Policy Name Leave Policy
Policy Number SSWL/HR/03
Effective date of Issue 17th Jan, 2022
Effective date of Implementation 1st Jan, 2022
Review date 1st Jan, 2023
Issue No. 01
Leave Policy
OBJECTIVE:
The leave policy has been formulated to enable employees to maintain a healthy work life balance. Leave is given to
employees to provide for sickness, emergency, personal work, rest and recreation.
1. APPLICABILITY:
1.1 This policy is applicable to:
a) All regular employees (Staff)
b) Trainees
c) Probationers
*This category will be allowed leave as per statutory leaves as mentioned in the Factories Act, 1948/ Shops &
Establishment Act of the state of this category.
1.2 For all interpretations/ calculations under this policy, the basis will be English calendar year, i.e. 1st January to
31st December.
2. ENTITLEMENT:
2.1 Annual entitlement of leave in respect of Casual leave (CL), Sick leave (SL) and Earned leave (EL) will be as per the
following table:
S. No Types of Leaves No. of leaves Leave Accumulation Limit
1 Casual leave (CL) 7 NIL
2 Sick Leave (SL) 7 25
3 Earned Leave (EL) 18 60
3. CASUAL LEAVE (CL):
CL is meant to be used for meeting emergencies in day to day personal life, it is expected that the employee going
on CL will inform his Department Head or HR Department in advance or make his best attempt to send information
over phone or written intimation or any other fast media.
3.1 CL can be availed of in minimum half-day units. Leave for a period up to four hours will be treated as half-day
and for a period of more than 4 hours will be treated as full day.
3.2 CL cannot be availed for more than 3 days at a time.
3.3 CL cannot be combined with EL and vice- versa.
3.4 CL will be pro-rated in the last year of the service.
3.5 CL can be either prefixed or suffixed to a weekly off or holiday.
3.6 Un-availed CL shall lapse at the end of year and will not be carried forward.
4. SICK LEAVE (SL):
Employee availing SL must inform the HoD and HR Department (Time Office in - charge as case may be) about his/
her sickness through phone or written intimation or any other fast media.
4.1 SL can be availed in a minimum unit of half-day, leave for a period of up to 4 hours will be treated as half and for
a period of more than 4 hours as a full day.
4.2 Employee availing SL for 3 days of more shall have to submit a valid medical certificate issued by a competent
medical officer/ doctor.
4.3 An employee who falls sick due to no SL to his credit may be allowed to avail EL as per the EL rule. If EL is taken in
lieu of SL, it will be counted as EL and would reduce the quota of availing EL (3 times in a year) by one, even if the
number of EL were less than 3 days.
4.4 SL will also be allowed in case of dependents not being well and in case of medical check-up.
4.5 For plants, the Factories Act rule will apply for fitness certificate from competent authorities.
4.6 Full entitlement of SL will be credited on 1st January each year for the calendar year.
5. EARNED LEAVE (EL):
EL earned during a year (or part thereof in case of new employees) shall be credited to employees’ leave account on
the 1st January of the following year. However, an employee shall be entitled for EL only after minimum of 240 days
in one calendar year.
5.1 In the beginning of the year, the EL will be credited at the rate of 18 days per annum for all the eligible
employees.
5.2 For availing EL, an employee has to apply for leave at least 15 days in advance through a Leave Management
System or a prescribed form and obtain sanction thereof. However, the Management has the discretion to
determine when an employee should be granted EL depending on the exigency of work. EL can also be refused in the
overall interest of the Company.
5.3 EL can also be availed for 1 day or more than 30 days at a time.
5.4 EL for less than a day/ fraction of a day is not permissible.
5.5 Any leave in excess of the maximum accumulated limit shall be encashed in the month of January every year.
5.6 In case of encashment of EL due to resignation/ termination/ retrenchment/ retirement, un-availed EL due
towards the employee will be en-cashed at the rate of the (Basic salary last drawn)
5.7 It is encouraged for every employee to take 9 days of holiday in the calendar year. This is being done to restore
work life balance and for spending more time with family, loved ones to create genuine relationships. These 9 leaves
can be availed in three intervals in a year and cannot be clubbed with either sick leave or casual leave. Intervening
holidays and Sundays will be included in the EL for all eligible employees.
5.8 Leaves accumulated beyond 60 days is subject to encashment except Head Office
Encashment Formula for EL (staff category and trainees):
One day encashment of EL= Basic Salary/ 30
In days to come, we are going to restructure compensation structure and as per Factories Act, it is compulsory to
avail minimum 2 days of EL to avail LTA
5.9 The Company, in case of work exigency, may cancel the EL already granted to an employee, in such a case, if an
employee has already booked a flight/ railway reservation ticket, the Company will pay for the cancellation charges
and loss of fair (self only).
5.10 In case of EL encashment for any reason whatsoever, any tax liability on encashment will be borne by the
employee as per the Income Tax Act.
6. SETTING OFF OF LEAVE TOWARDS NOTICE PERIOD:
Wherein an employee resigns on his/ her own and is required to give notice under terms and condition of his/ her
appointment or deposit salary in lieu thereof, the employee may be permitted at the sole discretion of the
Management to set off the EL at his credit on the date of leaving the service towards the notice period.
7. SHORT LEAVE:
There are certain times when employees may need to just take 2 hours off in morning or in evening, but are forced
to take half day off because of the current processes. Keeping this in mind- following concepts of 2 hours’ short
leave is being introduced:
Guidelines for short leave:
7.1 Minimum duration of leave - 2 hours twice in a month and 3 hours once in a month
7.2 Leave can be taken either at the beginning of the office time or end.
7.3 In case the leave gets extended beyond 3 hours, half day leave shall be counted for that specific period.
8. COMPENSATORY OFF:
There could be times where staff members are required to work on Sunday/ weekly off/ holiday of beyond
scheduled duty hours due to business exigencies/ operational requirement. These guidelines have been framed in
order to provide relief to such staff members. These rules will facilitate the grant, monitoring the provisions of
“Compensatory Off” as applicable. Compensatory off will be applicable up to a Senior Manager level.
8.1 GENERAL RULES:
On Sunday/ weekly off/ holiday, the Compensatory off will be computed as under:
a) If an employee works for a minimum 4 hours on a declared Sunday/ weekly off/ holiday; he/ she will be entitled
for half day compensatory off.
b) If an employee works for a minimum of 8 hours on a declared Sunday/ weekly off/ holiday; he/ she will be entitled
for full day compensatory off.
c) If an employee works beyond scheduled duty hours for more than 8 hours on a declared Sunday/ weekly off/
holiday; he/ she will be entitled for full day compensatory off with approval from HoD.
d) No staff members shall be required or allowed to work in the factory on Sunday/ weekly off/ holiday, without
prior permission of his/ her HoD.
e) All HoDs should manage their work in official working hours and try avoid calling the person for work on Sunday/
weekly off/ holiday and call the person in case of exigency or for specific job only and not for routine work.
f) All staff members are accountable for the outputs of work on Sunday/ weekly off/ holiday.
g) “Authorization Slip for work on Sunday/ weekly off/ holiday” must be specifically authorized by concerned HoD
only.
h) In the absence of HoD, “Authorization Slip for work on Sunday/ weekly off/ holiday” must be authorized by DMD
in case of Head Office. At plant, in the absence of HoD, leave shall be authorized by the Plant Head
i) Compensatory off to be mandatorily availed within one month
j) Compensatory off will be applicable up to a Senior Manager level
9. PATERNITY LEAVE:
In order to support our employees in parenthood, the Company would provide 5 days of paid paternity leave for
birth of each child/adoption subject to maximum of 2 children. This leave can be availed anytime in the first three
months of the birth of child or adoption and this leave can be broken into two tranches of 2.5 days each. The
definition of family is spouse and two children.
10. BEREAVEMENT LEAVE:
An employee is entitled for 7 days of bereavement leave in case of death of his/ her dependent/ immediate family
member. This leave cannot be accumulated/ encashed.
11. SPECIAL OD FOR WOMEN:
All female employees would be eligible for 4 special half days of ODs (4 hrs. each during the calendar year). OD can
be taken either during first half or second half of the day. This can be availed on any festival (Eg. Karwachauth etc.)
or family function (E.g. Kids' birthday etc.) or any emergency in family. This would be non- cumulative, non-cashable
(so will lapse at the end of year and cannot be encashed). Also in a week, only one special OD will be permissible in a
week. 2 half ODs can also be clubbed as one OD, applicable at the time of Karwachauth or any other occasion.
12. TRANSFER LEAVE
This leave can be availed in 2 cases - Transfer due to business requirement and transfer from one city to another at
the time of joining the organisation. Employee can avail 4 days of leave. This leave can be taken in parts (new
location, base location). This leave cannot be clubbed with any other leave and should be availed within 1 month of
relocation.
13. MARRIAGE LEAVE
6 days of leave granted on account of marriage of the employee subject to submission of wedding card as a proof
of marriage.
14. LEAVE RECOMMENDING AND SANCTIONING AUTHORITY:
For each cadre of employees, the recommending authority shall be the respective manager and the HOD shall be the
sanctioning authority.
15. GENERAL GUIDELINES
15.1 Leave cannot be claimed as a matter of right. Reporting Manager reserves the right to revise, refuse, curtail or
revoke leaves at any time looking into the exigencies of service.
15.2 Any employee may apply leave to extend of accumulated leave standing to his credit (subject to herein-
mentioned limitation). However, it should be properly planned- in advance to the extent possible- and in line with
organizational target set in this regard.
15.3 An employee is prohibited to take up any service or accept any employment during the period of leave.
15.4 For employees joining/ leaving the organization in the middle of the year, CL, SL & EL will be credited on pro-
rata basis, based on completed month in the service with the company.
15.5 Leave record for all types of leave availed/ un-availed and sanctioned in respect of each employee shall be
maintained by HR department.
15.6 Employee must be available on the address given by him in the leave application so that he can be contacted in
case of emergency.
DISCLAIMER:
This policy shall be called “Leave Policy”. The company reserves the right to cancel or amend all or any of these
rules mentioned in the Leave Policy and issue supplementary rules or amend to these rules without prior notice and
give effect to them from the date of issue or any other date.
The right to interpretation thereto will be of the Company.
