/Drivers, etc.
1 PL for every 14 days worked in the preceding year 21
(iii) Workers
1 PL for every 20 days worked as provisions of the factories act.
In computation, entitlement for less than half a day's leave shall be ignored, and entitlement for half a day or more leave shall be treated as one full day's leave.
2. SICK/MEDICAL LEAVE:
All employees in Sr. Executive/Managers/Officers Grades and Staff employees who are not entitled to Sickness under the ESI Act shall be entitled to 2 Sick leaves in every calendar quarter, subject to a maximum of Sick leave in a full calendar year, provided such employees have worked for at least 40 days in such a quarter for earning 2 Sick leaves and at least 20 days for earning 1 Sick leave. Staff employees and workers who are entitled to Sick leave benefits under the ESI Act shall continue to be governed by the provisions of the ESI Act.
3. CASUAL LEAVE:
All employees and workers shall be entitled to 2 CL in every calendar quarter, subject to a maximum of 8 CL in a full calendar year, provided such employees have worked in such a quarter for at least 20 days for earning 1 CL and 40 days for earning 2 CL.
B. ACCUMULATION OF LEAVE:
Privilege leave/earned leave accumulation in the case of Sr. Executives/Managers/Officers/Staff employees, Semi-Staff, and workers shall be allowed up to 3 years' entitlement of leave up to 90, 63, and 45 days, respectively. Accumulation of SL in the case of Executives and eligible staff employees shall similarly be allowed up to 3 years' entitlement, i.e. up to 21 days. Accumulation of Casual leave shall be permitted to all Executives, employees, and workers up to 2 years' entitlement, i.e., 14 days.
Any leave in excess of the accumulation limits shall automatically lapse at the end of the respective calendar year if encashment is not applied for between April – October.
C. ENCASHMENT OF ACCUMULATED LEAVE:
(i) All managerial staff and executives shall be entitled to encashment of PL and SL over and above 2 years' full entitlement, i.e. over and above 60 days and 14 days, respectively.
(ii) Staff employees who are eligible for SL under those rules shall be entitled to encashment of SL over and above 14 days. All staff employees shall be entitled to encashment of PL over and above 42 days.
(iii) Encashment of earned leave in the case of workers shall be permitted over and above 30 days.
(iv) All categories of employees, whether managerial, executives, staff, or workers, shall be entitled to encashment of casual leaves over and above one year's entitlement, i.e., over and above 8 days. Such encashment of leaves shall be granted only once in a calendar year between April and October at the rate of salary/wages of the employee concerned for the month of December of the previous year.
(v) Application for encashment of any type of leave shall be submitted to the Time Office in duplicate, in the third week between April and October. The Time Office shall verify the number of leaves eligible for encashment and forward the same to the Account Dept. The Accounts Dept. shall scrutinize the applications as per these rules, get sanction from the sanctioning authority, and arrange encashment thereof in the fourth week of the respective month. The duplicate copy of the application shall be returned to the Time Office with the number of leave encashed to enable them to debit the leave account accordingly and get the same countersigned by the accounts department.
D. ANNULATION OF LEAVE:
Normally, leave shall be granted for the purpose as per the nature of leave applied for, and different types of leave shall not be taken in combination. In special cases, however, a combination of leave may be permitted by the Management.
Any weekly off, National Holiday, or Festival Holiday prefixing and suffixing may be availed in combination of PL/SL/CL with the prior permission of the management. Weekly off, National, or Festival Holidays intervening a period of leave/absences shall be treated as part of such leave/absence in the case of executive and staff employees.
E. METHOD OF APPLICATION:
Application of PL/SL/CL shall be submitted in the form prescribed for this purpose. Sick leave and casual leave shall normally not be granted for more than 3 days at a time. As far as possible, such leave should be availed with prior sanction/permission of the management. No leave application for SL/CL already avoided will be entertained if not submitted within 24 hours of resumption of duty along with a medical certificate and/or explaining the specific exceptional circumstance on account of which the application could not be submitted in advance.
Grant of PL cannot be claimed by an employee as a matter of right, and the management may refuse or curtail the quantum of leave depending on the exigencies of the work. Normally, applications for less than 4 days of PL shall not be entertained. In exceptional/emergency cases, however, the grant of less than 4 days of EL shall be considered by the management on the merit of each individual case. Except for PL required under cogent and unforeseen circumstances, applications for PL shall be made as follows:
PL 4 to 7 days - 7 days in advance
PL 8 to 14 days - 10 days in advance
PL above 14 days - 15 days in advance
The number of times privilege/earned leave taken during any year should not exceed three. After an employee submits his resignation, he shall not be allowed any PL during the notice period. Any PL granted before the receipt of resignation shall automatically be canceled to the extent it covers a part of the notice period.
E. CONSEQUENCES OF ABSENCE:
Any employee remaining absent for more than 10 days continuously shall be deemed to have abandoned his employment and resigned from services voluntarily. The name of such employees shall be removed from the Rolls after the 10 days of absence, and recovery of due notice pay shall be made from the leave salary or from other dues if any and/or through other legal proceedings.
These rules shall be in operation with effect from... and may be altered, modified, or withdrawn at the sole discretion of the management. Encashment, accumulation, or granting leave in excess of the limits or any relaxation in the conditions mentioned hereinabove shall be at the sole discretion of the CEO, whose decision shall be final and binding in this regard.
Regards,
Sivadasan
From India, Udaipur
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Leave Policy for different sectors in India.doc