Objective

This policy outlines the leave entitlements and procedures for employees following Sri Lankan labor law, ensuring work-life harmony and adherence to legal regulations. This company leave policy applies to all current employees of the company.

Types of Leaves

Casual/ Sick Leave (C/S L)

Eligibility: Employees who have been in the employment contract and from the second year.

Entitlement: 07 days per year.

Carry Forward: No. Casual leave cannot be carried forward to the next year.

Conditions:

• On the first year of employment, entitled to one casual leave for every two completed months of service.
• Can be availed for personal reasons, illness, or emergencies.
• Casual leaves cannot be taken for more than 3 consecutive days.
• Medical report must be submitted if medical leave exceeds 3 days.

Annual Leave (AL)

Eligibility: Employees who have been in the employment contract and from the second year.

Entitlement: 14 days per year from second year onward.

Carry Forward: Yes, up to a maximum of 14 days.

Conditions:

• 14 Days if employment began between the 1st of January – the 31st of March
• 10 Days if employment began between the 1st of April – the 30th of June
• 07 Days if employment began between the 1st of July – the 30th of September
• 04 Days if employment began between the 1st of October – the 31st of December
• Annual leave can be taken for reasons where you can pre-plan your time off. Should be planned and applied for at least 1 week in advance.
• Annual leave must be taken as two sets of 05 days each. The remaining 04 can be used as casual leave.
• Annual leave can be either carried forward to the next year or settled off at the year's end.

Maternity Leave

Eligibility: Employees who have been in the employment contract and from the second year.

Entitlement:

• For the First & Second child – 84 days of paid leave (14 days pre-confinement and 70 days post-confinement).
• For the Third child - 42 days of paid leave (14 days pre-confinement and 28 days post-confinement)
• If both previous children were not alive – 84 days paid leave

Conditions:

• Must be applied for with a medical certificate confirming the expected delivery date.
• Additional unpaid leave can be requested, subject to approval by management.

Paternity Leave

Eligibility: Male employees who are fathers of newborn children.

Entitlement: 3 days of paid leave.

Conditions:

• Must be applied for within the first month after the birth of the child.

Statutory Holidays

Eligibility: All employees

Entitlement: For Sri Lankan Employees - As per the Sri Lankan labor law, employees are entitled to 8 mercantile holidays per year; additionally, New Year Day, Ramzan Festival Day, Hadji Festival Day, and Deepavali Festival Day will be entitled.

Conditions:

• If an employee is required to work on a public holiday, a compensatory leave day will be provided.

Public Holidays

Eligibility: All employees.

Entitlement: As per the Sri Lankan labor law, employees are entitled to all Full Moon Poya days per year, excluding Poya days that fall in the following months of January, April, October, and December.

Conditions:

• If an employee is required to work on a public holiday, a compensatory leave day will be provided depending on the PM’s request.

Short Leave

Employees are allowed a maximum duration of 02 hours for short leave. If your total working hours fall below the minimum work hour calculation, it will be considered as mentioned in the attendance policy (GP-2).

Late Arrival

Employees may arrive up to half an hour after the designated office starting time of 08:30 AM but must be covered within the total working hours.

Early Departure

Employees are permitted to take early departure up to half an hour before the designated office closing time of 5:30 PM but minimum working hours must be covered.

Leave Application Procedure

• All leave requests must be submitted through the company's HR portal to the HR department after getting verbal confirmation from the reporting/ project manager.
• The leave application should include details such as the type of leave requested, dates of absence, reason for leave, and any supporting documentation if applicable. Leave applications should be submitted well in advance.
• Leaves will be subject to approval based on project timelines and management discretion.
• Emergency leave should be communicated immediately, and approval must be obtained post-absence if prior notification is not possible.

General Guidelines

• Leaves must be approved by the project manager(s) before seeking approval from management, and unapproved leaves are considered as no pay. The same for each individual needs to get permission from the manager to whom you are reporting. (Ex. Project managers must get approval from the Delivery manager and Support officers get approval from the Marketing manager.)
• If you take a medical leave for more than three days, you will be requested to provide medical certificates.
• The remaining annual leaves of the year will be either carried forward to the next year or settled off at the year's end.
• WFH will not be encouraged; approval is based on the severity. WFH will be calculated as one-third of a full-day leave and any no pay will be deducted in the same month. If we find that the employee is unavailable during this time, it will be considered unapproved leave and will result in no pay.
• During the probation period and for interns, employees will be entitled to 01 leave day per month. Any unused leave can be carried forward to the next month if not taken in the previous month which can be only utilized within that period.
• Employees in the notice period can take up to 02 leaves per month, as long as they have enough leave balance.
• Employees are expected to plan leaves in advance to minimize disruptions in work.
• Continuous absenteeism without prior approval may result in disciplinary action or unpaid leave status.

No-Pay Policy for Exceeded Leaves

Exceeding Leave Limits: If an employee exceeds their allotted leave days, the excess days will be considered "no-pay" days.

• No-Pay Calculation:The daily rate is calculated by dividing the employee's monthly salary (including basic salary, allowances, and bonuses) by the number of working days in the month.
• No-pay amount is determined by multiplying the daily rate by the number of exceeded leave days.

Effective Date: No-pay deductions will be applied starting from the 28th of each month for all exceeded leave days taken on or before the 27th of that month.

• Salary Impact:Basic salary, allowances, and bonuses will be reduced proportionally for each no-pay day.
• This may result in a decrease in overall monthly earnings.