LEAVE FAQs
1. I am a new joinee and not yet regularized. How many leaves am I entitled to?
Ans: For faculty, a new joiner is entitled to Casual Leave and Special Casual Leave which are
credited on pro-rata basis from the date of joining to 31-Dec of the year.
For staff, a new joiner is entitled to Casual Leave / Consolidated Leave (as applicable)
which is credited on pro-rata basis from the date of joining to 31-Dec of the year.
An employee is also entitled to summer vacation (Faculty – 60 days, Staff – 30 days) as per the
following:
(i) If an employee joins after the end of summer vacation of the preceding academic year,
he / she will be entitled to summer leave on a pro-rata basis for the succeeding
academic year.
For instance, if an employee joins on 01-Sep-23, he / she will be entitled to
proportionate summer leave in vacation of 2024.
(ii) If an employee joins after the start of summer vacation of any academic year, he will
be entitled to summer leave only in the succeeding academic year.
For instance, if an employee joins between 19-May & 17-July (dates may vary by few
days) of a year, he / she will be entitled to entire summer vacation during the vacation
of the succeeding year.
2. Am I entitled to any medical leave as a new joinee?
Ans: An employee is entitled to 20 days of Half Pay Leave (HPL) on completion of 1 year of
service which may be availed as Commuted Leave. For 1 day of Commuted Leave availed, 2
days will be deducted from the HPL balance. Pay will not be affected.
However, in case of a medical eventuality during the first year of service, there is a provision to
avail 10 days of Commuted Leave in advance which will be debited against HPL the employee
may earn subsequently.
3. What is the procedure to apply for Commuted Leave (HPL-Medical)?
Ans: The application for Commuted Leave (HPL-Medical) is a two-step process. For the
preliminary approval, apply using the link: https://forms.gle/bT9AAnPYFqkixVPn7 and upload
the mandatory supporting documents. Only after the preliminary approval by the Competent
Authority, apply for the same in ERP-HR.
4. As a regular employee, what is my leave entitlement?
Ans: The table below lists the leave entitlement for faculty and staff:
Type of Leave Entitlement for Faculty Entitlement for Staff
Casual Leave 15 days in a calendar year 15 days in a calendar year
Half Pay Leave 20 days on completion of every 20 days on completion of every
service year service year
Summer Vacation*** 60 days during the summer 30 days during the summer
vacation; vacation
May be availed as winter break of
maximum 15 days between 15th -
31st December of the year (dates
may vary by few days)
Maternity Leave 26 weeks 26 weeks
Hospital Leave Only in case of illness / injury due Only in case of illness / injury due
to risk incurred in the course of to risk incurred in the course of
official duty but at the Vice official duty but at the Vice
Chancellor’s discretion Chancellor’s discretion
Special Casual Leave 15 days in a calendar year Nil
Sabbatical Leave 1 year after 6 years of continuous Nil
service as Assistant Professor &
above; once every 6 years of
continuous service thereafter
Extraordinary Leave Limited to 20% of time spent at Nil
(EOL) without pay BITS for a maximum period of 2
years; to be availed only after 3
years of service at BITS
*** Faculty joining after end of summer vacation of the preceding academic year are not eligible to avail
winter break in their first year of service.
5. How many Casual Leaves can I avail at a time?
Ans: Casual leave may be availed as and when occasion arises, at the discretion of the
Sanctioning Authority, provided that the total period of absence, including Sundays and other
holidays, prefixed and / or suffixed, does not exceed 10 days at a time.
Also, casual leave CANNOT be combined with any other type of leave including Leave Without
Pay.
6. Do I need to submit any document to avail medical leave?
Ans: A medical certificate of fitness from a certified medical practitioner is required to be
produced when the employee resumes duty after availing Commuted Leave. The same has to
be validated by the Institute’s In-Charge (Medical Centre).
7. If I am out of campus on Institute work, do I need to apply any type of leave?
Ans: Yes, it is mandatory to apply ‘Duty Leave’, when out of campus for Institute related work.
8. I am a faculty. Under what circumstances do I avail Special Casual Leave?
Ans: Special casual leave may be availed by faculty to attend conferences, workshops, scientific
gatherings of learned and professional societies, etc. which will be in the interest of the
Institute.
9. If I am detained during summer vacation and I need to attend a conference during the
detention period, what is the type of leave I need to apply?
Ans: Leave while detention should be applied. The faculty member will not get extra salary for
days absent during detention.
10. Is there any minimum no. of days of leave to be availed to claim LTC?
Ans: LTC can be claimed on availing minimum 15 days of leave. The journey should be
performed by the staff member during regular leave only i.e. half pay leave, extraordinary
leave, maternity leave and summer leave.
11. Can I avail any type of leave after I submit resignation?
Ans: No leave of any kind shall be granted after the resignation is submitted and accepted.
However, casual leave may be permitted at the discretion of the Sanctioning Authority.
11. Is there any provision for Paternity Leave?
Ans: No.
12. Can Casual Leave / Special Casual Leave / Summer Vacation be carried forward?
Ans: No.
13. Is there any provision for encashment of Half Pay Leave after retirement, resignation etc.?
Ans: No.
14. Can Half Pay Leave / Consolidated Leave / Leave While Detention be taken half day?
Ans: No. Except, Casual Leave, no other leave can be taken half day.
15. What is the procedure to apply leave?
Ans: All leaves except Hospital Leave, Sabbatical Leave & Extraordinary Leave (EOL) without pay
can be applied through ERP-HR.
For Hospital Leave, Sabbatical Leave & Extraordinary Leave (EOL) without pay, an offline
process is followed and said leaves are subsequently applied by the ERP administrator on behalf
of the employee.
Note: The Leave FAQ document is for immediate reference. Please refer to the detailed leave
policy available at https://sites.google.com/pilani.bits-pilani.ac.in/bits-pilani-hr-policies/leave-
rules and https://www.bits-pilani.ac.in/faculty-affairs-division/facilities-and-benefits/ for better
understanding and adherence.
In case of any queries, please contact Ms. Sonia Nagarsekar, Sr. Manager – HR, at
[email protected] .
