Dear all, I have been newly appointed as an HR Executive in one of the MNCs, and unfortunately, there is no one to guide me on this. That's why I look forward to the members of CiteHR to help in this regard. I need advice on the Leave Encashment process. It's a lengthy one, so please bear with me. :)
Background Information
As per my company's leave policy, there are a total of 27 General Leaves in a calendar year (Jan to Dec). There is no bifurcation of CL, SL, or PL as in other companies. All 27 of them are termed as General Leaves. Fifteen are mandatory to consume, and the remaining 12 can be carried forward. The leaves get accumulated every month for an employee to be able to consume. For example, if an employee has worked for 6 months, he is entitled to 13.5 GLs.
The probation period is for 6 months, and apparently, no paid leaves are allowed during this period. However, the employee will keep earning the leaves at the rate of 2.25 Leaves per month in his Leave Kitty, which he can consume after 6 months.
Current Situation
Employee: XYZ
DOJ: 01-May-2013
DOR: 10th-Jul-2014
I have a confusion regarding the leaves to be carried forward from FY2013 to FY2014 as the opening balance.
As per the leave policy, since he has worked for 8 months, he is entitled to 2.25*8 = 18 Leaves for 2013. However, while carrying forward to the next year, we'll have to deduct the mandatory leaves on a prorata basis too, which is 1.25*8 = 10 Leaves. But since for the first 6 months, he was on a probation period and could not avail any of the GLs, would it be fair to deduct 10 leaves while carrying forward to the next year as the opening balance?
The situation will be worse if he had joined on 01-Jul-14. Working for 6 months, he earned 13.5 leaves but couldn't consume a single one before the carry-forward takes place.
The FnF of this employee is pending for long, just due to a lack of information on the same.
A prompt answer would be highly appreciated. Really. Please suggest.
Best Regards,
HR Executive
From India, Mumbai
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1Background Information
As per my company's leave policy, there are a total of 27 General Leaves in a calendar year (Jan to Dec). There is no bifurcation of CL, SL, or PL as in other companies. All 27 of them are termed as General Leaves. Fifteen are mandatory to consume, and the remaining 12 can be carried forward. The leaves get accumulated every month for an employee to be able to consume. For example, if an employee has worked for 6 months, he is entitled to 13.5 GLs.
The probation period is for 6 months, and apparently, no paid leaves are allowed during this period. However, the employee will keep earning the leaves at the rate of 2.25 Leaves per month in his Leave Kitty, which he can consume after 6 months.
Current Situation
Employee: XYZ
DOJ: 01-May-2013
DOR: 10th-Jul-2014
I have a confusion regarding the leaves to be carried forward from FY2013 to FY2014 as the opening balance.
As per the leave policy, since he has worked for 8 months, he is entitled to 2.25*8 = 18 Leaves for 2013. However, while carrying forward to the next year, we'll have to deduct the mandatory leaves on a prorata basis too, which is 1.25*8 = 10 Leaves. But since for the first 6 months, he was on a probation period and could not avail any of the GLs, would it be fair to deduct 10 leaves while carrying forward to the next year as the opening balance?
The situation will be worse if he had joined on 01-Jul-14. Working for 6 months, he earned 13.5 leaves but couldn't consume a single one before the carry-forward takes place.
The FnF of this employee is pending for long, just due to a lack of information on the same.
A prompt answer would be highly appreciated. Really. Please suggest.
Best Regards,
HR Executive
From India, Mumbai
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Thank you for the prompt response, Dinesh. I have yet to confirm if our company is covered under the Factories Act 1948. However, the issue at hand needs to be resolved based on our current company policy. I'll try to rephrase the issue and would highly appreciate prompt responses since the FnF for this employee is pending for a long time, and I'd like to resolve it as soon as possible.
Confusion: Pertaining to Leave Carry Forward
How many leaves will be carried forward from 2013 to 2014 as an opening balance? The employee has resigned, and we need to calculate the Leave Encashment for his FnF settlement.
- DOJ: 01-Jun-2013
- DOR: 16-Aug-2014
- Total Leaves: 27 General Leaves
- Mandatory Leaves: 15 General Leaves
According to the Leave Policy, if an employee exits in the middle of the year, the mandatory leaves will be deducted from the earned leave, and then the remaining will be encashed.
Leave Data for 2013:
- Earned Leaves in 2013: 15.75 (2.25*7)
- Mandatory leave deduction: 8.75 (1.25*7)
- 15.75 - 8.75 = 7 Leaves
So, here's the question: Will only 7 Leaves be carried forward to the next year as an opening balance?
My concern is, he was on probation for the first six months (Jun-Nov), wherein he wasn't entitled to take any leaves, even though the leaves were getting accumulated in his leave kitty. So, technically he had only a month, i.e., December, to avail the 15.75 Leaves. Isn't that unfair?
How many leaves should be carried forward to the next year?
Regards
Awaiting eagerly for a response
From India, Mumbai
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Confusion: Pertaining to Leave Carry Forward
How many leaves will be carried forward from 2013 to 2014 as an opening balance? The employee has resigned, and we need to calculate the Leave Encashment for his FnF settlement.
- DOJ: 01-Jun-2013
- DOR: 16-Aug-2014
- Total Leaves: 27 General Leaves
- Mandatory Leaves: 15 General Leaves
According to the Leave Policy, if an employee exits in the middle of the year, the mandatory leaves will be deducted from the earned leave, and then the remaining will be encashed.
Leave Data for 2013:
- Earned Leaves in 2013: 15.75 (2.25*7)
- Mandatory leave deduction: 8.75 (1.25*7)
- 15.75 - 8.75 = 7 Leaves
So, here's the question: Will only 7 Leaves be carried forward to the next year as an opening balance?
My concern is, he was on probation for the first six months (Jun-Nov), wherein he wasn't entitled to take any leaves, even though the leaves were getting accumulated in his leave kitty. So, technically he had only a month, i.e., December, to avail the 15.75 Leaves. Isn't that unfair?
How many leaves should be carried forward to the next year?
Regards
Awaiting eagerly for a response
From India, Mumbai
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Understanding Leave Entitlement and Calculation
First of all, you should know under which act your establishment or unit is covered. The leave entitlement is already specified in the applicable enactments, which is a statutory leave to be allowed to the employees. As per the provisions, it depends upon the number of working days the employee actually works. If we predict the employee will work for a minimum of 240 days, then he will be eligible to get a leave of 12 days at 1 day for every 20 days or a maximum of 15 days based on the number of working days. Normally, this is called Privilege Leave or Earned Leave. No leave rules are specified as Casual Leave or Sick Leave. Beyond this, the employer can also allow granting the leave at his discretion for which there is no binding. I am not sure how your company is allowing 27 days. Do you have any agreement with the workers or union? What is the basis for the calculation of 27 days? Unless you specify or come out with the facts, it will be difficult to answer your query.
Clarification on Leave Calculation
The leave rules are very straightforward, but you are making complications in your computation of leave. There are no fractions of days. It should be a minimum of 1 day, or if the days exceed more than 50%, then it will be 2 days, not 1 1/2 days. Read the laws, study, and then raise your query. Don't expect ready-made answers. Unless you put in your efforts to gain knowledge, you will not succeed in your career. Please ensure that whenever you are posting any query, at least give your name so that it will be interacted with in the proper way.
Regards,
Adoni Suguresh
Sr. Executive (Personnel, Administration & Industrial Relations) Retired
Labour Laws Consultant
From India, Bidar
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First of all, you should know under which act your establishment or unit is covered. The leave entitlement is already specified in the applicable enactments, which is a statutory leave to be allowed to the employees. As per the provisions, it depends upon the number of working days the employee actually works. If we predict the employee will work for a minimum of 240 days, then he will be eligible to get a leave of 12 days at 1 day for every 20 days or a maximum of 15 days based on the number of working days. Normally, this is called Privilege Leave or Earned Leave. No leave rules are specified as Casual Leave or Sick Leave. Beyond this, the employer can also allow granting the leave at his discretion for which there is no binding. I am not sure how your company is allowing 27 days. Do you have any agreement with the workers or union? What is the basis for the calculation of 27 days? Unless you specify or come out with the facts, it will be difficult to answer your query.
Clarification on Leave Calculation
The leave rules are very straightforward, but you are making complications in your computation of leave. There are no fractions of days. It should be a minimum of 1 day, or if the days exceed more than 50%, then it will be 2 days, not 1 1/2 days. Read the laws, study, and then raise your query. Don't expect ready-made answers. Unless you put in your efforts to gain knowledge, you will not succeed in your career. Please ensure that whenever you are posting any query, at least give your name so that it will be interacted with in the proper way.
Regards,
Adoni Suguresh
Sr. Executive (Personnel, Administration & Industrial Relations) Retired
Labour Laws Consultant
From India, Bidar
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