1.

Leave and Absenteeism

a. Purpose
i. To allow employees to have vacation, time-off and meet other personal needs
and obligations
ii. To regularize leaves taken by employees
iii. To ensure compliance with statutory obligation

b. Scope
All Navodit Foundation employee

c. Details
i. Leave Year
Leave year shall be from April 1 to March 31.

ii. Leave Benefits Summary:

Employees Casual Sick Leave Earned Leave Maternity Paternity Transfer Leave
Leave Leave Leave

Confirmed 12 12 15 6 months 7 days Upto 100 Kms – 1

Employees (Maximum day
up to two 101 – 250 Kms –
occasions in 2days
the entire Above 250 Kms – 3
period of days
service)

Probationers 1 per Nil Nil Nil Nil Nil

month

Trainees 1 per Nil Nil Nil Nil Nil

month
i. Casual Leave

i) Twelve (12) days of casual leave will be available every year.

ii) Casual Leave is intended to meet unforeseen circumstances requiring
leave of absence.
iii) CL will be credited monthly on a pro-rata basis in advance at the
beginning of each month , till probation period .
iv) Maximum of 2 casual leaves can be taken at a time.
v) Casual Leaves cannot be combined with any other leave.
vi) Casual Leaves cannot be encashed or carried forward to the next leave
year.
vii) Casual Leaves can be availed by trainees, probationers and confirmed
employees.
viii) Holidays/ 2nd & 4th Saturday/Sunday can be prefixed/suffixed and shall
not be counted
ix) Casual Leave will be credited in advance on 1st April to all confirmed
employees.
x) Employees who are confirmed during a particular month or joined as
a confirmed employee during a month will be credited with CL on
pro rata Basis for Financial year . Joining or confirmation by 15th of
the month will be considered as full month for calculation of
Leave.

ii. Sick Leave

i) A confirmed employee shall be eligible for up to twelve (12) days of sick

leave in a leave year.
ii) Sick Leave will be credited only after confirmation, monthly on a
pro-rata basis till start of Financial year
iii) Un-availed sick leave during the year can be carried forward and
accrued accordingly.
iv) Sick Leave of 3 days or more than 3 days will require a medical
certificate by a registered medical practitioner which should be
submitted on the day of re-joining duty
v) Misuse of sick leaves will be treated as a serious misconduct and
appropriate action will be taken against the employee.
iii. Earned Leave
i) In the beginning of the every year , the earned Leave entitlement for the
previous year is credited to account of confirmed employee and
displayed/ communicated to the employees .To be eligible for the
EL, the employees has to be on the rolls of the company as a
confirmed employee as on 1st April.

ii) If an employee has taken EL more than whatever leave balance is

available to him, then it will be considered as leave without pay and
salary will be deducted.
iii) Every employee shall avail a minimum of Five (05) days of EL, subject to
having leave credit. If an employee has not availed the required 05
days of EL in a year, the leave account will be debited for the
number of ELs less than minimum stipulated days required to be
availed at the end of the leave year.
iv) For better leave planning and for supervisors to manage subordinate’s’
leave it is advised that application for minimum leaves is planned in
advance.
v) Un-availed ELs during the year will be carried forward up to a maximum
of 10 ELs. The accumulated EL, up to a maximum of 40 ELs, shall be
encashed upon leaving the organization or retirement. The leave
balance over and above the carry forward limit of 40 ELs shall lapse.
vi) ELs can be combined only with SL.

vii) Holidays/ 2nd & 4th Saturday/Sunday can be prefixed/suffixed and

shall not be counted.
viii) Every year maximum 10 un-availed ELs will be carry
forward for particular financial year.
ix) A maximum of 40 ELs can be accumulated by an employee.

x) Probationary employees are eligible for EL but can avail them

only after confirmation, leave balance will be credited on
1st April of every financial year
 Encashment of Leave :
i) For the purpose of encashment of EL, the corresponding
basic salary of the year for which the leave is accrued will be
considered. The FIFO method will be used for determining
the year of accrual and applicable basic salary. However, in
the case of retirement from services, the basic salary as
drawn by an employee at the time of his/her retirement will
be applicable for encashment.
ii) Employee will be eligible for encashment of EL only after
completion of 5 years of service in the organization .EL
accumulated for more than 40 working days can be
encashed every year in first quarter of financial year
.However Employees has right to decide number of
accumulated EL to be encashed by him/her .

iv. Maternity Leave

i) Women employees of the Company shall be eligible for maternity leave

for a maximum period of six (06) months. During such period she
shall be paid leave salary equal to the emolument drawn
immediately before proceeding on leave
ii) Maternity leave may also be granted in case of miscarriage, including
abortion, subject to the condition that the leave does not exceed
Three (03) weeks and a medical certificate supports the application
for the leave
iii) Only if the request is supported by a medical certificate
iv) Maternity leave is a paid leave and does not affect the earned leaves
and casual leaves

vi. Paternity Leave

A confirmed male employee of the Company is entitled for up to seven (07)

days paternity leave for each case for maximum two occurrences in the
entire period of service.

Transfer Leave

i) Any employee transferred by the Company from one location to

another, will be eligible for following transfer leave

a. Up to 100 KMs – 01 Day

b. 101 to 250 KMs – 02 Days
c. Above 250 KMs – 03 Days
 ii) Transfer leave will not be available in case the transfer has been done
based on request by the employee

iii) Transfer leave can be availed within 30 days from the date of relieving.

vii. Procedures

i) Any employee who wishes to avail leave should forward to HR

Department a Leave Application Form duly signed and sanctioned
by the sanctioning authority at least 24 hrs prior to proceeding on
leave
ii) Application for leave required on medical grounds or owing to death or
serious illness of any member in the employee’s family or for any
other urgent domestic need can be made on the same day.
iii) In exceptional circumstances when it is not possible to take prior
sanction, the sanctioning authority may be informed orally of the
duration of the leave. The Leave approval should be forwarded
within 1 day of the date of joining duty.
Any leave availed without prior sanction and/or oral consent of the
sanctioning authority shall be treated as loss of pay. Please note oral
consent is applicable only in exceptional circumstances
iv) HR Department shall maintain a record of leave balances of all
employees based on leave requests received. The leave balance
details shall be published to all branches/offices in regular
frequency for reference purpose.

v) Any employee’s application for leave will be treated favorably, however,

the Company reserves the rights to curtail/refuse theleave applied for
or recall an employee who is already been grantedleave, if exigencies of
work so demand
vi) HR will not take any approval from reporting manager for non-intimation of
leave.

vii) Non Intimation of leave will be result in to absent, and HR will not release the
salary for that day. So, all the leaves (PL/EL/CL/SL) should be updated in
prescribed leave application with requisite approval to the HR deptt. on or
before 20th of every month.
viii) Once the salary has been deducted for non-intimation of leave, salary willbe released in next
month as arrear salary, so it’s an employee’s responsibility to get their leaves approved on
time. After 30 days, the company will not be liable to pay the deducted salary.