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1. Purpose #
1.1 Leave is granted to employees with the good intention of providing rest, recuperation of health, and for fulfilling social obligations. This provides for a healthy and efficient staff for the company.
1.2 The policy outlines the applicability, rules, and procedures with regard to consumption and approval of leave.
2. Applicability #
2.1 The Leave policy is applicable for all permanent and on probation staff of the company only.
LEAVES #
3. Annual Leaves #
3.1 Permanent and on probation employees are eligible for an annual leave of 12 working days.
3.2 When an employee serves the Company for part of a year, he or she is entitled to annual leave on a pro rata basis calculated for every completed month of service.
3.3 All employees are entitled to Annual leave from their DOJ on a pro rata basis (1 day for each 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 approval of the concerned Head of Department and/or HR Head.
3.4 Leave calendar for Annual leave will be from January to December.
3.5 Leave will be computed at the rate of 1 day per month of employment and will be credited to the leave account of an employee.
3.6 Only working days are to be taken as leave days. Thus, even if a weekly off or holiday is prefixed and suffixed with leave, the weekly off shall not be counted as a leave day. For example, if one takes leave from Tuesday through Friday with Wednesday and Thursday in between being holidays, the number of leaves consumed shall be only two, while the employee would be away from work for four days.
3.7 Annual leaves should preferably be planned at the beginning of the year. A department wise calendar should be made and submitted to the HR department by 31st January every year.
Sick Leave #
3.8 An employee is eligible for three days of sick leave in a year. Again, only working days shall be taken into consideration while computing the leaves.
3.9 Sick leave needs to be specifically accompanied by a medical certificate.
3.10 Sick leave will not be carried forward.
4. Maternity Leave #
Maternity leave at AtoJ Hirameki India Pvt. Ltd. shall be administered as per the prevailing Law/Act.
4.1 Eligible expecting women employees are entitled to a maximum of 182 days of maternity leave, paid at Basic Salary only.
4.2 Maternity leave can be used a maximum of two (2) occasions during an employee’s tenure with the Company. All intervening holidays and weekends falling during this period of maternity leave are counted.
4.3 Employees are allowed to use annual leave in continuation with maternity leave, after first having consumed the 84 days of maternity leave, subject to approval by the supervisor/HOD.
4.4 Employees undergoing medical termination of pregnancy under medical advice, or miscarriage, are entitled to 6 weeks of maternity leave. A duly registered attending medical practitioner should certify this, and a medical certificate should be obtained.
4.5 Employees suffering from illness arising out of pregnancy, delivery, premature birth, stillbirth, or miscarriage are entitled to additional leave, against her annual leave entitlement, subject to 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 HR.
4.6 Maternity leave is not encashable in any manner, under any circumstance. It cannot be accumulated or used in installments.
4.7 The employee must submit a scanned copy of the leave application form with the maternity leave start date and end date to the HOD, and a copy of the same should be given to the HR Department.
5. Compensatory Off #
5.1 Refer to the separate document shared for compensatory off.
6. Public Holidays #
6.1 Employees are entitled to customary paid festival and national holidays as outlined by the Company and displayed at the beginning of each year.
7. Leave Without Pay #
7.1 Leave without pay must be applied for 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 VP/Zonal Head or equivalent authority/HOD, in agreement with the Head HR.
7.2 Leave without pay for an employee is authorized based on exceptional circumstances and attentiveness to the business impact.
7.3 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 duration of the unpaid leave.
8. Extension of Leave #
8.1 If the employee wishes to extend an annual leave, he or 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.
8.2 A copy of the mail has to be sent to the HR Department. Please 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.
9. Leave During Notice Period #
9.1 Leaves cannot be adjusted against the notice period. Any deviation to this has to be approved by the HOD and Head HR.
10. Leave Settlement During Resignation/Retirement/Termination #
10.1 If an employee to be relieved has availed more leaves than the number of months he or she has worked, the excess leaves will be deducted during their final settlement.
11. Responsibility of the Employee #
11.1 Employees are required to apply for leave at least 3 weeks in advance for approval.
11.2 Employees have to keep their Supervisor/HOD informed in case of any extension of leave. Proceeding on leave without written approval will be treated as an act of misconduct, and the employee will be liable to disciplinary action if deemed necessary.
11.3 In cases of approved leave without pay on medical grounds, the employee has to provide all relevant medical documents to HR within 7 days from the start of such leave.
12. Responsibility of the Immediate Reporting Authority/HOD #
12.1 The immediate reporting authority has to inform the HR Team in case of leave without pay and absconding cases within seven (7) days from the start of such leave.
12.2 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.
Source: Leave Policy.pdf, (internal HR policy document)