Leave Policy
Effective Date 1st April, 2017
Department Human Resources
Last Revised On January 2017
Approved By Chief Administrative Officer
Revision Details Original Policy
SPOC for Clarifications ServiceNow -> Service Request -> Human Resources
* Management reserves the right to modify this policy at any time.
VERSION HISTORY
Version Issued on Eff. From Approved by Changes
1.00 April-2014 1-Jan-2014 Bhavish Agarwal Copy
1.01 1st Jan-2017 1-Jan-2017 Yugantar Saikia Original Policy
OBJECTIVE
The objective of this policy is to enable employees to be engaged and productive at work by ensuring
that they are able to attain optimum work-life balance and attend to their needs.
ELIGIBILITY
This policy covers all full-time employees of ANI Technologies Pvt Ltd, its subsidiaries and affiliates
(henceforth referred to as “Ola” or “Company”) across India
POLICY FEATURES
Employees are eligible for different types of leave benefits depending on their personal needs.
The leave benefits available to employees may be categorized as:
I. Public Holidays
II. Earned & Sick Leave
III. Other Leave (Short-term)
IV. Other Leave (Long-term)
V. Parental Leave
I. PUBLIC HOLIDAYS
● The company observes certain paid statutory and public holidays notified and published by the
Government of India and State Governments as per Shop & Commercial Establishment Acts
which are issued by the ministry of respective state governments
● The company shall observe 12 such holidays during the calendar year.
● The list of 12 fixed holidays will be stipulated by the Human Resources Department , declared
and communicated at the beginning of the calendar year. These holidays will be state-specific.
● The Human Resources Department reserves the right to effect amendments to the published list
of public holidays after communicating in advance.
II. EARNED LEAVE & SICK LEAVE:
● All permanent employees of Ola are eligible for 24 working days of paid Earned Leave and 6
working days of Paid Sick Leave per year.
● Employees taking continuous sick leave for three or more days in a month (together or apart)
due to medical reasons are required to provide a medical certificate issued by a Registered
Medical Practitioner (minimum MBBS / MD or from a recognized hospital).
● If an employee has exhausted his/her 6 days of sick leave balance and requires more, then
he/she has an option to take it either from his Earned Leave balance or use the LWP (Leave
Without Pay) option subject to the rules defined under LOP.
● New employees are not eligible to take leave during their probation period of 3 months, except
for medical reasons or extreme personal circumstances that have to be approved by the
City/Function head and HRBP.
● The leave accounting year is January to December. Employees will be credited 2 days of Earned
Leave on the last day of the month except for the month of joining wherein the leaves will be
prorated from the DOJ.
● All leaves need the employee’s immediate manager’s approval.
● Except in case of emergencies, employees must apply for short leaves (less than 5 working days)
at least 2-3 days before the date of their leave, using the Leave Application Form provided in
Annexure 1/ through Leave Management System.
● Employees who require more than five working days of leave must apply at least three weeks in
advance.
● In case the employee is unable to apply for leave beforehand, the employee must inform the
immediate manager and HRBP by email as soon as possible.
● Employees who do not utilize their quota of Earned leaves during the year can carry forward a
maximum of 24 days of Earned Leave to the next calendar year. However, at any point in the
year, an employee cannot avail more than 24 days of leave balance available for utilization.
III. OTHER LEAVE (SHORT-TERM)
In addition to Earned & Sick Leave, employees are eligible for other situation-specific leaves, as
mentioned below.
Compassionate Leave
● Employees are eligible for up to three calendar days of paid Compassionate Leave in a year on
the death of a parent, spouse, sibling or child.
● Employees may be requested to submit relevant documents when required.
● Incase more leaves are needed at the time, the employee can club available Earned Leaves for
the same.
Relocation Leave
● Employees who are moving to a new location at the company’s request are eligible for three
calendar days of Relocation Leave. The Relocation Leave may be utilized for the purpose of
packing and unpacking, travel, looking for accommodation and schools, etc.
● The Relocation Leave is over and above the Earned Leave available to an employee.
● The Relocation Leave may be availed up to 30 days before or after the date of relocation, and is
subject to manager approval.
● The employee may combine Earned Leave with Relocation Leave if required, with the approval
of the manager.
IV. OTHER LEAVE (LONG-TERM)
Leave Without Pay:
● In case of exceptional and unforeseen circumstances that require an employee to take more
leaves than available in their leave balance, they may apply for Leave Without Pay (LWP) for up
to 180 days.
● LWP may be availed only once all Earned Leaves have been exhausted. LWP may at a maximum
be availed twice (both periods adding up to a maximum of 180 days) during the employee’s
service with Ola.
● All LWP requires the approval of the employee’s manager, the BU / Function Head and the
Overall BU / Function HRBP. If the employee goes on LWP without obtaining this approval, the
employee would be treated as absconding from the services of the company, and relevant
action would be taken accordingly.
● LWP is not a matter of right; it will be sanctioned only at the discretion of the company. The
company may require the employee to submit any relevant documents well in advance in order
to avail the leave.
● The CAO’s (Chief Administrative Officer) approval is mandatory before the employee can avail
more than 180 days of LWP.
● If the employee chooses not to resume his/her service with the company after the LWP period,
the employee’s separation letter will indicate the date on which the employee went on Leave
Without Pay, as his/her last date.
V. PARENTAL LEAVE:
Maternity Leave
● The provision for Maternity Leave is governed by the terms of Maternity Benefits Act, 1961 and
its rules.
● Female employees who have worked for a minimum of 80 calendar days (inclusive of
Intervening holidays) in the preceding 12 months and who have less than two surviving children
are eligible for a maximum of 26 weeks of paid Maternity Leave.
● Maternity Leave does not require manager approval. However, the employee is required to
submit a Medical Certificate from a registered medical practitioner after the first medical
examination and confirmation of pregnancy. Should an employee fail to produce the certificate,
such leave may be deemed Earned Leave / Leave Without Pay (based on the employee’s leave
balance).
● Further to the 26 weeks Paid Maternity Leave, 4 weeks Part Time work (Return to Work
Program) can be availed by the employee to ease back into the workplace. The details of work
need to be discussed and approved by Employee’s Manager and HRBP. Part-time work in these
4 weeks would be paid on a full time basis.
● The employee may also be permitted to work from home post availing maternity leave for a
period mutually agreed between her and the manager, provided the nature of the employee’s
work allows her to do so.
● If availed, the additional one month needs to be supported by proper medical records
(Prescriptions of hospital, discharge certificate or other relevant records)
● Maternity Leave may be availed up to 8 weeks before the date of delivery, with the remainder
availed after the date of delivery. Maternity Leave cannot be split /availed at different time
intervals, during the Maternity Leave period.
● Any holidays or Sundays that fall within the period of the availed leave will be considered part of
the leave.
● The employee may club Earned Leave with Maternity Leave, subject to the approval of the
Reporting Manager and the HRBP.
● The employee needs to apply for maternity leave through hard copy in "FORM E" (application
for Maternity Leave) and "FORM B" (Stating that she is pregnant and is expected to deliver the
child within six weeks) to her manager for approval and thereafter submit approved application
to HR.
● The employee can also avail the benefit of medical reimbursement under the Group Health
Insurance Scheme.
● For a woman who has two or more children, the maternity leave will be 12 weeks, which can
only be availed six weeks before the date of the expected delivery.
Leave for Miscarriage
● In the unfortunate event of miscarriage or medical termination of pregnancy, an employee can
avail up to 8 weeks of paid leave from the date of miscarriage or medical termination of
pregnancy.
● After returning from the leave, the employee is required to submit a medical certificate from a
registered medical practitioner. In the absence of a medical certificate, the organization may
treat the leave as Earned Leave / Leave Without Pay (depending on the leave balance of the
employee).
Paternity Leave
● Married Male employees who have worked for a minimum of 80 days (inclusive of Intervening
holidays) in the preceding 12 months are eligible for a maximum of 5 working days of paid
Paternity Leave when they have a child.
● The employees must utilize the leave within 3 months of the date of the child’s birth.
● Employees may club Earned Leave with Paternity Leave, subject to the approval of the manager.
● Employees need to submit the relevant medical certificates in order to avail Paternity Leave.
● Employees who already have two living children are not eligible for Paternity Leave.
Adoption Leave
● Female Employees who are adopting a child below the age of 3 months and who have worked
for a minimum of 80 days (inclusive of Intervening holidays) in the preceding 12 months are
eligible for paid Adoption Leave of 12 weeks (including intervening holidays)
● Employees are required to submit the relevant adoption documents and obtain manager
approval before going on leave.
● Adoption Leave cannot be split/ availed at different time intervals.
● Any holidays or Sundays that fall within the period of the availed leave will be considered part of
the leave.
● Adoption Leave is calculated from the date the child is handed over to the adoptive mother.
Leave for Commissioning Mothers
● Commissioning mothers who have worked for a minimum of 80 days (inclusive of Intervening
holidays) in the preceding 12 months are eligible for paid Commissioning Leave of 12 weeks
(including intervening holidays)
● Employees are required to submit the relevant adoption documents and obtain manager
approval before going on leave.
● Commissioning Leave cannot be split/ availed at different time intervals.
● Any holidays or Sundays that fall within the period of the availed leave will be considered part of
the leave.
● Commissioning Leave is calculated from the date the child is handed over to the commissioning
mother.
Policy Exception
● Any exception to this policy needs to be recommended by HRBP and approved by the CAO.
● Some Business units/ departments, from time to time, purely due to the nature of the business,
may need to introduce additional set of guidelines that are necessary for smooth functioning of
the business. In such circumstances, the employees will be informed well in advance before and
on joining the company that such provisions exist.
Management Rights
The Management reserves the absolute right to amend, suspend or withdraw any or all the provisions of
this policy at any time with or without prior notice to the employees. In case of any ambiguity on the
interpretation of any of the provisions contained herein, the interpretation given by such authorized
officer of the company shall be final and binding.
Points to Note:
● Leave during Notice Period: Employees cannot take leave during notice period except for
medical reasons or extreme personal circumstances. The employee’s manager may decide to
extend the notice period by the number of days an employee takes leave during the notice
period.
● The employee can carry forward only Earned leaves to the next calendar year. No other leaves
can be carried forward.
● Leave Encashment: There is no provision for Leave Encashment unless in situations mandated by
Law.
RESPONSIBILITIES
Employee ● Apply for leave well in advance
● Submit all relevant documents as soon as possible
Employee’s Manager ● Approval required for employee to take Earned Leave
● Recommend unpaid maternity leave
City / Function Head ● Approve leaves for employees under probation
and HRBP ● Approval required for employees to go on Leave Without Pay
● Recommend policy exceptions to the CAO
HRBP Leader ● Approve unpaid maternity leave
CAO ● Approval for Leave Without pay of more than 180 days
● Any other exception to the policy
ANNEXURES
Annexure 1: Leave Application
Name of Employee
E-code
Type of Leave Applied For
Reason for Applying Leave
From Date
To Date
Number of Working Days
Backup SPOC to be contacted during Leave
Annexure 2: FORM ‘E’
[Sec Rule 5 (1)]
Notice under Section 6 of the Maternity Benefit Act, 1961.
(Name of Establishment)
I, (Name of woman) wife/daughter of employed as at (Name of establishment), hereby give notice that I
expect to be confined within six weeks next following from the date of this notice/ have given birth to a
child on (date) and shall be absent from work from (date) I shall not work in any establishment during
the period for which I receive maternity benefit.
2. For the purpose of Section 7, I hereby nominate (here enter name and address of the nominee) to
receive maternity benefit and/or any other amount due to me under the Act in case of my death.
Signature of an Attester in case the woman is Signature or thumb impression of
not able to sign and attires thumb impression. woman.
Dated………………..
Annexure 3: FORM B
This is to certify that I examined..................................wife/daughter of……..... …………………………. a
woman employee in.......................................................
……………………………………………………………………………………………… (name of the establishment)
on............................................................................... (date) and found/cannot discover that she is
pregnant and is expected to be delivered of a child within (month and/days) from the above mentioned
date/has undergone miscarriage/ 1[Medical termination of pregnancy or tubectomy operation]/has
been delivered of a child on…………….....(date) or is suffering from ……………......(date) from illness arising
out of pregnancy/delivery/premature birth of a child or miscarriage [Medical termination of pregnancy
or Tubectomy operation].
Signature, qualifications and designation of
Medical Officer/Medical Practitioner.
Date...........................
Definitions of “child” and “miscarriage” as in the Maternity Benefit Act, 1961.—
1. “Child” includes a still-born child.
2. “Miscarriage” means expulsion of the contents of a pregnant uterus at any period prior to or during
the twenty-sixth week of pregnancy but does not include any miscarriage, the causing of which is
punishable under the Indian
