Leave Policy

1. Objective
XL recognizes that a productive workforce is critical to the success of the organization. Holidays
and leaves are designed to allow regular time off from work hence maintaining an effective
work-life balance.

2. Scope & Eligibility

All the employees under the management of vidaXL Services Private Limited.

3. Definitions & Abbreviations

L = Leave
HDL = Half Day Leave
SL = Special Leave
PL = Paternity Leave
ML = Maternity Leave
LWP = Leave without Pay
C-off = Compensatory Off

4. Policy Details
4.1 This policy describes various kinds of leave.
a) Leave
b) HDL
c) Special Leave
d) Maternity Leave
e) Paternity Leave
f) National Holidays and Festival Holidays
g) LWP
h) C-off
4.2 Leave (L):
a. leave entitlement and the accrual rates:

Leaves
Entitlement Accrual Rate per Month
24 2

i. Leave will be credited in advance on the 1st of every month. For the month of Joining,
leave accrued will be as follows:
➢ If a person joins on or before the 15th of the month, leave accrued will be for
the full month
➢ If a person joins after the 15th of a month, leave accrued will be 1
ii. For the month of Separation, leave will be accrued will be as follows:
➢ In case the employee has worked for 15 days in a month, leave accrued will be 1
➢ In case the employee has worked for 16 days or more in a month, leave accrued
will be for the full month
b. Employee can avail leave only if, there is leave balance in the employee’s account. Leave
should be approved by the reporting Manager via email to proceed on leave.
c. Leave should be applied at least two working days in advance and can be availed only
with prior approval. Except in emergency situations or prolonged illness; else it would be
treated as unauthorized absence and marked as LWP.
d. Carry Forward and Accumulation:
i. Employees can carry forward and accumulate unutilized leaves. The maximum
leave accumulation limit is 30 days.
ii. Leave balance will be reconciled on 31st Dec of every year, and any accumulated
leave above the maximum carry forward limit will lapse.
e. Encashment
i. Encashment of accumulated leaves will be done on 31 st Dec of every year, and
up to a maximum limit of 8 days. Leave encashment must be approved by HR
Manager.
ii. Leave encashment will be computed on Gross salary as on 31st December of the
previous year.
 iii. All calculations for encashment or recovery of leave would be done on monthly
Gross Salary applicable at the time of such calculation:
Encashment Amount = (Gross Salary / 30) * No. of leaves
iv. The Income Tax laws as applicable will govern leave encashment.

4.3 Half-Day Leave (HDL)

a) Employees can avail of Half Day Leave only if he/she has sufficient Leave balance.
b) Minimum of 4.5 working hours is required to avail Half Day Leave.
c) Any approved Half Day Leave will be deducted from the available leave balance of the
employee.

4.4 Special Leave (SL)

 Each employee is entitled for 1 day of special leave per year and can use it for any
special occasion (Self, Spouse and Child Birthday & Anniversary).
 Half day leave will not be allowed for this special leave.
 Encashment or Carryforward of this leave is not permitted and if it is not used will be
lapse at the year-end (December).
4.5 Maternity Leave (ML) – As per Maternity Benefit Act
a) This leave is granted on full pay for up to 26 weeks for the first two children and can be
availed approximately 8 weeks before and 18 weeks after delivery at a stretch. A female
employee having two or more than 2 surviving children shall be entitled to get 12 weeks
maternity leaves of which not more than 6 weeks shall precede the date of her expected
delivery. The confinement must be certified by an approved medical practitioner.
b) In case of miscarriage, medical termination of pregnancy, still born, a female employee
would be entitled for 6 weeks leave with full pay immediately following the day of her
miscarriage. A certificate from a registered medical practitioner must be submitted in
this case.
c) In case of Tubectomy operation, a female employee would be entitled for 2 weeks leave
with full pay immediately following the day of her miscarriage. A certificate from a
registered medical practitioner must be submitted in this case.
d) Employee suffering from illness arising out of pregnancy, delivery, premature birth of
child or miscarriage, medical termination of pregnancy or tubectomy operations shall,
 on production of such proof certified by an approved medical practitioner, be entitled
for leave with wages at rate of maternity benefits for a maximum period of one month.
The entitlement for leave will be subject to validation of the medical certificate or
document and approved by Reporting Manager and HR Manager.
e) While on maternity leave, the employee will continue to be governed by vidaXL India
and other rules and regulations of the company including confidentiality obligations. The
employee should not be involved in any other employment during the period of
Maternity leave nor should the employee indulge in any activity which may constitute a
conflict of interest with vidaXL India. Failure to comply with the terms of vidaXL India
policy and the other rules and regulations of the Company may result in vidaXL India
forthwith terminating the employment of the employee for cause.
f) Rejoining post Maternity: Employee will get in touch with the HR manager at least 30
days prior to the completion of her maternity leave to either rejoin.
g) Action in case of failure to rejoin on the designated date – In the event the employee
fails to rejoin the work either after completion of paid maternity on the prescribed date;
it shall be considered as abandonment from the services of the organization and the
Company may initiate “Abandonment of Duty” process and separate the employee from
the organization after following the due process as prescribed in the Company’s policy.

4.6 Paternity Leave (PL)

a) Paternity leave may be availed by all male employees within 120 days of the birth of
their child.
b) Eligible employees will be able to avail leave for 5 business days at one stretch with full
pay. This leave should commence within 120 days from childbirth.
c) Employees should inform the reporting manager of the intention to avail paternity leave
two months in advance to enable effective work planning. Employees are required to
produce proof of childbirth, a birthday certificate from the hospital is required.
d) Employees should communicate any change in the date of leave commencement, at
least 15 days in advance.
e) Un-availed paternity leave will lapse at the end of 120 days from date of childbirth and
cannot be encashed.
4.7 National Holiday and Festival Holiday
a) XL India will observe National Holidays and Festival Holiday and the total number of
holidays may vary from year to year.
i. National Holiday: 4 days
ii. Festival Holiday: 6 days
b) XL India will declare a list of festival holidays before the start of every year. HR Manager
would finalize the list depending on the local customs and practices and share the same
with employees through email.
c) If an employee is required to work on any of the defined national / festival holidays,
Compensatory off will be provided.

4.8 Leave without Pay/Loss of Pay (LWP)

a) An employee can avail authorized LWP for emergencies, prolonged illness, important
events, etc.
b) LWP needs to be approved by reporting manager and HR manager via email for
emergencies, prolonged illness, etc. Weekly offs and holidays falling in between LWP will
be treated as LWP.

4.9 Compensatory off (C-off)

Purpose:

The purpose of this policy is to outline the rules and regulations concerning compensatory leave
for employees of xl Services Pvt Ltd. This policy aims to ensure that employees are fairly
compensated for working outside of their standard working hours and during holidays.

Eligibility:

 When a reporting manager requests an employee may be required to work on holidays or on

weekends. In such a case the employee will be entitled to compensatory off in lieu of working
on a holiday.
 Employees must complete the compensatory leave request and obtain approval from their
reporting manager and the Human Resources department.

Computation:

Compensatory off will be computed as follows:

 Half a day of compensatory off will be credited for working a minimum of 4 hours on a declared
holiday or weekly off/weekend.
  Half a day of compensatory off will be credited for working extra hours equivalent to at least 4
hours on a working day (only for pre-approved business requirement by the
reporting/functional manager)
 Full day of compensatory off will be credited for working a minimum of 6 hours on a declared
festival holiday or weekly off/weekend.
 Traveling time to & fro from Residence will be excluded, while computing total hours for
compensatory off.
 Double day of compensatory off will be credited for working a minimum of 6 hours on a
declared National holiday.
 Full day of compensatory off will be credited during onsite travel on a declared holiday or
weekly off/weekend.

Availing of compensatory off:

 Employees must raise a request through email to the reporting manager & HR before availing
Comp-off.
 The request should be submitted at least one week prior to the availed date to plan the work
schedule.
 Individual can avail compensatory off only on the basis of its being pre-sanctioned by reporting
manager.
 Not more than 2 days compensatory off can be availed at a time in a month.
 Employees cannot club compensatory leave with any other form of leave (Special leave, leave,
Paternity leave, maternity leave, etc.), unless explicitly approved by the HR department.

Accumulation:

 Accumulated compensatory off can be used within 180 days from the date it was earned. Post
this period, the Comp Off will lapse.

4.10 Unauthorized Absence

In case of unauthorized absenteeism from duty/no information provided about the inability
to report to work for five consecutive calendar days, “Abandonment of Duty” is initiated as
per Off Boarding Process.
4.11 Calculation of the leave availed
a) Leaves will be marked for working days and any weekly offs or Holidays falling between
the Leave start date and Leave end date would be marked as Weekly offs or Holidays. In
the case of LWP, unauthorized absence, weekly offs and Holidays falling during the leave
period would be counted as LWP or Absence.
4.12 Other Clauses
a) No employee, while on leave shall take up any employment or any vocation for profit or
gain.
b) Any absence, beyond sanctioned leave will be treated as unauthorized absence and
action as deemed fit would be initiated against the employee.