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LEAVE POLICY
(Compensation and Payroll Related Components)

Policy Details

Policy Name Leave Policy Policy No. Acidaes/0010/Ver 2.6

Policy
HR Department Target Group For all Internal Employees
Manager
Created by: HR Team Approved by: Director HR
Creation Date 17th July, 2015 Implementation Date May 22

Contents of this document are confidential and no part must be reproduced or published in any
form or through any means whether electronic, mechanical, photocopying or with the aid of any
information storage or retrieval system. Also, the material must not be disclosed to third parties
without the express and prior written authorization of Acidaes Solutions Pvt. Ltd.
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This policy overrides and supersedes all previous policies, either recorded in the Human
Resource manual or informed through emails, which are related to the topics mentioned here
below either in part or in full thereof.

This policy is not to be printed, copied or distributed without the express written consent of the
Human Resources. No part of this policy may be used for purposes other than those intended
by Acidaes Solutions Pvt. Ltd. Noida.

This Policy will be reviewed periodically and will be amended, if required. This policy is released
on approval from Directors of Acidaes Solution Pvt. Ltd. Noida.

DOCUMENT APPROVED BY:

Approved By Signature

Director -HR

DOCUMENT HISTORY:

Change Change Sections Brief description of

Version Date
Author Approval Modified Amendment

1.0 May’08 HR Director- HR First Release

2.0 Dec’14 HR Director- HR Holidays between offs will not be

2.0
treated as leaves

Employees in Probation – max

2.1 Jan’16 HR Director - HR 3.2
of 10 leaves to be carried
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forward
2.2 Apr’19 HR Director - HR 3.2 Amendment in the leave period

2.3 Sep’19 HR Director - HR Introduction of Bereavement

3.4
leave
2.4 Jan’20 HR Director - HR Policy review Policy review

2.5 Jan’22 HR Director - HR 10 Added Birthday Leave

2.6 May’22 HR Director - HR 3 and 3.1 Revised CL entitlement

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Table of Contents

1. Introduction .............................................................................................................................. 4
2. General Guidelines.................................................................................................................... 4
3. Types of Leave........................................................................................................................... 4
3.1. Casual Leave (CL)....................................................................................................................... 4
3.2. Maternity Leave (ML)................................................................................................................ 5
3.2.1. Paid Leave entitlement under ML ...................................................................................... 5
3.2.2. Process of ML application .................................................................................................. 6
3.3. Paternity Leave ......................................................................................................................... 6
3.4. Bereavement Leave .................................................................................................................. 6
3.5. Leave in the event of Accident covered under GPA (Injury from accident while on Duty) ....... 7
3.6. Privilege Leave (PL) ................................................................................................................... 7
4. Leaves during Probation ........................................................................................................... 9
5. Leaves entitlement for Retainers / Stipend Trainees / Graduate Trainees .............................. 9
6. Leave on Medical Grounds ....................................................................................................... 9
7. Leave during notice period ....................................................................................................... 9
8. Leave without Pay (LWP) ........................................................................................................ 10
9. Absence without information ................................................................................................. 10
10. Birthday Leave ........................................................................................................................ 10
11. Leave application and Sanction Process ................................................................................. 10
12. Roles and responsibilities under the policy ............................................................................ 11
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1. Introduction:

This document is to provide a broad understanding of the leave policy of the Company.

2. General Guidelines

a. For the purpose of leave accounts, “year” means year commencing on the first day of
January and ending on the thirty first of December (Calendar year)
b. Saturdays, Sundays or Holidays which fall at the beginning, in between and/or at the end
of the period of leave are not to be counted as part of the leave (all except in case of
maternity leave)
c. Leave is a matter of privilege/ benefit and not a right: It may be refused or revoked by the
authority empowered to grant it. It would, however, generally be granted unless the
business exigencies of service so demand. Employees are expected to understand,
appreciate and co-operate if the circumstances/ business exigencies force the superior/
Reporting Manager to refuse, revoke or curtail leave.

3. Types of Leave:

Leave type Entitlement for Permanent Employee

CL 7 / Calendar year

Maternity Leave 26 weeks

Paternal Leave 3 days

Bereavement Leave 3 days

PL @1.66/month (20 / year)

3.1. Casual Leave (CL)

a. The company recognizes that there may be unforeseen and pressing exigencies (related
to health, family or other personal reasons) due to which an employee may need leaves.
b. Employees are eligible for seven days (7) of CL in a calendar year to be calculated and
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credited on prorate basis

c. CL cannot be granted for more than two days at a time.
d. In case of emergency, an employee can avail a CL informing the Reporting
Manager/HOD of the same via phone/email and subsequently raising a request on
HRMnext for manager approval upon joining office.
e. It cannot be combined with PL.
f. It cannot be encashed or accumulated and carried forward.

3.2. Maternity Leave (ML)

The Maternity Leave is administered within the company as per the provisions of The
Maternity Benefit Act, 2017. It is applicable to all Female employees including those
employed through an agency or on a contract basis and have completed working for 80 days
in the current establishment in the last 12 months immediately preceding the expected date of
delivery. The salient Maternity leave related provisions are stated below:

3.2.1. Paid Leave entitlement under ML:

a. The paid maternity leaves defined is 26 weeks (“week” means a cycle of seven days
including Saturdays and Sundays) and this period is applicable to female employees
nurturing their first or second child. In case a female employee expecting her third child or
higher, the paid maternity leave is for a period of 12 weeks which is further split in the
form of 6 weeks pre- delivery and 6 weeks post-delivery.

b. A 12 weeks Maternity leave is applicable for the adopting mothers, which starts from the
date of adoption and is applicable for adoption of baby below three months of age. For
adoption of baby above 3 months of age, a paid leave of 4 weeks may be provided
at the discretion of the Management.

c. Leave in cases of commissioning mothers, Tubectomy during pregnancy, critical illness

post-maternity etc. will be as per the Act.

d. In the unfortunate circumstance of a miscarriage, the employee is allowed 6 weeks leave

immediately following the day of the miscarriage.
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3.2.2. Process of ML application:

a. To avail the ML benefit, the female employee is required to give notice of pregnancy with
Medical Certificate indicating the expected date of delivery 10 weeks before her expected
delivery date

b. It is essential for the employee to get the leave sanctioned from the Manager/ HOD at
least 15 days before proceeding on ML. The leave application should be submitted along
with the certificate of expected delivery date from a registered medical practitioner, to the
HR Department, through the Manager

c. The employee needs to give a written notice to the employer before 7 weeks of her date
of delivery regarding her absence period

d. The employee can start the leave up to eight weeks before the expected delivery date

3.3. Paternity Leave

The company appreciates the birth of a child as an important event in an employee’s life. With
this in mind, Paternity Leave is made available for a new father to bond with his new born.
a. Under this, all permanent male employees are eligible for 3 days of Paternity leave for the
birth of upto two children
b. This leave will need to be availed continuously within a month’s period from the date of
child birth
c. Employees should keep their manger informed about their paternity leave plan
d. The leave should be applied on HRMS and a valid medical certificate confirming about
the expected delivery date should be submitted to the HR department
e. In the unfortunate circumstance of a miscarriage, an employee is eligible for 2 days of
leave.

3.4. Bereavement Leave

a. This policy is designed to provide employees with paid time away from work to grieve and
to handle matters related to a death in their family
b. All permanent employees are eligible for 3 days of bereavement leave to support them
during such a period
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c. Family, for this policy, includes one's immediate family members, defined as parents,
grandparents, siblings, spouse and children
d. The Employee should keep the manger informed about the situation and leave availed
e. The leave needs to be applied on HRMNext within a week of employee joining back to
work.

3.5. Leave in the event of Accident covered under GPA (Injury from accident
while on Duty):

a. An employee, if meets with an accident while on duty, is granted accident leave and
money during the period of his/her temporary disablement due to the injury sustained by
him while on duty as certified by the Insurance Company covering the GPA. In case this
is not covered, then the leave will be adjusted against PL/ CL

b. The accident leave money will be determined by the Insurance company based on the
nature of injuries sustained

c. The payment of accident leave money is subject to conditions as defined under Group
Personal Accident Insurance policy currently applicable in the organization.

3.6. Privilege Leave (PL)

a. All employees are entitled to 20 days PL in a calendar year
b. PL is credited to an employee’s leave account at the rate of 1.66 on completion of each
month of service
c. In case of new Joinees, leave will be credited based on the date of joining in the month
i. Employees joining between 1st to 15th of the month will be eligible for 1.66 leaves
for that month
ii. Employees joining post 15th of the month will be eligible for 0.83 leaves for that
month
d. Employees are not allowed to have negative leave balance. However, under certain
pressing circumstances, leaves upto a maximum of six days debit leave (- 6 days) can be
permitted on prior approval
e. Privilege leave can be granted for a minimum of half-a-day
f. Any sick leave can be applied under this heading. The employee needs to submit a
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medical certificate from the treating registered practitioner, if the leave is for more than 2
days
g. Weekly off, national holidays and paid holidays, compulsory or restricted leave, falling
during privilege leave will not count as privilege leave.

3.7 Carry forward / Encashment of PL

a. The Leaves are reconciled in December where closing and opening balance of the
employees are calculated.
b. During reconciliation, at the end of the calendar year, un-availed PL’s are carried forward
to the next calendar year based on the following conditions:
i. Carry forward of PL’s will not be more than 10 PL’s earned during the year.
ii. In case of mid-year joinings, the carry-over would be proportional for employees
who have successfully completed their probation period. i.e. if a person joins on 1st
June 2020, his accumulated PL will be 11.6. The leave that can be carried forward
to the next calendar year will be 5.8 leaves
iii. A Max of 6 PL’s can be carried forward in case of employees on probation.
iv. Employees can accumulate a maximum of 30 PL’s in their leave account at the end
of calendar year. Leaves beyond 30 days are encashed and disbursed through the
payroll of the consecutive month (typically in the payroll of January every year).
Encashment of PL’s is calculated on basic salary and is a taxable component.
v. Negative leave balance if any, is not carried forward and the same is debited from
the salary on gross pay (as a LWP absence).
c. Employees shall be entitled to encash (@ basic pay) their accumulated PL at the time of
exit from service; subject to completion of 12 months of continued service. i.e. An
employee who leaves the service within one year of their joining, shall not be entitled for
any leave encashment.
i. In case of an employee, absconding from service, leave encashment will not be
applicable
ii. The leave encashment in case of an exiting employee will be a part of the Full and
Final settlement
d. Leave encashment is also provided in the unfortunate situation of a death of an employee
or at the time of termination. In such cases, for encashment, 12 months of continuous
service will not be required.
e. Leave encashment may be subject to Income tax as per the prevailing rules.
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4. Leaves during Probation

a. During probation period, employees are entitled to avail two Casual leaves.
b. PL accumulation will be as per process and formulae; though accumulated leave cannot
be availed during the probation period.
c. Any leaves availed beyond entitlement will be LWP
d. A Max of 6 PL’s can be carried forward in case of employees on probation.

5. Leaves entitlement for Retainers / Stipend Trainees / Graduate Trainees

a. The leave entitlement here is @ one leave per month.
b. Leaves will lapse at the end of the calendar year. Leaves cannot be accumulated and
carried forward to the next calendar year or if and when the status of the employment of
the individual changes to Probation or Confirmation.
c. Any leaves availed beyond entitlement will be LWP.

6. Leave on Medical Grounds

a. In case of leave on medical grounds, the employee has to submit a medical certificate
issued by a Registered Medical Practitioner stating the probable period for which leave is
required. On receipt of such an application the HR department will immediately inform the
employee in writing at the address given by the employee whether the leave/ extension of
leave has been sanctioned, and if so, for what period, or whether extension has been
refused.

b. Any such approved leave on medical grounds will be adjusted against available PL/CL for
the employee. In case of NO leaves available, the Leave will be considered as LWP.

7. Leave during notice period:

a. Leaves cannot be availed during the notice period; however if in case of emergency any
leaves are taken during the notice period, management reserves the right to extend the
notice period by the equal number of days

b. PL encashment for employees serving notice will be done with their Full and Final
Settlement and would not be adjusted against the notice period.
8. Leave without Pay (LWP)

a. Employees who do not have any available Leave Balance in their credit, can apply for
LWP, in case of exigencies

b. All LWP requests need to be approved by the Reporting Manager

c. Managers are required to use their discretion to approve LWP requests after checking
employee’s performance, behavior, rationality and soundness of the request

d. Any leave availed in violation of leave policy would also become LWP. For example,
using PLs without prior intimation or approval, or not providing medical certificates in case
of sick leave as per policy.

9. Absence without information:

Continued absence of more than two days without any information, or repeated
irregularity without intimation of any kind may render an employee liable to disciplinary
action (as defined and available on system for absenteeism) including termination of
services besides penal deduction.

10. Birthday Leave

a. This policy is designed to provide employees with paid time away from work to celebrate
their birthday with family and friends

b. All employees are eligible for one day of leave to be availed on their birthday

c. If an employee’s birthday falls on a non – working day, this leave can be availed 3 days
before or after the birth date

d. The employee should keep the manager informed about any such leave application

e. The leave needs to be applied on HRMNext atleast 5 days in advance of availing it

11. Leave application and Sanction Process

a. An employee who desires to proceed on leave is required to apply for leave on the tool in
HRMS clearly stating reasons for the leave applied.
 i. For application for Leave (PL) for more than three days, an employee needs to
apply on the portal 15 days prior to the date from which the leave is required.

ii. In case of CL or leave taken under emergency conditions, it is the responsibility of

the employee to inform his manager or HR about his absence by 12am same day.

b. The employee can proceed on leave post approval of leave on the system by the
manager. No leave can commence unless it has been sanctioned

c. All Managers at all times shall endeavor to grant all reasonable requests for leave,
provided such requests are made in time.

d. The sanctioning authority has the discretion to refuse, revise, curtail or revoke leave at
any time according to the business exigencies.

e. An employee who wishes to extend the leave period should inform and get approval from
the manager on an email before the expiry of the leave period; else the period will be
considered as LWP

f. No leave shall be granted to an employee under suspension

g. Any leave disputes shall be referred to HR team

h. Any discrepancies in leave balance need to be informed to the HR department for review
and correction

i. An employee, who has been sanctioned leave, and leaves the place of duty, should
furnish to the RM/ HR the address and an alternate contact number at which they can
normally be contacted while out of station.

12. Roles and responsibilities under the policy:

a. Human Resources (HR) Department: Are responsible for overseeing the introduction,
operation and monitoring of this policy

b. Line Managers: Are responsible for liaising with the relevant HRBP to seek clarification
and guidance on the implementation of the policy. They are responsible for ensuring that
employees are aware of their responsibilities in relation to the policy and understand what
is expected of them.

c. Employee: Abide by the policy guidelines; timely connect with HR and RM on all leave
related matters.