Leave Policy

Document
Leave Policy
Title

Process HR Process
Name

Human
Document Rahul Function Version
Resource 1.4
Owner Adhikari Name No.

Status (Release Reviewed Release 01/01/2018 Last 16/12/2019

/ Date Reviewed
Draft / Review) Date

Approved by Saurabh Shah

Review Based on business changes like- addition of new service, adoption of new quality
Frequency standards/ model, addition/change in location, changes to business model, adoption of
new service delivery model, changes in statutory and regulatory norms etc. In absence of
any of the above, the document must be reviewed not later than 12 months from the
document version date.

Document The objective of this document is to highlight that leave is an important aspect of Ventura
Purpose (India) and Capita (India) Private Limited, employee’s commitment to the work / life
balance of their employees.

Distribution This policy is made available to team members of Ventura (India) Private Limited and
Capita (India) Private Limited, relevant customers and stakeholders and contract staff.
Any copies of this document, printed or electronic copies, are to be considered as for
information only and not subjected to document control.

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 Leave Policy

DOCUMENT REVISION HISTORY

Change Document Created / Reviewed Approved by Approval Section, Page(s)
Request# Version Modified Date and Text
(Optional by by (dd/mm/yy Revised
) yy)

1.0 Sweta Joy Arvind 30/03/2012

Upadhyay George Chaturvedi
/ Dibakar
Chatterjee/
Dan Ramsden
1.1 Rahul Review SMT 09/12/2013 Entitlement
Adhikari Committee under the
policy

1.2 Saurabh 09/09/2014 Addendum to

Shah Leave Policy –
SMT SMT Carry forward
limit
1.3 Rahul P 22/12/2017 Reworded the
Adhikari policy
Saurabh SMT
Shah

1.4 Smita Rahul Saurabh Shah 16/12/2019 Reworded the

Patil Adhikari policy

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 Leave Policy

Table of Contents
1. Introduction …………………………………………………………………………………4

2. Eligibility / Applicability …………………………………………………………………….4

3. Policy / Procedure ………………………………………………………………………….4

4. Categories of Leaves ………………………………………………………………………5

5. Enquiries …………………………………………………………………………………….7

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 Leave Policy

Introduction:
The objective of this policy is to define the general guidelines on the leave system of the company
and to highlight company’s commitment to promote work life balance for the employees.

Eligibility / Applicability
All the employees (permanent) working in India / India payroll of Ventura (India) and Capita (India)
Private Limited.

Policy / Procedure
• Leave is an important part of the work life balance and as such all employees are strongly
encouraged to use the leave in the given year. Managers should encourage them to do so as well.
• For the purpose of monitoring leave accounts, the leave year shall mean the calendar year
commencing on the first day of January every year and ending on last day of December of that
year.
• Leaves will be credited to the employees leave account on the first day of January.
• New employees will be entitled to prorated number of leaves based on their date of joining.
• Employees can apply all leaves through the relevant systems.
• Employee can apply for leave that are accrued till date. However, in exceptional situations (medical
emergency, self-marriage, and bereavement in the family) one can apply as advance leave up to,
a maximum number of 5 days. Leave applications in this category shall be specifically approved
by the BU Head.
• Retainers and Contract employees are not covered under this leave policy.
• Whilst on leave, employees shall not take up any alternative employment
• In case of resignation or termination, if the concerned employee has availed more than the accrued
number of leaves PLs, the salary amount paid for extra leaves availed will be recovered or adjusted
as a part of the full and final settlement.
• No preceding and succeeding, intervening holidays and weekends will be considered towards the
count of the Privilege Leave, Paternity Leave, Adoption Leave (Male Employees) and Study Leave.
• All leave is subject to approval of immediate line manager. Leave taken by an employee without
approval will be treated as leave without pay.
• As general policy employees are not expected to go on leave during notice period, however in case
of an emergency can avail 2 days of leaves in a month.
• In case of hospitalization, employee needs to submit fitness certificate to HR Business Partner and
Line Manager.

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 Leave Policy

Categories of Leave

1. PRIVILEGE LEAVE (PL)

• Every employee will be entitled to 18 working days of leave in a year (1.5 days per month).
• The said leaves will be accrued to the employee’s leave account month on month.
• New employee shall be entitled to PL on a pro-rata basis depending on their date of joining. An
employee who joins on or before the 15th of the month shall be credited with 1.5 days of PL for the
month. However, an employee joining between the 16th and 25th of a month shall be credited with
1-day PL for the month. Those joining between 26th to 30th / 31st of the month shall have no leaves
credited to their account for that month.
• Employee can carry forward Privilege Leave balance up to 45 days to next calendar year.
• PLs can be encashed only on separation from the services of the Company in case of resignation,
termination, etc., and will be up to a maximum of 45 days. All leave encashment shall be made
based on the gross salary of the employee’s last drawn salary and will be subject to income tax.
• When an employee who has proceeded on leave but has cut short (with approval from manager)
the leave duration and resumes duty before fully utilizing the leave granted, the unutilized portion
of leave shall be credited to the leave account of the employee.
• Employee need to give their manager as much notice as possible for the leave request- at least
twice the length of the leave. If the leave duration is more than 15 days, to be approved by the Head
of the Function as well.

2. CASUAL LEAVE(CL)

• For Pune location, every employee will be entitled to 8 working days of casual leaves. At the start
of the quarter, 2 days of casual leave will credit to the leave account of an employee.

• For Bangalore location, every employee will be entitled to 12 working days of casual leaves. At the
start of the quarter, 3 days of casual leave will credit to the leave account of an employee.

• Casual Leaves will get lapsed, if not taken during that calendar year.

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3. MATERNITY LEAVE (ML)

• As per the Maternity Act 1961 and the amendment therein, all female employees who have worked
in the organisation for at least 90 days before the baby is due, will receive 26 weeks (182 days)
maternity leave with full pay (inclusive of weekly off, public holidays & national holidays) of which
not more than 8 weeks can precede the date of expected delivery.
• In case of commissioning mother with more than two surviving children, this leave will be 12 weeks
(84 days) of which not more than 6 weeks shall precede the date of expected delivery.
• In an unfortunate event of a miscarriage, employee will be given 6 weeks leave on full pay
immediately following the miscarriage.
• In addition to the mentioned leave period a female employee may choose to extend leave for a
maximum of three months without pay. While on LWP, the regular leaves (PL’s and EL’s) will not
get accrued. Also, performance linked variable pay if any will not be applicable for the said period.
• For any illness arising due to pregnancy / delivery / premature birth / miscarriage, the regular leave
rules apply.
• PL can be combined with maternity leave.

4. PATERNITY LEAVE
• Male employees can take 5 days paid leave during their spouse’s pregnancy or at the time of the
baby’s birth.

5. ADOPTION LEAVE (AL)

• The Adoption Leave policy gives male and female employees the right to take leave after they have
adopted a child.
• In the case of male employees, their leave entitlement for adoption is 5 days paid leave.
• Female employees are entitled to 42 calendar days of paid leave following the adoption of a child.
The leave can only be applied from once the child / children can legally reside with the adopting
parents.
• The child / children must be legally adopted in compliance with the adoption laws of the country.
• In the case of AL, staff wishing to use AL needs to submit a copy of their adoption papers with the
leave application. Following the approval of the Line Manager, all documents should be submitted
to HR for final verification and approval.

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6. Long term Sickness

• In case of long-term sickness / terminal illness, employee can apply for Leave without pay (LWP).
While on LWP, the regular leaves (PL’s and EL’s) will not get accrued. Besides, performance linked
variable pay will not be applicable for the said period.
• This leave will only be allowed in case of Long-term self-sickness and will be treated as an
exception. Leave application under this category will have to be supported by medical reports. The
maximum period of LWP shall be 3 months. LWP shall be approved by the BU Head and Head –
Human Resources
• It is extremely important during this period to keep the respective manager updated and submit all
relevant documents (medical and doctor's certificates) as required. If due to the sickness the
employee is unable to return to work or fulfil the role requirements after the maximum limit of 3month
period, it will be treated as separation from the services.
• Please note that long term sickness /terminal illness provision is applicable only in case of ill health
of employees.

Enquiries
Queries about this Policy Note should be directed to your line manager in the first instance, or to
the HR Team.

Any exceptions to be approved by Senior Director – DDC / Director – Technology Solutions, India
and Head - Human Resources.

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