Leave Policy

First publication : “April 2016”

Current publication : “January 2023”
Version : 1.5
Document type : Policy & Directives
Scope : All employees of Schneider Electric India
Policy Name
Leave Policy Schneider India

Purpose
Schneider Electric India believes in ensuring the wellbeing of its employees by providing an enabling
environment that will help them balance their work & personal life. A very robust leave policy is put in place
towards the same endeavor. The details of the benefits available to employees are listed as below.

Content

1. Definitions
2. Eligibility
3. Leave Types Entitlements

Confidentiality Status
No part of this document should be reproduced or distributed without the permission of Schneider Electric
HR Leadership

Policy Author
HRS

Policy Reviewer
DE&I, Rewards Solution

Policy Approver
Zone VP HR

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 Revision History

Version Date Author Authorized by Description

Country HR
1.0 April 20, 2016 Legal & HRS Base Version – new format
Partner
Diversity Team & Country HR Resignation clause for ML has
1.1 June 2, 2016
HRS Partner been added
Diversity Team & Country HR Surrogacy Leave has been
1.2. August 22, 2016
HRS Partner included
Diversity, Country HR Care and Bereavement Leave
1.3 January 17, 2018
Rewards & HRS Partner has been included
Advance Sick Leave and
Diversity, Country HR
1.4 March 01, 2018 Volunteering Leave has been
Rewards & HRS Partner
included
Enhanced primary and
secondary parental leave
entitlements
DE&I, Rewards
1.5 January 01, 2023 Zone VP HR Enhanced Adoption & Surrogacy
Solution& HRS
entitlements
Enhanced applicability of care
and bereavement leave.

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1. Policy Statement

Our DEI and Well-Being ambition is to be the most inclusive and caring company in the
world. We are determined to continue hardwiring equity and inclusion in all stages of our
employees’ experience. That’s why we have created a system of care to support th e well-
being of our diverse workforce so that each of us can manage our unique life and work to
the fullest.

2. Scope
This policy is applicable to all permanent employees (including probationers) of all entities
/BUs across Schneider Electric in India except Workmen.

3. Definitions

a. Employees: All permanent on roll employees, including probationers

b. Calendar Year: Beginning on 1st January and ending on 31st December
c. Financial Year: Beginning on 1st April and ending on 31st March of subsequent
Year

4. Policy Details

4.1 Leave Types & Details

4.1.1 Privilege Leave (PL) /Earned Leave/ Personal Leave

Entitlement:
• No of days of PL 24/26/28 is based on 5 days, alternative Saturday and 6 days
working respectively.

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 Guidelines:
• PL is credited on monthly pro rata basis.
• PL can be availed for minimum 0.5 day
• Encashment is applicable only on separation.
• Employee shall be eligible for encashment of accumulated PL and current year
prorated earned PL.
• Intervening weekly offs and holidays not counted as leave.

Approval Matrix: PL is auto approved if not actioned by immediate manger within 48

hours after applying in leave management portal (iExperienSE).

Mandatory Leaves: In a calendar year, an employee is eligible for 24 / 26 / 28 PL credit,

which is credited on monthly pro rata basis. Out of this credit limit, an employee has to
avail mandatory PL of up to 15 days or pro rata basis. Any unavailed PL less than 15
days, shall lapse at the end of the year.

Carry Forward / Accumulation: Maximum PL accumulation limit allowed to carry

forward, irrespective of any location is 35. Maximum Carry forward from current year
credit is 9/11/13 day based on PL eligibility of 24/26/28 respectively.

Leave Encashment: Privilege Leaves in excess of 35 days accumulation, after a

minimum utilization of 15 days in a calendar year shall be encashed in the month of
January of subsequent calendar year.

PL Encashment Formula: Last drawn “Guaranteed Cash per month” (in Rs/month) /
30* No of days of actual PL balance. Guaranteed Cash excludes Retrial and Variable.
(Please refer FAQ section for more details with illustrations in the subsequent section of
policy document).

4.1.2 Global Family Leave 2.0

Family Leaves aim to support all employees during critical stages of their lives.

The Policy is inclusive and consists of four Family Leave Categories:

A. Primary Parental Leave
B. Secondary Parental Leave
C. Care Leave
D. Bereavement Leave

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 A. Primary Parental Leave

Definition of Primary Parent: Parent (Biological/Adoption/Surrogacy irrespective of

gender) who will take primary responsibility for the care of the new child. The primary
parent is the person who typically has primary responsibility for care of the child during
typical work hours.

Types of Primary Parental Leave:

I. Maternity Leave:
Women employees who have worked for a period of 80 days in the previous 12 months
are entitled to maternity benefits.

Entitlement:
• 26 weeks for two surviving children and 12 weeks for more than two children.
• Any intervening statutory/ company holidays/weekly offs would be included to
calculate the said period of 26 weeks

Application of Maternity leave: Employee can apply for Maternity Leave, 8 weeks
prior to the Maternity Due date (maximum). Once this is applied for, the leave will
continue up to 26 weeks.

Leaves during Miscarriage: On account of miscarriage / termination of pregnancy,

women employee are entitled for 6 weeks of Maternity Leave.

Additional provisions prior to Maternity Leave: In case of sickness / health reasons

(prior to 8 weeks of availing maternity leave -pre- pregnancy), employee can apply for
other accumulated leaves like SL/CL or PL. Once these leaves are exhausted and
employee still needs to extend the leave, “Leave without pay” option can be utilized by
the employee. (Pay includes Fixed Pay & Variable Pay).

Resignation during Maternity Leaves:

If an employee decides to resign/exit during maternity leave, notice period duration as
per the employment contract will be factored in with the employee’s maternity leave. In
case, the last working date falls after the maternity leave period, employee must serve
the remaining days of notice period as per the employment contract from the date of
returning, else, the days not served as notice will be recovered from the employee as
part of exit process.

Example: If maternity leave ends on 31st Jan and as per the notice period policy last
working day falls on 30th Apr, employee should be serving the notice period from 1st
Feb to 30th Apr after returning from maternity leave or the short fall of such notice
period days will be recovered from the employee as part of exit process.

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 II. Adoption: For single parents and employee who is the primary parent.

Entitlement:
• 26 weeks for two surviving children.

Application Guidelines:
• Can be availed from maximum 8 weeks before the date of child’s birth, and in
continuity up to 26 weeks.
• Any intervening statutory/ company holidays/weekly offs would be included to
calculate the said period of 26 weeks

III. Surrogacy: For single parents and employee who welcome a child via surrogacy
and is the primary parent.

Entitlement:
• 26 weeks for two surviving children.

Application Guidelines:
• Can be availed from maximum 8 weeks before the date of child’s birth, and in
continuity up to 26 weeks.
• Any intervening statutory/ company holidays/weekly offs would be included to
calculate the said period of 26 weeks.

Except for women employees applying maternity leave, declaration is required to be

signed by employees attesting that they are the primary caregiver. Please click here for the
declaration form. Same needs to be submitted along with leave application

B. Secondary Parental Leave

Definition of Secondary Parent: Parent (Biological/Adoption/Surrogacy irrespective of

gender) who will take responsibility for the care of the new child, but is not the primary
parent.
Entitlement of Secondary Parental Leave: 4 weeks for two surviving children.

Application of Secondary Parental Leave:

a. Can be availed from maximum of 9 months before, and up to maximum of 12 months
after the child’s birth / official custody (in case of adoption/surrogacy)
b. Any intervening weekly offs would be included to calculate the said period of 4 weeks.
c. The employee has the option to split the leaves as per the requirement .
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 Benefits Post Primary and Secondary Parental Leave:
Post availing primary or secondary parental leave, in-case the employee needs further
support, (e.g.: for childcare) “Flexibility at Work Policy”, can be utilized.
1. This shall be considered based on the role profile, business requirement and with
necessary approvals.
2. Please refer “Flexibility at Work Policy” for more details.

Please note, if both parents are Schneider Electric employees, one parent can select
primary leave, and the other parent is eligible for secondary leave.

C. Sick/Care Leave

Applicability of Sick / Care Leave: Sick/Care leave is to provide care for either self or
serious health condition of family members.

Definition of Family: Family Members include Immediate and Extended Family (spouse,
domestic partner, parent, sibling, grandparents, aunt, uncle, niece, nephew, child,
grandchild, +step, parents-in-law, foster, natural, adoptive relationships). Care Leave also
extended to pets.

Entitlement of Sick / Care Leave: No of days of Sick/Care leave can be availed is 12

Working Days, subject to state specific statutory requirements .

Guidelines:
• SL/CL is credited at the beginning of the calendar year and on pro rata basis in case of
new joiners.
• Sick Leave can be availed for self.
• Care Leave to provide elder care to a family member or to provide care to a family
member as a result of a serious health condition or long-term illness. (Refer family
definition section).
• On occurrence employees are expected to inform immediate Manager.
• In case an employee exhausts Care/Sick Leave, PL/CL should be applied. In case of
critical illness or prolonged sickness, special permission could be granted based on
approval from BU-Head and HRBP.
• Intervening weekly offs and holidays not counted as leave.

Approval Matrix: SL/CL is auto approved if not actioned by immediate manger within 48
hours after applying in leave management portal (iExperienSE).

Carry Forward / Accumulation: Any unutilized leaves will be lapsed at the end of calendar
year. No encashment is applicable.

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 D. Bereavement Leave

Applicability of Bereavement Leave: Bereavement leave is extended to employees

mourning a loss of family member. Family Members include Immediate and Extended
Family (spouse, domestic partner, parent, sibling, grandparents, aunt, uncle, niece,
nephew, child, grandchild, +step, parents-in-law, foster, natural, adoptive relationships).
Bereavement Leave is also extended to pets.

Entitlement of Bereavement Leave: 1 week (5 Working Days).

Guidelines:
• Bereavement leaves are available for each event.
• Leaves to be used within 15 days following the event of loss at single instance.
• Intervening holidays will form part of Bereavement Leave.
• On occurrence employees are expected to inform immediate Manager.

Approval Matrix: Bereavement leave is auto approved if not actioned by immediate

manger within 48 hours after applying in leave management portal (iExperienSE) .

Carry Forward / Accumulation: Any unutilized leaves will be lapsed at the end of calendar
year. No encashment is applicable.

4.1.3 Advanced Sick Leave

To support employees in case of prolonged sickness wherein there is a need for an

employee to take more time off to recover from the illness.

Entitlement:
• No of days of sick leaves that can be vailed as Advanced Sick leave are 12 Working
Days.

Guidelines:
• An employee is eligible to avail “Advance Sick Leave” option when he/she has
exhausted all existing leaves.
• Advanced sick leaves will get detected from sick leave balance of the next year.
• Submission of medical certificate is mandatory in case of availing this option.

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 4.1.4 Casual Leave

Casual leave can be availed for any unplanned/unforeseen personal requirements . For
example, visiting kid’s school, birthdays etc.

Entitlement:
• No of days of casual leave can be availed is 7 Working Days, subject to state specific
Statutory Guidelines

Guidelines:
• Casual is credited at the beginning of the calendar year and on pro rata basis in case of
new joiners.
• Minimum half day and maximum 3 days can be availed per instance.
• Casual leave cannot be taken for planned vacation/leaves.
• Intervening weekly offs and holidays not counted as leave.

Approval Matrix: Casual Leave is auto approved if not actioned by immediate manger
within 48 hours after applying in leave management portal (iExperienSE) .

Carry Forward / Accumulation: Any unutilized leaves will be lapsed at the end of calendar
year. No encashment is applicable.

4.1.5 Wedding Leave

Entitlement:
• No of days of marriage leave can be availed is 1 week (5 Working Days).

Guidelines:
• Copy of Wedding Invitation to be submitted
• Intervening weekly offs and Holidays are not counted as leave.
• On occurrence employees are expected to inform immediate Manager.

Approval Matrix: Marriage leave is auto approved if not actioned by immediate manger
within 48 hours after applying in leave management portal (iExperienSE) .

Carry Forward / Accumulation: Any unutilized leaves will be lapsed at the end of calendar
year. No encashment is applicable.

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 4.1.6 Leave Without Pay (LWP) or Leave of Absence (LOA)

If the employee doesn’t have any leave in his/her credit and needs to avail the same due to
exigency, Leave Without Pay (LWP) or Leave of Absence (LOA) can be availed by reaching
out to immediate manager and HR Business partner.
(Pay includes Fixed Pay & Variable Pay).

4.1.7 Volunteer Time-Off (VTO)

The purpose of this policy is to provide an opportunity to Schneider Electric employees to

engage in community volunteering activities. By providing all employees time off to volunteer,
we want to support activities that enhance and serve communities in which we live and work
and the issues that impact quality of life.
The intention is to allow SEI employees to participate in giving back to the society and
supporting the community. Employees can use VTO to contribute their time and talents to
recognized charities, causes and not-for-profit organizations that make a positive difference
in deepening community connections.

Entitlement:
• Employees can take upto 2.5 working days of leave per calendar year toward SEIF
foundation or any charitable/NGO mentioned OR 20 hours per calendar year (Pro
rata for part time employees).
• Employees of all entities/BU across Schneider Electric India except workmen
• Employees are not eligible to avail this leave if the employee’s employment with the
company terminates for any reason.
• The employee is on a Performance Improvement Plan.

Guidelines:
• This time is refreshed at the beginning of each calendar year and does not accrue
from year to year. Usage of this time or lack thereof does not affect vacation accrual
or sick leave usage.
• Volunteering time off is at your manager’s discretion and subject to the needs of the
business. You can apply for Volunteering leave on the i-exp tool.
• To volunteer with SEIF foundation, kindly get in touch with your CSR representative
at your respective locations.
• To volunteer with other NGOs mentioned in the i-exp tool, kindly submit a valid proof
of your volunteering service at that particular NGO.

The company will not support employee efforts for organization that discriminate; private
foundations or programs that fund terrorist groups or activities; political or religious
campaigns. The company reserves the right to withhold the support for other charities or
campaigns that it deems violates the spirit of any of the above exclusions.

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5. General
Guidelines for
Applying Leaves

• Employee needs to apply leave in the available online system/ through hard copy
application form (as applicable in respective entity) In case of non-availability of
online system, hard copy approved application form to be submitted to immediate
manager.

• PL should be applied at least 15 days in advance for Immediate Manager’s approval.

• For new joiners applicable leaves shall be credited on prorated basis.

• In case, an employee is transferred from one location to another in middle of the year
the location rules will apply.

• All taxes arising out of any encashment of leave to be borne by the employee. This
will include all current as well as future legislations.

• Leave Balances shall be accessible to employees on the respective leave portal.

However, if at any point of time, employee is having any queries, they are required
to raise a ticket on Support@Schneider.

• Act of proceeding on leave without approval will be treated as misconduct and the
employee will be liable to appropriate disciplinary action, if deemed necessary .

Any modification in the policy document must be approved by the Zone VP-
Human Resources. The exceptions must be duly documented and filed for
future reference and audits.

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 Annexure

Frequently Asked Questions (FAQs)

Q1. What are the different scenarios to understand the Privilege Leave Carry Forward limit from a calendar
year?
Ans. In a calendar year, an employee is eligible for 24 / 26 / 28 PL credit, which is credited on monthly pro
rata basis. Out of this credit limit, an employee has to avail mandatory PL of up to 15 days or pro rata basis.
Any unavailed PL less than 15 days, shall lapse at the end of the year. Balance PL considering minimum
utilization of 15 days PL / actual availed PL (whichever is more) shall be carry forwarded to next year and
which will be maximum upto 9 / 11 / 13.

Q2. What will be maximum limit of PL accumulation at a particular location?

Ans. Maximum PL accumulation limit allowed to carry forward, irrespective of any location is 35.

Q3. What is the eligibility of PL encashment and what is the maximum no. of PL which will be encashed in
a year?
Privilege Leaves in excess of 35 days accumulation, after a minimum utilization of 15 days in a calendar
year shall be encashed in the month of Jan of next calendar year.

Example 1:
Carry Forward from 2021 to 2022: 35
Credit in 2022: 24
No of leaves availed in 2022: 0
Total Leaves as on 31st Dec 2022: 35 + 24 = 59
Mandatory leaves to be considered for availing = 15
Balance post deduction of mandatory leaves: 59 – 15 =44
No. of leaves for encashment: 44 – 35 = 9
No. of leaves to be carry forwarded to 2023: 35

Example 2:
Carry Forward from 2021 to 2022: 20
Credit in 2022: 24
No of leaves availed in 2022: 0
Total Leaves as on 31st Dec 2022: 20 + 24 = 44
Mandatory leaves to be considered for availing = 15
Balance post deduction of mandatory leaves: 44 – 15 = 29
No. of leaves for encashment: 0 (because total accumulation is less than 35)
No. of leaves to be carry forwarded to 2023: 29

Example 3:
Carry Forward from 2021 to 2022: 0
Credit in 2022: 24
No of leaves availed in 2022: 0
Total Leaves as on 31st Dec 2022: 24
Mandatory leaves to be considered for availing = 15
Balance post deduction of mandatory leaves: 24 – 15 = 9
No. of leaves for encashment: 0 (because total accumulation is less than 35)
No. of leaves to be carry forwarded to 2023: 9

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 Example 5:
Carry Forward from 2021 to 2022: 35
Credit in 2022: 24
No of leaves availed in 2022: 10
Total Leaves as on 31st Dec 2022: 49
Mandatory leaves to be considered for availing = 15
Balance post deduction of mandatory leaves: 49 – 5 = 44
No. of leaves for encashment: 9
No. of leaves to be carry forwarded to 2023: 35

Example 6:
Carry Forward from 2021 to 2022: 35
Credit in 2022: 24
No of leaves availed in 2022: 20
Total Leaves as on 31st Dec 2022: 39
Balance post deduction of mandatory leaves/actual leaves (whichever is more): 39
No. of leaves for encashment: 4
No. of leaves to be carry forwarded to 2023: 35

Q4: If incase all my leaves (PL/CL/SL) gets exhausted in the current year due to some exigency, do I have
some provision to avail any additional leave?
Ans. Incase due to some exigency all the accumulated leaves are consumed, one can apply for Leave
without pay.

Q5: What are the examples of appropriate/non-appropriate uses for Volunteer Time Off (VTO)?

Ans. Examples of appropriate uses for VTO:

• Donating your time at a food bank

• Volunteering at an animal shelter
• Participating in Teach India programs
• Doing any skill based volunteering for a NGO

Inappropriate examples:

• Coaching your kid’s football team

• Attending a professional, religious, or personal interest conference
• Volunteering for a political campaign

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