AtYourService

House No. 111, Bella Vista,

Panaji, Goa, 400 001

LEAVE AND ATTENDANCE POLICY

Objective:
This leave and attendance policy has been created to considering the following basic
objectives related to leave and holidays –
 Lay guidelines regarding when to avail leave, the process to take leave, and daily
attendance.
 Provide employees with better clarity on the leave eligibility and leave availing
process.
 Fulfil the statutory requirement regarding leave, holidays, and working hours.
 Make sure Companies and its employees work does not get affected by absence of
an employee.
 Prioritize punctuality, regular attendance, and compliance with scheduled work hours
for effective collaboration among employees.

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Policy:
All our employees need to adhere to this policy provided here below and ensure the smooth
functioning of the organization.

Working days and working hours:

 Official working days are from Monday to Saturday, and employees are required to
work for 8 hours a day i.e. 48 hours a week.
 Sunday will be a weekly off day for all employees.
 Regular working hours are from 9 a.m. to 6 p.m., Monday through Friday.
 Employees are allowed to take a one-hour unpaid lunch break from 1 p.m. to 2 p.m.
 Employees are to make sure they adhere to the work timings.

Criteria for work from home:

 Employees of the company are allowed to work from home, however the work from
home must be agreed with the manager.
 The conditions for allowing the employee to work from home will be reviewed by the
Manager & HR.
 Employees are required to work 8 hours each day they work from home.
 When at home, home workers will access Company’s systems remotely from their
IT equipment.
 Working hours and patterns, contact times and availability should be agreed in
advance. Other conditions of employment, as set out in the contract, apply.
 If any employee has any concerns about their working arrangements, they must
bring the matter to the attention of their manager immediately.
 Home workers are required to submit a daily report to the immediate supervisor or
manager.
 Submission of daily reports is mandatory, if the employee fails to submit daily report
he may be marked absent.

Types of Leaves and holidays:

Leaves can be categorized as Paid Leave or Unpaid Leave. Some leave which are
approved and granted to an employee on the basis availability of leave balance are
paid leave or leave with pay. However unpaid leave or leave without pay can be
availed by an employee at the time of emergency and when no leave balance left.

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Following types of Leaves and holidays can be given as per company Leave Policy.
The

A) Public/National and Festival Holidays

 Employees will be allowed 3 national holidays viz: 26th January, 15th August, &
2nd October every year.
 Statutory holidays including the above three national holidays per calendar year
as approved and declared by Government of Goa as applicable will be allowed as
per the work location of the employee.
 The list of festival holidays will be in line with the local festivals of Goa will be
allowed as per the work location of the employee.
 The actual holiday list for the following year will be as published annually in
December 15th of the previous calendar year by the state government will be
applicable.

B) Casual Leave
 Maximum 6 days of casual leave can be availed by an employee during 12
months of continuous service and this Casual leave will be considered as paid
leave.
 Employee joining during the year will be entitled for casual leave on pro-rata basis.
 Casual leave can be taken for minimum half day and maximum 4 days including
intervening holidays.
 Casual leave cannot be carried forward to next year.
 Casual leave cannot be clubbed with any other type of leave.
o Casual leave not availed during the year will lapse at the end of year.

C) Sick Leave
 Maximum 9 days of Sick leave are allowed for an employee during 12 months of
continuous service.
 In case of sick leave for more than 2 days, employees have to submit a medical
certificate from a certified medical practitioner.
 Sick leave can be availed for half day also.
 When an employee takes leave on medical grounds, he/she must inform the
immediate manager, on the first day of his / her absence, either by email or phone
message, or other appropriate means of inability to attend work.
 In such cases the employee must apply the sick leave on “Leave Application
Form” immediately on return to work.
 Any misuse of the sick leave provision will attract disciplinary action and may lead
to termination of an employee.

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D) Earned Leave
 Maximum 15 days of Earned leave can be availed by an employee in a year.
 New employees are eligible for Earned leave only after completion of 240 days
continuous service.
 Earned Leave can be availed not more than 3 times a year.
 Earned Leave will be updated monthly for leave earned during the preceding
month. It will be credited at the rate of 1.25 leave per month.
 Carried forward Earned leave balance from previous year will be updated in the
month of January.
 Unutilised Earned leave can be carried forward to next year up to a maximum of 9
days. However, a maximum of 45 days Earned leave can be carried forward at
any given point of time. Leave above 45 days will lapse automatically.
 For employees who have resigned from their duties Earned leave entitlement
would be calculated on pro rata basis till their last working day.
 Earned leave can be encashed only at the time of separation to the extent of leave
balance.
 Monthly basic salary will be considered for calculation of Earned leave entitlement.

E) Maternity Leave
 A female married employee can avail maternity leave for twenty-six (26) weeks, of
which the pre-natal leave is eight (8) weeks and post-natal leave is eighteen (18)
weeks.
 The employee with already two or more children is entitled to 12 weeks’ maternity
leave.
 The policy also provides for adoption leave of 12 weeks for an employee who
adopts a child under the age of three months.
 A commissioning mother is also entitled to a 12-week leave from the date the child
is handed over to her.
 During her maternity leave, the female employee is entitled to receive her average
daily wage or salary.
 In case of miscarriage/termination of pregnancy due to medical reasons, an
employee is entitled to 6 weeks of resting period for recovery with full pay.

F) Leave without Pay

 The leave of absence policy is defined as an unpaid duly approved absence from
work for a limited period for medical or personal reasons.
 An employee can avail leave without pay in case existing leave balance is
exhausted and employee needs leave due to unforeseen circumstances.

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  In case no approval taken for leave without pay, such absence of employee will be
considered as Leave of absence from work.
 Disciplinary action will be taken in case of absence without approval.
 No salary and benefits will be given to employee for the days leave without pay is
availed.
 A maximum of 3 months of leave without pay (i.e. 90 calendar days inclusive of all
Holidays and Sundays) can be availed by an employee in case all types if leave is
exhausted.

G) Compensatory off
 An employee is eligible for compensatory off (C-Off) when he/she has worked on
any of the national/festival/declared off day with prior approval from immediate
manager.
 Compensatory off (C-Off) must be availed within a period of 2 month following the
month in which it is accrued, else it will lapse.

Procedure for leave:

 Employees are required to submit a written application in a “Leave Application
Form” for all type of leaves.
 Casual leave must be applied one day in advance in case it is for 2 days and a
week in advance when it is applied for more than 2 days.
 In case of sick leave, the employee must apply the sick leave immediately on return
to work or in case the sick leave taken for any medical treatment, surgeries etc. the
same needs to be applied prior to taking leave.
 Earned leave must be applied one week in advance in case it is for 3 days and
fifteen days in advance when it is applied for more than 3 days.
 Leave without Pay must be applied 3 days prior to start date of the leave.
 In emergency situations where the employee is not able to apply for leave and
wants to avail his/her leave, can inform the immediate supervisor/manager about
his absence. He/she must submit leave application on returning to work.
 An employee who desires to avail Maternity leave and benefits either for childbirth
or child adoption must adhere to the following procedure:
 She must give formal written notice to her reporting Manager with a copy to HR
requesting for maternity leaves at least 12 weeks prior to the date of delivery or
adoption
 She must complete the prescribed forms stating the date of the expected
childbirth and the desired beginning date of maternity leave.

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  If a certificate of pregnancy or proof of adoption is requested, she must provide
one signed by a physician, registered midwife or other appropriate source

Leave approval/rejection:
 All leaves applied by any employee must be submitted to the manager, same must
be approved and forwarded to the HR manager by the approving manager.
 The manager may approve or reject casual, earned, or unpaid leave if it impacts the
company's work or delays project completion dates.
 Approving managers shall guarantee that no two team members are on leave at the
same time when granting leave of absence for employees under them.

Cancellation of leave:
 Approved leave can be cancelled depending upon the business demand.
 In case, leave once cancelled by immediate manager employee will be notified
accordingly.
 Leave balance will be updated accordingly by company.

Extension of leave:
 In case of extension of leave due to any unforeseen circumstances the employee
must inform immediate manager in advance.
 In the case when leave extension has been told verbally or over the phone. It is
employee responsibility to regularize leave on “Leave Application Form” once
employee has resumed back on duty.
 In case employee overstays without approval it will be treated as absence from duty
and disciplinary action will be taken against the employee.
 Leave extended without permission will be treated as loss of pay.

Leave calculation on resignation/termination:

In case employee has resigned from the services or on termination of
employee Earned leave will be calculated till the last working day of the employee and
will be paid in full and final settlement of the employee.

Attendance procedure:
 Attendance will be recorded through the access card reader placed at the entrance
of the Company Office.
 Every employee is issued identity card that will work an access card, which when
swiped records the employees in and out time.

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  Every employee is required to swipe their access card to at the time of entering and
leaving the office.
 If the employee forgets to get his/her identity card, he she shall contact the security
personnel to provide access to the Office, security personnel shall provide only after
the employee has signed on the access application.
 In such Scenarios the employee must immediately inform the HR Manager that
his/her attendance is not recorded due to non-availability of access card.
 If the employee forgets to inform the HR manager, then he/she will be considered
ad absent from the work.
 If the employee is not reporting to the office but attends work outside the office or
visit a client for meeting, he/she must inform this to the HR manager via email with
a CC to his manager, failure to do so will be considered as absence from work.

Revision of the policy:

The company reserves the right to revise, modify any or all clauses of this leave and
attendance policy depending upon demand of business and labour law requirement.

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