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Leave Policy Manual

Leave Policy Manual for Employees

Leave Manual is a part of Employee Handbook and it define the set of rules and regulations depicted by the employer for the employee in accordance with leave and office time slots. The leaves are decided as per legal rules and terms. Without leave policy it will be impossible to manage the work force. Leave policy helps to govern  the work force. Looking into the humanitarian side, it is necessary for employees to get certain leaves which will help them to complete the task assigned to them from time to time without any other tedious activities. There are various kinds of leaves- Annual leave, earned leave, sick leave, casual leave, short leave, leave without pay and many more.

Before we start describing leave policy it is very important to know that leave policy and allotments vary as per place and the mode of organization- is it shop or establishment or factory.

a. Earned Leave (EL)

Benefits [ Minimum 18 (no. of days) in a year] It can be encashed.

Any Worker or an employee who have completed six month of working in an organization during a calendar year shall be allowed during the subsequent calendar year, leave with wages for a number of days calculated at the rate of 01 day for every 15 days of work performed by him during the previous calendar year

Any employee or a worker who commences his service with organization on the first day of January, he or she shall be entitled for leave with wages if he or she has worked for two-thirds of the total number of days in the remainder of the calendar year.

EL (Earned Leave) can be availed for sickness, if sickness is of longer duration and sick leave is insufficient to cover the sick period. EL can be availed minimum no. of days at a stretch and cannot be availed more than 6 times in a year.

A worker may at any time apply in writing to the manager of a factory not less than no. of days before the date on which he wishes his leave to begin. In case of a worker wish to avail his leave with his wages to cover a period of illness than the worker shall be granted such leave within the above specified time period only. If a worker does not in any one calendar year take the whole of the leave allowed to him, any leave not taken by him shall be added to the leave to be allowed to him in the succeeding calendar year or the worker can ask for the encashment from the HR Department.

Employees who quit or that are terminated will be paid, unused earned leave at the time of filling full & final statement.

EL is calculated based on base pay rate of the last month and does not include any special forms of compensation, such as incentive, commissions, bonuses etc.

b. Sick Leave

Benefits [ Minimum six (no. of days) in a year]

Organization provides paid sick leave benefits to all eligible employees for periods of temporary absence due to illnesses or injuries.

A worker or an employee’s who is not able to come and report to his office for work due to illness or injury, if it is possible then he or she should communicate and notify to their direct supervisor before the scheduled start of their workday.

A prescribed leave application is required after the ending of Sick leave period. Sick leave can be availed up to minimum six days in a year.  A worker can easily use his or her sick leave benefit if his eligible as per the company policy for his absence at work due to his or her own illness or injury, or that of a child, parent or spouse of the employee.

Employees who quit or that are terminated are not entitled to be paid any unused sick leaves.

c. Casual Leave (CL)

Benefits [ Minimum Six(no. of days) in a year]

CL is available in Organization for eligible employees to provide opportunity for rest, relaxation or personal pursuits.

Any eligible workman who desires to obtain leave shall apply to the concerned person i.e. HR Executive appointed for the purpose. Refusing or sanctioning the leave applied for the required period of days shall be done by the concerned person appointed for this purpose, on the applicants due leave.

A prescribed leave application for leave up to 2 days shall be made at least 24 hours before the day from which the leave required. Provided when the leave is required on the medical ground or owing to death or serious illness of any member of the workman’s family or any other urgent domestic needs. CL cannot be combined with Earned Leave.

CL can be availed up to minimum six days in one financial year.

d. Short Leave

Benefits [ Minimum two (no. of days) in a month]

An employees of the company avail and can go for  two hours leave for any occasion up to 2 times in a month any time during the day. But a prior intimation or sanction from his immediate Supervisor is required or mandatory without that a short leave shall not be considered.

Please notice that it is not mandatory that anybody is having entitlement or right to take short leaves every month.

e. Official Duty (OD)

It is important and rather mandatory as well if in case of any employee of an organization is going for an official duty anywhere outside out of station or any other location whatsoever should sick a permission from his immediate Manager / Supervisor and must mention the dates on which he or she will be out of station and get it authorized by his sanctioning authority and the same sanction document should be submitted to HR Department for his / her attendance purpose.  The employee also inform the other business units where he is regularly in touch for work and describe the reason of absence that he or she is going out of station for another important work  and same should be given on prescribed format given by the HR Department on at least a day before duly signed by his/her immediate supervisor or Manager.

f. Compensatory Off (Comp Off)

To compensate the employees coming at works on Off days / Holidays. Employees coming to office on Off days / holidays will punch their cards for attendance. Compensatory off should be availed within 1 month from the date of approval.  In case of a worker does not avail his leave within the time period of 1 month then the compensatory off shall be lapsed automatically. Anybody who have wish to apply for compensatory off, he or she should have worked for minimum period of six hours on any Off day / holiday.

g. Leave without Pay (LWP)

Approval of leave without pay is at the discretion of management. If the employee / worker has availed all his leaves including Casual Leaves, Sick Leaves and Earned Leaves) and he requires few more leaves then he automatically falls under the Leave without pay criteria.

Failure to return to work on the date stipulated may result in loss of continuity or termination. Extension of leave will be considered on an individual basis. An exchange of letters is required setting out all conditions.

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