4- Leave and Vacation Policy
The following sample company policy statements are for holiday leave. Generally, holidays are paid leave with no loss of credit for the employee’s length of service with the company. The policy below mentions Floating Holidays, which are a couple of days you designate each year just to give your employees a little more time off. If you don’t want to offer Floating Holidays, you should remove the reference. If you want your policy to differ in other ways from the policy set out below, you should change this policy to reflect those differences. If you make substantive changes to this policy, however, you should have your attorney look over the changes. A list of holidays typically provided by employers is also included.
KOT Enterprises (Private) Limited observes the following holidays:
- Independence Day of Pakistan
All full-time employees will receive holiday pay of eight straight time hours at their regular rate, provided the following conditions are satisfied:
Work a full shift on the employee's last scheduled work shift prior to the paid holiday.
- Work a full shift on the employee's first scheduled work shift following the holiday.
- Should the employee be unable to work either of these two days because of illness, proof of illness will be required in order to qualify for the paid holiday.
The shift differential for second and third shift employees will not be included in holiday pay.
Holiday pay will not be paid if:
- The employee has been on the payroll for less than 180 days.
- The employee is on lay-off status.
- The employee is a temporary or seasonal or special case employee.
- The employee is on leave of absence when the holiday occurs.
- The employee is requested to work during a paid holiday and the employee refuse to do so.
Employees who are requested to work during a paid holiday will receive holiday pay plus regular pay.
Paid Holidays During Vacations and Weekends
If a holiday occurs during the employee's vacation, the employee's vacation will be extended by the number of holidays falling during the vacation period or an equal number of vacation days will be carried forward for future use.
In addition to scheduled paid holidays, eligible employees are given four floating holidays annually to be used as personal time off. Before scheduling a personal holiday, the employee must obtain approval. Requests for personal holidays must be made in writing not less than 15 days in advance of the requested date.
KOT Enterprises (Private) Limited recognizes that there may be religious holidays (other than those already designated at holidays) that employees would like to observe. It may be possible to arrange these holidays as scheduled days off, authorized absences without pay or personal time off. Requests for time off to observe religious holidays must be approved.
At the end of the employee's first year as a full-time employee of KOT Enterprises (Private) Limited, an employee is entitled to 4 days of paid vacation. The employee's vacation days increase to 13 days after five years of continuous employment with KOT Enterprises (Private) Limited, 17 days after 15 years of continuous employment with KOT Enterprises (Private) Limited, and 30 days after 30 years of continuous employment with KOT Enterprises (Private) Limited.
Vacation time may be taken in increments of one full day but in all cases must be prescheduled and preapproved. One day of vacation for every five days that an employee is entitled to may be carried over to the following year, but must be used before a year finishes to the entitled job.
KOT Enterprises (Private) Limited does not provide paid vacation time for part-time employees.
Vacation pay is the employee's regular rate of pay, excluding overtime or holiday premiums. If the employee's regular rate of pay varies from week to week, the employee's vacation pay will equal the employee's average weekly hours or scheduled hours in the previous calendar quarter not to exceed 40 hours.
Pay will not be granted in lieu of vacation time not taken.
KOT Enterprises (Private) Limited will attempt to grant all employees vacation at the time they desire to take it. However, KOT Enterprises (Private) must maintain adequate staffing at all times. Therefore, vacations must be scheduled in advance and with prior written approval. This may not guarantee assurance of the time and days in which the vacation is requested. It may not be approved if the company thinks that the employee should be available for this certain time period, for this circumstance the employee will reschedule the dates as per ease.
Where conflicts develop, they will be resolved as fairly as possible. Preference will be given to the more senior employee, the employee who can demonstrate the greater need for vacation at the conflicting time or the employee who makes the earliest request.
Holiday or Illness During Vacation
When a holiday occurs during the employee's vacation time, the employee will still receive pay for the holiday in addition to the employee's vacation pay or the employee may select another day off.
If the employee is hospitalized while on vacation, the time from the date of the employee's hospitalization until the employee's doctor releases the employee may, at the employee's option, be charged against the employee's short term disability benefits, rather than the employee's vacation time. If this happens, the employee must notify KOT Enterprises (Private) Limited. If the employee becomes ill while on vacation, but the employee is not hospitalized, the employee's absence is charged against vacation time.
Termination and Vacation Pay
When employment ends for any reason, vacation time earned but not taken by the employee will be included in the employee's final paycheck. At the same time, vacation time taken in advance will be deducted from the final paycheck. The time period in consideration will the current employment year.
Basic seniority Accrual Method
Employees who have completed one year of service and who work a 5-day, 40-hour week, are entitled to vacation as follows:
||Vacation entitlement in week/hours
|After 1 year|| 4 days/ 20 Hours|
|After 2 years
||13 days/ 65 Hours
|After 3 years
||17 days/ 85 Hours
|After 4 years
||21 days/105 Hours
|After 5 years
||25 days/125 Hours
Vacation must be taken during the calendar year at times convenient to you and your administration.
Vacation Accrual for New Employees
Vacation accrual based on years of service do not address new employees who are hired after the beginning of the year. One way provide vacation to new employees during the year of hire is assign a schedule of vacation days based on month of hire.
The schedule could be set up as follows:
|Month of Employment
|January|| 5 Days
|| 4 days
Funeral Leave Policy.
The purpose of funeral leave is to provide you with time to attend the funeral of a member of your family and to handle personal affairs without disrupting your income. Only permanent full-time employees are eligible for funeral leave benefits, and the benefits become effective after you complete your training and adjustment period.
You may be granted up to a three-day leave (three consecutive working days) with pay in the event of the death of an immediate family member.
Definition of immediate family member:
The term immediate family member is defined as:
Your funeral leave pay will be figured at your regular rate of pay.
Leave without pay:
If you are not eligible for funeral leave with pay, you may be given time off without pay in case of a death in the family. Time off without pay may be arranged to attend the funeral of a close friend. Each day off will be counted as an absence without pay.
You forfeit your rights to funeral leave benefits if you terminate employment before returning to your assigned position to work at least one workday after you have used funeral leave benefits.
When you are granted funeral leave benefits, it is mandatory that you attend the funeral of the relative for whom such funeral leave was requested. We reserve the right to ask you to supply the name and relationship of the deceased and the name of the funeral home that handled the arrangements. You have to submit the evidence on demand to make sure the validity of benefits.
Sick Leave Policy
Pay for Illness
Employees will become eligible to participate in the paid time for illness program as follows:
- if employed prior to July 1, employees will be allowed up to 10 days in the following year
- if employed between July 1 and December 31, employees will be allowed up to five days in the following year, and up to five days in the succeeding years.
In addition to illness, sick leave may also be granted for medical, dental, or optical examinations or when a member of your household requires your personal care and attention due to illness.
Pay and benefits during sick leave.
Illness pay will be based on a regular eight-hour day at straight time and at the employee’s base rate. Illness absence of less than three hours in a day will not be considered for payment. Saturdays, Sundays, daily overtime hours, paid holidays, and paid vacation time are excluded as time for which payment will be made under this program.
Weekly insurance benefits will continue to be paid commencing with the first day of certified disability due to accidents and the fourth day due to illness. Thus, in accident and illness cases, the insurance benefit will be paid rather than the paid illness allowance, and any unused illness allowance will be available for use later in the year as needed.
Certification of illness.
Certification of illness by a physician will not normally be required to qualify for payment under this program.
Effect on performance. While the company pays you for authorized sick days, we expect you to be honest with us in taking days off only when you are actually ill. Any abuse of this benefit will be taken into account in evaluations of your performance. The company reserves the right to require a statement from your doctor. Its mandatory to show up the doctor prescribed doses for the time period.
When termination of employment occurs, no payment for sick leave will be made.
Personal Leave Policy
A personal leave of absence without pay may be granted to employee at the discretion of the company. A personal leave of absence is defined as an absence of two weeks or longer. It is not our general policy to grant personal leaves of absence and such leaves will be granted only under unusual circumstances. A personal leave of absence is not available instead of medical leave.
Granting of such a leave depends on the review of the merits of each case, including the effect the employee’s absence will have on the workload of the other employees. Probationary employees are not generally eligible for leaves of absence. An employee must have one year of continuous employment before such a leave will be considered.
Applications for leaves of absence may be granted or rejected as dictated by the judgment of Noor Ahsan, Program Manager.
Salary and benefits are not payable to an employee while the employee is on a personal leave of absence, with the exception of company-paid term life insurance that is continued for eligible employees for one year of a leave of absence. Health insurance may be continued if the employee pays the full premium at the group rate. Although employees do not increase benefits while on leave, those benefits accumulated up to the time the employee started the leave will be retained.
The employee’s exact position, tour of duty, or work area may not be guaranteed upon return from a personal leave of absence; however, all efforts will be made to place the employee in the first available similar job with similar pay. The employee’s date of initial employment will be adjusted to reflect the time spent on personal leave.
It is the employee’s responsibility to return to work on the date the leave of absence expires. Should the employee fail to return and fail to notify Noor Ahsan, Program Manager of a request for an extension, we will assume that the employee does not intend to rejoin the company and will consider the employee to have resigned from employment with immediate effect. request for extension of a leave of absence must be in writing and must be received at least five working days prior to the expiration of a leave.
Pregnancy/Maternity Leave Policy
To be eligible for a pregnancy leave of absence, the employee must be a contemporary, full-time female employee.
Maximum Length of Leave
The maximum length of pregnancy leave allowed is 45 weeks. If the employee needs a longer leave due to medical complications, the employee should notify KOT Enterprises (Private) Limited as soon as possible. The additional leave will be treated the same as any other medical or disability leave.
A written request for pregnancy leave must be submitted within a reasonable time. The employee must submit a written doctor's statement, indicating the anticipated delivery date. The employee should inform KOT Enterprises (Private) Limited of the expected duration of her pregnancy leave so that KOT Enterprises (Private) Limited may plan around the absence efficiently until her return.
An employee requesting pregnancy leave may also ask for a transfer to another less strenuous or less hazardous position if so desired. The request must be in writing and must state the reason for the transfer.
KOT Enterprises (Private) Limited provides for paid pregnancy leave for the period of [time limit—e.g., 45 weeks and plus one month bonus. The employee may use any accumulated paid sick days and/or paid vacation days to extend her pregnancy leave beyond the paid leave period. The employee will be paid for those designated days.
At her option, the employee may continue to work up to the delivery date, depending upon the employee's medical circumstances and the nature of the employee's job. In the event the employee is physically incapable of performing her regular job duties at any time during her pregnancy, the employee may request that the employee be placed on pregnancy leave. An advance notice of a minimum of one (1) week should be given, accompanied by a statement from the employee's physician attesting to the employee's incapacitation.
While an employee is away from work on an approved pregnancy leave of absence, she continues to participate in KOT Enterprises (Private) Limited's company employee benefit programs. KOT Enterprises (Private) Limited will endeavor to return the employee to the same or equal job she had before taking pregnancy leave. Although KOT Enterprises (Private) Limited does not guarantee a return to the identical job, the employee will suffer no loss in seniority.
Time Off to Vote
It is the policy of KOT Enterprises (Private) Limited to give employees time off to vote.
Before taking time off to vote, the employee must make a written request for time off maximum 2 days leave, please notify 7 days before voting day.
Time off to vote will be treated as a paid absence.
The employee is allowed 13 hours of time off to vote.
This time off to vote policy applies to [types of elections—e.g., federal, state, local] elections.
Approved by Noor Ahsan, Program Manager.
I understand all the terms and conditions that are stated above, I assure to work under the guidelines that are subjected above. I accept the Policy Terms & Conditions
Approved by Meeran Nasir, Chief Executive Officer.