Defined by Excellence

Information Systems (P) Ltd

Modus Leave Policy for Employees

 Modus Leave Policy for Employees

TABLE OF CONTENTS

1. Introduction ....................................................................................................................... 3
2. Scope of Document ............................................................................................................ 3
3. Leave and Loss of Pay rules .............................................................................................. 3
4. Compensatory Off (Comp Off) .......................................................................................... 4
Specific Rules on Compensatory Off ................................................................................... 4
5. Loss of Pay ......................................................................................................................... 5
6. Scenarios ............................................................................................................................ 5
7. Maternity and Paternity Leave .......................................................................................... 6
8. Long Leave ......................................................................................................................... 6
9. Leave Accumulation and Encashment............................................................................... 6

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1. Introduction
The purpose of this document is to give a detailed view about the attendance, leave and loss of
pay policies for employees at Modus. This document contains the envisaged and known leave
scenarios and conditions. The document tries to attend almost all possible scenarios. However,
if any special condition that are not covered by this document, it will be the management’s
discretion to take the decision in such scenarios and if found applicable to all employees, this
document will further be improvised and communicated.

2. Scope of Document
This document is applicable for the regular employees of Modus. Consultants, contract
employees and any other third parties who are not on the rolls of Modus as mentioned above will
not be covered in the scope of this document.

All Modus employees, whether they belong to software delivery team or HR or Admin or any
other department within Modus Information Systems (P) Ltd will be covered by this leave policy
document.

This document will define the policies around Earned Leave, Loss of Pay, Comp off
(Compensatory Off), Long Leave, Maternal Leave, Paternal Leave.

3. Leave and Loss of Pay rules

“Leave is not a privilege; it is subject to approval”

An employee has earned leaves in his/her credit doesn’t mean that the leave can be availed. The
leave must be approved by the organization process. For different departments there are
different processes. Employee should adhere to the process applicable to his/her department.

1. Modus employees are eligible for 4 leaves in a quarter.

2. Employees who have completed 5 years in Modus are eligible for 5 days EL (Earned
Leave) in a quarter.
3. Leaves get credited for the quarter to the employee on joining
4. The leave quarters are Apr to Jun, Jul to Sept, Oct to Dec and Jan to Mar.
5. If the employee joins between 1st and 15th of a month, the employee gets full leave
credit for that month.
6. If the employee joins between 16th and month-end, there will be no leave credit for that
month. For the rest of the quarter, they will be eligible for 3 leaves.
7. The leaves thus credited are called Earned Leaves (EL)
8. If the employee avails leave before the credit of any earned leave, or more than the
earned leave credit then it will be treated as ‘Loss of Pay’.
9. For availing leave the employee should take approval from his/her Reporting Manager
in advance by email.

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10. For those working with customer, the mail approval from the customer SPOC must be
attached while taking approval from their respective Modus reporting managers
11. In case of emergency, the intimation can be made over phone to the Reporting Manager
before 9:30am marking the Reporting Manager, accounts team(Modus Accounts
[email protected]) and HR ([email protected]) and any
others who would have to be informed
12. Any sick leave beyond a period of 3 days must accompanied with a doctor certificate
and prescription
13. If an employee has leave credit but has not taken approval, it is considered as Loss of
pay.
14. If an employee has taken approval but there is no leave to their credit it will be
considered as Loss of Pay.
15. If a Trainee Software Engineer has taken Loss of pay, then his/her probationary period
will be extended by the number of days of LOP. Exceptions to this must be approved by
both Head of Delivery and Head of HR. But such approvals will have impact on the salary
of the subsequent months and appraisals.
16. If a Software Engineer/ Senior Software Engineer have ‘Loss of Pay’ then his/her
Promotion and increment will be postponed to the extent of the number of days of LOP.
No Exceptions to this clause.

4. Compensatory Off (Comp Off)

Employees are eligible for 5 days week working in offshore projects. Employee holiday/weekend
calendar will be applicable for those working on Bank’s onsite/offshore projects. Comp Offs are
given as a compensatory for the employee for their work—life balance, for any extra days
worked beyond the above working days specified. This section describes the rules around comp
off policy.

1. Comp off is provided to employees who work on holidays as per the request of the Project
requirement, adhering to customer holiday calendar or request from Project Manager owing
to crisis situations in the project.
2. Any employee voluntarily working on a holiday will not be eligible for comp off.
3. An employee who has not completed the assigned work during the assigned period, if
forced to complete the assignment on holidays, are also not eligible for comp off.
4. The employee must have swiped in and out on the holiday that he/she is working. The
attendance record should show the employee’s presence in office for a minimum of 9
hours. No leave regularization will be entertained in the system
5. The comp off must be approved by both delivery team project manager as well as HR lead.
6. Delivery team Project Manager should approve the need of employee coming to office on
aholiday.
7. The comp off is credited to the leave account of the employee upon approvals.
8. There is no compensatory leave policy for onsite working for which there is regular need,

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for e.g., 24/7 support. Due to situation in project, if an employee must work at onsite on a
holiday, it is advised to make sure that the employee takes a day off in the subsequent week.
This must be discussed with onsite project manager and client and agreed. In case of
disputes, it can be discussed with next level reporting manager (onsite or offshore) and/or
HR.
9. Accumulation of comp-off for planned long absence of work or vacation is not allowed.
However, if the project requirements are as such, the Project Manager or Client must write
to HR and/or Delivery Head giving the reasons for such instances

Specific Rules on Compensatory Off

1. The comp off that is credited in half-year must be availed by the end of the next half-year.
2. An employee can accumulate up to 12 days of comp off at any point of time.
3. Any comp off beyond 12 days will lapse if not availed.
4. Comp-offs are only for past or current day worked and cannot be claimed in advance for
future days of working.
5. Few scenarios have been provided so that employees are clear about the comp off
guidelines
• Scenario 1:
If an employee is credited Comp off in the month of April-September, then he/she can
avail it in April-September or must avail it in the next half-year i.e., October-March, such
comp-offs will lapse and not exceptions will be given.
• Scenario 2:
If an employee is credited Comp off in October-March, then he/she can avail it in October-
March or must avail it in the next half-year i.e., April-September else it will lapse.

6. Loss of Pay
This section describes the rules around Loss of Pay in details.

1. The Loss of Pay leaves are highly discouraged in Modus.

2. Trainee software engineers’ confirmation will be delayed to the extent of number of days of
‘Loss of Pay leave’ that he/she has availed.
3. The promotions increments and commitment period can be delayed to the extent of number
of days of ‘Loss of Pay leave’ that he/she has availed.
4. There can be an exception in LOP conditions for the confirmation, promotion or increment
based on the approval from both Head of Delivery and Head of HR in case of genuine reasons.

7. Scenarios
This section provides a few scenarios so that employees are clear about the policy guidelines
in various scenarios.

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• Scenario-1: If an employee joins in the start of the quarter.

Assume an employee joins Modus on 1st of Oct. On the joining date itself the employee gets a
leave credit of 4 days for the quarter Oct-Dec. These leaves can be taken any time after 1st of
Oct. If the leaves are not taken the same will be carried forward to next quarter and so on.

• Scenario-2: If an employee joins within the first 15 days of the quarter.

If the employee joins any date between 1st Oct and 15th Oct, even in this case he/she gets a
leave credit of four leaves for the quarter. These four leaves can be taken any time after the
date of joining.

• Scenario-3: If employee joins in the first month of the quarter, but after 15th.

If the employee joins between 16th Oct and 31st Oct, he/she does not get leave credit for Oct.
For the quarter Oct to Dec, 3 days leave will be credited.

• Scenario-4: If an employee joins in the middle of the quarter

If the employee joins between 1st of Nov and 15th of Nov, he/she gets 3 days of leaves for the
quarter.

8. Maternity and Paternity Leave

Women Employees who have worked for period of at least 80 days in the past 12 months is eligible
for Maternity leave. The employees are eligible for 26 weeks (including weekends and holidays in
between) of maternity leave. 8 weeks before the delivery and 18 weeks after the delivery for first
two children. Probation/Commitment period will be extended to the extent of number of days of
total leave taken Any Male Modus employee who has completed two years of service is eligible
for Paternity leave for two days

9. Long Leave
This section describes the rules around long leave in detail:

1. An employee can avail long leave up to a maximum of three months, with the approval
of Head of delivery and Head of HR, only in exceptional circumstances.
2. During the long leave there will be no salary paid or any other company benefits will be
provided.
3. For promotions, increment and commitment period, long leave will not be considered as
experience.
4. Official email will be sent to the employee about exact duration of the long leave and
the date to join back.
5. If the employee doesn’t join back on the due date, the employment will discontinue
6. Allowing long leave is at the discretion of the management and reasons for allowing or
not allowing a long leave may or may not be disclosed.

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10. Leave Accumulation and Encashment

This section describes the rules around leave accumulation and encashment in detail:

1. An employee can accumulate up to 30 days of earned leave at any point of time.

2. Any earned leave beyond 30 days will lapse if not availed.
3. Encashment of leave is permitted only at the time of separation from the company.
4. The maximum encashment permitted will be 15 days of leave.
5. Encashment of leave will be only the Basic and DA components. The other components willnot
be considered for encashment.

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