sample of leave policy

1. ________________________________________________________________________________________________________________________________________
1101A, 11th Floor, Tower A-II, Ansal Corporate Park, Plot No 7A/1, Sector-142, Noida., Phone +91-120-6148000 Fax +91-120-6148090
Leave Policy Dated: 07th
Aug 2019
OBJECTIVE
To support Executives of the company in maintaining a healthy WORK LIFE BALANCE and encourage
utilisation of leaves for the following purposes: -
- Personal Work
- Illness – Self & Family
- Recreation – Annual vacation
- Emergencies etc.
Besides the policy provide guidelines to Executives on all kinds of leave viz : Casual Leave, Earned Leave,
Maternity Leave, Paternity Leave & Short Leave.
APPLICABILITY
The policy is applicable on/to all the Executives (existing and includes Executives joining in Future) of SA
INFRA CONSULTANTS PVT LIMITED, across Head Office and includes all Projects and to the Executives of
Group Company/ies.
EFFECTIVE DATE
The effective Date of the REVISED LEAVE POLICY shall be wef 1st of August, 2017 and as updated from time
to time.
This policy supersedes all previous policies of Leave / CO / Short leave applicable in SA INFRA CONSULTANTS
PVT. LTD. and its group companies.
ELIGIBILITY & APPLICABILITY
All the Executives on regular rolls of the Company and excludes all Trainees and Apprentice appointed under
‘The Apprentice Act’.
TYPE OF LEAVE
- CASUAL LEAVE (CL)
- EARNED LEAVE (EL)
- MATERNITY LEAVE (ML)
- PATERNITY LEAVE (PL)
- MARRIAGE LEAVE (MRL)
- SHORT LEAVE (SL)
- COMPENSATORY LEAVE (COMP)

2. ________________________________________________________________________________________________________________________________________
1101A, 11th Floor, Tower A-II, Ansal Corporate Park, Plot No 7A/1, Sector-142, Noida., Phone +91-120-6148000 Fax +91-120-6148090
Leave Policy Dated: 07th
Aug 2019
POLICY & PROCEDURE
For the purpose of leave, “YEAR” shall mean the ‘Financial Year’/ commencing from 1st
April and ending on
31st
March.
Trainee means Fresh Post-Graduates/Graduates/Under-Graduates who are being trained & groomed for
the future and would include On the Job Trainees (OJT).
In case of new Executives who join during the middle of Month & Year, leave shall be calculated on pro-rata
basis for the balance part of the Month & Year and shall be credited rounded off in the multiple of .5 days.
Planned Leave of any type should be discussed with Reporting Manager & their consent/approval must
be taken. Reporting Manager can decline leave or can ask to defer it for later date / time owing to any
business exigency, situations & tasks at hand.
After verbal consent / approval, it is mandatory to Apply Leave through ESS portal and take sanction from
your reporting manager before proceeding on leave.
However, in case of emergency, if prior sanction cannot be obtained usually in case of sickness or some other
emergency, the respective Reporting Managers should be kept informed & sanction must be obtained
immediately after resuming duty. This would be allowed maximum on one (1) occasion in a year.
None of the Leaves (EL/CL/ML/PL/SL) are exchangeable or adjustable with any other kind of Leave or
adjustable against any other Compensation / Claim etc.
In case of uninformed Absence for over 3 days in a month, Absence days shall be treated as LWP. In-case
the Executive is on Leave, and extends his/her leave without taking prior permission and the extension of
Leave is not approved, the full duration of the Leave including the original approved leave shall be marked
as ABSENT from services and marked as LWP. HR department shall send notice for explanation for the
uninformed or unsanctioned absence from office / project / duty.
Any unapproved leave of Absence more than 7 days, shall invite action from HR by way of
counselling/warning/termination.
No leave, whatsoever, would be allowed during the Notice Period to be served as per the employment
contract. In case of absence from office / project, LWP will be marked & Notice Period shall stand extended
for the number of days of absence.
LEAVES can be availed only as per ENTITLEMENT and POLICY applicable and approved as per the Approving
Authority. Deviation or approving under special / specific Circumstances like Self Marriage, Study, Medical
etc can only be approved by the HR Head after due consultation with the Head of Department.
Executive proceeding prior to Leave Approval and dis-approved leave shall be treated as a Serious
indiscipline and action shall be taken by the HR department accordingly. Getting his/her leave approved
prior to proceeding on leave is responsibility of the concerned executive only.

3. ________________________________________________________________________________________________________________________________________
1101A, 11th Floor, Tower A-II, Ansal Corporate Park, Plot No 7A/1, Sector-142, Noida., Phone +91-120-6148000 Fax +91-120-6148090
Leave Policy Dated: 07th
Aug 2019
ENTITLEMENT & PROCEDURE FOR AVAILING LEAVE:
CASUAL LEAVE (CL)
The purpose of this leave is to enable Executives avail leaves of casual nature and includes minor sickness
or Emergency leave for a short period.
All Executives (Including Trainees, Apprentice), are eligible for 12 working days of Casual Leave in
Financial Year.
One (1) Casual Leave shall be credited on the beginning of the month and proportionately for new
joiners.
During the Financial Year un-availed leave of the month can be carried forward up-to 31st
March.
A maximum of 2 CL can be availed during the month.
HALF DAY (0.5) CL can be availed.
Prefixing / Suffixing of CL to Holidays (National and Festival – as per holiday calendar of the company)
/ Weekly off is permissible. Availing CL with intervening Holidays / Weekly off is not permissible i.e
Holidays falling in between 2 CL is not permitted but availing CL prior or after the Holidays is permitted.
In case CL is taken with intervening Holiday / Weekly Off, then Holiday / Weekly Off will also be
marked as Leave & deducted from Leave account & in case of insufficient balance it can be marked as
LWP (in such case even the WO/Holdiay shall also be taken as LWP) .
Casual Leave shall accrue at the rate of 1 day for every completed 22 paid days in a month.
(Considering 4days in a week x 4=16 working days and 6 Weekly Off per month = 22 Paid days)
CL cannot be clubbed with any other type of Leave.
Un-availed CL as on 31st
March, shall automatically lapse/forfeited.
CL can get adjusted automatically against LATE COMING POLICY.
EARNED LEAVE (EL)
Earned Leave is provided for planned long leaves for the purpose of travel, vacation etc
All Executives (including Trainees and Apprentice appointed Apprenticeship Act) on regular rolls are
eligible for 12 working days of Earned leave in a year.
Executives on probation are entitled for Earned Leave but they cannot avail till the confirmation of
their services.
Earned Leave shall accrue at the rate of 1 day for every completed 22 paid days in a month.
(Considering 4days in a week x 4=16 working days and 6 Weekly Off per month = 22 Paid days)
The Earned Leave shall be credited after the end of every month.

4. ________________________________________________________________________________________________________________________________________
1101A, 11th Floor, Tower A-II, Ansal Corporate Park, Plot No 7A/1, Sector-142, Noida., Phone +91-120-6148000 Fax +91-120-6148090
Leave Policy Dated: 07th
Aug 2019
EARNED LEAVE should be availed :-
- Minimum of 1 days on any occasion
- Maximum of 7 days on any occasion
-
- There is no restriction of number of times the leaves can be availed in a year, but limited to
maximum of 2 times in a month.
- EL can be –Prefixed/Suffixed or intervened with Holiday / Weekly Off & are not included in the
Leave period.
Earned Leave can be accumulated to a maximum of 24 days. Earned Leave balance over and above
24 days would Lapse automatically.
EL cannot be clubbed with any other type of Leave.
MATERNITY LEAVE (ML) (As per the Maternity Benefit Act)
Female Executives on regular rolls of the Company are eligible for Maternity leave, provided they
have worked with Company for a minimum of 80 days in the twelve months immediately preceding
the date of expected delivery.
Female Executives on Probation can also avail maternity leave provided they had served the
Company for a minimum 80 days before applying for Maternity Leave.
Maternity leave benefit shall be applicable to an Executive for first two expected pregnancies only.
In case of unfortunate instance of mis-carriage a maximum of 6 weeks leave only is allowed.
Female Executives can avail PAID Maternity leave for 26 Weeks. These leaves can be availed @ 8
weeks before expected delivery and 18 weeks after delivery or at a stretch for 26 weeks as per the
convenience and choice of the Executive and the above period shall be inclusive of weekly offs and
holidays.
During the period of ML, no CL/EL would be credited.
In order to avail this benefit the applicant has to inform the Reporting Manager / HOD & HR
DEPARTMENT at least 8 weeks prior to proceeding on leave and enclose Certificate from the
Medical Practitioner in support, with the leave application.
In lieu of un-availed Maternity Leave, no claim for payment can be made.
Maternity leave is in addition to other leave facilities of the Company. Maternity Leave cannot be
combined with any other kind of leave.
It is mandatory for the Executive to join back after the ML.

5. ________________________________________________________________________________________________________________________________________
1101A, 11th Floor, Tower A-II, Ansal Corporate Park, Plot No 7A/1, Sector-142, Noida., Phone +91-120-6148000 Fax +91-120-6148090
Leave Policy Dated: 07th
Aug 2019
PATERNITY LEAVE(PL)
Executives on regular rolls of the Company are eligible for Paternity leave, provided they have worked
with Company for a minimum of 90 days
Paternity leave is the time a father takes off from work at the birth of his child. To enable our Executives
to be emotionally and physically available for both, mother and child, before and after the delivery, the
company provides Paternity Leave (PL):-
PL is restricted to 06 days and available to the Executive only once with the company.
PL can be availed any time during the pregnancy period but the delivery date of the child should fall
during the Leave Period.
PL should be availed within 30 days of delivery of their child.
These leaves cannot be broken or merged with any other kind of leaves
Claim for such leave will be approved only by the HR DEPARTMENT.
MARRIAGE LEAVE (MRL)
Executives on regular rolls of the Company are eligible for Marriage Leave, provided they have worked
with Company for a minimum of 90 days. A gift on the occasion of the marriage of the our Executives
(Regular Employees), a special leave is given to the Executives to celebrate his/her marriage.
15 days paid leave ML upon prior approval from the management.
Has to apply for the leave as soon as possible once the marriage is confirmed.
The marriage card should be submitted as proof to the HR as soon as possible.
NO LEAVES TO BE COMBINED IN THIS LEAVE.
Intervening Holidays are included in this leave.
Marriage day should fall during the ML.
This leave can be availed only once during the services of SA INFRA.
This leave is applicable only for Legal Marriage only.
Marriage Registration Certificate to be produced to confirm the eligibility of ML within 3 months
after marriage.
ML is not applicable for who are in Trainee, Casual and Contractual category.

6. ________________________________________________________________________________________________________________________________________
1101A, 11th Floor, Tower A-II, Ansal Corporate Park, Plot No 7A/1, Sector-142, Noida., Phone +91-120-6148000 Fax +91-120-6148090
Leave Policy Dated: 07th
Aug 2019
SHORT LEAVE (SL)
To enable Executives, carry out exigency of his/her personal work
Every Executive (including Trainee and Apprentice) is entitled to maximum 1 short leaves during
the calendar month,
Short Leave shall be for a period of maximum & minimum 2.5 hours.
Short leave can be availed any time during the day after taking consent from Reporting Manager
& then updating on ESS and after it is duly approved by the Approving Authority.
Un-availed Short Leave cannot be carried forward nor merged with any other leave, except,
Compensatory Short leave is against late stay / WO Working/Holiday Working, which can be
availed within 30 days of the credit.
Short Leave shall automatically lapse/get credited to the entitlement, except Compensatory Short
Leave.
COMPENSATORY LEAVE (COMP)
The policy has been designed to compensate those Executives who are required to attend the office
office/project or stay late hours, due to exigencies/importance of work assignment on weekly
off/declared Holidays.
The company does not, though, encourages the Executives to work on Weekly off/Holidays/Late hours.
The policy :-
For working on Weekly off/Holiday/Late Hours, the concerned Executive shall be entitled to
benefit as below :-
- For Working on Weekly off/Holiday and spending :-
(i) More than 1 hour but less than 3 hours :- 1 Compensatory Short leave shall get
credited to short leave Entitlement
(ii) More than 3 hours but less than 6 hours :- 0.5 (HALF) day COMP
(iii) More than 6 hours and above :- 1 (FULL) day COMP
(iv) More than 15 hours :- beside above, shall be entitled to 1 Compensatory Short Leave
shall also get credited to the Short Leave Entitlement.
- For Executives required to work Late Hours in exigency of Work beyond their working hours
(on normal working day) :-
(i) Leaves office after 11.00 p.m. but before 1.00 a.m. :- 1 Compensatory Short Leave,
(ii) Leaves office after 1.00 a.m. but before 3.00 a.m. :- 0.5 (HALF) day COMP
(iii) Leaves after 3.00 a.m. but before 5.00 a.m :- 1 (Full) COMP
(iv) Leaves after 5.00 a.m. :- Can Avail leave for the day + .5 (HALF) day COMP
- For Executives, working till 5.00 a.m. and then reporting to office by 10.00 a.m., due to
certain exigencies of work, would be credited with 1.5 day Comp Off.

7. ________________________________________________________________________________________________________________________________________
1101A, 11th Floor, Tower A-II, Ansal Corporate Park, Plot No 7A/1, Sector-142, Noida., Phone +91-120-6148000 Fax +91-120-6148090
Leave Policy Dated: 07th
Aug 2019
Rules of COMPENSATORY OFF (COMP) :-
 COMPENSATORY SHORT LEAVE is only applicable to the Executives at HO only, the Project
Executives shall not be entitled to this Short Leave,
 The COMP is applicable to non-Managerial Executives ( Sr. Manager and Below) only,
Managerial Category Executives(AGM and above above) are not covered under COMP policy
 Not more than 2 COMP can be availed at any time and in a Calendar month.
 CAMP cannot be merged with any other type of Leave
 COMP needs to be availed within 60 calendar days of the date the COMP has been granted
 COMPENSATORY SHORT LEAVE can be availed within 30 calendar days of the date the Short
leave has been granted
 COMP policy is applicable for Executives at their base location, Executives on Tour/OD shall
not be entitled to COMPENSATORY LEAVE/SHORT LEAVE under COMP. In special case, they
may be granted COMP only on special approval by the MD.
 Not more than 2 COMP can be credited in a month.
 COMP cannot be merged with any other leave even with weekly-off.
 COMP has to be availed thru ESS only.
LEAVE APPROVING AUTORITY
The following shall be Authority (as also defined on ESS Portal) for all Leaves :-
LEAVE APPLIED BY RECOMMENDING
AUTHORITY
APPROVING AUTHORITY EXCEPTIONAL
CASE
PROJECTS
Project Executives Team Leader/
Project Head
VP Projects HR
Project Head VP Projects MD HR
HEAD OFFICE
Executives below the Head
Of Department
HOD/
Reporting Manager
HOD of RM HR Head MD
Head Of Department
/ ED/VP Reporting Manager
HR HEAD MD
SPECIAL / MATERNITY/MARRIAGE/PATERNITY LEAVE
All Executives Reporting Manager HR Head MD
PROCESS TO APPLY FOR LEAVE
All kind of leaves (except CL) to be applied in advance in ESS Portal. Approval to be obtained from the
Approving Authority prior to proceeding on Leave.

8. ________________________________________________________________________________________________________________________________________
1101A, 11th Floor, Tower A-II, Ansal Corporate Park, Plot No 7A/1, Sector-142, Noida., Phone +91-120-6148000 Fax +91-120-6148090
Leave Policy Dated: 07th
Aug 2019
OTHER GENERAL SETTINGS APPLIED ON ESS
Cut Off Day of the Month for Attendance Process 25TH
of Every Month
How many days an employee should come in previous 6 days
so that Weekly off can be given
3 Days
How many days an employee should come in previous 6 days
so that holiday can be given
3 Days
Day(s) after Comp Off gets Lapsed/Reimbursed 60 Days
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