LEAVE POLICY

Document No. Effective Date

Policy Owner Approved by

Objective

At R2R, we firmly believe that all employees should have an appropriate work-life balance and “boxing” time into
work and personal is not always possible. The Company encourages all employees to utilize their leaves in order
to pursue interests, spend time with family for leisure, take care of personal work, or rest due to medical reasons.
This Policy defines the various types of leave, leave entitlement and the procedure for making a leave request.

Applicability

This policy is applicable to all full-time employees on the rolls of R2R.

Reckoning Period

Unless otherwise prescribed, for the purpose of leave accrual, entitlement, carry forward etc, the reckoning
period (year) shall commence on April 1 (of the given year) and end on March 31 (of the subsequent year).

Paid Holidays

Employees are entitled to 00 customary paid festival and national holidays as outlined by the Company and
displayed at the beginning of each year.

Types of Leave

Leaves may be broadly categorized under the following broad heads:

 Annual Leave
 Sick Leave
 Compassionate Leave
 Maternity Leave
 Paternity Leave
 Adoption Leave
 Compensatory Leave
 Birthday/Anniversary Leave

Annual Leave (AL)

 All Full Time Eligible employees are eligible for 18 days of AL per year of service.
 The employees who join during the calendar year will be entitled to AL on a prorated basis.
 AL is credited on pro rata basis i.e., @ 1.5 working days for each completed month of service, to the
employee’s account. The records will be updated every month & excess leave taken shall be marked as
LWP and automatically deducted in current month payroll.
 Any holiday(s)/week off(s) preceding, following and intervening the leave period will not be counted as
part of the leave.

Availing of AL

 Annual Leaves should be planned in advance, as much as possible, and necessary approvals sought and
planning done, with the concerned reporting manager
 It is normally encouraged that the employees apply for AL at least 1 days in advance when the AL does
not exceed 2 days. When the AL period exceeds 2 days, the employee is expected to apply at least 14
days in advance.
  This condition will not apply where the cause of AL is on medical grounds. AL due to medical reasons will
require a certificate from a doctor and the explicit approval of the management.

Sick Leave

 All regular full-time employees are eligible for eight days of sick leave in a year.
 Employees who join during the year will be eligible for SL on a prorated basis.
 Only working days shall be taken into consideration while computing the leaves.
 Sick leave cannot be carried forward and lapse at the end of the calendar year.
 Sick leave approval and / or authorization will need to be accompanied with doctor slip.
 Beyond 3 consecutive leave days, will need to be specifically accompanied with a medical certificate.

Availing of Sick Leave

 Post exhaustion of Sick Leave balance, the employee needs to necessarily avail the leave from the
available AL balance, post due approvals.
 Any extension of leave on medical grounds after the exhaustion of AL, SL and Compassionate Leave
(detailed in the next section) will be treated as Leave Without Pay. As during the period of LWP, no
weekly offs are earned, all number of absent days will be counted as LWP.
 In the case of sick leave, LWP cannot be taken without approval and submission of medical documents.
Any unauthorized LWP will be treated as absconding from services and may lead to strict action including
termination of services.

Compassionate Leave

 All employees (including those on probation) shall be eligible for compassionate leave of up to ten (10)
working days in the event of medical emergencies for themselves or for immediate family members, or
any other exigencies, subject to the approval of the Director
 This will be treated as “Paid Leave” and not included in Annual Leave.
 Compassionate leaves cannot be carried forwarded or encashed.
 Any holiday(s)/week off(s) preceding, following and intervening the leave period will not be counted as
part of the leave.

Maternity Leave

 All female employees of R2R are entitled to Maternity Leave as per the Maternity Benefit Act, 1961.
 All female employees are eligible to avail 26 weeks of Maternity Leave, of which not more than 8 weeks
shall precede the date of expected delivery, up to 2 children. Post 2 children, all female employees shall
have the benefit of availing 12 weeks of Maternity Leave of which not more than 6 weeks shall precede
the date of expected delivery
 Any holiday(s)/week off(s) preceding, following and intervening the leave period will be counted as part
of the leave.
 The employee must have actually worked in R2R for a period of at least 80 days during 12 months
immediately preceding the date of her expected delivery.
 In the unfortunate event of miscarriage, following the day of miscarriage, the employee will be eligible for
leave of up to 3 weeks, post the submission of relevant medical documents.
 Post availing maternity leave and in cases where the nature of work assigned to the female employee is of
such nature that she may work, the employer may allow her to do so for such period and on such
conditions as mutually agreed upon.
 Employee should get the leave sanctioned from the Director at least 15 days in advance before
proceeding on maternity leave. The leave application should be submitted along with the certificate of
expected delivery date from a registered medical practitioner to HR.
 This will be treated as “Unpaid Leave” but candidate will remain the employee of the company and her
employment will not be cancelled till the last date of her leave period.
Adoption Leave

 A woman who legally adopts a child below the age of three months or a commissioning mother shall be
entitled to maternity benefit for a period of 4 weeks from the date the child is handed over to the
adopting mother or the commissioning mother, as the case may be.
 For a child of age > 3 months, maternity leave will be a maximum of 2 weeks.
 Similarly, an unmarried male employee who legally adopts a child below the age of three months, shall be
entitled to paternity benefit for a period of 4 weeks from the date the child is handed over. For a child of
age > 3 months, paternity leave will be a maximum of 2 weeks.
 This will be treated as “Unpaid Leave” but candidate will remain the employee of the company and
his/her employment will not be cancelled till the last date of his/her leave period.

Paternity Leave

 5 days of paternity leave shall be granted to the male employees commencing the date of delivery or a
day prior to it subject to a maximum of 2 children. The same will be applicable in the case of adoption of a
child, up to 2 children.
 Any holiday(s)/week off(s) preceding, following and intervening the leave period will not be counted as
part of the leave.
 This will be treated as “Unpaid Leave” but candidate will remain the employee of the company and his
employment will not be cancelled till the last date of his leave period.

Compensatory Leave

 Compensatory offs to be availed within 2 weeks or encashed in same/next pay cycle.

 No accumulation of compensatory offs to be allowed.
 The encashment of compensatory offs will be on Gross Salary (not including Employer’s contribution to
PF) and will be subject to approvals from the Functional Head.
 For any Team, during season, if compensatory offs are not possible owing to demands of work, the same
will be encashed automatically, in the same/next pay cycle.

Birthday / Wedding Anniversaries for Self

 Half day leave in lieu of birthdays / wedding anniversaries for self.

General Rules for Applying for Leave

 Leave of whatsoever kind must be sanctioned in email before it is taken. Such sanction cannot be
assumed or taken for granted. All reasonable requests for leave will be approved but no leave can be
claimed as a matter of right even if it is due. It shall be granted keeping in view the exigencies of work.
Absence from work without permission or sanction shall be without pay, regardless of whether leave is
due or not. It should be in a particular format as mentioned below:

Leave Form
Name   Start Date End Date
Designation      
Reason  
Total no. of days   No. of Attachment  
Reporting Person Approval  
Annual Leave   Sick Leave  

 For availing leave, the employees must get the leave sanctioned at least 7 days in advance by sending
email to concerned manager/reporting person.
  In case due to reasonable reasons, prior sanction cannot be obtained, the leave application must be
submitted within two days of resuming duty by email to concerned manager
 The Company has the right and authority to refuse, alter, revise, curtail or revoke any leave at any time,
as may be deemed necessary or expedient
 An employee shall resume duty immediately on expiry of leave sanctioned to him/her unless extension
has been applied in advance and sanctioned in writing/email by the Company. If sanction in respect of
extension of leave is not received in time by the employee, it must be presumed to have been refused.

Absence without Prior Approval

 An act of proceeding on leave without approval will be treated as misconduct making an employee liable
to disciplinary action, if deemed necessary.
 In the event any employee absents himself/herself from the service beyond 3 working days without any
prior approval from the Line Manager/Reporting person; it will be the responsibility of the Reporting
Manager/Person to intimate the HR Department/Director and the concerned HOD in writing/Email.
 The HR Department will send an absconding notice to the employee asking him/her to state the reasons
of absence and resume services within a maximum of 2 working days.
 If the employee does not join within the next 2 working days from the receipt of notice, HR will initiate
the termination process. The Separation Note and other steps follow thereafter.

Amendment

Any Amendments/Exceptions to the above stated policy will be subject to the approval of the Director.

FAQ on Leaves

 What is my total entitlement for AL/SL per annum?

18 Annual Leave (AL) and 8 Sick Leave (SL)

 Can AL/SL be availed during Probation period?

Yes, both can be availed during probation.

 How is leave credited in my A/c?

1.5 days AL and 0.6 days SL gets credited for each completed month of service.

 Will the weekends/holidays /Intervening holidays count as my AL/SL?

No

 Can I carry forward my AL/SL?

AL can be carried forwarded up to a max. of 36 days. Any Excess leave will lapse and leaves can be
encashed only at the time of separation from Company. SL cannot be carried forward.
 How many days in advance must I apply for AL?
At least 14 days in advance.

 What is the AL encashment procedure, where ever allowed?

[(Basic)/30] *(No. of Accumulated ALs). ALs may be encashed on separation on balance
accumulation.

 Can I club my compensatory off with AL/SL?

It should be availed within 2 weeks. Cannot be accumulated to club with AL/SL.

 How can we encash the compensatory off?

It will be payable in the same payroll cycle and paid along with the salary.

 I am eligible to get a half day compensatory off in case my birthday falls on any of the week
offs/Public Holiday?
No compensatory off is given in case birthday falls on of the week offs/Public Holiday or in between
the sanctioned leaves

 Can Maternity/Paternity leaves will be clubbed with AL/SL?

Yes, it can be clubbed with available AL/SL balance. Subject to prior approval.