Green Infra

HR Policy and Procedures

Human Resource Policies and Procedures

Page
I. Leave.............................................................................................................................3

1. Policy............................................................................................................................3

2. Process narratives..................................................................................................6

3. Formats........................................................................................................................8

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Human Resource Policies and Procedures

I. Leave
1. Policy

 The leave year shall run for calendar year i.e. 1st January to 31st December.

 Employees are eligible for leave types as per entitlement given below:
a) Earned Leaves (EL)
b) Sick Leaves (SL)
c) Casual Leaves (CL)
d) Maternity Leaves (ML)
e) Paternity Leave (PL)

 Employee will be eligible for 10 Sick Leave, 7 Casual Leave, and 25 Earned Leave.

 Casual & Sick Leaves can be granted for half day also. If half day's leave is taken, the lunch
interval will be taken as the dividing line.

 Leave will be accrued on the monthly basis and will be credited to employee account.

 The HR department will keep the track of the leave availed by each employee.

 In case a new joinee does not have a leave in his / her credit, Vertical Head, may at his/her
discretion grant to an employee leave (EL, CL and SL) with pay. New joineeshall seek a special
approval on the “Leave Application Form” and intimate to HR department. New joinee can avail
this benefit for the first three months of its joining.

 In case an employee does not have a leave in his / her credit, Vertical Head, may at his/her
discretion grant to an employee leave without pay for a period not exceeding 15 days at a time.

 Absence from duty after expiry of leave entails disciplinary action.

 In case of emergency, if the leave is taken without prior sanction, such leave has to be
regularized by filing the leave application form or mail from its HoD on the day employee resume
the service. Failure to do so will be within one month from the date of availing leave will be
considered as breach of discipline and the leave will be treated as Leave without Pay (LWP).

 Leave applied/taken after 15thday of the particular month, will be considered in the next month
payroll cycle and relevant adjustment will be made accordingly.

 Management will be at liberty to modify the leave rules from time to time at its sole discretion.

 If an employee leaves the organization, the entitlement for number of leaves shall be computed
on the basis of number of months served during the current calendar year. Any leaves availed in
excess of entitlement shall be considered as leaves without pay.

 Earned Leave

 Each employee is entitled to 25 days of earned leave for each calendar year.

 Employee can avail the EL after completing 6 month of its probation period, wherever
applicable.

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Human Resource Policies and Procedures

 Earned Leave will be accrued on the monthly basis.

 All the Gazzeted public holiday and weekly off falling within the period of Earned leave is not
to be counted as a part of Earned Leave.

 Employees need to provide their tentative plan for availing Earned Leave in the first week of
January every year to HR to make leave plan for the Company. In case the dates are
clashing with other employees, management will finalize leave plan after discussing with
concerned employees.

 Employees including new joinees should avail at least 50% (13 leaves ) of their Earned Leave
eligibility every Calendar Year else the same will be lapsed.

 Employee will have to seek 15 days prior approval from his/her HoD through leave
application from the date of availing leave.

 The encashment of the leave will be done on the basis of last month drawn basic salary i.e
(last drawn basic salary/30) X Total no. of leave to be encashed.

 Leave encashment (EL) will be done on yearly basis in March every year for the period
January to December.

 Sick Leave

 Every employee is entitled to 10 days of Sick Leave in each calendar year.

 Sick Leave will be accrued on the monthly basis.

 All the Gazzeted public holiday and weekly off falling within the period of Sick leave is not to
be counted as a part of Sick Leave.

 Sick Leave can be availed for half/full day

 Employees who need to apply for Sick Leave will inform their HoD on the first day of
resuming of service along with Leave application form. Any leave beyond 3 days due to
medical reason has to be supported by a medical certificate.

 If SL exceeds the prescribed limit, it will be adjusted against the EL

 Sick Leaves cannot be adjusted against notice period at the time of separation.

 Sick Leave will not be encashed

 Sick leave can be accumulated upto a maximum of 120 days.

 Casual Leave

 Employees who will be absent from work for personal reasons, or who wish to leave work
during working hours to attend to their personal affairs are eligible to request for Casual
Leave.

 Each employee shall be granted 7 days of Casual Leave in each calendar year.

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Human Resource Policies and Procedures

 Casual Leave will be accrued on a monthly basis.

 All the Gazzeted public holiday and weekly off falling within the period of Casual leave is not
to be counted as a part of Casual Leave

 Casual Leave can be availed for half/full day.

 If CL exceeds the prescribed limit, it will be adjusted against the EL

 Employees who wish to take Casual Leave are required to seek prior approval from his/her
HoD through leave application form. In urgent situations the office administrator must be
informed of the intent of taking the leave. The Employee is responsible to subsequently
inform his/her HoD accordingly.

 Casual leaves cannot be adjusted against notice period at the time of separation.

 Casual Leave will not be encashed and balance if left will lapse.

 Maternity Leave

 All women who have worked for a minimum of 80 days in the twelve months prior to delivery
will be eligible for the maternity leave.

 All women are eligible to avail a period of 12 weeks in case of delivery and 6 weeks in case of
miscarriage from the date of miscarriage.

 Application for Maternity Leave, supported by a certificate issued by the attending doctor,
should be submitted to the HoD 3 month in advance.

 The period of leave shall be with full salary and can be combined with EL or SL.

 Normally it shall be granted only twice in the service of an employee. Special approval may
be sought for the third time.

 All Gazzeted public holiday and weekly off falling within the period of Maternity Leave is to be
counted as part of the Maternity leave.

 Paternity Leave

 Male staff will be eligible for 7 days of Paternity Leave.

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Human Resource Policies and Procedures

2. Process narratives

S.No Activity Responsibility Timeline

List Of Holidays

1. Finalize list of annual holidays for next By 15th December

calendar year by 15thDecember of the HR Department of the previous
previous year. year

2. Circulate the list of annual holidays to the

First week of the
employees on first working day of the HR Department
calendar year
calendar year.

Filing & Approval

3.  Fill the leave application form (LAF) for

availing leaves (Earned Leave/Casual
Leave/Sick Leave).

In case leave requirement is not determined in Concerned As and when

advance, then go to Step 6. Employee required

 Obtain special approvals on Leave

application form (LAF)(In case a new
joinee does not have a leave balance to
his/her credit)

4. Forward the leave application form to the Concerned

reporting Manager for approval. Employee

5. Approve the leaves (in line with the HR policy)

and return the leave application form to the
concerned employee. Reporting
Manager/
The concerned employee shall forward the Concerned
leave application form to the HR department Employee
for updating records. Ensure that leave
approval date is captured on Leave
application form
6. In case of sick leave, not applied in advance, Concerned
fill leave application form immediately on the Employee
date of resuming of serviceand in case sick
leave exceeds 3 days, medical certificate
should be attached with the leave application
form.

In case of casual leave, fill the leave

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Human Resource Policies and Procedures

S.No Activity Responsibility Timeline

application form immediatelyon the date of

resuming the service
7. Forward the leave application form to Concerned
reporting Manager for approval. Employee
8. Approve the leave application form and return
the same to the employee.
Reporting
Manager
The concerned employee shall forward the
leave application form to HR department.
9. Ensure that all mandatory field are filled in the
application form
HR Department
Return the LAF back to employee in case
mandatory field are not filled as per the
requirement
Leave Master

10. Update the leave record of the employee as Immediately on

per the leave details. HR Department receiving the
approved LAF

11. File the leave application form in Leave HR Department Immediately on

Record File. receiving the
approved LAF
12. Calculate the “Loss of pay days” for all the
employees on the basis of leave balance and 20th day of every
HR Department
leaves availed. month

13. Send the record to the Payroll

department/third party by 20th day of every By 20th day of
HR Department
month every month

Leave Encashment
14. Verify the available leave balance in
20th December of
employees account in the year end HR Department the Calendar
Year.
15. Calculate the Balance leave days after making
necessary adjustment HR Department

16. Send the Leave details to the Payroll

department/third party by 20thDecember of
20thDecember of
every year for computation of Leave HR Department
every year.
encashment

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Human Resource Policies and Procedures

3. Formats

S.No Particulars Formats

1 Leave application form

2 Leave Records (Register)

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