Leave Policy for Staff Including



To define the Company’s policy on leave entitlement and availment for all the employees.

To enable employees to take rest/recover in case of illness.

To enable employees to take leave in case of emergency/personal reasons.

To enable employees to take vacations.


This policy is applicable to all the units of the _________ Group.


All leave entitlements coincide with and determined for the CALENDER YEAR from 01st January to 31st December.

Employees joining/leaving at any point during this period would get pro-rata leaves.

Individual employee leave record shall be maintained by the HRM Department.



All the employees shall be entitled for 7 days Casual Leaves (CL) in a calendar year.

Employees joining between 01st January to 15th January shall be eligible for full entitlement of Casual Leaves for that year.

Employees joining after the 15th January, will be credited C.L. as follows.




JANUARY (16th to 31st)                          

6.0        DAYS


6.0        DAYS


5.5        DAYS


5.0        DAYS


4.5        DAYS


4.0        DAYS


3.5        DAYS


3.0        DAYS


2.5        DAYS


2.0        DAYS


1.5        DAYS

DECEMBER  (1st to 15th Dec.)              

1.0        DAY

DECEMBER  (16th to 31st Dec.)



CL not availed during the year will not laps. Balance CL will be clubbed with EL.

In case of new joinee CL cannot be availed unless it is earned (i.e. CL earned in the 1st month can be availed from 2nd month onwards).

CL cannot be clubbed with any other type of leave.

Maximum of 3 days CL can be availed in one spell.

CL can be applied at any time but not less than 0.5 days.

All holidays/weekly off falling in between a spell of CL shall not be counted as CL.

Holidays/weekly off days can be suffixed or prefixed to a spell of CL.

No encashment of CL is permissible.

CL should be applied atleast 24 hours in advance in writing. However, in case of extreme circumstances when person is unable to apply for CL in advance, leave card duly approved by superior for the same must be given immediately on resuming duty.


All employees including trainees, excluding employees covered under ESI shall be entitled to 7 days of SL in a year. Employees joining any time during the leave year will have pro-rata SL for that year of joining as per the details given above similar to CL.

SL can be accumulated up to a maximum of 21 days.

Any accumulation beyond prescribed limit will lapse automatically.

SL cannot be clubbed with CL.

All holidays/weekly off days falling in between a spell of SL shall be counted as SL.

No encashment of SL is permissible.

Any employee falling sick shall arrange to send information to his superior at the earliest but not later than 24 hours of his absence on account of SL and to apply for the same in writing immediately on resuming duty.

In case of sickness for more than 3 days, concerned employee must produce a medical certificate either from a Doctor or from a Registered Medical Practitioner.

On account of increment or by any other reason, if employee comes out of the preview of ESI, shall immediately be eligible for Sick Leave on pro-rata basis.


An employee is eligible for Earned Leaves if he/she fulfills the condition of attendance of 240 days in a year.

For calculating 240 days attendance actual days worked + earned leaves availed during the year to be considered.

Where an employee fulfills the condition of 240 days (as mentioned above ) but has remained absent or on leave without pay, such an employee shall be deprived of Earned Leave on pro-rata basis, as per following table :-



Up to 7 days















In case of new joinee, during first year, EL will be calculated on pro-rata basis and also the condition in last para will be applied.

All staff members shall be entitled to 26 days EL in a calendar year.

EL would be credited to the individual employee’s account only after completion of one year of his service (one year service means having worked for 240 days or more days in the previous year). For the purpose of computing 240 days, period of LWP, unauthorized absence, all period of legal lockout, strike and closures, inclusive of intervening, succeeding and preceding Sundays and holidays shall be excluded, however, sanctioned leave can be counted as working days.

Employees joining during leave year shall be credited EL in the next year on pro-rata basis. Similarly employees leaving the service shall be given a credit of EL on pro-rata basis.

EL can be clubbed with SL on account of special circumstance like illness /death in the family. This power rests only with Head of the Department & above category of employees.

EL cannot be availed for more than 4 times in a year and must not be of less than 1 day, weekly off days falling within EL period will not be counted as EL.

However, those employees, who are covered under ESI and not eligible for S.L. can avail E.L. up to 6 times maximum.  EL can be accumulated upto a maximum of 3 years of an employee’s leave entitlement i.e. 78 leaves.

100% of EL over and above 78 days lying credit to the individual employee’s account on first day of the year i.e. as on January 01, shall be encashed and payment shall be made by 31st March of every year during the employment.  The Basic salary as on 31st December shall be the basis for the encashment of EL.


Balance EL as on 31st Dec.


EL credited on 1st Jan.


Total EL as on 1st Jan.


No. of EL over & above 78 days


100% of EL over & above 78 days


Encashable EL



At the time of resignation, retrenchment, termination or dismissal encashment of EL up to a maximum of 78 days is permissible for staff. The last drawn basic salary shall be the basis for the encashment of EL.

For availing EL, an employee would be required to apply in writing atleast 7 days before the date on which employee wishes the leaves to commence.

For availing LTA, employee has to avail minimum of 5 days EL.

All encashment of leave will be subject to PF Deduction as per Employee Provident Fund Act. Along with Employer’s share (which will be borne by the company), this amount will be deposited with Employee Provident Fund Organisation. 


All employees have been allotted a leave card which shall be retained / maintained by the HRM Department.

An employee’s availing leave shall obtain his leave card from the HRM Department, shall fill up the respective column for getting his leave sanctioned and forward the same to the sanctioning authority.

All the leaves shall be sanctioned by immediate superior.

Once leave card has been issued, it is the responsibility of the concerned employee to ensure that it is returned back to HRM Department. The HRM Department shall see that the leave card is received back within 24 hours of its issue.

An employee who is in the first year of service may be granted an advance EL to the maximum of 10 days with the approval of Head of the department & above category of employees, only in case of genuine need found satisfactory by the Department Head.  However, this shall become adjustable against the next year EL and recoverable if the employee leaves the company before the completion of one year of service.

Employee going on leave, not having any leave to his credit, should apply for LWP and get it approved otherwise such leave will be treated as absenteeism.

Permanent employees, who are required to serve 90 days of notice on leaving the service, may adjust 30 days EL against the notice period with the approval of the SBU Head.

Any deviation to the above policy shall have to be approved by Level IX and above category of employees.

Compensatory Off up to Member can be approved by Head & above and such type of leave shall be treated as present.



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