Hi,
We are a software based company, we have field support staff in all over India in different cities. Earlier we were small in no. but now we are almost 100 Field Support Staff, so kindly help me out in drafting a Leave Policy for them.
Nimisha
From India, Delhi
43We are a software based company, we have field support staff in all over India in different cities. Earlier we were small in no. but now we are almost 100 Field Support Staff, so kindly help me out in drafting a Leave Policy for them.
Nimisha
From India, Delhi
Hi Nimisha
I am giving below draft for Leave Policy. You may use it after making necessary changes on it:-
LEAVE POLICY
1. PRIVILEGE/ EARNED LEAE:
On every 1st January computation in respect of different categories of employees shall be done as under:-
Category Basis of computation No. of leave
(i) Employees in Sr. Executive & 1 PL for every 10 days 30
Managerial/ Officers/staff grade worked in the preceding year.
(ii) Semi Staff Employees including
Peons /Drivers etc. 1 PL for ever 14 days 21
worked in the preceding year
(iii) Workers 1 PL for every 20 days 15
worked as provisions of the
factories act.
In computation, entitlement for less than half day`s leave shall be ignored and entitlement for half day or more leave shall be treated as one full day`s leave.
2. SICK/ MEDICAL LEAE:
All employees in Sr. Executive/ Managers/ Officers Grades and Staff employees who are not entitled to Sickness under ESI Act shall be entitled to 2 Sick leave in every calendar quarter subject to maximum of Sick leave in full one calendar year, provided such employees has been worked for at least 40 days in such a quarter for earning 2 Sick leave and at least 20 days for earning 1 Sick leave. Staff employees and workers who are entitled to Sick leave benefits under ESI Act shall continue to be governed by the provisions of the ESI Act.
3. CASUAL LEAVE:
All employees and workers shall be entitled to 2 CL in every calendar quarter subject to maximum 8 CL in full one calendar year provided such employee have worked in such a quarter at least for 20 days for earning 1 CL and 40 days for earning 2 CL
B. ACCUMULTION OF LEAVE:
Privilege leave/ earned leave accumulation in case of Sr. Executives /Managers/Officers/ Staff employees, Semi Staff and workers shall be allowed up to 3 years entitlement of leave up to 90, 63 and 45 days respectively. Accumulation of SL in case of Executives and eligible staff employees shall similarly be allowed up to 3 years entitlement i.e. up to 21 days, Accumulation of Casual leave shall be permitted to all Executives, employees and workers up to 2 years entitlement i.e 14 days.
Any leave in excess of the accumulation limits shall automatically lapse with the end of the respective calendar year in case encashment is not applied for between April – October.
C. ENCASHMENT OF ACCUMULATED LEAVE:
(i) All managerial staff and executives shall be entitled for encashment of PL and SL
over and above 2 years full entitlement i.e. over and above 60 days and 14 days
respectively.
(ii) Staff employees who are eligible for SL under those rules, shall be entitled for
encashment of SL over and above 14 days. All staff employees shall be entitled for
encashment of PL over and above 42 days.
(iii) Encashment of earned leave in case of workers shall be permitted over and above
30 days.
(iv) All categories employees , any, managerial, executives, staff and workers shall be
entitled for encashment of casual leaves over and above one years entitlement i.e.
over and above 8 days. Such encashment of leaves shall be granted only once in a
calendar year between Aril- October at the rate of salary/ wages of the employee
concerned for the month of December last year.
(v) Application for encashment of any type of leave shall be submitted to Time Office in duplicate, in the third week between April- October. Time Office shall verify the number of leave eligible for encashment and forward the same to Account Deptt. Accounts Deptt shall be scrutinize the applications as per these rules, get sanction from sanctioning authority and arrange encashment hereof in fourth weeks of the respective month. The duplicate copy of the application shall be return to the Time Office the number of leave encashed to unable them to debit the leave account accordingly and get the same countersigned by the accounts department.
D. ANNULATION OF LEAVE:
Normally leave shall be granted for the purpose as per the nature of leave applied for and different type lave shall not be taken in combination. In special case, however, combination of leave may be permitted by the Management.
Any weekly off, National Holiday or Festival Holiday prefixing and suffixing may be availed in combination of PL/SL/CL with the prior permission of the management. Weekly off, National or Festival Holidays intervening a period of leave/ absences shall be treated as part of such leave/ absence in case of executive and staff employees.
E. METHOD OF APPLICATION:
Application of PL/SL/CL shall be submitted in the form prescribed for this purpose, Sick leave and casual leave shall normally not be granted for more than 3 days at a time. As far as possible, such leave should be availed with prior sanction/ permission of the management. No leave application for SL/CL already avoided will be entertained if not submitted within 24 hours of resumption of duty along with a medical certificate and / or explaining the specific exceptional circumstance on account of which application could not be submitted in advance.
Grant of PL can not be claimed by an employee as a matter of right and the management may refuse after or curtail the quantum of leave depending on the exigencies of the work. Normally application less than 4 days PL shall not be entertained. In exceptional/ emergency case, however, grant of less than 4 days EL shall be considered by the management on the merit of each individual case. Expect for PL required under coregent and unforeseen circumstances, application for PL shall be made as under :-
PL 4 to 7 days - 7 days in advance
PL 8 to 14 days - 10 days in advance
PL above 14 days - 15 days in advance
The number of time in which privilege/ earned leave taken during any year should not exceed three.
After an employee submit his resignation, he shall not be allowed any PL during the notice period. Any PL granted before the receipt of resignation shall automatically be cancelled to the extent it covers a part of the notice period.
E. CONSEQUANCE OF ABSENCE:
Any employee remaining absent for more than 10 days continuously shall be deemed to have abandoned his employment and resigned from services voluntarily. Name of such employees shall be removed from the Rolls after the 10 days of absence and recovery of due notice pay shall be made from the leave salary or from other dues if any and / or through other legal proceedings.
This rules shall be in operation with effect from………………. and may be altered, modified or withdrawn at the sole discretion of the management. Encashment, accumulation or granting leave is excess of the limits or any relaxation in the conditions mentioned herein above shall be at the sole discretion of the CEO, whose decision shall be final and binding in this regard.
Regards,
Sivadasan
From India, Udaipur
I am giving below draft for Leave Policy. You may use it after making necessary changes on it:-
LEAVE POLICY
1. PRIVILEGE/ EARNED LEAE:
On every 1st January computation in respect of different categories of employees shall be done as under:-
Category Basis of computation No. of leave
(i) Employees in Sr. Executive & 1 PL for every 10 days 30
Managerial/ Officers/staff grade worked in the preceding year.
(ii) Semi Staff Employees including
Peons /Drivers etc. 1 PL for ever 14 days 21
worked in the preceding year
(iii) Workers 1 PL for every 20 days 15
worked as provisions of the
factories act.
In computation, entitlement for less than half day`s leave shall be ignored and entitlement for half day or more leave shall be treated as one full day`s leave.
2. SICK/ MEDICAL LEAE:
All employees in Sr. Executive/ Managers/ Officers Grades and Staff employees who are not entitled to Sickness under ESI Act shall be entitled to 2 Sick leave in every calendar quarter subject to maximum of Sick leave in full one calendar year, provided such employees has been worked for at least 40 days in such a quarter for earning 2 Sick leave and at least 20 days for earning 1 Sick leave. Staff employees and workers who are entitled to Sick leave benefits under ESI Act shall continue to be governed by the provisions of the ESI Act.
3. CASUAL LEAVE:
All employees and workers shall be entitled to 2 CL in every calendar quarter subject to maximum 8 CL in full one calendar year provided such employee have worked in such a quarter at least for 20 days for earning 1 CL and 40 days for earning 2 CL
B. ACCUMULTION OF LEAVE:
Privilege leave/ earned leave accumulation in case of Sr. Executives /Managers/Officers/ Staff employees, Semi Staff and workers shall be allowed up to 3 years entitlement of leave up to 90, 63 and 45 days respectively. Accumulation of SL in case of Executives and eligible staff employees shall similarly be allowed up to 3 years entitlement i.e. up to 21 days, Accumulation of Casual leave shall be permitted to all Executives, employees and workers up to 2 years entitlement i.e 14 days.
Any leave in excess of the accumulation limits shall automatically lapse with the end of the respective calendar year in case encashment is not applied for between April – October.
C. ENCASHMENT OF ACCUMULATED LEAVE:
(i) All managerial staff and executives shall be entitled for encashment of PL and SL
over and above 2 years full entitlement i.e. over and above 60 days and 14 days
respectively.
(ii) Staff employees who are eligible for SL under those rules, shall be entitled for
encashment of SL over and above 14 days. All staff employees shall be entitled for
encashment of PL over and above 42 days.
(iii) Encashment of earned leave in case of workers shall be permitted over and above
30 days.
(iv) All categories employees , any, managerial, executives, staff and workers shall be
entitled for encashment of casual leaves over and above one years entitlement i.e.
over and above 8 days. Such encashment of leaves shall be granted only once in a
calendar year between Aril- October at the rate of salary/ wages of the employee
concerned for the month of December last year.
(v) Application for encashment of any type of leave shall be submitted to Time Office in duplicate, in the third week between April- October. Time Office shall verify the number of leave eligible for encashment and forward the same to Account Deptt. Accounts Deptt shall be scrutinize the applications as per these rules, get sanction from sanctioning authority and arrange encashment hereof in fourth weeks of the respective month. The duplicate copy of the application shall be return to the Time Office the number of leave encashed to unable them to debit the leave account accordingly and get the same countersigned by the accounts department.
D. ANNULATION OF LEAVE:
Normally leave shall be granted for the purpose as per the nature of leave applied for and different type lave shall not be taken in combination. In special case, however, combination of leave may be permitted by the Management.
Any weekly off, National Holiday or Festival Holiday prefixing and suffixing may be availed in combination of PL/SL/CL with the prior permission of the management. Weekly off, National or Festival Holidays intervening a period of leave/ absences shall be treated as part of such leave/ absence in case of executive and staff employees.
E. METHOD OF APPLICATION:
Application of PL/SL/CL shall be submitted in the form prescribed for this purpose, Sick leave and casual leave shall normally not be granted for more than 3 days at a time. As far as possible, such leave should be availed with prior sanction/ permission of the management. No leave application for SL/CL already avoided will be entertained if not submitted within 24 hours of resumption of duty along with a medical certificate and / or explaining the specific exceptional circumstance on account of which application could not be submitted in advance.
Grant of PL can not be claimed by an employee as a matter of right and the management may refuse after or curtail the quantum of leave depending on the exigencies of the work. Normally application less than 4 days PL shall not be entertained. In exceptional/ emergency case, however, grant of less than 4 days EL shall be considered by the management on the merit of each individual case. Expect for PL required under coregent and unforeseen circumstances, application for PL shall be made as under :-
PL 4 to 7 days - 7 days in advance
PL 8 to 14 days - 10 days in advance
PL above 14 days - 15 days in advance
The number of time in which privilege/ earned leave taken during any year should not exceed three.
After an employee submit his resignation, he shall not be allowed any PL during the notice period. Any PL granted before the receipt of resignation shall automatically be cancelled to the extent it covers a part of the notice period.
E. CONSEQUANCE OF ABSENCE:
Any employee remaining absent for more than 10 days continuously shall be deemed to have abandoned his employment and resigned from services voluntarily. Name of such employees shall be removed from the Rolls after the 10 days of absence and recovery of due notice pay shall be made from the leave salary or from other dues if any and / or through other legal proceedings.
This rules shall be in operation with effect from………………. and may be altered, modified or withdrawn at the sole discretion of the management. Encashment, accumulation or granting leave is excess of the limits or any relaxation in the conditions mentioned herein above shall be at the sole discretion of the CEO, whose decision shall be final and binding in this regard.
Regards,
Sivadasan
From India, Udaipur
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Leave Policy.doc