Leave Policy
▌Objective
This document aims to articulate guidelines for employee about the leave policy in Pixel Conception
Technologies Pvt. Ltd.
▌Eligibility
An employee is not eligible for any leave during probation period. Any leave availed by the employee
during his probation period will be considered as Leave without pay (LWP).
▌Total Leaves
All employees will be eligible for 20 leaves in a calendar year. Whole year is divided in four quarters and
employees will receive 5 leaves at the end of each quarter.
Month Number of leaves
January 1.5
February 1.5
March 2
April 1.5
May 1.5
June 2
July 1.5
August 1.5
September 2
October 1.5
November 1.5
December 2
In case an employee completes his/her probation after the quarter has started, he will be eligible for
leaves on a prorate bases.
Prorata Calculation of leaves after completion of probation period
If an employee completes his/her probation after the start of Quarter then his leaves will be calculated
on prorate bases. Formula for prorate calculation is as follows.
Number of days between date of confirmation and last day of Quarter* Eligible balance for the Quarter
Number of days in the Quarter
Human Resource Department
Please note: The above number will be rounded down to the nearest decimal and will be credited to the
employee’s leave balance on monthly bases.
Illustration 1: If an employee completes his/her probation on 15-Jan then he/ she will be eligible for 4
leaves for the first Quarter and the same shall be credited in the following manner.
No. of Leaves Month
January 0.5
February 1.5
March 2
Illustration 2: If an employee completes his/her probation on 10-Feb then he/ she will be eligible for 2.5
leaves for the first Quarter and the same shall be credited in the following manner.
No. of Leaves Month
February 0.5
March 2
Leave encashment
Any un-availed leave will get encashed at the end of the quarter. The rate of encashment is 100% of
gross.
Illustration
If an employee has 2 leaves at the end of quarter then he will receive 2 days of his gross salary.
Please note that no leave shall get carry forward to the next quarter or shall be borrowed from the
coming quarter.
Training Sessions and Induction
If the organization schedules any training program on Saturday, then employees are required to attend
the same failing which one-day salary will be deducted.
Leave Approval Process
Below are the steps of leave approval:
1) Fill the leave form (Leave form is available at the HR department)
2) Seek approval from your Manager
3) Submit the form to HR department
If the leave is not approved and the employee still avail the leave then that day shall be considered as
Leave without pay even if the employee has leave balance.
Human Resource Department
In case the employee does not follow the above process then the leave shall be considered as leave
without pay.
Leave due to medical emergence
If an employee is on leave for more than two days due to medical emergence or unforeseen
circumstance then he should inform the Team Lead on the day he proceeds on such leave. In case the
employee is on leave due to medical reasons (of self /family member/relative) than he should submit
below mentioned document:
a) Doctors certificate
b) Lab report/ X-ray report (If any)
c) Medical prescriptions
d) Medical bills
e) Any other documents pertaining to illness.
Employee needs to send the photocopy or scanned copy of such documents within 3 working days from
the time he/she proceeded on leave. Once employee resumes office he/she should submit the original
documents to HR department and the same should be returned after verification.
Any unapproved leaves will be considered as LWD even if the employee has submitted the medical
documents. In case the document(s) being submitted by employee for availing medical leave for any
reasons may found forged or fabricated at any stage, the same shall be treated as grave misconduct or
forgery for which organization reserves its all rights to take appropriate legal action against such
employee.
Unauthorized leave
If the leave is not approved and the employee does not resume office then his service shall be
terminated if the number of days of absence is more than 15 days. In case the employee is habitual of
availing unauthorized leave then also his services will be terminated even if the number of continues
absence is not more than 15 days.
Compensating Leave on Saturday
An employee can Compensate leaves availed on a week day however prior approval from the Manager
and HR department is required.
Human Resource Department
Prorata Leave calculation at the time of Exit
Any unutilized leave will be encahed to the employee at the time of exit. Leaves will be calculated on
prorate bases if the employee exits from the organization before completing the quarter.
Formula for prorate calculation is as follows.
Number of days completed in the Quarter* Eligible balance for the Quarter
Number of days in the Quarter
Please note: The above number will be rounded down to the nearest decimal and the same will be
encashed to the employee.
Illustration 1: If an employee’s Last working day (LWD) is on 25-March then he/ she will be eligible for
1.5 leaves for the month of March.
Illustration 2: If an employee’s Last working day (LWD) is on 8-Dec then he/ she will not be eligible for
any leave for month of December.
Illustration 3: If an employee’s Last working day (LWD) is on 15-Sep then he/ she will be eligible for 1
leaves for the month of September.
Human Resource Department
