Leaves & Holidays Policy

Leaves & Holidays Policy


This policy sets out the guidelines of availing Leaves & Holidays in a Financial year starting from 1st April to 31st March. Tophawks has following types of leaves:

Type of LeaveAnnual Entitlement
Earned Leave (EL)18 Days
Casual Leave( CL)7 Days
Sick Leave7 Days
Maternity Leave182 Days
Paternity Leave7 Days
Extra Ordinary
Leaves
Leave Without Pay (LWP)

In addition to the above leaves, employees are entitled for Closed Holidays and 2 Restricted Holidays (RH) as per the year wise Holiday Calendar published. Current Holiday calendar is available in Helpdesk Solution page.
 
Earned Leave

18 EL in a financial year, starting from 1st April to 31st March. Employee joining the company any time during the financial year shall be entitled for EL proportionately for that financial year
– Employee joining between 1st -15th of the month, will be entitled to 1.5 days of EL for that month
– Employee joining after 15th of the month will be entitled to 0.75 day of EL for that month
– Subsequent months: 1.5 days per month
– Request from employee & approval from Reporting Head is mandatory for availing any leaves
– Intervening Sunday/Holidays are considered part of EL whereas Sunday/Holidays prefixed and/or suffixed along with EL will not be considered as part of EL
– A maximum of 10 ELs can be taken in any month
– Un-utilized EL can be carried forward to next calendar year subject to maximum of 12 days
– Company does not provide encashment of accumulated EL
– EL is not permissible while serving notice period 
 
Casual Leave 

7 CL in a financial year starting from 1st April to 31st March. Employee joining the company any time during the financial year shall be entitled for CL proportionately for that financial year
– Employee joining between 1st -15th of the month, will be entitled to CL for that month 
– Employee joining after 15th of the month will not be entitled to CL for that month
– Request from employee & approval from Reporting Head is mandatory for availing any leaves
– CL cannot be availed for more than 3 days at a stretch & cannot be combined with any other type of leave
– Prefixing/suffixing/intervening of Sundays/Holidays will be counted as part of CL.
– Un-utilized CL cannot be carried forward to next calendar year & will lapse at the end of the year
– Company does not provide encashment of accumulated CL
– CL is not permissible while serving notice period
 
Sick Leave 

7 SL in a financial year starting from 1st April to 31st March. Employee joining the company any time during the financial year shall be entitled for SL proportionately for that financial year
– Employee joining between 1st -15th of the month, will be entitled to SL for that month 
– Employee joining after 15th of the month will not be entitled to SL for that month

-Reporting Head should be informed by or within 24 Hours of falling ill
– SL >3 days should accompany medical certificate/ESI prescription. Fake medical certificates are subject to scrutiny
– Unutilized SL cannot be carried forward to next calendar year & will lapse at the end of the year
– Company does not provide encashment of accumulated SL
– SL is permissible while serving notice period
 
Maternity Leave

– Female employees are entitled to 26 weeks of paid MLs, restricted to first two children. Out of 26 weeks, only 8 weeks of leaves can be availed preceding expected date of delivery and remaining 18 weeks of leaves can be availed post child birth.
– Female employees having two or more children are entitled to 12 weeks of paid MLs. Out of 12 weeks, only 6 weeks of leaves can be availed preceding the expected date of delivery and remaining 6 weeks can be availed post child birth.
– Maternity leave can be availed by employees, who have served >80 days in the preceding 12 months of the expected date of delivery 
– 6 weeks paid leave is allowed in case of miscarriage/MTP from the date of miscarriage/MTP
– Leaves must be applied & approved by HR. Medical documentation should be submitted to HR when applying for the leaves
 
Paternity Leave 

– Male employees are entitled to 7 days of paid PLs, restricted to first two children
– Paternity leave can be availed by employees, who have served >90 days with the company 
– PL to be availed within 8 weeks of the birth of child or adoption
– PL not permissible if age of child being adopted is >3 years
– Leaves must be applied & approved by HR. Medical documentation should be submitted to HR when applying for the leaves
*For Employees with ESI coverage:
– HR will sanction “sick leave” as LWP & support in claim compensation from ESI 
 
Extra Ordinary Leave (EOL)

– EOL is granted at the sole discretion of the management in exceptional circumstances where all permissible leaves have been exhausted.
– These leaves will be without pay or any other benefit, but merely retain a lien on the job.
These leaves may be obtained only with prior written application & approval of Reporting Head & HR.
 
Absent Without Leave (AWL)

– Employee will be declared AWL if no intimation is received by HR for their absence.
– Employee will be considered as absconding, if they remain absent:
.Without any prior approval from Reporting Head for more than 5 consecutive days
.Beyond the period of sanctioned leave approved for more than consecutive 5 days
.By one day or more days at various times making an aggregate of 30 days or more during twelve months

– Reporting Head should inform HR in case employee is absconding

– Employee will be terminated as per provisions of his/her appointment letter Exit & Termination Policy
 
 
Disclaimer 
– Leave is a privilege and not a matter of right. Any kind of leaves can be granted or refused depending upon the business requirement except Sick leave.
– All leaves must be applied for in advance and no later than the due date informed by Payroll, failing which these will be counted as LOP days. During unforeseen circumstances, Reporting Head must be informed within 24 hours.
– Extension of leave is admissible before the expiry of sanctioned leave. In case of no reply from management, request for extension must be considered as refused.