Professional Documents
Culture Documents
Company Leave Policy
Company Leave Policy
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This document and the information herein are the property of XXXXXX. Limited and all unauthorized use and
reproduction is prohibited.
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reproduction is prohibited.
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This document and the information herein are the property of XXXXXX. Limited and all unauthorized use and
reproduction is prohibited.
TABLE OF CONTENTS
1. Scope....................................................................................5
2. Purpose.................................................................................5
3. Exclusion...............................................................................5
4. Policy...................................................................................5
4.1. General.............................................................................. 5
4.2. Annual Leaves.......................................................................7
4.3. Casual Leave........................................................................8
4.4. Sick Leave...........................................................................8
4.5. Maternity Leave.................................................................... 9
4.6. Paternity Leave.....................................................................9
4.7. Hajj Leave......................................................................... 10
4.8. Umrah Leave.......................................................................10
4.9. Leave Without Pay................................................................10
2. PURPOSE
The purpose of this Policy Document is to describe Leave Policies and Procedures at TPS.
The Policy Document is designed to facilitate the employees and to ensure smooth
functioning of the company.
3. EXCLUSION
All the employees other than permanent and full time are excluded from this policy.
4. POLICY
4.1. GENERAL
We at (COMPNAY NAME)are always working for the benefit and betterment of our
employees.
4.1.1. All employees in the company are allowed to have fixed number of leaves
(Sick, Casual and Annual) in every financial year i.e. from 1st July to 30th
June.
4.1.2. Newly appointed employees shall be entitled for Leaves on pro-rata basis,
counted from the date of joining. Similarly, for all employees leaving the
company during the year, their leaves will be counted on pro-rata basis
from July 1st to their last working day in the company. Any and all leaves
taken more than the employee’s entitlement will be considered as Leave
without Pay and the same will be deducted from his/her salary whenever
applicable.
4.1.3. All gazetted holidays falling during the period of leave shall not be counted
as part of the leaves.
4.1.4. Employees are not allowed to accept employment, full time or part time or
under any other arrangement, in any other organization while on leave.
4.1.6. All employees, before proceeding on leaves should intimate the contact
details to their Department Head. No staff shall be allowed to leave
his/her duty before his /her application is approved.
4.1.7. The Company believes that an employee who proceeds on Annual Leaves
should be allowed to avail the entire period of leave. However, there
could be situation when employees may either be instructed by the Head of
Department not to take leave for specific period or be recalled from leave
if it becomes necessary for the critical operations of the company.
4.1.9. An employee who remains absent for more than 10 days beyond the period
of leave originally granted or subsequently extended without proper and
prior notice, he/ she shall be deemed to have abandoned the service
4.1.10. Leave without pay for limited period may be granted for exceptional
reasons at the sole discretion of the senior management.
4.1.11. When an employee is unable to attend work for any reason without
prior approval of leaves, they must inform their Team Lead/Department
Head and HR as soon as possible.
4.1.12. Frequent absences from work without notice should be reported by the
concerned Department Head to the HR for necessary action.
4.1.13. During the probation period, employee is allowed to avail 3 leaves. The
same leaves will be adjusted from their sick and / or casual leaves after
their confirmation of employment. Excess leaves will be treated as Leave
Without Pay
4.1.14. Staff hired on contract would avail annual leaves as per the terms and
conditions mentioned in their respective contracts.
4.1.15. It is the responsibility of the staff member availing any type of leave to
intimate the HR Dept. by sending an e-mail at abcd@xyz.com with a copy
to the respective Supervisor / Department Head. The e-mail must mention
the following details in the subject:-
a. Type of Leave
4.1.17. Any leaves taken without prior approval or in cases where approval may be
required after taking the leaves, will be considered as Leaves Without Pay.
4.1.18. All the leaves availed during 15th of preceding month to 15th of proceeding
month should be intimated to the HR Dept. latest by 19th of each month,
in case of failure the same will be assumed ‘Absent” and will be treated as
Leave Without Pay.
4.1.19.2. Dates
4.1.20. Incase of no intimation from the supervisor / Manager the same period will
be marked absent and treated as Leave without Pay
4.1.22. Incase of excess annual leaves from the entitled limit, the excess annual
leaves will be counted as leave without pay and will be deducted from the
upcoming monthly salary
4.2.3 Every individual will be responsible for submitting his/her tentative Annual
Leave Plan to the concerned Head of Department at the beginning of each
financial year.
4.2.7 Serving employees are expected to avail their Annual Leave entitlement
within the year. If an employee does not avail all his / her annual leaves,
then up to a maximum of 5 XXXX days will be en-cashed in the month of
August ABCD following year, rest of the non availed leaves will be lapsed.
For employees joining or leaving the company during the year, leaves
encashed will be counted on pro-rata basis
4.2.8 Employee can avail his / her annual leaves after confirmation of service on
pro-rata basis from the date of joining the company.
4.2.9 In the month of July every year, the Department Head will prepare an
Annual Leave Plan for the coming year for his/her team to enable the
Department to keep the smooth flow of operations with the availability of
the staff and their planned leaves in advance.
4.2.11 Any employee who wants to avail Annual Leaves must send an email at
abcd@xyz.com, mentioning the dates in which he/she wants to avail the
annual leaves and copy to his/her Supervisor/Manager/Head of Dept.
4.2.14 An employee proceeding on leave should notify the contact number and
address in the email for Leave Request.
4.2.16 Whenever possible, the Company should first contact the employee (on
leave) by telephone and obtain his / her input on a particular matter if this
could serve the purpose and prevent the need to recall the employee.
4.2.17 Un-availed days of the recalled employee will be credited back to his / her
account. In such cases, company may consider reimbursement of traveling
expenses incurred from the place recalled.
4.3.2. Casual Leaves cannot be accumulated and any un-availed casual leave will
automatically lapse at the end of each financial year.
4.3.3. During employee’s first year of service or for employees leaving the
company during the year, Casual Leave will be calculated on pro-rata basis.
4.3.4. Employees are required to obtain approval similar to Annual Leaves process
as mentioned in Clause 4.2.11 and 4.2.12 from their respective Supervisor /
Department Head, prior to avail Casual Leave and submit an application to
the HR Department.
4.3.5. If employee needs to take casual leave in emergency and cannot give
notice, then he/she will be required to complete and submit the leave
application email on return to work within 7 days of return. However, it is
the responsibility on part of the employee to inform the supervisor through
appropriate means.
4.4.4. In case of absence for 3 or more days due to sickness, employee will be
required to submit a certificate from a medical practitioner / Doctor along
with the application on return to work within 7 days of return. However, it
is the responsibility on part of the employee to inform the supervisor
through appropriate means.
4.4.5. Sick Leaves cannot be accumulated and any un-availed Sick Leave will
automatically lapse at the end of each financial year.
4.4.6. In case of accident / long term hospitalization / heart attack / any major
disease, Special Sick Leave with pay may be granted on approval from
senior management depending upon the doctor’s advice.
4.4.7. All annual leaves will be consumed first before extended sick leaves are
granted. The Company may ask for a further examination and report by a
medical practitioner named by the Company before granting extended Sick
Leave.
4.4.8. In instances, where an employee applies for sick leave on a frequent basis,
such cases shall be reviewed by the Manager Human Resources. The course
of action could include counselling the concerned employee or application
of disciplinary procedure.
4.7.3. In case of more than 2 employees a draw will be conducted to select and
the first 2 winners will be granted the special paid hajj leaves.
4.7.4. An eligible employee must submit his/her Hajj Leave application to the
department Head and HR Department at least 2 months before the
commencement of Hajj.
4.7.5. Employees are required to submit proof of travel after return to work.
4.7.6. Applicants who do not qualify in the process will be allowed to take leave
without pay on management discretion. The Department Head can refuse
to allow the employee from taking Hajj Leaves if the extended Leaves are
effecting the normal operations of the department.
4.8.4. Employees are required to submit proof of travel after return to work.
4.8.5. Applicants who do not qualify in the process may be allowed to take leave
without pay or from their remaining Annual Leaves on Department Head
discretion.