Leave policy and process

Leave policy and process

















































LEAVE POLICY & PROCESS



Version 2.0












Table of Contents



1. Objectives 3


2. Scope 3


3. Responsibilities 3


4. Leave Year 3


5. Leave Description 3


  1. Leave Categories……...……………………………………………………………………………………………………………..4


  1. Process & Guidelines……...……………………………………………………………………………………………………….7


  1. Holiday List 2018 (NPH and Optional Holidays)…………………………………………………………………………9


  1. Annexure A: Leave Management Practices…………………………………………………………………….……………….10









  1. Objectives


This Policy intends at the entailing all the different kinds of leave options available and the eligibility for availing the same.


  1. Scope


This Policy is applicable to all employees who are on permanent rolls and direct contract of CONTENTSERV and located in India.


  1. Responsibilities:


HR Function


  1. Leave Year


For all leave calculation purpose calendar year will be referred i.e. January 01 to December 31.


  1. Leave Description


The organization has created various leave categories considering the following:


  • Statutory requirements


  • Industry, organizational requirements


  • Employee well-being and welfare


  1. Leave Categories



The following leave categories are available to the employees:



  • Privileged Leave (PL)


  • Casual Leave (CL), Sick Leave, Emergency Leave


  • Maternity Leave (ML)


  • Paternity Leave (PAL)


  • National Public Holidays (NPH)


  • Regional Public Holidays RPH / Optional Holidays (OH)


  • Compensatory Offs (CO)


  • Leave Without Pay (AUL/UIA)


  • Birthday Off (BO)







  • Child Adoption Leave (CAL)


  • Compassionate Leave (CPL)


  • Long Service Leave (LSL)



Leave Type



Eligibility



Total Leaves





Maximum



Accrual



Encashment












Accumulation



Availability












































Casual Leave















•  A maximum of 11 CLs





will start to
















in a calendar year can





accrue from




















“day one of
















be earned.




























joining”















•  One leave (paid) every




















month will get



A maximum of


However, an



















employee can



In the event of










credited for 20 days















11 CLs can be


start availing it



separation from









worked for 12 months






Casual Leave


All




availed in a


only after



the services of the





(Jan to Dec)








(CL) or Sick


Permanent






year; if left


completion of



company, the CL





proportionate to the






Leave or


Employees




unavailed the


30 days in the



balance for the






attendance









Emergency


& Contract






leaves will lapse


organization.



current year will




•

CLs will get lapsed if






Leave


employee



at the end of






get encashed only





remain unavailed at
















the year i.e.


One CL will get



in Full and Final









the end of the year














31st December.


credited for



Settlement.









•

Employee on





















every 20 days
















probation, can avail
























worked from
















CLs post completion
























total of 11 CL
















of 30 days with the
























each month
















organization.




























(Jan to Dec)


























































•  A maximum of 13 PLs





Privilege leave
















in a calendar year can





will start to


In

the


event

of









be earned







accrue from










•




A maximum of



separation

from

the








One leave (paid) every



“day one of










45 PLs can be



services


of

the









month

will

get



joining”,












accumulated by



company,


the

PL









credited

for

20

days



however an












an employee;













All



worked for 12 months



employee can


balance as on date will








any excess









(Jan

to


Dec)



start availing it


be encashed and paid





Permanent








Privilege   Leave






leave at the end







proportionate to

the



only after










Employees






along

with

the

final


(PL)





of the year will





& Contract



attendance





completion of


dues,

the

maximum






•




automatically







employee


A maximum of 45 PLs



30 days in the


limit

for

encashment







lapse.









will

get

carry



organization.











This will be



of

PLs

will  be

as









forwarded to the next















applicable to all





applicable

to

the









year;  rest

will

be



One PL will get











Grades of



category.












lapsed.






credited for

















employees.
















•

Employee


on



every 20 days



































probation can avail PLs





worked from
















post completion of 30





total of 13 PL


















days

with

the


each month







organization.



(Jan to Dec)














•  Twenty-six (26) weeks









leave with pay i.e.










(182 Days)








182 days as

•

An additional leave






Maternity

per


with pay up to one



Three children




month if the female




Leave (ML)

Maternity


NA

onwards 84

NA



employee shows








Days.





Benefit Act









proof of illness due to























the pregnancy,










delivery and










premature birth.



















42 days as









Miscarriage

per


42 days leave with pay

NA

NA

NA


Maternity






Leaves (MSC)
















Benefit Act




















All male


5 working days with


Can be availed






pay immediately





Paternity

Leave




only for 2



parent of






(PAL)



(within 30 days) after







births




new born








birth.



























All


5 working days with





Child   Adoption

Permanent


pay

immediately

NA

NA



Leave (CAL)

& Contract


(within

15  days)

of









employee


adoption.














Employees

•

Employees









working on


working on NPH





4 mandatory national


NPH due to








will receive





holidays



business




All Full





double the wages








exigencies will


National

Public

•






salary for that

Time &

26th January






be eligible for










Holidays

Contract

•

1st May



NA


day.



Compensatory


(NPH)





•


employees

•





This payment will


15th August



Off (please see






be processed in




•

2nd October



rules for CO for








the respective









details) and











month









double pay.































4 holidays with pay if






these holidays were






requested for and




Regional  Public

All Full

approved by the




Holiday

Time &

supervisor. The

NA

NA

NA

(Optional

Contract

employee can select




Holiday)

employee

any four leaves from






the declared RPH






(optional holiday) list






for the respective year











All Full


All accumulated




Time &






Comp-Offs


Comp-Offs if not


Contract





during the


availed before the


employee



Compensatory


calendar year


cut-off date will be

as per the

NA

NA

Off (CO)

must be taken

lapsed and will not

eligibility





within 60 days


get carry forward but


grid Refer





of earlier week


will be encashed.


Annexure





off.




A










All


Employee will

Birthday off to



Permanent

On the birthday with Pay

be entitled to

be utilized on

No carry forward

Birthday Off (BO)

Employees

if falling on weekly off not

avail a full day

Birth date

allowed irrespective


& Contract

applicable

leave, on his

registered in

of week offs/holidays


employee


/her birthday

ZOHO only



All





Authorized

Permanent

Authorized unpaid leave if




Unpaid Leave

employees

PL balance is nil. This is

NA

NA

NA

(AUL)

& Contract

Loss of Pay.





employee






All Full





Uninformed

Time &

Uninformed absence. This

NA

NA

NA

Absence (UIA)

Contract

is Loss of Pay.





employee







3 days leave with Pay (In





All Full

case of death of





immediate family




Compassionate

Time &




member) and can be

NA

NA

NA

Leave

Contract

extended with pay.





employee





(Required documents to











be submitted to HR)






3 days of leave per year




Long service

All Full-

for 5 years of




Time

employment with the

15

NA

NA

Leave

employee

organization. Not










Applicable for broken












service and cannot be






encashed.












Employee would be






allowed 10 days of






home office per year





All Full-

(work from home),




Work from Home

Time

provided that you can

NA

NA

NA


employee

be reached out without






interruption during






office hours by






cellphone and Cliq.





  • All the leaves will be calculated and encashed on the basic salary.
  • Full Day: Employee needs to complete minimum 9 hours in System and 8 hours on floor (Deviation in exempted cases)
  • Half Day (HD): Employee needs to complete minimum 4 hours in System and 4 hours on floor. Only two half days are


allowed in a Payroll Cycle. Half day deduction will happen from CLs; if CL is zero then from PL. (Deviation in exempted cases)


Note: PAL & CAL can only be availed post 182 days worked in the system.


HR/Managers may assign PL’s till the submission of PAL documents from the respective employees. Post validation HR may convert the leaves as applicable.


  • Maternity Leave (ML) - Amendment under ESIC:


  • All ESIC eligible IP (Female) shall approach ESIC for ML


  • Female employees whose gross monthly salary is Rs. 21,000 or less are covered under ESIC.


  • As per the ESI Act, to avail cash benefits under ESIC Insured Person must contribute for 6 months and after 3 months she is eligible.


  • Definition of commissioning mothers (commissioning mother who as biological mother wishes to have a child and prefers to get embryo implanted in any other woman)


For Leave without Pay: Grant of leave is dependent upon exigencies of work and discretion of the management. The approval limits and process for leave application will be as below matrix-



Leave Approval Matrix

Number of Leaves


Approving Manager

1 to 5 days


Reporting Manager




6 to 10 days


Head of Department & above




Greater than 10 days


Head of Department & above, HR










  1. Process & guidelines


  • An employee desirous of availing PL/RPH (OH)/CO/BO/LWP shall apply for leave on ZOHO to get it sanctioned by reporting Manager


  • Reporting Manager gets leave notification message on ZOHO.


  • Reporting Manager approves/rejects the leave on ZOHO (approving/rejecting leaves will be a sole discretion of the Reporting Manager and the HR team)


  • Employee to plan and apply for privileged leaves 15 calendar days in advance, apply in ZOHO and if not approved or rejected same will be auto approved by system in 2 calendar days of application.


  • Email notification to be triggered to Manager and HR of the application of leave. if not approved or rejected same will be auto approved by system in 2 days of application.


  • Week off for all levels in to be restricted to Saturday and Sunday.


  • In case of an emergency where the employee is unable to get the leave sanctioned from his/her Reporting Manager prior, the employee is required get his leave sanctioned upon his/her joining back within 2 working days. However, the employee is required to keep his/her Manager and the HR team informed about his/her over stay of absence.


  • For availing Maternity Leave, the application in prescribed Form 2 of the maternity benefit act, 1961; must be made at least 60 days in advance from the expected date of delivery, duly supported by necessary Medical Certificate.


  • Paternity Leave will be granted immediately post submission of the necessary Medical/Doctors/Hospital Certificate. Supervisor can assign PL to the associate if in case the documents are not submitted.


  • In case of Child Adoption Leave, an employee will be required to submit a provisional leave application to the reporting Manager. The company will provisionally sanction the leave. The employee should submit the final leave application on ZOHO along with necessary adoption document


  • Management at its discretion may ask employee to provide supporting documents such as medical certificate, travel confirmation, to support the leave request


  • Only ML, Comp off, NPH & RPH can be availed during notice period. Subject to available balance in the leave account. All other leaves stand cancelled as soon as employee resigns.







  1. Holiday List 2018 (NPH and Optional Holidays)










Annexure A: Leave Management Practices


Compensatory Offs


Eligibility: All employees will be entitled for Compensatory Off working on a weekly off. Comp Offs availments is restricted to maximum of 4 days of weekly off in a month. All accumulated Comp-Offs during the calendar year have to be taken within 60 days of earlier week off. Comp-Offs if not availed before the cut-off date will be lapsed and will not get carry forward. Direct contract employees will have to use all the CO’s before the end of their contract term. All employees who work on a National Holiday will be eligible for CO & Payout at the double the wages.


  • An employee can take Comp Off only if He / She have worked on Weekly off or on an NPH. The employee needs to complete 9 hours in System and 8 hours on floor (Deviation in exempted cases)


  • Comp Off will be auto generated by ZOHO if the defined work hours rule is met. Notification received for default comp off cases will be assigned by HR post validation of work hours. Employee needs to plan the Comp Off in advance and discuss the same with reporting manager.


  • Employee should apply in ZOHO for Comp Off and get it approved by Reporting manager.


  • Comp off cannot be taken without planning and after remaining absent.


Emergency/Unplanned Leaves:


  • If employee has an emergency for what so ever reason and unable to come to office, he needs to inform his reporting manager two hours before the commencement of official working hours.


  • Employee needs to inform and confirm to the reporting manager on how many days leave he would be taking.


  • Employee needs to ensure that his/her manager updates the ZOHO system on the same day.


  • Once the employee is back from the leave, he needs to check the ZOHO and if it is not updated, get the same done as reporting manager has 2 working days’ time to update the records.


NPH/RPH (OH):


  • NPH/RPH(OH) calendar is published in ZOHO


  • Employees need to plan the NPH/RPH (OH) leaves in advance and discuss the same with reporting manager.


  • Employee should first apply NPH/RPH (OH), get it approved with their manager and then proceed for leave *NPH will be auto marked in case an employee avails leave without applying in ZOHO.





Document Identification



The latest version of this document is stored electronically


Any printed copy is an uncontrolled copy for reference or training purposes only


This document is not for release to external parties






Document Identification


































Version



Release Date



Prepared By



Reviewed By



Approved By



Affected Section & Description of















Change











































1.0



01-Nov-17


Chandan


Jaya Mishra


Bhushan K


Initial Document




















2.0



30-Aug-18


Ancy/Juhi


Raj Kumar Ganapathy


Colin Frewen


Revision as per the MH S&E Act,








Amendment 2018