Leave Policy

1 Objective:


1.1- Cubosquare IT Systems & Solutions 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, the applicability, rules and procedures with regard to consumption and approval of leave.


2 Applicability:


2.1- This policy is applicable for all permanent employees of Cubosquare IT Systems & Solutions.


Leaves


3 Annual Leaves


3.1- Permanent employees are eligible for an annual leave of 15 working days.


3.2- Employees can use their annual leave only after confirmation in the services of the Company (subject to deviations mentioned, here in the policy document)


3.3- When an employee serves the Company for part of a year, he/she is entitled to annual leave on a pro-rata basis calculated for every completed month of service.


3.4- All employees are entitled to Annual leave from their DOJ on a prorata basis. (1.75 days for each completed month). This can be taken after their confirmation in service. Leaves taken during probationary period will be considered as Leave without pay (LWP) Any deviation should have approval of concerned Head of Department and HR Head.


3.5- Leave calendar for Annual leave will be from April to March (Financial Year).


3.6- On confirmation, leave computed at the rate of 1.75 days per month of employment will be credited to the leave account of an employee.


3.7- Only working days 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 leave day. Thus if one takes leave from Tuesday through to Friday with the 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.


3.8- Annual leaves should preferably, be planned at the beginning of the financial year. A department wise calendar should be made and submitted to HR department by 30th April every year.


4 Sick Leave


3.9- 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


3.10- Sick leave, need to be specifically accompanied with a medical certificate.


3.11- Sick leave may not be carried forward.


5 Maternity Leave


Maternity leave at India Infoline shall be administered as per the prevailing Law/Act.


5.1- Eligible expecting women employees are entitled to maximum of 84 days of maternity leave.


5.2- 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


5.3- 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 supervisor/HOD.


5.4- 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 & a medical certificate should be obtained.


5.5- 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 circumstances of each case and should necessarily be recommended by the sanctioning authority HOD and approved by the Head HR.


5.6- 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.


6 Compensatory Leave / Off


6.1- Employees may be required to work on public holidays and / or during weekly off days. If such work is officially mandated in writing by either the Supervisor/HOD of the employee, then the employee may be compensated with compensatory leave for those days. (Kindly refer to the Compensatory Off Policy on IWIN > Human Resources > HR Policies).


7 Leave Encashment


7.1- Leave encashment will be calculated @ Basic Salary and on the financial year basis which is April-March


7.2- Leave encashment can be availed by employees, provided they have completed three years with the company


7.3- The maximum accumulation of leaves remains as 42 days.


8 Public Holidays


8.1- Employees are entitled to customary paid festival and national holidays as outlined by the Company and displayed at the beginning of each year.


9 Leave without pay


9.1- 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 VP/Zonal Head or equivalent authority/HOD, in agreement with the Head HR.


9.2- Leave without pay for an employee is authorized based on exceptional circumstances and attentive to the business impact.


9.3- 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.


10 Extension of leave


10.1- If the employee wishes to extend an annual leave, he/she is required to complete an application in writing or 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.


10.2- 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 leave originally granted.


11 Leave during notice period


11.1- Leaves cannot be adjusted against the notice period. Any deviation to this has to be approved by HOD and Head HR.


12 Additional Leave Details


12.1- The organisation urges the employees to exercise their leaves. Specifically, an employee is expected to be away from work for a continuous period of fourteen (14) days. Going forward, this process would be made auditable. All applications, recommendations, approvals and refusals must be in writing / and on record.


12.2- 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.


12.3- 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.


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


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


12.5- The approved Leave Application form needs to be submitted to HR. The Leave application form can be viewed by logging on to IWIN > Human Resources > HR Forms & Formats > Leave Application Form.


13 Responsibility of the Employee


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


13.2- 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.


13.3- In cases of approved leave without pay on medical grounds, the employee has to provide all the relevant medical documents to HR within 7 days from the start of such leave.


14 Responsibility of the Immediate Reporting Authority/HOD


14.1- 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.


14.2- 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.


15 Responsibility of HR


On receiving approval from the HOD, HR approves of the leave & updates the same in the employee's records.


Clarification on Leave Policy


This note is to clarify certain doubts regarding the Leave Policy and how leaves are earned, carried forward or encashed.


This note is to clarify certain doubts regarding the Leave Policy and how leaves are earned, carried forward or encashed.


1 Every confirmed employee earns AL (Annual Leave) at the rate of 1.75 days per month, which gets added to his leave account at the backend.


2 We shall be following a yearly leave credit policy.


3 Company encourages employees to have a work life balance; therefore leaves should be availed as per leave plan of the department. All employees would have to take minimum eleven 11 days (14 days including weekly offs) leave in a leave year. Only a maximum of ten days may be carried forward per year. Employees joining mid-year being eligible for leave may consume a proportionate amount. Pls Refer Example No.1.


4 Leave Credit will be done only in the month of April for all confirmed employees and employees who have completed their probation period. They would have credit of prorata leaves till 31st March.


5 Leaves will be credited to the Leave Account of every employee on prorata basis at the backend. .i.e. 1.75 days leave for each completed month of service.


6 A. In case of reduced work hours put in by an employee, monthly leave entitlement would also be reduced proportionally.