5.

Leave and attendance policy

2.2 Leave cannot be claimed as a matter of right. Based on the Institute’s requirement or public

exigencies, leave can be denied.

2.3 The leave sanctioning authority may refuse or revoke leaves of any kind but cannot alter the

kind of leave due and applied for.

2.4 The reasons for leave should invariably be indicated in the leave application.

2.5 Any planned leave for more than two days should be applied at least 10 days before the start

of the leave.

2.6 On return from a leave of more than ten days, the employee should report for duty to the HOD

and inform to the HR Office.

2.7 Leave should be applied through ESS in the same month in which it is availed.

2.8 Absence without leave not in the continuation of any authorised leave will constitute an

interruption of service unless it is regularized.

(3) EXTENSION OF LEAVE

3.1 Requests for extension of leave should be avoided as far as possible. Applications for extension

of leave should be submitted well in advance of the date of expiry of the leave already

sanctioned through the Supervisor concerned. It should not be assumed that an extension

will always be granted.

3.2 If an employee is unable to resume duty on the due date on account of any unforeseen

circumstances, he must send an immediate intimation to the Concerned HoD stating the

reason of his inability to attend Office on the due date.

3.3 Extension of leave without proper sanction will lead to the deduction of half pay leave (HPL)

against the HPL account of the employee to the extent HPL is due, and the excess will be

treated as Extra Ordinary Leave (EOL). No leave salary is admissible for the entire period of

extension of leave without sanction and such period will not be counted under the qualifying

service.

3.4 If employee is absent without proper sanction of leave, it will be treated as EOLWP.

(4) CANCELLATION OF LEAVE

4.1 Cancellation of leave by the employee should be applied and approved by the supervisor.
(5) KINDS OF LEAVE

5.1 LEAVE TYPE 1: CASUAL LEAVE

5.1.1 Casual leave admissible to an employee is eight days for a calendar year, subject to the

condition that not more than five days’ casual leave may be allowed at a time.

5.1.2 Casual leave can be combined with Special Casual leave but not with any other kind of

leave.

5.1.3 Sundays and Holidays falling during a period of Casual Leave are not counted as part

of Casual Leave.

70 IIMA HR Policy Manual 2022

5.1.4 Sundays/public holidays/restricted holidays/weekly offs can be prefixed/ suffixed to

Casual Leave.

5.1.5 Casual Leave can be taken while on tour, but no daily allowance will be admissible for

the period.

5.1.6 Casual leave can be taken for half-day also. If CL is availed forenoon, then the person

must join duty by the end of lunch hours (13:45 in case of general duty).

5.1.7 Casual leave cannot be accumulated. Leave not availed in a particular calendar year

will lapse at the end of that year.

5.1.8 Employees appointed on term basis would be entitled for Casual leave, but it will be

granted to him proportionately.

5.1.9 If a person joins in the middle of a year, casual leave will be granted to him

proportionately.

5.1.10 As far as possible Casual Leave should not be kept unutilised till December. Availing

the accumulated casual leave in the last month results in disruption of work.

5.1.11 LTC/Leave Encashment can be availed during Casual Leave.

5.2 LEAVE TYPE 2: EARNED LEAVE

5.2.1 The administrative staff is entitled to 30 days of Earned Leave. Fifteen days will be

credited to the employee’s account on 1st of January and 15 days on 1st of July.

5.2.2 The existing ceiling on the accumulation of EL is 300 days.

5.2.3 The credit rate is 2 ½ days per completed calendar month.

5.2.4 Earned Leave can be availed up to 180 days at a time.

5.2.5 The credit for the half-year in which an employee joins the service in the middle of the
year will be afforded only at the rate of 2½ days per completed calendar month up to

the date of his term.

5.2.6 If such employees are absorbed in the Institute services at the end of tenure/term, the

leave like EL, CL & HPL would be carried forward to his/her account.

5.2.7 Earned Leave will be reduced by 1/10th of EOL availed and/or the period of *dies non

during the previous half year, subject to a maximum of 15 days and to the extent of

such credit only.

5.2.8 The EL application has to be submitted through ESS to the head of the department for

approval 15 days prior to the start of the leave.

5.2.9 The credit for the half-year in which an employee is due to retire or resigns from the

service shall be afforded only at the rate of two & half days per completed calendar

month up to the date of retirement or resignation.

5.2.10 When an employee is removed or dismissed from service, credit of earned leave shall

be allowed at the rate of two & half days per completed calendar month up to the

end of the calendar month preceding the calendar month in which he is removed or

dismissed from service.

IIMA HR Policy Manual 2022 71

5.2.11 When an employee dies while in service, credit of earned leave shall be allowed at the

rate of two & half days per completed month of service up to the date of death of the

employee.

5.3 LEAVE TYPE 3: HALF PAY LEAVE

5.3.1 Half pay leave is credited in advance at the rate of 10 days on the 1st of January and

1st of July every year. The advance credit for the half-year in which an employee of

the Institute is appointed will be at the rate of 5/3 days for each completed calendar

month of service he/she is likely to render in the half-year.

5.3.2 The half pay leave to be credited every half-year will be reduced at the rate of oneeighteenth
of the period of * dies non/suspension treated as dies non, during the

previous half- year, subject to a maximum of ten days.

5.3.3 The credit for the half-year in which an employee of the Institute is due to retire/

resigns will be afforded at the rate of 5/3 days for each completed calendar month in

that half-year up to the date of retirement/resignation.

or dies in service will be afforded at the rate of 5/3 day per completed calendar month

up to the end of the calendar month preceding the calendar month in which he/she is

removed/dismissed/dies.

5.3.5 While affording credit of half pay leave, fraction of a day shall be rounded off to the

nearest day.

*In service terms, “dies non” means a day, which cannot be treated as duty for any

purpose. It does not constitute break in service. But the period treated as ‘dies non’ does

not qualify as service for pensionary benefits or increment.

5.4 LEAVE TYPE 4: COMMUTED LEAVE

5.4.1 Commuted leave not exceeding half the amount of half-pay leave due can be taken on

medical ground.

5.4.2 Commuted leave up to a maximum of 90 days can be taken during the entire service

without medical certificate where such leave is utilised for an approved course of

study certified to be in the public interest.

5.4.3 Commuted leave up to a maximum of 60 days can be granted to a female employee of

the Institute in continuation of maternity leave without a medical certificate.

5.4.4 Commuted leave up to a maximum of 60 days can be granted without a medical

certificate to a female employee with less than two living children, on the adoption of

a child less than one-year-old.

5.4.5 If commuted leave is taken, twice the number of days availed should be debited in the

half pay leave account.

5.4.6 When an employee, granted commuted leave, quits service voluntarily without

returning to duty, the commuted leave will be treated as half pay leave, and the excess

leave salary recovered. If the retirement is by reason of ill-health incapacitating him/

her for further service or in the event of death, recovery should not be made.

72 IIMA HR Policy Manual 2022

5.4.7 On joining back after completion of commuted leave due to medical reason, the

employee has to submit medical and fitness certificate on the day of joining along with

leave application in ESS.

5.4.8 In absence of timely submission of leave application with medical and fitness
certificate, HPL will be debited.

5.4.9 The authority competent to grant leave may, at its discretion, secure a second medical

opinion by requesting a Government Medical Officer not below the rank of a Civil

Surgeon or Staff Surgeon, to have the applicant medically examined on the earliest

possible date.

5.5 LEAVE TYPE 5: EXTRAORDINARY LEAVE

5.5.1 Extraordinary leave is granted to an employee when no other leave is admissible or

when other leave is admissible, but the employee applies in writing for extraordinary

leave.

5.5.2 Extraordinary leave cannot be availed concurrently during the notice period when

going on voluntary retirement.

5.5.3 The Extraordinary leave without pay can be applied on personal ground only. The

sanction of this leave will be at the sole discretion of the Director.

5.5.4 If sanctioned, the Extraordinary Leave without pay will be for the duration of maximum

one year only.

5.5.5 Sanction of this leave is not automatic, but is subject to the exigencies of work at the

Institute.

5.5.6 The leave will be available only to those administrative staff who are confirmed in the

service, and who have put in a minimum of eight years’ service in the Institute.

5.5.7 This leave cannot be combined with any other type of leave.

5.5.8 The leave can be availed at most on two occasions, but the total duration of leave

availed on both the occasions put together should not exceed one year.

5.5.9 Three months’ advance notice is to be given to the Institute to avail of this leave.

5.5.10 For administrative purposes, the absence from duty will be treated as extraordinary

leave without pay as understood in the leave rule in vogue for Government of India

employees.

5.5.11 Grant of Extraordinary Leave is on the specific understanding that if the employee

does not re-join duty on the expiry of his leave, his appointment at the Institute will

be treated as terminated.

5.5.12 Limit: No leave of any kind can be granted to a permanent employee for a continuous

period exceeding five years. Subject to this limitation, any amount of EOL may be
sanctioned to a permanent employee.

IIMA HR Policy Manual 2022 73

5.6 LEAVE TYPE 6: MATERNITY LEAVE

5.6.1 Admissible to married/unmarried female employees during—

5.6.1.1 Pregnancy: 180 days. - Admissible only to employees with less than two

surviving children.

5.6.1.2 Miscarriage/abortion (induced or otherwise): Total of 45 days in the entire

service. Admissible irrespective of number of surviving children. The

application in ESS should be supported by a certificate from a Registered

Medical Practitioner.

5.6.2 The leave is not debited to the leave account.

5.6.3 It is granted on full pay.

5.6.4 It may be combined with leave of any other kind.

5.6.5 Any leave (including commuted leave up to 60 days and leave not due) may be taken

without medical certificate up to two years in continuation.

5.6.6 It is counted as service for increments.

5.6.7 It is counted as service for pension.

5.6.8 It is not admissible for ‘threatened abortion’.

5.6.9 The employee has to submit the hospital discharge certificate and a copy of birth

certificate of the child after availing the maternity leave.

5.7 LEAVE TYPE 7: PATERNITY LEAVE

5.7.1 A male Government servant with less than two surviving children, may be granted

Paternity Leave for a period of 15 days, during the confinement of his wife for

childbirth, i.e., up to 15 days before, or up to six months from the date of delivery of

the child.

5.7.2 The Leave application in ESS should be submitted well in advance.

5.7.3 The salary would be equal to last pay drawn.

5.7.4 Paternity leave will not be debited to the leave account. This leave may be combined

with any other kind of leave except casual leave as in the case of maternity leave.

5.7.5 The leave is not to be refused under normal circumstances

5.7.6 The employee has to submit the discharge certificate of wife’s hospitalization and a
copy of birth certificate of the baby at the time of applying for paternity leave.

74 IIMA HR Policy Manual 2022

5.8 LEAVE TYPE 8: LEAVE TO FEMALE EMPLOYEES ON ADOPTION OF CHILD

5.8.1 A female employee, with fewer than two surviving children, on valid adoption of a

child below the age of one year may be granted child adoption leave, by an authority

competent to grant leave, for 180 days immediately after the date of adoption.Child

includes a child taken as a ward under the Guardians and Ward Act, 1890 subject to

conditions.

5.8.2 During the period of child adoption leave, the female employee will be paid leave

salary equal to the pay drawn immediately before proceeding on leave.

5.8.3 Child adoption leave may be combined with leave of any other kind.

5.8.4 Other conditions will remain as declared by the Government of India under the

category of Child Adoption Leave.

(6) ENCASHMENT OF EARNED LEAVE

6.1 Encashment of EL is limited to 10 days on one occasion while availing LTC without linkage to

the number of days and nature of leave availed and 60 days in the entire career.

6.2 At the time of EL encashment, the balance at credit should be not less than 30 days after

deducting the total number of leaves, if any availed plus leave for which encashment was

availed.

6.3 In case within the same block, one has availed both ‘home town’ as well as ‘anywhere in India’

separately, encashment of leave is restricted to one occasion only.

6.4 To process the LTC advance/claim form or leave encashment, the request has to be submitted

to the HR office.

6.5 After processing, the same it will be sent to the Accounts department for further process.

6.6 Rules mentioned herewith are for leave encashment. Rules and process for application of LTC

will apply as it is.

(7) PUBLIC HOLIDAYS AND RESTRICTED HOLIDAYS

The Institute will observe public holidays and restricted holidays in a calendar year as approved

by the Director based on the list of holidays declared by the Government of India every year.