LEAVE POLICY. To define the procedure, entitlements & guidelines for officers to avail leave.

Transcription

1 LEAVE POLICY 1 OBJECTIVE To define the procedure, entitlements & guidelines for officers to avail leave. 2 SCOPE This policy is applicable to all officers in the management cadre and on the permanent rolls of the Company. 3 PROCESS 3.1 Eligibility Privilege Leave (PL) Entitlement per calendar No. of times allowed Minimum Maximum year in a year duration allowed duration allowed 22 Working days No restriction 1 working day 88 working days Casual Leave (CL) Entitlement per calendar year No. of times allowed in a year Minimum duration allowed Maximum duration allowed 8 Working days No restriction ½ working day 8 working days Sick Leave (SL) All permanent officers are eligible for 10 calendar days Sick Leave per calendar year Special Sick Leave In consonance with the Company s concern for the welfare of officers and with a view to help ailing officers to the maximum extent possible, Special Sick Leave is granted based on the merits of each case, as mentioned below: No. of Months of leave 1 to 6 7 to to 18 Salary Quantum Basic Salary + Monthly Allowances (full salary) Half Basic Salary + Half Monthly Allowances (50% of full salary) Quarter Basic Salary + Quarter Monthly Allowances (25% of full salary) 19 to 24 Without Pay

2 3.1.5 Maternity Leave All permanent women officers will be granted upto 12 weeks Maternity Leave as provided by the Maternity Benefit Act, Family Planning Leave All permanent officers are eligible for special leave of 6 days with full pay (Basic + Allowances) after undergoing sterilisation operation Leave on Loss of Pay Permanent officers may be granted leave on loss of pay, in very special cases and solely at the discretion of the Management, on providing adequate documentary proof. This leave may be granted as follows: No. of days Leave without Pay Approving Authority Upto 10 days Regular Approving Authority for other types of leave 11 days upto 1 month Departmental Head or above Beyond 1 month Leave on Account of Bandh Divisional Head or above When a Bandh is called /declared by any political party or any other organisation, such Bandh day will be treated as a normal working day. If, for some unforeseen reason, an officer is absent on that day, he/she would be required to apply for leave. Should the officer not have leave to his/her credit, the day of absence would be treated as loss of pay Compensatory Off for working on weekly off An officer is eligible for one Compensatory Off if he / she works continuously for 7 days in a week. This Compensatory Off must be availed within the next three days. 3.2 Procedure for availing leave The officer can apply for leave through the Leave Management System in Sangam. The approving authority will receive an intimation to approve his subordinate s leave request. The officer can proceed on leave only if the application is approved by his superior. In case of the officer falling sick thereby requiring to avail Sick Leave, the leave application must be submitted within 2 days of resuming duty. In case of compensatory off, the officer will first have to apply for the Compensatory Off. Only once it gets credited to his account, he / she can apply and avail of the same. All Leave is at the discretion of management

3 4 GUIDELINES 4.1 Privilege Leave Privilege leave is leave earned by an officer in respect of completed period of service with the Company and granted on full pay. Privilege leave will be credited to an officer s account on a pro-rated basis, based on the number of days worked in the previous year, in January each year. Prorated leave will be rounded off. In special cases, an officer who wishes to avail of advance leave, upto a maximum of that year s eligibility (earned), may do so, on recommendation by Divisional Head and approval by CHRO. It is mandatory to avail 11 days of Privilege leave each year and any unused leave from this shall lapse automatically at the end of the year. Consequently, only 11 days may be carried forward each year. Officers may accumulate leave up to a maximum of eight year s carry forward i.e. 88 working days Prefix, Suffix and Intervening Holidays Privilege leave can be prefixed and suffixed to holidays and weekends. Intervening weekly offs / holidays will not be counted as a part of Privilege leave. Privilege Leave can be combined with Casual leave. Privilege leave may be combined with Sick leave and maternity leave, with specific approval of the sanctioning authority Encashment of Privilege Leave Privilege leaves can be encashed at any point in a calendar year, provided a minimum balance of 11 days is maintained, with the following terms and conditions: The payment made on account of encashment of Privilege leave will be taxable in the hands of the officer. Leave encashment amounts will not be considered for the purpose of Provident Fund deductions or any other statutory deductions or terminal benefits. Any accumulation of Privilege leave in excess of 88 days will be encashed automatically at the end of each year and paid by month of February of the next calendar year. The maximum accumulation of 88 days can be encashed at the time of retirement subject to prevailing Income Tax laws In case of retirement of an officer during the year, proportionate leave earned from January 1, to the date of retirement will be encashed, if not utilized Only Basic Salary will be considered for the purpose of calculating leave encashment. The formula for encashment of Privilege leave shall be as follows: No of days * Basic salary/ 30 * 7/5

4 4.2 Casual Leave Casual leave may be availed only with the prior approval of the approving authority. Where prior approval is not feasible, the officer should intimate his superior and must seek approval on immediate resumption of duty. Casual leave maybe prefixed or suffixed to weekly off, holidays and compensatory off. CL may also be combined with Privilege leave and Sick leave. Casual leave not availed in a year is automatically encashed at the end of each year and paid by the month of February of the next calendar year, subject to prevailing Income Tax laws. The formula for encashment of Casual leave shall be as follows: No of days * Basic salary/ Sick Leave Sick leave is provided for recuperating from sickness and may be accumulated upto 90 calendar days. Application for Sick leave beyond two days requires a doctor's certificate to be submitted to the administration department and certified by CMO or his / her representative. An application for half a day sick leave for the latter half of the day requires approval by the Company s doctor where available in the respective location. Officers retiring from the Company during the calendar year are eligible for Sick leave on a pro-rata basis. In case of superannuation or death whilst in service or voluntary retirement on medical grounds, an officer is eligible to encash accumulated sick leave subject to a maximum of 90 days. However, for permanent officers, who on the date of implementation of the policy, have a SL accumulation of more than 90 days, the excess SL balance shall be frozen, for use in case of a medical emergency. If unutilized, the excess SL balance will also be encashed in accordance with SL encashment norms. The formula for encashment of Sick leave shall be as follows: No of days * Basic salary/ Special Sick Leave Special Sick leave will be admissible in cases where an officer is suffering from any major prolonged illness like TB, Cancer, Cardiac, Renal condition or such ailment as may be deemed fit to be included by CMO or major surgery or hospitalisation. Special Sick Leave will be granted only after all other types of paid leave (excluding Casual Leave) are fully utilised, including the entitlement for the current year. It is mandatory for all special sick leaves to be certified by Chief Medical Officer. All applications for special sick leave should be approved by the respective Divisional head Even if after a period of two years there is no appreciable improvement in the officer s health, necessary steps would be initiated to retire the concerned officer on medical grounds.

5 4.4 Maternity Leave The maximum period for which an officer shall be entitled to maternity leave on a single occasion shall be 12 weeks, of which not more than 6 weeks shall precede the day of expected delivery. In order to be eligible for maternity leave, women officers need to have a minimum of 80 days of continuous service in the 12 months immediately preceding the date of expected delivery or as per the Maternity Benefits Act Rules as applicable in the concerned state. The period after confinement i.e. day of delivery onwards should be a minimum of 6 weeks. In case of miscarriage or medical termination of pregnancy, the officer is entitled to 6 weeks maternity leave immediately following the day of miscarriage or medical termination of pregnancy. In case of illness arising out of pregnancy, delivery, premature birth, miscarriage, medical termination of pregnancy or tubectomy operation, the officer is entitled to an additional maternity leave for a maximum period of 30 calendar days on production of proof. The officer is required to give at least 4 weeks notice to the management of her impending confinement. Application for Maternity leave should be supported by a medical certificate and routed through CMO or his / her representative. While on Maternity leave, officers are eligible for full pay. An officer will be entitled to avail 45 calendar days of adoption leave (from the day of taking legal custody of the child), so as to enable him / her to socialize the adopted child in the new atmosphere. To avail such leave, the officer shall apply for such leave along with supporting legal documents of such adoption. 4.5 Compensatory Off / Encashment for working on Public Holiday (applicable only to officers in operation function & working in shifts) Officers shall be eligible for a Compensatory Off for working on General Holidays as defined by the Company in accordance with Government rules. Such a Compensatory Off needs to be availed within a period of three months of the General Holiday else it will be encashed at the end of the year and paid by the month of February of the next calendar year. Officers working on an Optional Holiday (chosen by them at the beginning of the year) can reschedule these holidays. In case they are unable to avail these leaves till the end of the year, the same shall be encashed at the daily basic rate and paid by the month of February of the next calendar year. 5 PUBLIC HOLIDAYS All officers of the Company shall henceforth be eligible for 12 Public Holidays as declared from time to time. The officers located at Bombay House shall follow the public holiday list declared by Tata Services from time to time.

6 6 ROLES & RESPONSIBILITIES Officers Apply for leave in advance wherever possible Furnish appropriate documentary proof wherever required Reporting /Reviewing managers Approve Leave Approve deviations Leave without Pay Leave Administrator Maintain updated leave records of officers Intimate Payroll department regarding encashment at the year-end. Head of Payroll Incorporate leave encashment amount in salary as eligible annually CHRO Overall process & policy ownership 7 EXCEPTIONS Any exceptions to this policy requires the approval of CHRO.