FAQ Leave Policy India Ver1.

Q1 Which type of Leaves are allowed for New Entrants?

Ans. New Entrants (Trainees & Laterals) are eligible to avail Advance Earned Leave (AL), accrued Earned Leave
(EL) & Special Day Off from the date of Joining.

Q2 Which Type of Leaves can be applied in the EMpower portal?

Ans. The leave types that can be applied by employees in the portal are:
Earned Leave (EL);
Advance Earned Leave (AL);
Special Day off Birthday & Anniversary;
Maternity Leave (ML)
Paternity Leave (PL)
Loss Of Pay (LOP)
Employees would need to get in touch with the concerned HR team to apply for Adoption Leave and
Special Sick Leave (SSL).

Q3 How we can calculate the Earned Leave (EL)?

Ans. New Joinees with Date of Joining (DOJ) between 1st-15th of the month, will get an EL credit of 2 working
days on completion of the month except if the joining month is June or December where the EL credit
will only be 1 working day.

New Joinees with DOJ between 16th till the end of the month, will get an EL credit of only 1 working day
on completion of the month.

All employees get a credit of 2 days for every completed month, except for the months of Jun and Dec,
where only 1 day is credited. This gets accrued to their EL balance after every month based on the below
calculation;

E.g.: The credit for the month of Feb will happen on 1st Mar. The no. of days credited would be;

Feb month credit (Feb month full EL credit) - {(Jan month LOP/SSL/Long-term Onsite) / (No. of days in Jan)} * 2
If no LOP/SSL/Long-term Onsite2 days credit i.e. 2 (0/31) * 2 = 2
If 1 day LOP/SSL/Long-term Onsite Feb month credit 1.94 days credit i.e. 2 (1/31) * 2 = 1.94

Any AL availed, will also be deducted before the EL is credited. Weekly-offs, Paid Holidays and Special
Day-offs falling between an availed EL period, will not be counted as leave.

For employees serving notice period, leave accrual will continue till their last working day (LWD). If the
LWD is between 1st-15th of the month, then only 1 day of EL will be credited for that month. If the LWD
is between 16th till the end of the month, then 2 days of EL will be credited for that month, except if the
LWD is in the months of June or December where only 1 day EL will be credited.

Q4 What is the process of Leave Application?

Ans. The employee should login into EMpower and go to
Employee self-service > Leave & Attendance >Leave Application.
Select the appropriate leave type
Enter leaves dates
Approver will be maintained default in the portal
Enter contact details
Note for approver
Submit the leave application.

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It will prompt a message stating are you sure you want to submit the leave application, click yes
to go ahead and no for any modification
On submission of leave application, an email will trigger to the concerned manager for approval.
The manager can log onto the portal and approve the leave or the same can be approved via
internet/intranet link available in the email or through the mobile app.
Remarks for rejection of leaves are compulsory.
Once the leave is approved/rejected, an email will flow to the employee with status of his/her
leave application.

Q5 What is the maximum Advance Earned Leave (AL) entitlement and when can I apply for the same?
Ans. The maximum AL entitlement is 5 days per year. It can be availed only when there is Nil EL balance.
An application for AL can be applied only for future dates and needs to be approved before going on
leave. Else, the application would be cancelled. However, it cannot have dates from the next calendar
year.

Q6 Will I get any additional AL if I have exhausted my entire 5 days AL in one year?
Ans. Only 5 days of AL is applicable in a calendar year. The next set of 5 days AL will be available only for the
next calendar year.

Q7 Who will approve the leaves applied through the portal?

Ans. The Manager mapped in the EMpower portal will get an auto email trigger. If no Manager is mapped,
the employee needs to check in Project Connect portal or with their concerned HR.

Q8 What is the cut-off date to apply for Leave in EMpower?

Ans. The cut-off date for applying leaves in EMpower is 10th of the current month for the previous month. If
left un-regularized, it will result in LOP in the upcoming payroll.

Q9 When does EL accrual happen?

Ans. EL accrual is a monthly activity. The credit will happen on the 1st of every month for the previous month.

Q10 How many days of EL needs to be taken to claim LTA (Leave Travel Allowance)?
Ans. LTA can be claimed by availing EL of 3 consecutive days.

Q11 I am unable to apply leave in EMpower. What should I do?

Ans. An employee needs to keep some check points in mind before applying for leave in EMpower.
For days where attendance is already recorded in the portal, leave cannot be applied.
Employees can apply for leave before the 10th of the current month for the previous month
Once the dates are converted to LOP, employee will not be able to update the leave.
Employees will not be able to apply for LOP unless his/her EL balance is exhausted.
In the event of any other issues preventing the employee from applying for leave in EMpower, the
employee can directly get in touch with concerned HR team along with the approval from the Manager.

Q12 How can I cancel my Leave on EMpower?

Ans. To cancel a Leave Application an employee should go to
Employee self-service > Leave & Attendance >Application History
Select the Leave Period to be cancelled.
Select the leave record and cancel if not approved by the manager in the portal otherwise contact
concerned HR team
Leave quota will automatically get corrected once the application is cancelled.

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Q13 How many days of EL will be carried forward from the calendar year 2016?
Ans. The entire accrued leave balance as on 31st December 2016 will be carried forward into the next year,
i.e. 2017, limited to 220 days. EL beyond the mentioned limit (i.e. 220 days) will be automatically en-
cashed.

Q14 How many days of EL can be accumulated?

Ans. From 2017, only 11 days of the accrued EL balance for that year can be carried forward to the next year
with a maximum limit of 60 days. There will be a one-time encashment (automatic) of EL beyond the 60
days limit during the first year of carry forward (i.e. 2018). After which, any EL balance beyond the
maximum limit of 60 days would lapse.

Q15 How many days of EL can be accumulated at the end of the year if I have 40 days of EL as on 1st Jan 2017?
Ans. An employee can accrue a maximum of 22 days EL during the year 2017. Of this, a maximum of 11 days
can be carried forward to 2018 which will result in an EL balance of 51 days (as of 1 st Jan 2018).

Q16 How many days of EL can be accumulated at the end of the year if I have 70 days of EL as on 1st Jan 2017?
Ans. An employee can accrue a maximum of 22 days EL during the year 2017. Of this, a maximum of 11 days
can be carried forward to 2018 which will result in an EL balance of 81 (as of 1 st Jan 2018). A one-time
leave encashment of the leaves above 60 days (21 days in this case) will be done in 2018. Thereafter,
any EL balance beyond the maximum limit of 60 days would lapse.

Q17 How is Leave Encashment amount calculated?

Ans. For computation of en-cashment amount, the en-cashable leave days are converted to calendar days
(considering 30 days in a month) and Salary would mean monthly Basic salary.

E.g.: EL to be en-cashed = 10 working days = 10 * (30/22) = 14 calendar days

Monthly Basic Salary = Rs.8,000/-
En-cashment Amount = 8000 * (14/30) = Rs.3,734/-

Q18 What is the process of Leave En-cashment in EMpower?

Ans. Employees can en-cash a part of the accumulated EL during the calendar year 2017 only subject to the
following conditions:-
The employee must avail a minimum of 10 continuous days as EL.
En-cashment will be permitted only once a year for an equal number of days as EL availed.

Q19 What is meant by Loss of Pay (LOP) Leave?

Ans. A type of leave that can be availed by an employee when they have Nil EL balance. LOP will also be
applicable if an employee avails leave without applying in the portal or does not regularize the leave
before the 10th of current month for the previous month.

Q20 Which salary component is considered during LOP deduction?

Ans. All the salary components are considered during LOP deduction.

Q21 Why I got LOP for the weekend (Saturday and Sunday) even though I was absent on Friday and Monday
only? Can I reverse my LOP?
Ans. Salary being paid for a month is calculated based on the actual calendar days for the month. Hence, any
LOP taken prefixed and suffixed to a weekend/holiday shall include those days as part of the LOP
calculation. LOP cannot be reversed.

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Q22 What is the eligibility for Maternity Leave (ML)?

Ans. All female employees on rolls of the company including trainees, will be granted ML as per the Maternity
Benefit Act.

As per the Maternity Benefit Act, female employees who have put in a minimum of 80 days of
attendance (physical presence) prior to proceeding on leave are entitled to avail the ML benefit. The
leave days include weekends and paid holidays.

Q23 From when is the ML of 26 weeks applicable?

Ans. The ML benefit of 26 weeks is effective from 27th Mar17.

Those employees who are currently on ML (within 12 weeks) will also be eligible for the benefit of 26
weeks.

Q24 For how many days ML can be availed?

Ans. Eligible employees are entitled to a maximum of 26 weeks, i.e. 182 days (inclusive of weekends and paid
holidays) of leave with full pay, of which not more than 8 weeks would precede the expected date of
confinement.

If the eligible employee has 2 or more surviving children, then the entitled leave is limited to a maximum
of 12 weeks, i.e. 84 days (inclusive of weekends and paid holidays) of leave with full pay, of which not
more than 6 weeks would precede the expected date of confinement.

Q25 How to apply for ML? What are the documents we need to submit to avail ML?
Ans. Employee can apply for ML in EMpower by selecting the Leave Type Maternity Leave. This will be
approved by the Manager in the system. The employee needs to submit the necessary documentary
proof such as medical certificate from the treating doctor to the concerned HR team. The HR team will
then approve the same after verification of the submitted documents.

If there is any issue while applying the leave, the employee can get in touch with the concerned HR
team.

Q26 Can I club ML with my EL?

Ans. Yes, they can be clubbed.

Q27 Can an employee accrue EL during the ML period?

Ans. Yes, an employee will accrue EL during the ML period.

Q28 What is the eligibility for Adoption Leave?

Ans. All female employees on rolls of the company including trainees, will be granted Adoption Leave as per
the Maternity Benefit Act.

As per the Maternity Benefit Act, female employees who have put in a minimum of 80 days of
attendance (physical presence) prior to proceeding on leave are entitled to avail the benefit. The leave
days include weekends and paid holidays.

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Q29 For how many days Adoption Leaves can be availed?

Ans. Eligible employees looking to legally adopt a child below the age of 3 months, are entitled to a maximum
of 12 weeks (inclusive of weekends and paid holidays) of leave, as per Maternity Benefit Act, from the
date the child is handed over.

Q30 What is the process of availing Adoption Leave?

Ans. Employees has to submit necessary documentary proof such as deed of adoption / deed of foster care
or any other proof as may be called upon to the concerned HR team.

Q31 Are Employees deputed at onsite eligible for offshore Leave?

Ans. Employees deputed at Onsite for more than 30 days are not eligible for offshore leave.

Q32 I am onsite and I am unable to apply for leave in EMpower and unable to check my leave balance.
Ans. During the onsite deputation period (if more than 30 days), the employee will not be eligible to apply
for leaves in India, however the employee can view the leave balance during that period. There will be
no EL accrual for the period of onsite deputation.

Q33 I want to avail Paternity Leave (PL). What is the time duration allowed to avail the same?
Ans. An employee can avail the leave 1 week before the confinement/adoption date or within 3 weeks from
the child birth/adoption date.

Q34 How to apply for PL? What are the documents we need to submit to avail PL?
Ans. The employee can apply for PL in EMpower by selecting the Leave Type Paternity Leave. This will be
approved by the Manager in the system. The employee needs to submit the necessary documentary
proof such as hospital certificate mentioning the date of birth of the child with the names of parents or
legal adoption papers mentioning date of adoption along with names of parents to the concerned HR
team. The HR team will then approve the same after verification of the submitted documents.

If there is any issue while applying the leave, the employee can get in touch with the concerned HR
team.

Q35 Can I club PL with my EL?

Ans. Yes, they can be clubbed.

Q36 Is it necessary that I need to take 5 days of PL in one instance?

Ans. Yes, PL needs to be taken for 5 continuous days for it to be considered.

Q37 How many times I can apply for PL?

Ans. PL can be availed twice up to a maximum of 2 children.

Q38 Why is my PL application rejected by the HR team?

Ans. The PL application can be rejected in two events-
If the documents are insufficient
If the dates are different than the dates mentioned in the submitted documents.
In this scenario, the employee can reapply with the correct documents.

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