Time-Off

9.1 Objective

We at Bengal Shriram strongly believe in work – life balance.

The purpose of the policy is to provide every employee with the opportunity to rejuvenate from
the stress of work, balance personal and professional lives and recover from illness without
compromising business continuity and discipline.

9.2 Applicability

All regular employees of Bengal Shriram

9.3 Process Owner

CEO, Line Manager

9.4 General Guidelines

 For the purpose of all provisions under this policy, the financial year April 1 to March 31,
will be considered applicable (except in case of Gazetted holidays).
 Leave, except unforeseen events/sickness, must be planned & approved of in advance
by the immediate manager. No leave or extension of leave will be considered granted
unless the approval has been formally communicated to the employee.
 Except in case of emergencies, all leave will be granted subject to exigencies of work.
 Gazetted Holidays and weekly offs falling during the duration of leave will not be counted
as part of leave. ( Except Maternity Leave).
 Leave shall be credited on pro-rata basis from the date of joining

9.5 Applying for Leave

 The leave application is available with Admin.

 All leave applications should be made through your line manager, in writing.
 The line manager shall approve/disapprove the leave application, in writing within 3
working days.

9.6 Types of Holidays and Leave

9.6.1 Gazetted Holiday

These holidays are the days on which the company provides employees time away from work in
order to celebrate certain days of national significance and remembrances based on customs
and local traditions common to the organization.

These holidays are declared at the beginning of every calendar year.

Types of Leave

Regular employees are eligible to the following kinds of leaves:

9.6.2 Privilege Leave (PL)

 14 days of PL
 Extension of PL (approved) is permitted only in emergencies and if no prior approval is
taken for extension, it is treated as leave without pay
 PL is an earned leave and can be availed only on successful completion of probation. PL
shall be credited every six months on a pro-rata basis for every completed month of
service.
 It is advised for all regular employees to avail a minimum of 10 of days of PL every year.
 PL should be applied for at least 4 weeks in advance and should be approved 2 weeks
in advance keeping work exigencies in mind.
 When application for a particular period is curtailed or disapproved by the sanctioning
authority, the employee must be offered alternate periods for availing the same.
 PL can be accumulated upto a maximum of 30 days.
 PL is encashable only at the time of next financial year. Encashment will be paid on
basic salary at the time of encashment up to a limit of 30 days.

9.6.3 Casual Leave (CL)

 10 days of CL are provided in a year for normal exigencies

 It cannot be carried forward and lapses in the current year
 CL cannot be taken for more than 2 days at a stretch
 CL cannot be combined with any other leave

9.6.4 Sick Leave (SL)

 15 days of SL are provided in a year

 Can be used for medical purposes only
 At a stretch self-certified sick leave could be only 5 in number. Notification has to be
given on the first day of absence, and prior approval is not required. Medical certificate
will be required beyond 5 days.
 It can be carried forward and accumulated up to 30 days.

9.6.5 Maternity Leave

Eligibility All female employees

Employee should been employeed for more than 80 days with the
company in the 12 months preceding the date of delivery
Entitlement 12 weeks each for first two pregnancies. Can be vailed 6 weeks
before delivery and 6 weeks after – this includes week ends &
holidays.
Purpose Maternity leave can be availed of for pre & post natal care during
pregnancy & confinement.
Others In case of miscarriage the employee wil be entitled to leave with
wages for a period of 6 weeks immediately following the
miscarriage. In case of a third child, leave needs to be sanctioned,
through the normal procedure.

9.6.6 Paternity leave

All male employees, upon confirmation in the organization, are entitled to paid paternity leave
for a period of 5 days for the first two children immediately after the birth of the child. This is
over and above their normal leave eligibility.

Maternity and paternity leave can be availed in cases of legal adoption. Leave eligibility will be
as above.

9.6.7 Bereavement leave

All employees can avail up to 5 days leave in addition to normal leave on demise of their
own/spouse‘s blood relatives- parents, siblings and children. This is over and above their normal
leave eligibility.

9.6.8 Unauthorised Leave

 Leave availed without written sanction will be treated as Leave without Pay.
 Within 3 days of an employee taking leave without sanction, the manager will inform
HRD
 HRD will send a notice of absenteeism to the employee within 2 working days by
registered post AD.
 Within 10 days of dispatch of letter, if no information is received, the absence will be
treated, as abandonment of service and the final letter will be sent citing that if the
employee does not resume services immediately, his services will be terminated with
immediate effect.
 No third notice will be issued.

9.6.9 Resignation subsequent to Leave

An employee who proceeds on leave and does not resume duties thereafter or submits
resignation is treated as having voluntarily abandoned the service. The employee will lose lien
on the job. The resignation, at the Company‘s sole discretion, may be accepted from the last
working day in the company notwithstanding the leave granted earlier.

9.6.10 Leave during Notice Period

Employees are not entitled for any leave while serving notice period. However, under
exceptional circumstances line manager may grant upto a maximum of 2 days of leave for every
month of notice period being served. Any unauthorized absence during the notice period shall
be treated as shortfall in notice period and the employee will have to pay compensation for such
a shortfall.
9.6.11 Leave without Pay

Bengal Shriram discourages employees from seeking leave on loss of pay. Should a situation
arise that temporarily prevents an employee from working, he/she may be eligible for a personal
leave of absence without pay. However, the employee must be continuously employed for at
least 6 months prior to the requested leave. Barring exceptional cases leave taken on loss of
pay would obviously affect the annual appraisal of the employee.

Any request for a leave of absence without pay must be submitted in writing as far in advance
as possible and the employee‘s manager/SBU Head/Divisional Head and Divisional HCD will
review it on a case-by-case basis. The decision to approve or disapprove is based on
circumstances, the length of time requested, the employee‘s job performance and punctuality
record, the reasons for the leave, the effect the employee‘s absence will have on the work in the
department and the expectation that the employee will return to work when the leave expires.
Leave without pay would be regarded as break in service if it exceeds 89 days.

9.6.12 Study Leave

Employees are entitled to study leave to undertake further education courses relevant to
company’s business and approved by the Company.

The maximum amount of study leave that should be approved is four hours per week to attend
lectures or 10 full days per year for those who are studying by correspondence and who are
required to attend residential courses. Applications should be lodged four weeks in advance by
filling out a training course application form and forwarding to payroll.

Employees are entitled to paid leave to sit an examination.

Days in excess of this entitlement are at the discretion of the manager.

Study leave will count towards continuous service.

9.7 Recall from Leave

If an employee, due to exigencies of work is recalled from leave and if the employee is not at
headquarter while on leave, he/she will be entitled for TA/DA as per company rules for the
period from the date he/she starts from t he the station of leave till reaching headquarters and
resuming duty. The employee will be considered on duty during this period.

Related Policies
Employee on project sites putting in extra work without taking leave for extended period to meet
project handover deadlines shall be duly recognized and rested adequately for at least one
week before being reassigned to the next project site.

9.8 Compensatory off

 Approved compensatory off’s against holiday/weekly off’s must be availed within 15 days
which may be extended at the discretion of the management and if the management
fails to grant such leave of comp off / holidays in view of exigency, the employee will be
 compensated by salary/wage for his work during holiday.
 Whenever an employee is ordered to work on a Holiday / Weekly off’s by his HOD, prior
approval in prescribed Proforma, should be obtained from Administrative Authority,
before he/she is ordered to carry out such duties. This is required to provide
Compensatory off to that employee at a later date.
 The employee will be eligible for a full day leave if the employee works for over 6 (six)
hours on a holiday / weekly off day including outstation duties.

9.9 Leave Policy for Retainers

 Full time Retainers are eligible for 20 days leave in a year on a pro-rata basis.
 Leave must be applied for at least 2 weeks in advance in writing and decision to
sanction leave must be given within 3 working days of receipt of application.
 You can proceed on leave only after getting a written approval for the same.
 Leave period will be April to March and balance leave will not be carried forward to next
year (no encashment of leave is permissible).