SEYASOFT TECHNOLOGY SOLUTIONS .PVT.
LTD
NORMS & LEAVE POLICY 2024
Revision History
Ver No. Prepared By Reviewed By Approved By Date
1.0 Alfia Zia Ravishankar B 02/04/2023
Padmapriya
2.0 Padmapriya Alfia Zia Ravishankar B 11/04/2023
3.0 Padmapriya Nazreen Zia Ravishankar B 05/01/2024
4.0 Pradeep.M Nazreen Zia Ravishankar B 09/05/2024
NOTICE WITH IMMIDIATE EFFECT
Effective immediately, all employees are required to provide a notice period of 60 days prior to
their intended departure. This extended notice period will ensure a smooth transition and allow
us to adequately plan for any necessary adjustments.
Additionally, it is now mandatory that the Knowledge Transfer (KT) process be completed and
approved by the respective technical lead before an employee's relieving process can
commence. This step is vital in ensuring the seamless transfer of knowledge and
responsibilities, thereby minimizing any disruption to ongoing projects.
One Saturday per every month will be a mandatory working day from immediate effect.
Your cooperation in adhering to these procedures is greatly appreciated and will contribute to
maintaining the efficiency and effectiveness of our team.
PURPOSE OF LEAVE:
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.
LEAVE YEAR AND APPLICABILITY:
Leave is not a matter of right.
Sanctioning of leave is at Management discretion based on exigencies of business or
seriousness of the case.
Leave year is from 1st January to 31st December.
Eligible leave is credited to the employees on the 1st of January every year.
The different types of leaves given under the policy are:
Casual Leave (CL)
Sick Leave (SL)
Earned Leave (EL)
Maternity Leave (ML)
Loss of Pay (LOP)
The Leave policy is applicable for all permanent staff of the company.
Employees who are appointed during the course of the year shall be entitled to the
above leaves on pro-rate basis.
Employees whose date of joining service falls between 1st to the 15th of a
month are entitled to get the leave credit for that month.
Employees whose date of joining service falls between 16th to the end of the
month are not entitled for the leave credit for that month.
If an employee is relieved on any day between 1st to 15th of a month, then he / she is
not entitled for leaves due for that month.
If an employee happens to leave on any day between 16th to the end of the month then
he / she is entitled for leaves due for that month
WORK FROM HOME
1. Work from home shall be given only per management decision.
2. Availing work from home by employee request would be given with 20% salary
deduction.
3. Employee must give prior notice before taking Work from home.
4. Any extension in work from home required would be given only with a valid reason.
5. Work from home advised by the management would not have any salary deduction from
employee’s salary.
PROCEDURE FOR APPLYING LEAVE
The employees should apply for casual leave to the management (HR admin) first at
least 3-5 days before the actual day of the leave being taken.
Only after the leave is approved from the management end, the employees have to
inform to their respective team leads/heads.
The leave will not be considered as CL OR SL if it is directly taken without taking prior
permission from the management. It shall be entitled as ‘Loss of Pay’.
Permission per hour is NOT APPLICABLE. It is either a Half day or a Full day Leave.
On emergency grounds, the employee can contact the management via phone call to
inform leave if at all there is any genuine emergency.
For employees who completed One year in our company can avail for Earned Leave
(EL). In that case, Any Leave to be taken by the employee can also be taken as an
earned leave. To avail it, the employee has to fill in the ‘earned leave request form’,
submit it to the office management. Upon approval from the management, the leave
shall be granted.
CASUAL LEAVE
ELIGIBILITY:
All permanent staff
Casual leave is calculated for a period of one year (January to December)
ENTITLEMENT:
1. 12 days of Casual Leave in a calendar year.
2. Casual leaves would be credited as 0.5 days per 15 days of the month, meaning
the employee would have 1 full day casual leave only at the 16th of the month and then
carried forward
3. A minimum of half CL can be availed & a maximum of 3 days in a row can be taken on
approval from the office management.
4. Sandwich leaves are not encouraged and would be considered as LOP if at all there is a
genuine reason
5. If there is a sandwich leave taken by any employee the management would
have full authority to include the holidays in between (eg: Friday-Saturday-
Sunday-Monday) where your Saturday and Sunday would also be counted as LEAVE.
6. ONE CASUAL LEAVE PER MONTH IS APPROVED ON MANAGEMENT’S DECISION.
7. It is up to the Management’s discretion to sanction more than 3 days of CL at a stretch.
8. Intervening CASUAL LEAVE with National / Festival / Declared holidays will NOT
becounted as part of the leave.
9. In case of taking casual leave along with the above mentioned days, it shall result in
LOSS OF PAY for the days including the holidays.
10. For the first 3 months, CL IS NOT APPLICABLE and for rest of the months within the first
year CL cannot be accumulated.
11. After completion of a year, CL can be accumulated. Balanced CL remaining unutilized as
on 31st December will lapse
12. When leave is taken without prior sanction (under certain unavoidable circumstances),
the absence should be notified to the office management first and the respective Team
leads on the same day through phone.
SICK LEAVE
ELIGIBILITY
All permanent staff
ENTITLEMENT:
1. 12 days of Sick Leave (SL) in a calendar year, Which is credited in advance
calculated from the date of joining of the employee initially
2. SL cannot be accumulated and will be scraped by December 31st
3. A minimum of half SL can be availed & a maximum of whatever is required or
whatever is available, whichever is lesser
4. In case of SL is not available with an employee, he/she can club EL with
it. If EL is also not available, then it will be treated as LOP.
5. Intervening National / Festival / Declared holidays will be counted as part
of the leave.
6. Inability to attend office because of any sickness should be notified to the Office
management on the same day through phone.
7. Approved leave application should reach the HR department within 3
working days of rejoining.
EARNED LEAVE (EL)
ELIGIBILITY
1. All permanent staff.
2. EL is calculated for the days worked during the previous calendar year.
ENTITLEMENT
1. 1 EL for every 20 working days
2. EL will be credited to permanent staff only on completion of one year of service with the
company.
3. The days served under probation will be taken into account for EL eligibility.
4. EL can be availed only on prior approval.
5. National / declared / festival / weekly off days can be prefixed and / or suffixed to EL.
6. Intervening National / declared / festival / weekly off days will NOT BE counted as part
of the leave.
7. Half day of EL cannot be taken.
8. Balanced EL remaining unutilized as on 31st December can be carried forward.
9. At the time of resignation / retirement / termination the balance EL will be
encashed at the basic pay rate as on the day of resignation / retirement.
10. Any absence of more than the number of EL sanctioned will be treated as leave withoutpay, unless
given valid reasons to the management.
MATERNITY LEAVE (ML)
ELIGIBILITY:
All married female staff.
ENTITLEMENT:
1. 26 weeks of paid Maternity Leave is allowed to females who have to deliver a child (1st and 2nd
child). 12 weeks in case of third child.
2. A female employee can adjust this leave before and after the delivery of child totaling it to 26
weeks.
3. Before availing this leave, a certificate from the gynecologist has to be submitted mentioning the
expected date of delivery.
4. Intervening National / declared / festival / weekly off days will be counted aspart of leave.
5. If, because of any complication, leave has to be extended, it can be done but will fall under LOP.
LOSS OF PAY (LOP)
1. LOP can be applied by an employee when no other leave is available.
2. During the period of LOP, the employee is not entitled for any pay or allowance.
3. A maximum of 3 months of LOP can be availed on the approval of the management. (Exceptional
cases like ML/SL, etc.)
4. If the employee fails to report to duty on the specified date after the sanctioned LOP, it is
deemed that the employee has abandoned his/her service with the company on his/her
own accord.
5. LOP can be implicated on disciplinary grounds with regard to attendance by the management
regardless to the availability of the other types of leave.
6. LOP days will not be taken for EL eligibility.
COMPENSATORY OFF
1. If an employee is required to work on any important assignment on a National / Festival / Declared /
weekly off day, he/she is eligible for Compensatory off on any other working day.
2. Official approval is required from the department head / management to work on such National /
Festival / Declared / weekly off days. No compensatory offs will be entertained when worked on
these days without proper approval.
3. The compensatory off has to be availed within a period of three months from thedate worked.
4. Compensatory off when not availed within the stipulated time period will lapse.
5. Only two days of compensatory offs can be combined and availed at a stretch.
LEAVE SETTLEMENT DURING RESIGNATION / RETIREMENT / TERMINATION:
If an employee to be relieved has availed more number of CL against the number of months
he/she has worked, then the excess CL will be deducted during his/her final settlement. EL for the
days worked till the employee’s date of relieving will be calculated and paid during the final
settlement, provided he / she fulfils EL eligibility criteria.
PROCEDURE FOR APPLYING LEAVE
The available leave balance is to be checked by the employee with the HR department and the leave
to be applied by duly filling up the leave application form. The application has to be forwarded by the
employee to management for approval. The management is authorized to either grant or disapprove
the leave on valid grounds. The approved leave application has to be submitted to the HR
department for recordings and subsequent processing.
CANCELLATION OF LEAVE
1. The department head can also cancel the once sanctioned leave on situational / need basis. If an
employee proceeds to avail the cancelled leave then those days will be treated as absence from duty
and the rules pertaining to absence from duty will be applied.
EXTENSION OF LEAVE
1. As it is necessary to get prior approval for leave so it is also for extension of leave. The employee has
to apply to management for extension of leave well in advance and get it sanctioned to avail them.
In case an employee overstays, the unsanctioned leave availed will be treated as absence from duty
ABSENCE FROM DUTY
1. When an employee takes off from duty without prior leave approval or proper intimation under
certain unavoidable circumstances, then those day/days will be treated as absence from duty.
2. The days of absence will be treated under Loss of Pay.
3. The employee has to report to management on rejoining duty from absence and provide valid
reasons for absence in writing before taking up work again.
4. If an employee is absent from duty continuously for more than 7 days (including any National /
Festival / Declared / weekly off days which may fall in-between), an official correspondence from the
HR department will be sent to him/her asking to report to duty and to provide explanation for
his/her absence.
5. Based on the enquiry any action deemed fit will/would be taken by the management.
6. If there were no response from the employee within the stipulated time mentioned in official
correspondence, it would be assumed that the employee has withdrawn his/her service from the
company on his/her own accord and recorded accordingly.
OTHER IMPORTANT RULES TO BE FOLLOWED IN THE OFFICE
PREMISES:
1. The Office login Hour is from 10 am and a grace time of 15 minutes is allowed. Any employee who
comes late or logins after the grace time for 3 days during the month is marked as HALF DAY LEAVE.
If an employee comes or logins 15 minutes late in a month 5 times then 1 DAY LEAVE will be
marked, followed by every late login after 15minutes in that month would be considered as 1 DAY
LEAVE.
2. Employees who come or login 30 minutes late will be marked HALF DAY LEAVE. Employees are also
expected to work for 9 hours and leave the office only after 7 PM unless they have taken permission.
3. Only 2 permissions of 1 hour each is allowed per month. If employees need more permission they
can take LEAVE if available or LOSS OF PAY LEAVE
4. All the employees have to fill in the ATTENDENCE TIME SHEET regularly on daily basis. The
exact login time of biometric punch should be entered. Any discrepancies or mis – match found in
data entered shall result in legal consequences for the employee.
5. Work from home is NOT APPLICABLE To Any Employees and is solely the decision of OFFICE
MANAGEMENT if required.
6. Maintaining office decorum is to be followed within the premises.
7. Management reserves the right to give different work timings to employees depending on their client.
Employees who are required to work with overseas clients (example USA) and attend late evening
calls will be given flexible timings.
8. All communications must be routed through the HR department exclusively. Direct contactwith higher
authorities for work-from-home requests, leaves, and permissions is strictly prohibited.
Disclaimer:
As this is the confidential information of Seyasoft Technology Solutions Private Limited, please
refrain from sharing this document with ex-employees or to any external members, who are not part
of the company. If any such activities are found, Management will take a strict action against that
person.
