Leave Policy

Effective: April 01, 2021

1. Introduction:
 This policy sets out the employee’s entitlement for leaves and the procedure for availing Privilege
Leave/Annual Leave, Casual leave & Sick Leave at 4B Networks Pvt. Ltd.

2. Objective:
 To set guidelines for permissible leaves to enable employees to achieve business goals while
maintaining work life balance

3. Scope, Applicability & Eligibility:

 The staff cadre of 4B Networks Pvt. Ltd. at a PAN INDIA level is covered under this policy

4. Leave Details:

A. Leave details and holidays

Leave / Holidays Number of Days
No. of paid leaves per annum 21
No. of Public / National 15 (14 Fixed +1 Optional)
Holidays
Total leaves & Holidays 36

B. Leave types, entitlement & accumulations

Types of Leave Number of Entitlement / Accumulation Leave
Days Eligibility Up – to Accumulations
/ Lapses
Annual Leave / 15 After 45 days AL / PL balance
Privilege Leave confirmation over & above 45
days will be
Lapsed at the
beginning of
next financial
year.
Casual Leave 3 After No Lapses every
confirmation accumulation financial year
Sick Leave 3 After No Lapses every
confirmation accumulation financial year

5. General Guidelines:

 This policy is not applicable to workmen category and the workmen will be governed by a separate
policy
 The list of Public Holidays is subject to change every year. The list for subsequent year will be
provided to you at the end of the current calendar year by HR department.

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 For calculating leave, ‘year’ shall mean the period from 1st April to 31st March.
 Leave will be considered granted only after the leave has been duly approved by the employee’s
Reporting Manager. Employee must plan their leave well in advance to ensure that work is not
disrupted.

6. Process for Leave Approvals:

Employees are expected to take approvals Approval to be taken (Number of days in
as per the table below: Leaves (Number of advance)
days)
1-3 days 7 days before
4-7 days 15 days before
More than 7 days 30 days before

7. Note:

 The Company believes that every employee may avail of the leave benefits provided however the
same needs to be planned in a manner that the working of the department must not get affected by
absence of the employee.
 The Leaves shall be added to an employee’s leave balance at the start of every financial year however
earned leave shall be calculated on pro-rata basis.
 Maximum of 10 days leave can be allowed at one time. Any leave over and above 10 days needs to be
approved by the reporting manager and shall be approved only at discretion of Company / HR
Department.
 Proper temporary handover of work is important before an employee goes on leave. Further, the
employee is expected to act responsibly when on leave and be reachable when necessary given that
there are multiple ways to stay connected digitally and remotely.
 It is the respective department HOD’s responsibility to ensure that temporary handover of work has
been determined and informed to all concerned within/outside that department.
 During separation, the employee’s un-availed leave will be computed on pro-rata basis till his/her last
date of working and will be encashed in the employee’s full & final settlement.
 Leave Encashment for existing & resigned employees will be calculated on basic salary.
 Leave cannot be adjusted against notice period.
 Leave cannot be availed when an employee has resigned and is serving his/her Notice Period.
 The HOD of HR department of the Company is the sole authority to interpret these rules and his / her
version will be final.

8. Privilege Leave/Annual leave:

 Privilege leave is working day leave. Privilege leave is earned by the employee for the days worked in
the previous year. Privilege leave is earned by an employee and credited to his/her account in the
current year for the period of employment in the previous financial year.

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 Application
 Application for Privilege leave shall reach the reporting manager at least 15 days in advance of the
date on which the leave is to take effect.

Availing Privilege Leave

 Privilege leave has to be availed for a minimum of 4 working days.
 Privilege leave can be availed for any number of times in a year.
 Privilege leave entitlement will be reduced pro-rata for unauthorized absence or leave without pay.
 It shall be mandatory on employees to avail Privilege leave at least once during every year. If
unavailed, these 4 days of privilege leave will lapse at the end of the year.

Encashment of Privilege Leave

 Privilege leave can be en-cashed only on separation of an employee and such encashment will be
made on the basis of last drawn salary (Basic salary) subject to a maximum of 120days.
 Privilege leave shall be encashed as per this formula: (Monthly basic/30)* (Number of days of PL
accumulated).
 While the accumulated Privilege leave can be utilized as a working day leave, it is encashed as a
calendar day leave

9. Casual leave

 Casual leave is working day leave. Casual leave is credited to the employee to be availed for the forth
coming year.

Application and Sanction

 Prior sanction needs to be obtained before taking such leave. In cases, where prior approval cannot
be obtained, the employee needs to inform his/her reporting manager of the absence from work and
the duration of such absence.

Availing Casual Leave

 The number of working days for which the employee would avail Casual Leave shall be the number of
days deducted from his/her leave balance i.e. no prefix or suffix will apply with regard to weekly
holidays and public holidays while availing Casual leave.
 No leave of any other description can be combined with Casual leave.

Accumulation and Encashment

 Casual leave balance at the end of the year is not allowed to be carried forward.  Casual Leave
balance cannot be encashed.

10. Sick Leave:

Purpose of Sick Leave

 It should be availed by an employee only in the case of sickness and illness of the employee and not
for reasons like late arrival, etc. Employee is expected to avail Consolidated Leave for any reason
apart from sickness and maternity / paternity / adoption/ surrogacy.

Availing Sick Leave

 In case, an employee takes more than 2 days of continuous sick leave he/she needs to submit a
medical certificate to the reporting manager on the day of resuming the duty.

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 Without proof, it will be taken as ‘absence from duty without pay’ at the discretion of the
Management.

11. Compensatory Off:

 Compensatory off maybe earned if the employee works on any weekly off or public holiday and such
working has been pre-approved by the Reporting Manager.
 This earned Compensatory off can be availed by the employee by following proper Leave application
process.
 Compensatory off cannot be availed in advance i.e. an employee cannot utilize comp-off on 13th
August if he is planning to work on 15th August.
 Compensatory off cannot be encashed or carried forward and the same has to be availed within three
months from the date of accrual.

12. Consolidated leave:

 Consolidated Leave is a working day leave. It is earned by an employee for the period of employment
in the previous financial year and credited to his/her account in the current year. Consolidated Leave
falling on a particular day in the year shall be deducted from the leave balance for that year.

Accumulation
 Consolidated leaves can be carried forward and accumulated upto a maximum period of 45 working
days at any point. All consolidated leaves accumulated more than 45 days will automatically lapse.

 For example, on 1st March, 2021 an employee had a consolidated leave balance of 30 days. He didn’t
use any leaves during March. On 1st April, 2021 leaves for last year will get credited. The total balance
will be 66 leaves (30 plus 36). Since at any point, accumulated consolidated leaves cannot be more
than 45, the extra 21 leaves lapse. The new balance for consolidated leave will be 45 days.

13. Encashment of Leaves:

 Consolidated leaves can be encashed only at the time of separation of the employee. It will be
encashed as per the formula
[Basic per day at the time of separation * No of accumulated consolidated leave.]
Basic per day = Total monthly basic/30
 While accumulated consolidated leave can be utilized as a working day leave, it is encashed as
calendar day leave.

14. Unauthorized absence:

 Unauthorized absence is strictly discouraged at 4B Networks Pvt. Ltd. It harms the work as well as
the cultural environment.
 In case of any unauthorized absence during the year or exceeding the leave in addition to the
approved leave, such unauthorized absence will be considered as loss of pay as well as there will be
deduction of leave from leave balance.

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  If an employee is absent without authorization, the Company has the right to initiate disciplinary
proceedings against the employee which could even lead to dismissal.

 If an employee doesn’t report to work for 3 days without prior intimation the Company holds right to
terminate such employee without further notice.

15. Maternity Leave:

Purpose
 This Policy states the applicable leave benefits for women employees during Maternity.

Eligibility
 It covers all female employees at Officer, Executive and Managerial Level in the organization.

Benefits
 Leave - A female employee is entitled to a maximum of 26 weeks leave for maternity, inclusive of pre
and post-natal confinement. This leave is to be administered in accordance with the Maternity Benefit
Act.
 Employees who are on Maternity leave will be eligible for 26 weeks maternity leave in total.

 Combination with other leaves - Maternity leave is allowed to be combined with consolidated leave /
privilege leave. In case of sickness it can be combined with sick leave .

 Miscarriage - In the event of a miscarriage, a female employee is entitled to a leave of six weeks
immediately following the day of her delivery of her miscarriage

Employees proceeding on maternity leave are required to send a formal intimation mail marked to the
following individuals:
a. Employee’s immediate reporting manager.
b. Divisional HR for respective function/unit.
c. Officer handling Central payroll.

This needs to be done at least 2 months prior to the tentative date of proceeding on leave. This is required to
ensure that any central communication and coordination can be done in time

16. Paternity Leave:

Purpose
 This policy provides details of Paternity leave that can be availed by employees for child birth,
adoption and surrogacy. This leave is to provide an opportunity to eligible employees to take care of
the child or to support the mother immediately following birth or adoption or surrogacy.
 Paternity leave can be availed in the case of miscarriage.

Eligibility
 This policy is applicable to all male non-unionized employees (team members, officers, executives
and managers) at all 4B Networks locations including employees on probation.

Entitlement

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 All eligible employees of the company (including employees on probation) are entitled to10 working
days of paid leave for child birth, adoption or surrogacy.
 These 10 days may be availed at a stretch or in parts anytime within 2 months, basis reporting
manager's sanction, from the day of childbirth or from the day the adopted or the surrogate child
arrives at home.
 Consolidated Leave / Casual leave / Privilege leave can be clubbed with Paternity leave.
 This leave cannot be accumulated or encashed.

17. Extend Leave post Maternity policy

Purpose
 This policy deals with the provision of authorized unpaid leave post maternity. Women employees
coming back from maternity leave can request for unpaid leave post the exhaustion of maternity
leave.

Eligibility
 This can be availed by all women employees, who are in the ‘officer grade or above’ and who stand
confirmed in the services of 4B Networks Pvt. Ltd.
 This leave cannot be availed during Probation or trainee period.
 Women employees coming back from maternity leave can request for unpaid leave post the
exhaustion of maternity leave.
 The unpaid leave can be availed for a minimum period of 1 month and a maximum period of 12
months post the exhaustion of maternity leave.
 The duration of such a leave shall be considered in calendar months and not otherwise.
 The unpaid leave cannot be taken in a staggered manner for the said duration, and needs to be taken
all at once. Also there will be no extension of leave once the initial request is approved.
 Management has the discretion to approve or reject such a leave after taking into account business
exigencies, criticality of the role and a detailed discussion on the same with the reporting manager as
well as the employee.

Pay rules during ‘Extended Leave post maternity’

 The said leave shall be unpaid. The employee will not receive the following for the period of leave:
1. Any salary
2. Reimbursements
3. Any other allowances
4. Provident fund contributions and other retiral benefits
 Variable Pay or Bonus - The variable pay /bonus shall be calculated on a pro-rated basis, post
deducting the unpaid leave for the relevant financial year
 Company Leased Housing or Car /Housing Loan subsidy- The employee will not be eligible to avail
company leased accommodation, car or housing loan subsidy in such a case. If the employee chooses
to continue with the company leased accommodation or company leased car, she would need to write
a cheque of the relevant amount back to the company.
 Leave Balance - There shall be no other leave (for instance SL/CL/PL) that shall be credited to the
employee for the duration for which one chooses to be on unpaid leave.
 Lien of service - would be considered for the period while the employee is on such unpaid leave
 Mediclaim and Personal Accident Insurance - Employee and her dependents would remain covered
under the Mediclaim policy and can claim assistance if required during the period of the said leave.

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  There can be no “Alternate” or “Dual” employment that can be taken up by the employee during the
said period.

18. EXCEPTIONS / AMENDMENTS:

 The above clauses are subject to modifications /