Leave & Attendance Policy

SCOPE

This policy is applicable to all the permanent employees of the ELCOME Group from
Grade 0 to Grade 11. Employees working as Trainee, Retainer or on Contract basis
will be governed by the terms and conditions of their contract.

OBJECTIVE

Healthy, motivated and efficient staff is prerequisite of any successful organization.

The objective of this Leave Policy is to provide an opportunity to the employees to
take break from work and take rest to rejuvenate from working stress, to fulfil social
obligations and to motivate thereby meeting the requirement of achieving the goals of
the organization.

TYPES OF LEAVE

Employees are entitled for three types of leave:

(a) Casual Leave / Sick Leave.

(b) Privilege Leave.
(c) Maternity Leave for Female Employees

The leave calculations will be done on the basis of Financial year i.e. from April to
March.

GENERAL RULES

 Leave cannot be claimed as a matter of right and decision to sanction or refuse rests
solely with the sanctioning authority.

 Employees during probation period are not eligible for any kind of Leave. Leave
taken during this period will be considered as leave without pay. Since leave without
pay is not considered as active service, proportionate privilege leave is to be reduced
for the period of leave without pay i.e half day PL shall be deducted for 6 days of
Leave without pay.

 Management reserves absolute discretion in grant and authorizing / regularizing the

absence or otherwise of an employee.

 Availing of any leave in excess of authorized leave will result in leave without pay.

 An employee will not be allowed to proceed on Privilege leave once she/he has
resigned from the services of the company. In the event an employee has been
granted leave in advance and she/he resigns prior to her/his proceeding on leave or
 sends a resignation while on leave, such leave will not be allowed and the employee
will be considered as absent from the day she/he has proceeded on leave.

TYPES OF LEAVE

 Casual Leave / Sick Leave.

 Privilege Leave.
 Maternity Leave for Female Employees

CASUAL LEAVE/SICK LEAVE

 Employees are entitled to 10 days of casual/sick leave in a financial year. Employees

who joined in between the year shall be entitled to Casual/Sick Leave on Pro rata
basis.
For e.g. – If an employee joins on 17th June 09, then for the financial year 09-10 the
employee will be entitled for casual leave of 8 days.

 In case of trainees, they are eligible for CL after completion of 6 months on pro rata
basis.

 These leave will be credited to the employee’s account at the beginning of the
financial year or after the completion of probation period.

 Casual leave cannot be taken for more than three consecutive days.

 Casual leave can be clubbed with Leave without pay.

For e.g.- If an employee has got 1 day CL balance, and if the leave has to be taken
for 3 day, 1 day should be applied as CL and 2 days will be treated as LWP.

 Casual/Sick leave cannot be accumulated and the unavailed leave will lapse after
31st March of every year.

 These leaves will lapse in case the employee resigns or is terminated.

 Casual leave has to be availed with prior sanction. Wherever not possible, employee
shall regularize the leave on the day of reporting to work.

 Casual leave can be availed for half a day i.e., (forenoon / afternoon). To avail of
that, an employee has to put in four and half hours of work.

 Casual leave cannot be encashed during the service or on separation.

 Casual leave cannot be clubbed with PL.

 Casual eave shall include intervening paid holidays / weekly offs.

 Casual leave can be prefixed or suffixed with Holidays / weekly offs.

 PRIVILEGE LEAVE

 Privilege leave (PL) is calculated at a rate of 2.5 days per 30 days worked. The
quantum of PL available in the financial year is 30 days.

 Employees are entitled for PL w.e.f. the date of joining, but it will be credited to their
account after confirmation.
For e.g.- If an employee joins on 01st June, 2009, he/she will be entitled for PL w.e.f.
01st June, 2009. In this case leave credited to his/her account on 01st December,
2009 (date of confirmation) will be 17.5 days.

 Trainees are entitled for PL after confirmation, but there is no accrual of PL from the
date of joining.
For e.g.- A trainee joins on 01st July, 2009, he will be entitled for PL on 01st July,
2010. In this case the leave credited on 01st July, 2010 will be 2.5 days only

 Privilege leave can be accumulated to a maximum of 90 days beyond which it will be

encashed. Privilege leave encashment is made through salary for the month of April
only. Payments towards encashment of Privilege leave shall be governed by the
existing tax rules applicable and tax will be deducted at source where applicable. The
formula for encashment of the Privilege Leave is as under:

Amount payable = No. Of PL being encashed X (Basic+ HRA+ Other Allow)

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 PL has to be availed for a minimum of 4 days.

 PL shall include all intervening holiday / weekly off.

 PL cannot be clubbed with Casual leave.

 PL cannot be availed after tendering the resignation (i.e. while on notice period).

 Request for PL shall be made 15 days in advance and shall have the sanction of the
reporting authority.

 PL cannot be availed for more than three times in a year. In case of personal
emergencies like hospitalization of self or family members, death in a family, HOD
can approve PL for the fourth time.

 Prefix and suffix along with weekly offs and paid holidays are permitted with Privilege
Leave.
For e.g.- If an employee applies for PL from Monday to Friday, his total PL deduction
will be for 5 days only and not 7 days.

 At the discretion of the sanctioning authority, advance leave may be granted to

employees not having sufficient leave balance. Advance leave so granted shall be
adjusted against leave accrued in future.
 Maternity Leave

 Women employees of the company will be entitled for maternity leave as per the
existing provisions of the law (Maternity Benefit Act 1961).

 Employee should have worked for at least 80 days to be entitled for Maternity leave.

 The maximum period for which women shall be entitled for maternity leave / benefit
shall be twelve weeks. Six weeks up to and including the date of delivery and six
weeks immediately following the day of delivery.

 Maternity leave is given only for the first two deliveries.

 The probation/ training period of the concerned employee will be extended if she
avails of maternity leave during the period.

Leave without Pay

 Leave without pay may be granted at the discretion of the management, in

exceptional cases, when all admissible leave has been exhausted. During such leave
the employees are not entitled to pay or any benefits but to retain a lien on their jobs.
This leave can be availed only with prior approval. Any leave availed by Trainee and
probationer shall be treated as Leave without Pay.

Leave Procedure

For availing any type of leave, employee will have to apply for the same through Pay
smart link and it has to be duly approved by sanctioning authority. In case employee
fails to apply for the leave, the absence from duty will be treated as without pay and
salary will be deducted accordingly.

Public/National Holidays

There will be total 13 Public/National holidays in a year. The list of the Paid holidays
shall be published in the beginning of the calendar year.

General Attendance Rules

 Working hours: The working hours to be followed by employees are flexible for
reporting in the office. They can report between 9.30 am to 10.30 am.

 All employees need to work minimum 9 hours in a day.

  The office will be open from Monday to Friday. The Company reserves the right to
change the timings and working days.

 All the employees from Grade 6 to Grade 11 are required to mark their attendance
in their respective attendance register.

Late coming for employees from Grade 6 to Grade 11 is allowed only on 3 occasions in a
calendar month subject to maximum of 15 minutes and beyond this employee will lose half a
day of casual leave in case it is balance. In the event an employee doesn’t have CL to
her/his credit the employee stands to lose half day’s salary.

The late coming can be regularized in the following circumstances –

(a) The employee has sat late on the previous day and his/her late coming is condoned
by the departmental head.

(b) The employee compensates late coming by filling up half days Casual Leave.

(c) Any other circumstances duly approved by the Head of Department.

It is the duty of the employees to ensure that her/his attendance is marked or official
tour/duty or Leave against each day. Kindly use the online application of leave through our
software –Paysmart. Any discrepancy may be brought to the notice of HR department.

Lunch Break

Every employee is entitled to 30 minutes lunch break as per convenience of local

management between 12.30 hours to 14.30 hours. Lunch break under no circumstances
shall exceed 30 minutes stipulated duration.

Compensatory Off

Compensatory off will be given to employees who are not entitled for overtime from Grade 6
to Grade 11.

One day compensatory off may be given for equivalent number of hours work put in by the
employee on Saturday / Sunday / Holiday. If an employee has worked up to 4.30 hrs then
employee will be entitled for ½ day Compensatory off. Beyond 5.30 hrs employee will be
entitled for 1 day of compensatory off.

Compensatory off cannot be combined with CL, PL weekly off or Public Holiday. Also, it
cannot be availed more than one at a time.

It has to be availed within 90 days else it will lapse.

Authority of granting compensatory off solely rests with the Head of the Department.