LEAVE MANUAL

Prepared by
CORPORATE
HR DEPARTMENT
01.01.2017

Kerala State Electronics Development Corporation Ltd.

Keltron House, Vellayambalam, Trivandrum – 695 033.
 INDEX

Page No

1. Scope 1
2. General conditions for grant of leave 1
3. Application for leave & Sanctioning Authority 2
4. Period of leave 3
5. Types of leave 3
5.1. Casual Leave 3
5.2. Earned Leave 7
5.3. Half Pay Leave 13
5.4. Special Leave 14
5.5. Maternity Leave 15
5.6. ESI Leave 15
5.7. Hospitalization Leave 15
5.8. Leave Without Pay (LWP) 16
6. Over Time 26
7. Compensatory Off 26
8. Short Leave 27
9. Grace Time 29
10. Duty pass 30
11. Procedure for regularization of attendance 31
 KERALA STATE ELECTRONICS DEVELOPMENT
CORPORATION LTD (KELTRON)

LEAVE RULES APPLICABLE TO EMPLOYEES IN THE

WORKMEN/SUPERVISORY/EXECUTIVE CADRE.

1. Scope

These leave rules shall apply to employees under the categories of

Workmen/Supervisory and Executive of Kerala State Electronics
Development Corporation Ltd. herein after called the “Company”.

Leave rules applicable for employees engaged in the Company

as Permanent/Contract/Apprentice/Advanced Trainees & Casual
Labourers are indicated under separate heads. However these rules are
not applicable to Trainees engaged as part of their curriculum. They are
governed by rules and regulations as per the guidelines of the Institution
concerned.

2. General conditions for grant of leave

 Leave will be sanctioned subject to the exigencies of service. If the
exigencies of service so require, the authority empowered to grant these
leave is also entitled to revoke the leave or any unexpired portion of it,
and, recall the employee to resume duty. As far as possible leave,
particularly Earned Leave have to be planned in advance.
 Any kind of leave under these regulations except Casual Leave may be
granted in combination with or in continuation of any other kind of leave.
Holidays occurring in between the leaves so combined shall also treated
as leave along with either the succeeding or preceding leave.
 An employee on leave shall not take any service or accept any
employment during the leave period, except in the case of Leave Without
Pay on employment abroad.

1|Page
  No leave shall be granted beyond the date on which an employee must
ordinarily retire.
 Holidays can be affixed and/or prefixed to leave of any kind, but Sundays
and holidays occurring during the period of leave except Casual Leave
shall also be considered as leave availed.
 If an employee absents himself without leave for more than 7 days or
remains absent for more than 7 days beyond the period of leave granted,
he/she shall be deemed as having voluntarily left and abandoned the
service of the Company from the date of commencement of unauthorized
absence provided in all such cases of absence, the employee fails to report
for duty within the time specified in the notice served by Management to
the employee. In such cases, the employee is liable to pay notice pay in
lieu of notice period as per the terms of appointment.

3. Application for leave & Sanctioning Authority

 All application for leave shall be in the prescribed form and should be
applied sufficiently in advance to the sanctioning authority.
 Section Head will be the authorized person to recommend the leave of his
subordinate employee as the case may be.
 Department Head/SBU Head/Complex Head/Managing Director will be
the sanctioning authority for employees working under them as the case
may be.
 Leave for GM‟s & above will be sanctioned by the Managing Director.
 Rules regarding sanctioning of Advanced Earned Leave and LWP
exceeding 15 days is elaborated in the paragraph concerned.

2|Page
 4. Period of Leave
 Permanent/Casual Employees: Leave shall be accounted in calendar
year. Employees who join the Company after the month of January will be
eligible for leave on proportionate basis.
 Contract Employees: Leave period shall be accounted on the basis of
their contract period.
 Apprentices/Advanced Trainees: Leave period shall be accounted on the
basis of their apprenticeship/training period respectively.

5. Types of leave

 Casual Leave, herein after called the “CL”

 Earned Leave, herein after called the “EL”
 Half Pay Leave, herein after called the “HPL”
 Special Leave, herein after called the “SPL”
 Maternity Leave, herein after called the “ML”
 ESI Leave, herein after called the “ESIL”
 Hospitalization Leave, herein after called the “HL”
 Compensatory Off, herein after called the “C:OFF”
 Short Leave, herein after called the “SHL”
 Leave Without Pay, herein after called the “LWP”

5.1 CASUAL LEAVE (CL)

5.1.1 Permanent Employees (Workmen/Supervisory/Executive

category)
a. The maximum number of CL admissible to an employee in a
calendar year will be 12 days.
b. Trainees are eligible for 12 days CL during the training period
which can be availed on pro-rata basis.

3|Page
 c. Probationers are eligible for 6 days/12 days CL during the 6
months/12 months probation period respectively.
d. Employees appointed through Kerala Public Service Commission
(KPSC) are eligible for three days CL during their trial period
(3 months).

5.1.2 Contract Employees

All Contract employees will be eligible for 12 days CL in proportion

to their contract period on pro-rata basis.

5.1.3 Casual Labourers

All Casual labourers who have completed a service period of 15

years or more in the company are eligible for 12 days CL in an
year.

5.1.4 Apprentice/Advanced Trainees

Apprentice/Advanced Trainees will be eligible for 12 days CL in

proportion to their training period on pro-rata basis.

5.1.5 General Conditions:

a. Unavailed portion of the CL will lapse at the end of the calendar

year/training/probation/trial & contract period as the case may
be.
b. CL cannot be combined with any other type of leave including
LWP.
c. CL can be combined with Sundays and other holidays provided
that maximum period of CL exclusive of holidays shall not
exceed 4 days at a time

4|Page
 5.1.6 SPECIAL CASUAL LEAVE

5.1.6.A) Special CL to physically challenged employees will be granted

on medical ground subject to the following terms and
conditions.

a) Special CL up to a maximum of 15 days in a year will be granted

to physically challenged employees for treatment of illness
directly connected with the physical disabilities of the employee
in hospital/at residence.
b) While applying for Special CL as above, the application shall be
duly supported by a medical certificate issued by the Head of the
Orthopedic Department of a Government Civil Hospital in the
case of Orthopedically challenged employees, and from the Head
of Ophthalmology Department of a Government Civil Hospital in
case of Blind employees.
c) Orthopedically challenged employees having minimum 40%
permanent/partial disability of the upper or lower extremity
deformities and Blind employees, those having vision less than
3/60 or field vision less than 10 in both eyes are eligible for
availing the Special CL.

5.1.6.B) Special Casual leave to undergo chemotherapy or radiation &

kidney transplantation
a) Employees who undergo chemotherapy or radiation or heart
surgery or organ/kidney transplantation shall be eligible for
Special CL up to a period of six months in a calendar year on
production of certificate to that effect from an authorized
Medical Officer to cover the actual period required for
chemotherapy or radiation or heart surgery or organ/kidney
transplantation followed by post transplantation recovery.

5|Page
 b) The period of leave under this rule shall be exclusive of public
holidays that may intervene and the leave may be availed of on
more than one occasion in a calendar year if needed.
c) Those employees who avail the Special CL under this provision
are not eligible for any other leave, of similar nature.
d) For the purpose of this rule authorized medical officer means,
the Medical Officers of Government not below the rank of an
Assistant Surgeon, & Private Medical Practitioners of modern
medicine registered in Part A of Register of Modern Medicines.

Special Casual Leave under the above provisions is subjected to change

as per the directions from the Government.

5.1.6.C) Special Casual leave to Ministerial staff

a) Ministerial staff of Units/Divisions of KSEDC Ltd., within Kerala
who were enjoying the benefit of 7 ½ hours work per day prior to
15.07.2000 and who had to put in ½ hour additional work per
day with effect from 15.07.2000 is eligible to avail ½ day special
leave per month, on pro-rata basis, provided the total number of
actual days of work put in by the employee during the previous
month is more than 16 days.

b) This special leave can be accumulated up to the end of the

corresponding calendar year but will not be carried forward to
the succeeding calendar year. However the special leave earned
for the month of December can be availed during the month of
January of the succeeding calendar year.

c) This special leave can be availed as ½ day or full day but cannot
be adjusted against short leave.

d) This special leave cannot be combined with any other type of

leave/LWP.

6|Page
 e) The ministerial staff who are working in the Marketing Offices of
KSEDC outside Kerala will not be eligible for this leave.

f) Those ministerial staff who have joined KSEDC after 15.07.2000

will not be eligible for this leave.

g) The ministerial staff who are transferred to Units/Divisions of

KSEDC within Kerala after 15.07.2000 will also not be eligible
for this leave.

5.2 EARNED LEAVE (EL)

5.2.1 Permanent Employees (Workmen/Supervisory/Executive category)

5.2.1.a) All confirmed employees will be eligible for EL with full pay and
allowances @ 1 day per 11 days of duty performed. A confirmed
employee is also eligible to avail the leave earned during the
probation/trial period only after confirmation of his service in the
Company. Earned Leave cannot be availed in fraction of a day.
5.2.1.b) The following days shall not be considered as days on duty by the
employee for the purpose of calculating EL eligibility.

 Days on which EL enjoyed.

 Days on which LWP availed.
 Days on which ESI leave availed.

 Any day of lay-off by agreement or contract or as permissible

under the Standing Orders of the Company, in the case of
workmen.
 Period the employee strike work and the period of lock out
which are not regularized and any other period specifically
excluded by the Management.
 Period of suspension, if any, not regularized.
7|Page
  In the case of female employees, the periods away on ML and
also leave upto one month on account of illness arising out of
pregnancy as per Maternity Benefit Act/ESI Act.

5.2.1.c) In calculating leave under this section, fraction of leave for ½ day
or more shall be treated as one full day leave and fraction of less
than ½ day is omitted.

5.2.1.d) General Conditions

 EL cannot be availed in fraction of a day.

 EL shall be inclusive of all holidays occurring during the period of

Earned leave.

 If any employee who is eligible for leave is discharged/dismissed

/terminated from service, he shall be entitled for wages for the
balance leave he has to his/her credit on that date subject to a
maximum upto 300 days.

 If an employee does not in any calendar year take whole of EL

allowed to him, any leave not taken by him shall be added to the
leave to be allowed to him in the succeeding calendar year
provided the total number of leave that may be carried forward to
the succeeding calendar year shall not exceed 300 days,
including HPL commuted. Provided, further that, an employee who
has applied for EL and has not been sanctioned the same, shall
be entitled to carry forward unavailed leave.

8|Page
  Application for EL shall be submitted by the employees to the
sanctioning authority at least seven days in advance of the date
on which he/she wishes to proceed on leave unless in
unavoidable circumstances that would not be anticipated. The
number of times in which Earned Leave may be taken during any
year shall not exceed 15. However under special circumstances
the number of chances can be enhanced by the Management.
 An employee of the Company who remains absent after the expiry
of the leave originally sanctioned or subsequently extended, loses
his lien on service, unless he explains satisfactorily to the
authorities concerned within 7 days of the expiry of the leave
period.
 The total duration of EL and HPL commuted taken in conjunction
shall not exceed 60 days in a calendar year. Exemptions See
clause 5.10.2 of foreign visit. This is applicable to the
Supervisory/Executive category only.
 All applications for EL and surrender of EL should be forwarded
to the concerned HR department through proper channel. After
verification of the records, the HR department will put up the
applications to the Head of the Office/Unit for sanctioning the
same.
 An employee should not ordinarily leave the Unit/Office, order
sanctioning the EL applied for has been issued by the HR
department.
 When the employee (permanent) wants to be relieved from the
service earlier than the expiry of the notice period as applicable,
the EL to ones credit shall be adjusted against the shortfalls in the
notice period. Where sufficient EL is not available to one’s credit,
salary (Basic +DA) for the period of such shortfall shall be payable
by/recovered from the employee.

9|Page
 5.2.1.e) Provision for availing Earned Leave in Advance

In cases where employees have no leave to their credit, the facility

to avail EL in advance may be granted (to be adjusted against
future leave to be earned). Such application for leave will be
considered only for the following purposes:

 Death of near relatives (husband, wife, father, mother,

brother, sister son, daughter).
 Marriage of self.
 The employee appearing for examinations.
 The employee suffering from infections/contagious diseases/
serious ailments after examining the merits of each case.

Advance EL can be availed by an employee only once in a calendar

year. The maximum number of days of leave that may be granted
under this provision is limited to 15 (fifteen). Employees on
probation/trial are also eligible to avail this facility during their
probation/trial period as the case may be, since they earn leave
during the said period.

As a special case, in the unfortunate event of the death of the

employees‟ spouse, son, daughter, father, mother, brother or
sister, the employee may be allowed, over and above the 15 days
advance EL referred to above, to avail of advanced earned leave
upto a maximum of 10 more days, to be adjusted against future
earned leave on the same terms and conditions.

Under special circumstances, a second spell of advance EL will be

granted to an employee only if the advance earned leave already
availed of by him/her has been fully adjusted.

10 | P a g e
 5.2.1.f) Encashment Scheme for EL

 Under this scheme an employee may encash leave for a

maximum and minimum period of 30 days and 5 days
respectively, in a financial year, subject, however, to the
condition that after such encashment the employee
concerned shall have a minimum period of 10 days earned
leave in credit.
 Encashment of EL will be allowed once in a financial year
 Payment may be effected subject to the availability of funds in
the respective Units/Offices.
 The leave allowance admissible for the leave surrendered will
be equivalent to the leave salary and allowance for the first
thirty days of the leave enjoyed including House Rent
Allowance, but excluding (a) any compensatory allowance like
conveyance allowance, paid to the employees to compensate
him for any expenses necessitated by the special
circumstances in which duty is performed and b) security
allowance.
 EL can be surrendered only once in a financial year.
 Retrospective surrender of earned leave is not permissible.
 The period of EL that may be granted to an employee together
with the EL surrendered shall not exceed the maximum EL
that may be granted to an employee in a year.
 The benefit of surrender of EL will not be allowed in case of
leave preparatory to retirement.
 All applications for surrender of EL should be forwarded to
the concerned HR department through proper channel. After
verification of the records, the HR department will put up the
applications to the Head of the Office/Unit for sanctioning the
same.

11 | P a g e
 5.2.2 Casual Labourers

a) A casual labourer who has worked for a period of 240 days or more
in a calendar year (i.e. year commencing on January) shall be
allowed to avail in the following calendar year, leave with wages at
the rate of one day for every 20 days of work performed .
b) A casual labourer, who commenced working on a day other than
the 1st January and who has worked for a period of 2/3rd of the
total number of days remaining in the calendar year, shall be
allowed to avail in the following calendar year, leave with wages @
one day for every 20 days of work performed by him.
c) In calculating leave under this section, fraction of leave for ½ day or
more shall be treated as one full day leave and fraction of less than
½ day is omitted.
d) For purpose of computation of the qualifying period of 240 days or
more or 2/3rd of the remaining days or more in the calendar year, as
prescribed in clause 1 & 2 respectively, the following days shall be
deemed to be days on which the casual labourer has worked.
 Any day of lay-off by agreement or contract or as permissible
under the standing orders.
 In the case of female employees, leaves availed on maternity
ground as per Maternity Benefit Act/ESI Act.
 Days on which earned leave enjoyed.
However the casual labourer shall not earn leave for these days
mentioned above and the followings days
 Days on which LWP availed.
 Period the casual labourer strike work and the period of lock
out which are not regularized and any other period
specifically excluded by the Management.

12 | P a g e
  Period the casual labourer is away from work (without pay
including ESI leave).
 Period of suspension, if any, not regularized..
e) The leave admissible as above shall be exclusive of all holidays
whether during or at either end of the period of leave. Leave
can be availed on those days which are working days of the
company.
f) Un availed balance of leave, if any, at the end of the calendar year,
shall be carried over to the following calendar year provided such
carry over shall not exceed 75 days.
g) Leave as above may be availed not more than 9 chances in a
calendar year. However under special circumstances the number of
chances can be enhanced by the Management.
h) Application for EL shall be submitted to the sanctioning authority
at least 7 days in advance of the date on which he/she wishes to
proceed on leave. Where Earned leave applied is for less than 7
days for reasons which could not be anticipated, such Earned Leave
applied need not be submitted 7 days in advance.

5.3 Half Pay Leave (HPL)

All permanent employees shall be eligible for 20 days HPL (equivalent

to 10 days commuted) in each calendar year. Probationers are eligible
for 10/20 days HPL (equivalent to 5/10 days commuted) during the
6/12 months probation period respectively.

5.3.1 General Conditions

 Half pay leave may be availed of on private affairs or on medical

grounds.

13 | P a g e
  Earned Leave and HPL together can be carried forward to the
succeeding calendar year accumulated upto 300 days.
 When commuted leave is granted, twice the amount on such leave
shall be debited against the half-pay leave due.
 The total duration of earned leave and commuted leave taken in
conjunction shall not exceed 60 days in a calendar year. Exemptions
See clause 5.10.2 of foreign visit. This is applicable to the
Supervisory/Executive category only.
 No commuted leave may be granted under this rule unless the
authority competent to sanction leave has reason to believe that the
employee will return to duty on its expiry.

5.4 SPECIAL LEAVE (SPL) – CONTRACT/APPRENTICES

Personnel engaged on contract basis will be eligible for 15 days SPL

per year from the 2nd year onwards of their contract period in addition
to the CL. Apprentices engaged as per the provisions of Apprenticeship
Act are also eligible for 15 days SPL per year.

5.4.1 General Conditions

 SPL can be availed subject to a maximum of 4 days. Sundays and
holidays occurring during the period of SPL shall be treated as
SPL as the case may be.
 However in the case of marriage of the employee, death of near
relatives for attending exams and on medical grounds such leave
can be sanctioned by the concerned authority beyond the said
limit.
 In cases where the contract engagement is for a period of less
than one year after the 1st year and likewise, SPL will be
permitted on proportionate basis only.

14 | P a g e
  The unavailed portion of the SPL will lapse at the end of the
respective year and for Apprentices, it will lapse on completion of
the respective term.
 In the case of apprentices where the apprenticeship period is more
than one year, SPL shall be granted on proportionate basis.

5.5 MATERNITY LEAVE (ML)

Female employees, are eligible for ML as per Maternity Benefit Act/ESI
Act. No employee can claim benefits under both scheme
simultaneously. Grant of maternity leave/maternity benefit will be
regulated in accordance with the provisions of the Maternity Benefit
act /ESI Scheme and its amendments as the case may be.

5.6 ESI LEAVE (ESIL)

ESI leave will be applicable to permanent/contract/casual/advanced

trainee as per the relevant provisions of the ESI Act. Time to time
amendments issued by the Government in this regard will be binding
on them.

5.7 HOSPITALISATION LEAVE (HL)

All permanent employees who are covered under New Medical

Insurance Policy are eligible for HL of 30 days during the period of
three years block period.

The period of hospitalization which is approved by the Insurance

Company for re-imbursement of medical expenses will be considered
for granting hospitalization leave.

For genuine medical cases (communicable diseases/chicken pox/

major fractures etc) for which hospitalization may not be required, are

15 | P a g e
 also eligible for HL subject to the recommendation of the Committee
constituted for this purpose.

5.8 LEAVE WITHOUT PAY (LWP)

Permanent Employees (Workmen/Supervisory/Executive category)

 Leave without pay and allowances may be granted to any employee

against application by such authority competent to sanction leave
under special circumstances when no other leave is by rule admissible
to him LWP availed without sanction will be treated as unauthorized
absence.
 The maximum admissible no. of LWP for consideration for promotion
applicable to the category of employees are as follows:

Executive/Supervisory
The minimum qualifying service shall be exclusive of time spent on
study leave, extra ordinary leave, special leave, leave without pay etc.
at the rate of 10 days per year of eligibility period but not exceeding
one month. Those who have been denied promotion on account of
excess LWP will not be considered during the subsequent line up if
having a single day of LWP during the current year. However, leave on
medical grounds upto a maximum of six months only in cases of
hospitalization or serious ailments/accidents duly authorized by the
Head of Unit at the time of availing the leave shall not be excluded for
computing qualifying service.
Workmen
36 days per year on ESI/RMPC leave on medical grounds duly certified
by a Registered Medical Practitioner and LWP together subject to the
condition that LWP shall not exceed 15 days.

16 | P a g e
  The applications of employees for LWP on medical/personal grounds
for days exceeding 15 days shall be sanctioned only by the Managing
Director. Such leave applications along with relevant certificates and
recommendations of Section/Dept/SBU/Unit Head should be
forwarded to the Corporate HR Dept for obtaining the approval from
the Managing Director.
 Management reserves the right to accept or reject any application for
LWP on any ground.
 Management has the discretion not to sanction the leave or to sanction
the leave only for a shorter period and also to recall the employees on
leave before the completion of the period of sanctioned leave except in
the case of study leave.
 Employees who absent themselves without getting the leave duly
sanctioned should be treated as unauthorized absence and action
should be taken to terminate their service.
 During the currency of period of leave the employees will lose all
service benefits such as the earning of leave including half pay leave,
gratuity, increment and also promotion chances which may arise with
reference to their seniority in the posts from which they proceeded on
leave. They will also lose seniority in the higher grade/grades as
against their juniors who may get promoted to such higher
grade/grades before they rejoin duty. However in the case of study
leave which is sponsored by the Company, the period of study leave
will be considered for all purposes.
 Employees whom disciplinary action or vigilance enquiry is pending
will not be eligible for LWP for employment abroad/Foreign Visit.

17 | P a g e
  In case of termination from services for reasons other than as a course
of disciplinary action or due to conviction by a court of any law the
management shall give notice as per the terms of appointment of the
employee or Notice pay (Basic +DA) in lieu of notice to the concerned
employee.
 If an employee absents himself without leave for more than 7 days or
remains absent for more than 7 days beyond the period of leave
granted, he/she shall be deemed as having voluntarily left and
abandoned the service of the Company service from the date of
commencement of unauthorized absence provided in all such cases of
absence, the employee fails to report for duty within the time specified
in the notice served by Management to the employee. In such cases,
the employee is liable to pay notice pay in lieu of notice period as per
the terms of appointment.
 If an employee do not rejoin duty on expiry of leave without pay or if
the management rejects extension of leave without pay and the
employee does not join duty, management may confirm his/her loss of
lien. In this case, the employee is liable to give notice pay in lieu of
notice period
 Employees may be granted LWP for a range of other reasons including:
 Employment abroad
 Foreign visit
 Study leave

5.8.1 Grant of LWP for taking up employment abroad.

The grant of LWP for taking up employment abroad is allowed to a

maximum of 5 years.

18 | P a g e
 General Conditions

 Employees with minimum confirmed service of five years in the

Company, excluding training period, shall be eligible to apply for
LWP for the above purpose.
 LWP may be sanctioned only once (in two spells) in the entire
service of an employee subject to a maximum period of 5 years.
LWP may be granted initially for 3 months and on producing the
contract of employment abroad it can be extended up to three
years. If an employee is applying with the contract of employment
abroad LWP may be granted initially for a period of three years.
 If the employee is not in a position to produce the employment
contract specifying the period of employment, and failed to rejoin
the Company before the expiry of the sanctioned leave will be
deemed that the employee has voluntarily abandoned his/her
service in the Company and accordingly, lien in the post will be
lost without any intimation to the employee and the name will be
struck off from the rolls of the Company.
 Extension of leave beyond three years can be granted only with
the prior approval of the Government, if the management certifies
that the person applying for leave can be allowed to continue on
leave without having a substitute appointed in his place and that
such an extension of the leave without in anyway affect the
operations of the Company.
 Employees should route their applications through proper channel.
 While forwarding the application to the Corporate HR for grant of
LWP, there shall be a specific endorsement by the Head of the
Unit/Office to the following effect.

19 | P a g e
 “It is certified that Shri/Smt……………… (Designation) can be
spared for taking up the employment abroad, without the need
for replacement, and without in anyway detrimentally affecting
the project/work assigned to him and also without in anyway
affecting the interests of the Company. The temporary vacancy
caused by grant of LWP to Shri/Smt……………………… can be
manned by re-deploying existing personnel”.
 The employees who had proceeded on LWP for employment
abroad and had rejoined duty within the period of three months,
have the option either to treat the period of three months LWP
availed as one spell of LWP for employment abroad or to
regularize the said period by surrendering EL/HPL in credit and
count their balance unavailed portion of LWP as normal LWP for
the purpose of promotion. Option once exercised as above shall be
final and irrevocable.
 The number of times application for such foreign employment can
be forwarded/NOC issued, put together shall not exceed two in a
calendar year.
 An employee shall proceed on LWP for employment abroad only
after getting the LWP sanctioned by the Management in writing.
 Those employees who had availed themselves of any
loan/advances should clear the dues before proceeding for LWP
for employment abroad. Such employees shall only be relieved
from the Company for this purpose.
 Where an employee request for forwarding the application cannot
be agreed to on the ground that he cannot be spared /his bond,
liability etc full justification for refusal of the request should be
recorded by the concerned HR department on the application, and
the employee concerned must be informed suitably.

20 | P a g e
  Where an employee cannot be spared for taking up employment
abroad in a year, it shall be the responsibility of the concerned HR
dept to take timely action to develop a second in line, so that the
employee can be allowed LWP for employment abroad in the
succeeding year, if he applies. This is to ensure that no
discrimination is meted out to any employee in the matter of grant
of LWP for taking up employment abroad on the ground that his
services are essential to the Company.
 On expiry of the leave, the employee concerned shall report at
Corporate HR department for the purpose of rejoining.
 Those who have proceeded on LWP for employment abroad and
intend to rejoin duty, may rejoin the Company atleast one year
before the date of their superannuation. However those who
intend to continue on leave without rejoining will be relieved on
superannuation without rejoining.
 Employees on LWP must give written notice to the Management of
their intention to rejoin duty atleast three months before the expiry
of the leave without pay sanctioned, failing which their lien in the
company shall automatically cease. The management shall not be
obliged to remind the employees regarding this.
 Leave without pay for employment abroad once being sanctioned
for a specific period, they will not be allowed to rejoin duty prior to
the expiry of the sanctioned period of leave without the approval
of the Managing Director.
 The employees who rejoin the Company after LWP for employment
abroad will not be allowed to be relieved from the Company by
way of resignation, unless they have put in a minimum of one
year service after rejoining.

21 | P a g e
  If the employee wishes to resign from the services of the Company
on or before the expiry of the LWP granted, they have to give the
notice pay (Basic + DA) in lieu of the notice period as applicable to
the respective category.

5.8.2 Leave for Foreign Visit

Leave without pay and allowances may be granted to the employees for
private purposes or joining husband/wife employed abroad or
elsewhere in India subject to the following conditions.

General Conditions:

 The application for leave (EL/HPL/LWP) should clearly mention the

country/countries proposed to be visited and the purpose of foreign
visit.
 Duration of leave (EL/HPL/LWP) sanctioned for private purpose
shall not exceed four months. However those leave exceeding four
months can be granted with the approval of the Government.
 In case of employees leaving the country for visiting their children,
can avail six months leave in respect of EL and HPL only.
 The permission will be granted by the authority competent to
sanction leave as per the existing leave rules of the company.
 While sanctioning the leave, the competent authority should ensure
that the name of the country, the purpose of the visit and address
while on leave is mentioned in the leave application.
 Competent authority in this case shall be the Managing Director of
the Company.

5.8.3 STUDY LEAVE

All confirmed permanent employees can avail the facility of leave for study
purpose.
22 | P a g e
 Workmen Category:
The workmen who are desirous of proceeding higher study in the
relevant discipline in which he is working shall apply, through proper
channel, to the Director (Personnel) indicating the course of study, the
duration, institution and the probable month and year by which the
course will commence and complete by the 31st December every year
for a course commencing in the following calendar year. The number of
workmen who will be granted study leave is limited to 3 in a year
subject to following terms and conditions: -
 Study leave will be granted for a period normally prescribed by
the Polytechnic/Engineering College/ recognized institute for a
course of study, the qualification of which is approved by the
Government/ University which shall be a higher qualification
than what is prescribed for the post held, in the relevant
discipline in which he/she is working.
 The workmen who has been granted leave shall not be entitled to
receive any salary and allowances of any kind. Workmen will not
be eligible for annual increment during the above period. The
period the workmen is on study leave will not be counted for
calculation of any kind of leave etc. In the case workmen
voluntarily or otherwise discontinues his study with or with out
intimation to the Management, it will be deemed that the
absence period is unauthorized and will be counted for the
purpose of break in service.
 The workmen so granted study leave shall execute a service
bond, prior to proceeding on study leave, to serve the
Corporation for an equal number of completed months, on the
resumption of duty after study or alternatively pay, liquidated
damages in case of discontinuation of study/leaving employment
in between.

23 | P a g e
 Executive/Supervisory Category
An employee may be granted study leave for higher studies solely at
the discretion of the Management. Following are the types of study
leave admissible.
Study leave for higher studies sponsored by Company
Company may sponsor an employee for the following courses.
 Two year M. Tech (or M. Sc) at IIT/IISC with
computers/electronics specialization.
 One year MS at IIT.
 Any other course the Management may decide based on
requirements from time to time.

General conditions
 For all one year programmes the candidates should have put in a
minimum of 3 years continuous service with Keltron excluding
training period.
 For nomination to the two year programmes the candidates should
have put in a minimum of 4 years continuous service with Keltron
excluding the training period.
 The field of specialization of study shall be in the relevant branch of
operation or the specialization could be of special interest to the
organization.
 Sponsored candidate shall be paid 75% of the salary as stipend
(Basic + DA). No other allowance shall be paid to the nominees.
 They shall not be entitled to any other benefits like leave, bonus
etc., for the period of study leave except that there will be no break
in service.

24 | P a g e
  Candidates nominated for one year studies will have to sign a three
year bond to serve the company after completion of studies. In case
of his not serving the company after studies he will have to return
to the company all the money the company spent on him during the
training period/stipend paid by the Company and compensation as
decided by the Management. In addition to the normal guarantees,
a fidelity bond will have to be paid by the employee himself.
 In the case of two year programme the employee will have to
execute a bond to serve the company for four years after completion
of the course and if he fails he will have to return to the Company
the money the Company spent on him plus Rs. 10, 000/- as
compensation. In addition to the normal guarantee, a fidelity bond
will have to be furnished by the employee and the premium for
which will have to be paid by the employee himself.
 Nominations to the above programmes will be based on the
requirement of the organization. Those who wish to pursue higher
studies under the above conditions should send their applications
to the Sr. Manager (HRD) before 31st December every year for
courses commencing in the following year. The applications must
be routed through their Unit/Division heads. A high level
committee constituted by MD will make their recommendations on
the basis of which final decision will be made.

Study leave for higher studies not sponsored by the Company

Where an employee secures advanced training facilities after obtaining

approval of the management, and that advance training will be of
material benefit to the company he may be allowed study leave without
pay and allowances to the duration of the course of study.

25 | P a g e
 Evening Courses:
An Employee who wish to pursue his higher studies by way of
attending the evening courses after the office hours conducted by the
approved institutions, shall obtain NOC from the Head of the
Corporate HR Department. Application along with relevant documents
for this purpose shall be submitted through proper channel. This is
also applicable in the case of employees engaged as casual labourer/
contract basis.

Note: All cases for grant of study leave for taking up studies/ undergoing
training etc. will be processed by Corporate Human Resources
Department.

6. OVER TIME

Overtime wages will be paid in accordance with Section 59 of the

Factories Act 1948. Overtime shall be resorted to only in exigencies of
work with the prior approval of the Competent Authority.

Eligibility for availing overtime wages: -

If a worker works for more than nine hours in any day or for more
than forty eight hours in a week in respect of overtime work, he/she is
eligible for overtime wages at the rate of twice his ordinary rate of
wages.

7. COMPENSATORY OFF ([Link])

Employees (Supervisory/Executive), who are working in the company

beyond their normal working hours with the approval of the competent
authority, are eligible to avail [Link] within a period of 30 days. This
time period can be extended in case of exigencies of work subject to
the approval of the Unit/Office Head.

26 | P a g e
 General Conditions

7.1 Employees who are working beyond the normal working

hours/holidays with the approval of the competent authority are
only eligible for [Link].
7.2 Such approval shall be obtained from the Department Head before
commencing the work or in case of any exigency, ratification shall
be obtained within the next working day after the day in which the
work is performed.
7.3 A minimum of one hour (either in the morning or evening shift) is
required for claiming [Link]. Beyond one hour, an employee can
claim every 15 minutes spend on work and so on.

8. SHORT LEAVE (SHL)

All categories of employees including Apprentices will be permitted to

avail SHL during the working hours. SHL will be sanctioned only for
urgent and unavoidable reasons.

General Conditions

 The minimum and the maximum period of SHL, an employee can

avail at a time will be limited to ½ hour and 2 hours respectively.
After the first half hour SHL will be accounted in multiples of 15
minutes.
 SHL will be granted only at the beginning or closing hours of
morning/afternoon shifts of the work of the concerned employee.
 No. of chances for availing SHL in a calendar month has been limited
to four.

27 | P a g e
  For availing SHL, prior permission is required.
 When an employee avails SHL at the beginning of the work, he is
expected to apply for the SHL on the previous working day and
ensure that the leave is sanctioned by the Sanctioning Authority.
 In case of any exigency the concerned employee shall apply for the
SHL as and when the employee reaches the office after availing the
short leave.
 An employee shall punch out while leaving the office/factory
premises and punch in at the time of return. The security concerned
need to ensure this.
 SHL can be adjusted against CL or [Link] at credit.
 Adjustments of SHL against CL or [Link] will be done only based on
the request of the concerned employee through proper channel.
 If the employee fails to submit the request or no CL or [Link] is
available in credit, deductions will be made without any intimation
as per the provisions of Payment of Wages Act.
 The balance hours if any, after adjustment against casual
leave/compensatory off will be deducted automatically.
 Adjustment against compensatory off will also be on a quarterly
basis subject to its availability.

8.1 Rules for adjustment of SHL against CL:

 SHL can be adjusted against CL in multiples of ½ CL for every

four hours of SHL on a quarterly basis in a calendar year subject
to availability of leave. For example SHL availed in January,
February and March is to be adjusted by March and so on.

28 | P a g e
 8.2 Rules for adjustment of SHL against [Link]:

 Employees who are working in the company beyond their normal

working hours with the approval of the competent authority, are
eligible to avail the facility of adjusting such working hours against
the SHL availed by them within the period of expiry of [Link] i.e.;
within a period of 30 days.
 A minimum of one hour (either in the morning or evening shift) is
required for claiming [Link] and its adjustments against SHL.
Beyond one hour, an employee can claim every 15 minutes spend on
work and so on.

9. GRACE TIME

 All categories of employees are allowed a grace time of 90 minutes

in a month to compensate the late coming due to traffic or for other
reasons as spread over for IN punch during the entire month.
 Grace time cannot be combined with SHL. However, grace time can
be availed after lunch intervals as well, while the employees are
punching in after half day leave.
 Time availed by the employee over and above 90 minutes of grace
time will be treated as short leave /half day leave as applicable as
per rules.
 Those who report for duty well in time on all working days and do
not avail of such grace time at all as mentioned above may carry
forward the 90 minutes (1½ hrs) to the succeeding month and avail
the same at one stretch on any day of that month either at the
beginning or closing hours of morning/afternoon shifts. Only
employees present on atleast 20 working days in a month will be
entitled for this facility.
 Carry forward of 90 minutes cannot be clubbed with the grace
time/short leave of the current month.

29 | P a g e
 10. DUTY PASS

All categories of employees including Apprentices/other type of Trainees

who go out on official duty are required to obtain a Duty Pass duly
approved by the sanctioning authority.
The concerned employees can proceed out of the premises of the
factory/office only after verification of the approved Duty Pass by the
Security Personnel at the Gate/Entrance.

At the time of return the concerned officer of the Time Office shall verify
the timings in the Duty Pass with that of the actual punching of the
employee concerned. In case of employees going on duty, before coming to
the Company, Duty Pass shall be approved as and when the employee
reaches the Company.

9.1 Special Duty Leave

Employees of the Company who are bearing the position of Secretary of

Keltron Employees Co-operative Credit Society and Keltron Employees
Consumer Society are eligible for Special duty leave of 100 hrs/60 hrs
respectively on a monthly basis subject to the following conditions,

 The leave will be sanctioned only for Society Activities.

 The leave shall be sanctioned by the Department Head or the
next Officer-in-charge in his absence.
 The sanctioned leave shall be submitted to the Security at the
gate of the Factory/Office.
 Concerned Time Office shall monitor the usage of hours as
Special Duty Leave.

30 | P a g e
 11. Procedure for regularisation of attendance

All categories of employees including Apprentices/Advanced Trainees/

Other Trainees shall record their attendance by punching „IN‟ and
punching „OUT‟ on the biometric punching machines installed at the
factory/office premises.

However in the following circumstances attendance of the employees can

be regularized.
 In the case of an employee who forgets to bring the punching card,
attendance can be regularized by marking their attendance in the
Biometric punching machine installed exclusively for this purpose.
 In cases where employees having punching card forgets to punch or
whose punching is not recorded in the punching machine,
regularisation can be allowed only by submitting a written
application with proper justification to the Head of HR Department
through proper channel for approval. Only after obtaining the
approval, the attendance of the employee concerned shall be
regularized by the concerned Time Office.

The number of chances for attendance regularization is limited to four for

a period of three months for non marking of attendance by either of the
means mentioned above.

31 | P a g e