hrapp leave policy

HR Leave policies and best practice

Surya Kumaran HRAPP, leave, Leave Policy, top 10 payroll software Leave a Comment

Through leave management, you can seek a balance between supporting employees well-being and taking firm, fair action against sick pay abuse. A wide range of established methods can help you measure leave, understand how it’s affecting your business, and manage it effectively.

hrapp leave policy

Every company needs a leave policy that is exclusively fitted to its need and culture. There are in like manner statutory measures from the organization that ought to be thought about. A not too bad leave approach is fundamental, easy to oversee, sensible for all social events and pleasing with the statutory essentials. Delegates ought to be made aware of the Leave Policy. HR needs to ensure that the same should be interested in them when they have to check for benefitting of any leave.

A leave approach has the accompanying segments:

  • Distinctive leave sorts which a representative can benefit
  • Different standards for each of the leave sorts
  • End of the week strategy
  • Occasions list

A few associations may have distinctive arrangements of approaches for various classes of workers. For instance, students, probationers or contract specialists may have approaches not the same as perpetual staff. Or there will be consequences, this could contrast on representative levels or review. In such circumstances, various leave plans must be formulated with various strategies.

Leave Types

Organizations have the following types of leave apart from general holidays:

  • Paid leave (PL, also called as privilege leave PL)
  • Sick leave (SL)
  • Casual leave (CL)
  • Leave without pay (LWP)
  • Maternity leave (ML)
  • Paternity leave
  • Compensatory Off

hrapp leave-of-absence-request

Apart from leave types (PL & SL) that are mandated by the labor laws, it is up to the organization to decide what types of leaves will be given to its employees. At one extreme, there are organizations that allow only those leaves that are required for statutory compliance and not a day more. At the other extreme, you may have organizations that have a one line policy that says “take leave whenever you need it!”.

Most organizations fall somewhere in between these. HR needs to ensure that all leaves availed by the employee are tracked. They would also need to track leave cancellations done.

Leave Rules

Once you have identified the types of leave an employee can take, you need to define various rules for each leave type.

  • Grant/entitlement—quantum of leave to be granted, how often and when.
  • Frequency—how often an employee can avail a leave, limits, restrictions, etc.
  • Eligibility—who is entitled to this type of leave.
  • Approvals—who can approve and approval limits.
  • Year end activity—carrying forward of leaves up to a maximum limit, lapses, etc.
  • Clubbing & covering rules for intervening weekends or holidays.
  • Encashment
  • For  Sick Leave, Maternity Leave, etc. additional documentation to be maintained. HR needs to ensure that all documents are available.

Weekend Policy

A weekend policy states the days when employees can take their weekly off. Again, there are labor laws that mandate the minimum requirements. Paid weekly offs are relevant for leave computation.

  • 5 day week—Saturday and Sunday are off.
  • 6 day week—only Sunday is off.
  • Second Saturday off (apart from Sunday).
  • Alternate Saturday off (1st, 3rd, and 5th Saturdays are working in a month).

Holiday List

hrapp holiday

Every organization needs to declare a list of holidays for a given calendar year. This list may vary from one location to another and an organization may have multiple lists for their employees in different locations. Again the holiday list is important for leave computation.


The statutory laws are diverse and vary from state to state and by industry type. You have the Factories Act for manufacturing industries, the Shops & Establishment Act for others and so on. It is recommended to seek out the advice of a labor law expert to be fully compliant with the statutory requirements for your industry.

Recipe for a good leave policy

hrapp leavepolicy

In India, the Factories Act – 1948, and the state-level Shops and Commercial Establishment Acts principally govern the business of leaves.

While scripting the leave policy, the HR Head must:

  • Affirm applicability of laws. This is important as each Indian state has a Register of Leave, which must be maintained, under the relevant state’s Shops and Commercial Establishment Act.
  • Gather sufficient data on industry norms, leave practices followed at key competitors’ workplaces.
  • Understand nuances of the local culture. For example, a branch office may be located in Kerala where all Malayalees celebrate Onam (the harvest festival) and Vishu (the new year) irrespective of their religion! In such instances, Onam and Vishu may be included in the leave policy as Restricted or Regional Holidays only for employees based out of Kerala.

Review of policy

Once a draft policy is ready, the HR Head should obtain the considered views of the key stakeholders, i.e. senior management team members and a few trusted industry HR veterans. After making suitable changes, the HR Head should get the final consent of these stakeholders.

The final leave policy document should carry the signatures of the MD/COO and the HR Head before its communication to the employees.

Important questions to answer

Answering the following questions would help the HR Head structure the leave policy that is appropriate to the workplace and company’s needs:

  • What does this policy endeavor to achieve in my company? Does the policy ensure that employees ‘earn’ their leaves only after their probation period? How do I ensure that employees don’t take too many leaves and then exit the organization earlier than expected? Does the leave policy ensure fair and uniform rules for all employees? What message does it convey?
  • What kind of policy and procedures would support the growth of the desired work culture?
  • How will I monitor its implementation?
  • Will this policy influence my company’s ability to attract quality candidates and the company’s brand image? If yes, how?
  • Will this policy foster the values of the company? For example, if the company has an ‘employee-first’ philosophy of ‘care and concern’ as a value, it might want to have a leave policy that reflects this philosophy and value. The CHRO can involve employees too while drafting the policy.
  • How would this policy affect the business performance? This is an important question, especially when the company wants to introduce a new, non-statutory leave (for example, bereavement leave).
  • What could be the potential business impact of this policy? Will employees abuse friendly leave policies? If leaves are not granted on time, will that hurt employee loyalty? If approval process is not defined clearly or doesn’t happen fast, how can HR intervene?
  • Will you or won’t you allow encashment? Some companies encourage time-off in lieu of encashment, whereas others’ business does not allow them to do so.

The CHRO while introducing a new type of leave, beyond statutes, must ensure review of industry norms and the impact of the proposed leave on the workforce’s availability, cost, and motivation.

Many times, HR professionals tend to succumb to the ‘popularity’ syndrome and pay inadequate attention to the long-term implications of the proposed leave. Being an industry leader in employee-related practices is always good but not without ensuring sustainability of the business.

Key ingredients of a good leave policy

The following are key ingredients that constitute a good leave policy:

  • Objective – This captures the intent of the policy. Typically, it would say, “To define the entitlements, procedures, and guidelines for employees to avail leave.”
  • Scope – This section limits the beneficiaries of the policy. Largely, the scope would state that “This policy is applicable to all the employees on permanent rolls of the company, including trainees, probationers, and apprentices.”
  • Eligibility – This is customarily a table showing:
    • Types of leave
    • Annual entitlement/quota of each leave type
    • The number of times (occasions) a specific leave can be availed
    • Quantum of leave applicable per occasion
    • Minimum/maximum duration of the leave
  • Procedure – This section specifies how employees can avail their leaves. It is the sequence of actions to be taken by the employee, reporting manager, reviewing manager (in specific circumstances) and the HR department.
    Note: A prolonged approval process, by design or by practice, could imply bureaucracy and to an extent, lack of delegation and trust.
  • Guidelines – This is a detailed section that covers:
    • Leave accrual process
    • Certain mandatory provisions (especially, for privilege/earned leave in terms of the minimum number of leaves that can be availed in a year)
    • Accumulation limits for each type of leave
    • Encashment criteria, including applicable income tax
    • Provisions for prefixing/suffixing leaves with holidays
    • Treatment of intervening holidays
    • Documents required
    • Leaves that can be carried forward or not to the next leave year
    • Impact on notice period, if any, during a separation from the company

Exceptions – This section is generally added at the end of the leave policy and stereotypically says, “Any exceptions to this policy requires the approval of the HR Head or MD/COO.”
The HR Head must distinguish clearly between a policy and a procedure (sequential instructions) while structuring the leave policy. The policy is “the what and the how many” and the procedure is “the how to.”

Features of a good leave policy

hrapp leave
You can identify whether a leave policy is good if it incorporates the following features:

  • It incorporates the effective date, revision number, and revision date.
  • It is logically divided and has numbered sections.
  • It has the name of the policy clearly written on each page.
  • It has a contemporary (technology-enabled procedure, new types of leaves, mobile-friendly, etc.) approach.
  • It has a clear, straightforward language that is easy to understand and remains consistent throughout.
  • It has short and precise sentences without any typos.
  • It has keywords, which are well defined to ensure zero ambiguity.
  • It is bilingual (at the very least); it is displayed in English and in the local language spoken by the bulk of the employees. This aids in the meaningful communication of the policy.
    Note: For legal purposes, the English version of the policy will be the primary reference.
  • It safeguards the company from potential claims.
  • It has a defined review and audit period, which is generally once in two years (usual review period for all HR policies).
  • It requires employees to provide their contact details during their leave period.

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