L E A V E PO L I C Y

January 01st, 2023

T-THREE INSURANCE SURVEYORS AND LOSS ASSESSORS PVT LTD
NAVI MUMBAI

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 Approved By: Santhosh Billore
Author: Sruthy CA
Checked By: Santhosh Billore

Sruthy
01 01.01.2023 Santhosh Santhosh Billore
CA
Billore
Document Number: Rev. Rev.
Prepared Checked Approved
T3/HRD/LP/001 Status Date

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1. Objective:

1.1 T-Three ISLA Pvt Ltd. believes that employees should have opportunities to enjoy time away from
work to help balance their professional and personal lives. The Company encourages all employees to
spend time with family for leisure, taking care of personal work, or rest due to medical reasons.

1.2 The policy outlines, the applicability, rules, and procedures with regard to availing and approval of
leave.

Applicability:

2.1 This policy is applicable for all permanent employees of T-Three ISLA Pvt Ltd W.E.F 01st January
2023.

Earned Leaves ( EL ) or Privilege Leave ( PL )

1. Permanent employees are eligible for an annual leave of 18 working days.

2. Employees can use their annual leave only after confirmation of the services.

3. On confirmation, leave computed at the rate of 1.50 days per month of employment will be available to
an employee.

4. An employee will earn EL / PL leave on a pro-rata basis for the months of services completed in the
year.

5. All employees are entitled to PL from their DOJ on a pro-rata basis. (1.50 for each completed month).
This can be taken after their confirmation in service. Leaves taken during the probationary period will be
considered as Leave without pay (LWP) Any deviation should have the approval of the concerned Head
of Department and HR Head.

5. Leave calendar for Annual leave will be from January to December (Calendar Year).

6. National / declared / festival / weekly off days can be prefixed and/or suffixed to PL.

7. If PL balance is over and exhausted by the employee, then the Absent will be considered as Leave
without pay.

Casual Leave

An employee is eligible for 8 days of casual/sick leave in a year. Again, only working days shall be taken
into consideration while computing the leaves.

All employees are entitled to CL from their DOJ on a pro-rata basis. And this can be taken from their
DOJ.

Casual leave cannot be carried forward or encashed.

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Employees who proceed on causal leave are required to apply in advance. However, in a genuine case of
emergency or under strictly unavoidable circumstances, when it is not possible to obtain prior permission,
the employee may proceed on casual leave but shall inform the Team Leader/Supervisor/ BH as soon as
possible of his/her absence from work and expected duration of such absence. In such cases, the leave
application must be submitted on the day of resuming duty.

Casual leave for more than two consecutive working days at a time will not be granted.

Unutilized CLs will not carry forward to the next year.

A holiday or Sunday cannot be used to take more than 2 consecutive CLs.

Maternity Leave

Maternity leave shall be administered as per the prevailing Law Act 1961.

Eligible expecting women employees are entitled to maternity leave only if they have worked for 80 days
in the company or must apply 45 days prior to going on maternity leave.

Eligible expecting women employees are eligible for 26 weeks of maternity leave.

Maternity leave can be used a maximum of two occasions during an employee’s tenure with the
Company. All intervening holidays and weekends falling during this period of maternity leave are
counted in 26 weeks of maternity leave.

Employees are allowed to use PL / EL in continuation with maternity leave, after first having consumed
the 26 weeks of maternity leave, subject to approval by the supervisor / HOD.

Employees undergoing medical termination of pregnancy under medical advice or miscarriage are entitled
to 4 weeks of maternity leave. A duly registered attending medical practitioner should certify this & a
medical certificate should be obtained.

Employees suffering from illness arising out of pregnancy, delivery, premature birth, stillbirth, or
miscarriage are entitled to additional leave, against their annual leave entitlement, subject to the available
balance in the leave account. This leave is granted based on the circumstances of each case and should
necessarily be recommended by the sanctioning authority HOD and approved by the Head of HR.

Maternity leave is not encashable in any manner, under any circumstance. It cannot be accumulated or
used in parts.

The employee must submit a scanned copy of the leave application form with the maternity leave start
date & end date to the HOD & a copy of the same should be given to the HR Department.

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Paternity Leave

A male employee can avail of up to 5 working days of Paternity Leave with supporting documents.
Paternity leave can be used on a maximum of two occasions during an employee’s tenure with the
Company.

Paternity leave is not encashable in any manner, under any circumstance. It cannot be accumulated or
used in parts.

Compensatory Off

Employees at T-Three ISLA Pvt Ltd. may call upon to work on holidays and weekly off. The
management is desirous of compensating for such extra work and consequently, these rules are being
framed.

Computation: On holiday or Weekly off the Compensatory Off will be computed as under:

Be working for a minimum of 4 hours on a declared holiday.

After working for 4 Hours, he will be entitled to a total period worked for compensatory off.
Traveling time to & from Residence will be excluded while computing total hours for compensatory off.
Eight hours will constitute one full working day.

Availing Compensatory-Off:
Individuals can avail of compensatory off only on the basis of its being pre-sanctioned.
Not more than 3 days compensatory off can be availed at a time.
While on compensatory off, weekly off and paid Holidays will be excluded from the computation.
Employees can avail of the comp-off within 30 days from the respective day.
Comp-off cannot be carried forward more than a month.

Leave Encashment

Leave encashment can be availed by employees, provided they have completed one year with the
company.
The leave to be encashed under these rules would be PL/EL only and not any other kind of leave.
The encashment benefit will be regulated based on the last pay Basic.
A month generally means a calendar month of 26 days.
The maximum number of leaves that can be accumulated in the tenure of the employee is 45 days.
Illustration: (Last Basic pay drawn) X (No. of days for which encashment allowed) / 26.

Process: At the time of retirement/resignation/superannuation/death, encashment will be disbursed along

with the FNF Salary.

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An employee who is released on acceptance of his/her resignation will be allowed encashment of Bucket
Leave (PL) standing to his/her credit as on the date of release, after adjusting (deduction from) the notice
period served, if any.

Public Holidays

Employees are entitled to customarily paid festivals and national holidays as outlined by the company and
displayed at the beginning of each year.

Leave without pay

Leave without pay must be applied under exceptional circumstances. An employee can apply for leave
without pay only when there is no leave remaining to the employee’s credit. All such leaves must be
sanctioned by the concerned Head of Department.

Leave without pay for an employee is authorized based on exceptional circumstances and as per the
impact on the business.

No components of the employee’s salary and/or benefits are paid during this period, and the associate is
not granted any benefit linked to attendance during the period of unpaid leave.

General Guidelines

Extension of leave

If the employee wishes to extend an annual leave, he/she is required to complete an application in writing
or by email. The employee may also inform the sanctioning authority via telephone or other means, but
prior to the expiration of the current leave period. The HOD sends a mail to the employee indicating
whether the extension is approved or rejected.

A copy of the mail must be sent to the HR Department.

Note: If the employee does not receive any such reply in writing, the application for the extension of
leave is treated as rejected and the employee is required to resume duties on completion of the leave
originally granted.

Leave during the notice period

Leaves cannot be adjusted against the notice period. Any deviation from this must be approved by HOD
and Head HR.

SHORT LEAVE

This facility will only be provided to the employees to meet such type of emergency, which cannot be
foreseen and comes to the knowledge of an employee while at work. The period of such leave will not be
more than 2 hours on one occasion. The immediate supervisor will be the sole judge to determine the
nature of the emergency and the period of leave. The facility should be used in strict emergency
conditions. Any absence more than the period granted would be counted as half-day Earned Leave.

On-time intimation should give to the respective HR person to consider the same.

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Additional Leave Details

The organization urges the employees to exercise their leaves. Specifically, an employee is not expected
to be away from work for a continuous period of fourteen (14) days. Subject to the availability of the
leave balance in his/her account. Going forward, this process would be made auditable. All applications,
recommendations, approvals, and refusals must be in writing / and on record.

In cases of certain levels of people taken on confirmed rolls from day one, leave may be sanctioned up to
the extent of the accrual.

All leaves should be taken with prior approval through ESS. In case a sick leave must be taken in an
emergency situation, the employee must make the best efforts to communicate with his/her immediate
supervisor/HOD on the first day before hours of such leave.

If an employee remains absent without approved leave or extends his leave without approval from the
sanctioning authority for a period of five (5) consecutive days or more, disciplinary action including
termination from service may be initiated against the employee by the company. His/her salary shall be
put on hold till he/she returns and informs us the reason for such absence in a satisfactory way to his
supervisor/HR.

Responsibility of the Employee:

Employees are required to apply well in advance for approval of long annual leave.

Leaves should be applied in advance on ESS portal and sanction must be obtained before availing leave.
Sanction should be obtained at least one week in advance when leave required is more than 2 days and
while leave required is for one day or less, sanction should be obtained minimum one day in advance.
Leave need to be applied within 2 days of taking leave on ESS portal.

Long Leaves of 05 days or more needs to be applied minimum 15 days in advance.

Employees have to keep his/her Supervisor/HOD informed in case of any extension of leave. An act of
proceeding on leave without approval in writing will be treated as an act of misconduct and the employee
will be liable to disciplinary action, if deemed necessary.

Leaves taken on medical grounds for more than two days, medical certificate needs to be produced to
HRD as a directive.

Responsibility of the Immediate Reporting Authority/HOD:

The immediate reporting authority has to inform the RHR/Corp HR Team in case of leave without pay
and absconding cases within seven (7) days from the start of such leave.

It is the responsibility of the immediate reporting authority to inform the HR department if an employee
does not report to office after using the sanctioned leave within three (3) days from the end of such leave.

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Responsibility of HR:

On receiving approval from the HOD, HR approves the leave and updates the same in the employee’s
records.

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