Ref.

GRT-HRM-POL-001 Attendance & Leave Policy

Objective:
The primary objective of the Attendance and Leave Policy is to provide employees with clear guidelines
regarding working hours, leave entitlements, and holiday schedules. By prioritizing transparency and
fostering a culture of work-life balance, the policy aims to enhance organizational efficiency, promote
mutual respect, and empower employees to manage their time effectively.

Scope:
This policy is applicable to all employees of Green Rider Technology and its subsidiaries.

ATTENDANCE
Attendance is the cornerstone of our organizational efficiency, ensuring that our workforce remains aligned
with our operational objectives and client commitments. By adhering to our attendance policies, employees
contribute to the seamless flow of work, enabling us to meet project deadlines and maintain high levels of
productivity. Moreover, a culture of punctuality and accountability fosters trust and cohesion within our
teams, driving the success of our company.

• Attendance Cycle – 26th of last to 25th of the present month.

• Work Shift – General or day shift 10:00 am to 7:00 pm including one-hour break. The company may
create several other shifts in future based on the business requirements (Evening Shift 2 pm to 11 pm,
Night Shift 11 pm to 8 am,), Rotating Shift (As per shift schedule/ roster prepared by the Manager/HOD).
• Work Hours – Office based employees 40 hours per week; and Remote employees 48 Hours per week.
• Work Week – Office based employees 5 days from Monday through Friday; and Remote employees
6days from Monday through Saturday.
• Work from Home – Currently, the work-from-home option is unavailable, except in cases of maternity
leave.

Attendance Procedure and Guidelines

• Attendance is marked through Biometrics System. All employees are expected to punch in and punch
out every day to mark their attendance. Employees are also expected to sign in the Attendance
register kept outside the office to mark their attendance in case there is some issue with the
Biometrics system their attendance will be recorded safely.
• All employees are expected to adhere to the designated working hours, from 10:00 am IST to 7:00 pm
IST.
• Employees are allowed flexibility to start work between 9:30 AM to 10:00 AM and finish work
between 6:30 PM to 7:00 PM.
• Core Working Hours: 10:00 AM to 6:30 PM are considered core working hours, during which all
employees must be available in the office.

Version: 1.2 Created by: HR Department

Effective from: Jan 1, 2025 Owner: HR Team
Confidential: Only for internal circulation Approved by: Aaryaman Scindia
 • Employees are required to complete a minimum of 8 productive hours of work daily (excluding breaks).
• The last acceptable time to mark attendance is 10:30 AM
• Employees are allowed up to 3 late arrivals in a calendar month without penalty. On the 4th late arrival,
the employee will be marked for a half-day leave and it will be deducted from their available leave
balance. In case the employee does not have a leave balance in their account it will be considered as Loss
of Pay (LOP)
• Employees are expected to inform their reporting manager in case of late arrival on any specific day.
• Late arrivals or early departures without sufficient leave balance will result in salary deductions.
• Employees are entitled to three breaks during the 9-hour shift: a 15-minute tea break, a 30-minute
lunch break, and a 15-minute tea break. It is mandatory for employees to accurately record their break
times using the biometric system and register at the entrance gate for each break.
• Employees stationed at our Gurugram office are required to work from the office exclusively, as
the work from home option is no longer available due to the updated policy. Employees stationed at
other locations, designated as Remote, will continue to operate remotely.
• It is imperative for each employee to maintain regular communication regarding their attendance
as it may affect your pay and can lead to a disciplinary action.
• If you have not met the 40-hour/48-hour requirement this week, it is your responsibility to compensate
for those hours in the following week. For instance, if an employee works only 35 hours out of the
required 48 hours in any given week, they will need to make up for the 13-hour deficit by working 61
hours in the following week.
• Employees may be required to work in shifts for different work hours or workdays during the week
depending on the business or team that you may be working for. You will be advised by your reporting
manager or department about such requirements from time to time as appropriate.
• Employees are allotted a two-day window every month to review and rectify their attendance
records. Any errors must be promptly communicated to the HR department with approval from the
respective manager or HOD.
• Any rectifications submitted beyond the stipulated timeframe will be addressed in the following
month's payroll cycle. Therefore, it is crucial for employees to promptly respond to attendance
discrepancies to avoid delays.
• Any unauthorized absence for more than 5 consecutive days may lead to termination of the services
in line with the appointment terms.

Version: 1.2 Created by: HR Department

Effective from: Jan 1, 2025 Owner: HR Team
Confidential: Only for internal circulation Approved by: Aaryaman Scindia
 LEAVE (Shop and Establishment Act)
Leave is more than just a benefit; it's a fundamental necessity for our employees' well-being and productivity.
Taking regular breaks from work allows individuals to recharge, destress, and maintain a healthy work-life
balance. By encouraging employees to utilize their leave entitlements, we demonstrate our commitment to
their physical and mental health, as well as their overall job satisfaction. Moreover, honoring employees'
need for time off fosters a culture of trust, respect, and loyalty within our organization. We recognize that
rested and rejuvenated employees are better equipped to perform at their best, driving greater innovation,
creativity, and success for the company.

Key Points:
• Leave entitlements are aligned with the calendar year, running from January 1st to December 31st.
• Employees joining or leaving during this period receive pro-rata leave benefits.
• No types of leaves can be clubbed with each other. For Ex. If an employee is availing CL, he cannot avail
SL/EL along with that consecutively.

Types of Leave
• Casual Leave (CL)
• Sick Leave (SL)
• Earned Leave (EL)
• Maternity Leave (ML)
• Paternity Leave (PL)
• Loss of Pay (LOP)

Leave Entitlement, Procedure and Guidelines

Casual Leave (CL)

• The Casual Leave is granted for an unanticipated event or when an employee is unable to attend the
office for a day or two due to any personal exigency.
• All employees receive 7 working days of CL per calendar year which will be credited to Employees
on monthly basis. (0.5 every month).
• CL cannot exceed 2 working days at a time.
• New employees receive CL on a pro-rata basis, credited at the beginning of the month based
on the joining date (prior to the 15th) and for remaining months in the leave cycle.
• Unused CL expires on December 31st and cannot be carried forward or encashed.
• If the employee takes more than 2 consecutive CL, all such CL days leaves (including first two days,
will be adjusted from the employee’s EL balance.
• CLs must be applied at least 3 days in advance. In case any CL request comes after the specified 3 days
period it will be rejected.
• CLs cannot be clubbed with RH/Holiday.

Sick Leave (SL)

• Employee well-being is a paramount concern for the Company, and all employees have access to
SL for instances of illness or injury.

Version: 1.2 Created by: HR Department

Effective from: Jan 1, 2025 Owner: HR Team
Confidential: Only for internal circulation Approved by: Aaryaman Scindia
 • Each employee is allotted 7 working days of SL per calendar year.
• New employees receive SL on a pro-rata basis, credited at the beginning of the month based on
their joining date (prior to the 15th) and for remaining months in the leave cycle.
• Unused SL expires on December 31st and cannot be carried forward or encashed.
• If an employee takes more than 2 consecutive Sick Leave days, they must provide a valid Medical
Certificate from a registered medical practitioner.
• The Medical Certificate must be submitted to HR within 2 working days of resuming work. Employees
are expected to upload the medical certificate on GreytHR upon return.
• Any misuse of Sick Leave may result in disciplinary action, as deemed appropriate by HR and the
management team.
• SLs can be applied on the same day but it is expected that an employee notifies about the same to
their Reporting Manager (ITLs) before the start of a working day which is 10:00 AM. Also, after
resuming work it is expected that employee applies for the SL taken from GreytHR system.

Earned Leave (EL)

• Each employee is granted 18 working days of EL per calendar year. Max Carry Forward Days are 30.
• Employees earns prorated leave, with 1.5 days credited at the end of each month.
• New employees are not entitled to Els until their confirmation. However, their leaves will be
credited to their Leaves account according to the policy.
• If an employee leaves the company during the leave cycle, any excess leave taken beyond the entitled
prorated leave will be deducted from their Full & Final settlement.
• EL can be utilized during the notice period, subject to available leave balance.
• EL can be carried forward for up to 30 days; any excess will automatically lapse.
• Leave encashment occurs only upon separation due to resignation, retirement, or death, and is
based on the actual accumulation at the time of separation.
• Encashment calculation is based on the last Basic salary drawn at the time of separation. Formula
to calculate encashment: “Basic Salary Per Month at the time of separation * EL Balance/ 22 days”.
• Employees are required to inform and discuss their leave plans in advance for taking Els. For earned
leaves of up to 3 days, 10 days advance information is required, while long leaves exceeding 3 days
necessitate at least 3 weeks' advance intimation to the manager via email. Also, all leave requests must
be done through GreytHR apart from email.

Maternity Leave (ML) – As per the Maternity Benefits Act-1961, and subsequent amendments.

• All female employees are eligible for 26 weeks of paid maternity leave, comprising 8 weeks before
delivery and 18 weeks post-delivery, encompassing Saturdays, Sundays, and Public Holidays.
• Eligibility requires a minimum of 80 days of employment in the twelve months before the expected
delivery date.
• Additional 8 weeks of full-time work from home, post-childbirth, can be availed within the
subsequent twelve months.
• Maternity Leave extension can utilize from Earned Leave.
• Medical benefits align with our company's insurance policy.
• Loss of Pay, up to 90 days, is available alongside maternity leave with approval from Reporting
Manager, HOD, and Head HR.
• Miscarriage or medical termination of pregnancy grants 6 weeks of paid leave. Tubectomy

Version: 1.2 Created by: HR Department

Effective from: Jan 1, 2025 Owner: HR Team
Confidential: Only for internal circulation Approved by: Aaryaman Scindia
 operation grants 2 weeks of paid leave.
• Illness arising from pregnancy or related conditions entitles 4 weeks of paid leave, over and
• Maternity leave should start no earlier than 8 weeks before the delivery date.
• Performance assessment is conducted during maternity leave.
• Employment elsewhere during maternity leave results in termination.

Paternity Leave (PL)

In celebration of the joyous occasion of childbirth, employees are granted a compassionate leave of
3days upon the birth of their child, or adoption of a child, to be utilized within 30 days of the event. These
leave days shall exclude Saturdays, Sundays, and Public Holidays. It is imperative to provide
appropriate documentation supporting the need for paternity leave.

Loss of Pay (LOP)

Loss of Pay (LOP) may be availed by employees under special circumstances, allowing them to take
time off from work without pay for a maximum of 30 days per calendar year. Requests for LOP must
be submitted in advance and approved by the Reporting Manager. The duration of LOP and its
effects on benefits will be determined according to company policy and individual circumstances.

Leave During Notice Period

Employees during notice period are only entitled to Earned Leaves, all other types of leaves will be
lapsed once an employee resigns. Only Earned Leave can be adjusted against the notice period but
it will be at the discretion of the management and individual dependencies.

Leave During Probation Period

Employees are expected not to take any leaves during their 3 months of probation period.
However, their earned leaves will get accumulated and can be availed after successful completion
of the probation period and confirmation. They can avail SL/CL according to policy.

HOLIDAYS
All employees are entitled for 11 days of Holidays in a calendar year which will be combination of national
holidays, national and regional festivals. The calendar for the year 2025 is attached as an annexure C along
with this policy.

• Gazetted – National Holidays and Festivals – 11

Updated Provision: 12th May 2025

Discontinuation of Restricted Holidays:

• The company has removed the provision for Restricted Holidays.
• Employees will no longer be eligible to avail RH moving forward.

Addition of a Paid Holiday:

• To replace the RH provision, 1 additional fixed paid holiday will be included in the annual company
holiday calendar.
• This additional holiday will be observed company-wide and will not be optional.

Version: 1.2 Created by: HR Department

Effective from: Jan 1, 2025 Owner: HR Team
Confidential: Only for internal circulation Approved by: Aaryaman Scindia
 One-Time Compensatory Off Provision:

• Employees who have not availed 2 RH in the current calendar year prior to this change will be
eligible for 1 Compensatory Off (Comp Off).
• Employees who have availed only 1 or no RH Balance will not be eligible for a Comp Off.
• The Comp Off must be utilized within 31st December 2025.

General Guidelines to the Policy:

• Leave calculation is done on a calendar year basis from January to December.
• All employees are expected to apply for leaves through GreytHR (HRMS) first. They are additionally
expected to drop an email to their Reporting Manager (ITLs/Managers) and HR.(Email id to be marked
for all leaves : [email protected], [email protected] )
• Reporting managers can approve/reject all leaves except for Maternity, Paternity and Loss of Pay,
which require approval from HOD and HR.
• Upon leave application, ITLs or HR must respond within 24 to 48 hours, either the leave is
approved or rejected with a reason shared to the employee.
• Take an approval at least 3 weeks’ prior for all planned leaves from your reporting manager.
• In case of unplanned leaves, the same is required to be communicated to the reporting manager
at the earliest possible. Any leave that is not in agreement with your manager shall be treated as
Loss of Pay.
• Leave requests classified as Loss of Pay require approval from the CEO/MD, facilitated by HR.
• In case of Loss of Pay (LOP), the weekends falling in between these leaves will be considered as LOP
only.
• No Half-day requests for CL/SL will be considered. In case of any unlikely emergency, it will be marked
as full day leave.
• No leave other than EL will be clubbed with RH/Holiday. Point no. f from Casual Leave clause will be
applicable in such cases. In short, all leaves going beyond 3 days including Holiday/RH will be
considered as EL only.
• One can only apply for leave from their available balance; no leave adjustments will be done by the
HR from backend.
• Emergency leave must be regularized immediately upon returning to work. Any regularization request
received beyond 15 days will not be accepted.
• Leaves can only be taken from available Leave Balance; no advance leaves will be granted.
• Weekly offs and holidays during leave periods are not counted towards leave duration;
adjustments for weekly offs or holidays are not considered.
• Leave encashment will be applicable on Earned Leave only, no other leave type shall be
encashable on separation.
• No holiday, restricted holiday will carry forward or accumulate.
• Apart from the pre-approved holiday calendar if there is any state specific or nationwide
announcement for a holiday then the same will be communicated by the HR department and will
be over and above from the list prescribed in the Holiday calendar.

Deviations: Any deviation from this policy requires concurrence from the HR Head or the Management
of Green Rider Technology. Management reserve the right to modify or terminate this policy without
prior notice, which will be communicated to all employees by Company HR.

Version: 1.2 Created by: HR Department

Effective from: Jan 1, 2025 Owner: HR Team
Confidential: Only for internal circulation Approved by: Aaryaman Scindia
 Annexure – C

National Holidays & Festival Calendar 2025

Mandatory Holidays
S/N Name of Holiday/ Festival Day & Date
1 New Year's Day Wednesday, 1 January, 2025
2 Republic Day Sunday, 26 January, 2025
3 Holi 2nd Day Friday, 14 March, 2025
4 Id-ul- Fitr Monday, 31 March, 2025
5 Good Friday Friday, 18th April, 2025
6 Raksha Bandhan Saturday, 9 August, 2025
7 Independence Day Friday, 15 August, 2025
8 Ganesh Chaturthi Wednesday, 27 August, 2025
9 Ram Navami Wednesday, 1 October, 2025
10 Gandhi Jayanti / Dussehra Thursday, 2 October, 2025
11 Diwali Monday, 20 October, 2025
12 Govardhan Puja Tuesday, 21 October, 2025
13 Christmas Day Wednesday, 25 December, 2025

*Two Mandatory Holidays are falling on a weekend hence not considered in the list.

Version: 1.2 Created by: HR Department

Effective from: Jan 1, 2025 Owner: HR Team
Confidential: Only for internal circulation Approved by: Aaryaman Scindia