Leave policy by zeeshan moiez ali

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For Education and learning purpose, it help HR practitioner do develop leave policy as per business need and requirement.

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Leave policy by zeeshan moiez ali

  1. 1. LEAVES POLICYIn this modern time of globalization, where organizations selling their product not only intheir existing city but across the planet; by using highly effective modes of technologyand communication. Human being is a heart and soul of any corporate, so in anycompany human work at various levels and perform varieties of job and human resourceis managed by organization at different level.We all need work life balance, in this fast pace working environment, everyone wish tohave a 9 to 5 job life but many fields required shift working and outstation working orfull time job, so to retain key and talented headcounts, leave policy is one of themotivation tool, no doubt leave policy is also famous as Sandwich policy, because itscompilation based on business needs and requirementThe purpose of this leave policy is to minimize restriction onTYPE OF LEAVESFew types of Leaves given below. 1. Short leave 2. Half day leave 3. Casual leave 4. Sick leave 5. Annual leave 6. Compensatory leave 7. Without pay leave 8. Maternity leave 9. Parental Care leave (coming soon) 10. Long Service leave (coming soon) 11. Hospitalization leave (coming soon) 12. Educational leave (coming soon) 13. Examination leave (coming soon)
  2. 2. SHORT LEAVE1.1 Eligibility:All Full Time Permanent or FT Contractual Staff.1.2 Policy Details:It is a two or three hour leave in a office day or working day, it can be take either in 1sthalf or 2nd half, a separate form is available for short leave in annexure, those who haveaccess to online attendance system, may enter or apply their request / intimation beforeone hour of leaving.1.3 Purpose:The purpose of the short leave is also personal, any employee to fulfill personal work ofminor nature can avail a short leave. For example: 1. Visit to Bank 2. Parents Teacher meeting. 3. Result Day, School Party 4. See off to any one on airport or railway station. 5. Purchase of medicine. 6. Visit to doctor or consultant. 7. Submitting bills or challans. 8. Baby feeding (for mothers) etc.1.4 Short leave is a part of Casual leave, for those who want to go out of office for somespecific hours may avail the short leave.1.5 Short Leave CalculationShort leave is calculated from Casual leave, if NO casual leave is in balance, then Shortleave is deduct from annual leave. If NO CL or AL balance then short leave is marked aswithout pay leave per hour of gross salaryThe work place settled to have 08 working hours per day (08 working + 01 launch), shortleave may calculated on two hour per leave. Short leave may be calculated on either twoor three hours per leave (b.o.m.d)For 08 hours working : 04 short leave = 01 Casual leave : 02 short leave = 0.5 Casual leaveFlexibility : : 01 short leave can be ignored (b.o.m.d)
  3. 3. HALF DAY LEAVE2.1 Eligibility:All Full Time Permanent or FT Contractual Staff.2.2 Policy Details:It is a four hour leave in a office day / working day, it can be take either in 1st half or 2ndhalf, a separate form is available for Half day leave in annexure, those who have access toonline attendance system, may enter or apply their request / intimation before one hour ofleaving.2.3 PurposeThe purposes of the Half day leave is also personal, any employee to fulfill personal workof 3 to 4 hour required; can avail a Half day leave. Half day leave is a part of Casualleave, for those who want to avail Half day off for specific reason may avail the half dayleave. No Half day sick or half day annual is allowed.2.4 Half day Leave CalculationHalf day leave is calculated from Casual leave, one 04 hour absence from work will beconsidered as on half day leave. Similarly 02 half day on different days will count as aone casual leave and onwards. If NO casual leave is in balance, then Half day leave isdeducted from annual leave. If NO CL or AL balances then short leave is marked aswithout pay leave per hour of gross salary.For 08 hours working : 04 hour off = 01 half day leave.
  4. 4. CASUAL LEAVE (CL)3.1 Yearly Entitlement:12 Casual Leave per year or 01 CL per month or pro-rata basis.3.2 EligibilityAll categories of Full Time Staff of H.O, Sites & Residents who completed the probationperiod.3.3 Leave Length:01 Jan to 31 December per year, no accrual / accumulation or carry forward of casualleave is allowed nor CL will be enchased at the time of resignation nor it will mergedwith SL AL etc.3.4 PurposeThe major purpose of the casual leave is to avail a leave from one to three days to handlethe unforeseen circumstances of personal life. For example: 1. To attend the wedding ceremony of family member or relative or friend. 2. To attend the funnel ceremony of family member or relative or friend. 3. To attend meeting at school or community. 4. For medical check-up or surgery of dependent or spouse. 5. Home renovation, car repairing etc.3.5 CL is purely for all categories of full time staff to meet their personal needs; it can beearned by specific defined procedure within one calendar year. CL for all grade of FTStaff is same per calendar year so in any case of promotion, demotion, transfer or re-designation there is no change on CL is made.3.6 Resigned staff or staff on notice period before leaving or staff whose probationaryperiod extend by department or management trainee are not entitled for any CL.3.7 Procedure to utilized the casual leave is simple, intimate immediate supervisor or linemanager or person in reporting relationship through CL form, email or sms, that you arenot attending office/shift/site duty. In CL intimation must be atleast 24 hours before.3.8 If the employee availed all balance of CL then leave adjustment will be made fromAL and in same sense if no CL or AL balance is available leave then that day pay ismarked without.3.9 Any pre-announced Gazetted or Religious or state holiday is not count in CLcalculation, where as government declared strike or problem in law and order conditionwill adjust in CL monthly calculation b.o.m.d3.10 HODs or Country / Regional Heads attending meeting/seminar/conference/ceremonies for personal purpose or they in travel; are requested to please intimate yourleave status to Manager HR or Head of HR through email.3.11 Employee fails to submit the CL leave application within the due dates, whatsoeverany reason, and adjustment will be made from CL.
  5. 5. SICK LEAVE4.1 One or Two days leave only for the rest purpose against the disease happened due toseasonal changes or viral or bacteria infection of minor nature, due to their healthcondition and completing medication or treatment procedure, all categories of full timestaff entitle for sick leave.4.2 Yearly Entitlement:12 Sick Leave per year or 01 SL per month or pro-rata basis.4.3 EligibilityAll categories of Full Time Staff of H.O, Sites & Residents who completed the probationperiod. Whereas if during probationary period employee can avail one day SL uponapproval of department manager, which will adjust from balance after completion ofprobationary period, the same process will followed for staff whose probationary periodwill extend by department or management trainees.4.4 Timeline:01 Jan to 31 December per year, no accrual / accumulation or carry forward of sick leaveis allowed nor SL will be enchased at the time of resignation.4.5 SL is purely for all categories of full time staff to maintain their health and physicalfitness condition; it can be earned by specific defined procedure within one calendar year.4.6 Resigned staff or staff on notice period before leaving are not entitled for any SL.4.7 Procedure to utilized the sick leave is simple, intimate immediate supervisor or linemanager or person in reporting relationship through call, email or sms, that you are notattending office/shift/site duty.4.8 If the employee availed all balance of SL then leave adjustment will be made fromAL and in same sense if no SL or AL credit is available leave without pay is marked.4.9 Staff availing sick leave more then 02 consecutive days need to submit physicianrecommendation certificate attached with leave application.
  6. 6. ANNUAL LEAVE5.1 Annual Leaves, a paid vacation, is given to all categories of Full Time staff as pertheir grade, upon the successfully completion of one year of service from the date ofjoining. No Part Time or any categories of staff is entitled for AL. No AL is taken inadvanced without any genuine reason but subject to b.o.m.d5.2 Entitlement of the Annual Leave per calendar year i.e. Jan-Dec is as below:Management ----- 24 per year or 02 per month.Mid Management ----- 18 per year or 1.5 per month.General Staff ----- 12 per year or 01 per month.5.3 No AL is granted in Half day nor less then 03 days but during calculation adjustmentis made from AL, maximum 10 consecutive days shall avail by employees if requestedfor AL, adjustment from AL is made if No Casual leave balance available. No AL isallow during notice period after resignation.5.4 Unused leaves in a calendar year will automatically be carried forward to the nextyear subject to a maximum accumulation of entitled working days per year after whichthe leave will start to lapse.5.5 Leaves cannot be exceeded then limit as for management 48 max limit, mid-management 36 max-limit, general staff 24 max limit.5.6 Weekly Holiday i.e. Sunday is not countable in AL, same as all gazette holidays andstate announced religious holidays is not countable if falling between AL, religiousholidays of minorities staff is also not countable if falling between in AL. AL iscalculated from 1st day of absent till day of resuming.(less weekend and above saidholidays). Only in Annual leave other holidays and weekends are not counted as a part ofleave whereas in all other leaves categories holidays and weekends are count as a part ofleave5.7 Leave planner forward to all HODs in month of January so that staff may plan theirannual leave with consultation. Notice of AL shall reach to HR 5 days before leavingoffice duly approved by concerned authorities.5.8 Un-availed AL will en-cash at the time of leaving company, calculation is made ongross salary without benefits or allowances per day and payment will made with FinalSettlement Clearance. Staffs are allowed to adjust their AL with notice period ofresignation after satisfactory handover takeover and request by concerned authorities.5.9 CARERS LEAVE5.9.1 It is a part of Annual Leave, Carers leave is a paid leave and is available to anemployee to take direct care of an immediate ill family or household member (sufferedfrom serious disease or accident) or if an unexpected emergency affects a family orhousehold member.
  7. 7. 5.9.2 It is usually part of Annual Leave and is dealt with similarly to above. Employeesof all FT categories are entitled to take up to two days paid carer’s leave for eachoccasion of family or household member illness or unexpected emergency. An employeecan take unpaid carer’s leave if no leave balance is available with approval of HOD orCEO.5.9.3 Adjustment of carer’s leave will made from AL or will marked as without pay.COMPENSATORY LEAVE6.1 Compensatory leave is allowed to those employees who work on outstation, sites oron project through permanent deployment or posting, and the nature of work not allowhim/er to avail and spend gazette holiday with spouse and dependants i.e. Sunday,National days or Government accounted holidays and religious occasions.6.2 HOD will provide the no. of holidays the employee worked due to work need, and thesame no. of days will grant him to avail continuously (like annual leaves) within 90calendar days. Staff are allowed to utilized compensatory days as a carer’s days, in thisscenario no. adjustment will made from AL.6.3 Compensatory leave is also provide to those staff who are not eligible for overtimebut due to their work requirement they need to stay for long hours, e.g. Audit season inFinance and in high Production orders.6.4 The calculation is made on no. of extra hours they work divided by hour required inone working day i.e. 09 e.g. on completion of 36 overtime hours / 9 = 04 dayscompensatory leave is entitled.LEAVE WITHOUTPAY OR UNPAID LEAVE7.1 Employee having zero leave balance in casual or annual is marked as LWP or UPL,and it is calculated on gross per day inclusive all allowances.7.2 Leave without pay is also granted in case of emergency situation face by employee orits dependant or spouse or any immediate family member.7.3 In case of Flood or Earthquake in other areas of country or any unforeseen accident /exigencies or on extreme compensate grounds, employee will eligible to apply UPL from01 day to 03 months, based on service tenure, performance record and availability ofreplacement.7.4 All gazette, national & religious holidays, fall between UPL is counted as a part ofUPL, UPL time period is not countable in performance review and no. bonus or any otherbenefits will grant to employee.
  8. 8. 7.5 All such cases of UPL must required approval from MD or HR Head.MATERNITY LEAVE8.1 Eligibility:Female employees (fall under all categories of FT employment)8.2 Leave Length10 Weeks total (5 week before natal and 5 weeks after)8.3 Entitlement:Female employees complete one year of service with company are eligible for 10 weekof paid maternity leaves and those who have not complete one year are eligible for 10weeks of unpaid maternity leave. Also those who completed almost one year but 01 or 02weeks remain in actual completion can also apply for paid maternity, the approval isb.o.m.d8.4 Policy Details:Maternity leave is not like other leaves, so it is grant only for 03 pregnancies. It is a paidleave. All types of holidays fall during leave period count as a part of leave. Also startingand ending weekends or weekends in combination of other holidays are count as a part ofleave.This leave will not en-cashed nor carry forward nor ex-change. Employees are required tosubmit a approved signed form of maternity leave, five weeks prior to the date ofconfinement, intend to notify the leaving and returning to work date.For resuming duty the employees need to submit medical fitness certificate issued byregistered medical practitioners of gynecologist or midwifes grade that she is fit to work,it is mandatory for all female staff working on engineering line, production line,warehouses, customer care or performing outdoor duties.Maternity leave cannot be combined with any other leaves like CL, SL, or AL, Staff needmore leaves due to complications in pregnancy need to apply with approval of HODs.Staff can avail their annual leave recommend for further leaves, or apply for unpaid leaveUPL (read UPL details).Employees who adopted legally a child under age of six months are also entitled for 3month maternity leave for the purpose of making adjustment with the child. Theemployee need to inform her department in-writing and HR also that she has applied toadopt a baby.

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