Standard Operating Procedure for Leave Application and Management
1. Purpose
The
purpose of this SOP is to standardize the leave application process, define the
permissible leave types and their annual limits, and provide a clear format for
submitting a leave application.
2. Scope
This SOP
applies to all employees (permanent, contractual, or temporary) within the
organization.
3. Leave Policy
3.1 Types of Leave and Annual Limits
|
Leave Type |
Description |
Annual Limit |
|
Casual
Leave (CL) |
For
unforeseen personal needs. |
6 Days
per year |
|
Sick
Leave (SL) |
For
medical emergencies or illness (medical proof if >2 days). |
4 Days
per year |
|
Earned
Leave (EL) |
Planned
leave earned by the employee (as per policy). |
7 Days
per year |
|
Maternity
Leave |
For
eligible female employees during childbirth. |
26
Weeks |
|
Paternity
Leave |
For
eligible male employees after childbirth. |
6 Days |
|
Bereavement
Leave |
Leave
granted for the loss of an immediate family member. |
2 Days |
|
Unpaid
Leave |
Any
additional leave beyond permitted limits. |
As per
approval |
- Note: Leaves are subject to
approval by reporting managers or HR, except in emergencies.
4. Leave Application Process
4.1 Procedure for Applying Leave
- Notice Period:
- For planned leave (Earned/EL,
Casual/CL), submit the application at least 7 days in advance.
- For unplanned or emergency
leave (e.g., Sick Leave), notify your reporting manager at the earliest,
ideally before the start of the working day.
- Approval Workflow:
- Submit the leave
application in the prescribed format (Section 5) to the reporting
manager.
- The reporting manager will
approve/reject the application within 2 working days.
- Once approved, the
application will be forwarded to HR for record-keeping.
- Communication:
- Update colleagues or teams
regarding leave duration, handovers, and contact availability during
leave (if applicable).
- Post-Leave Return:
- Ensure to report back to
work as per the approved leave schedule.
- In the case of extended
sick leave, provide a medical certificate upon resumption.
5. Leave Application Format
5.1 Leave Application Email Format
Subject: Leave Application for [Leave
Type] from [Start Date] to [End Date]
Dear
[Manager's Name],
I am
writing to formally request leave for [number of days] from [start date] to
[end date] due to [reason for leave: personal reasons, medical, vacation,
etc.].
Please
let me know if any further details are required. I will ensure that my work is
managed appropriately during my absence. [Optional: Mention handover of duties
to a colleague, if applicable].
Kindly
approve my leave application.
Thank you
for your understanding.
Sincerely,
[Your Full Name]
[Your Designation]
[Employee ID (if applicable)]
5.2 Hard Copy Leave Form Format
| |||||||||||||||||||||||||
- Employee: Submit leave applications
promptly and ensure handover of responsibilities.
- Reporting Manager: Review leave requests,
approve/reject based on workload, and communicate decisions.
- HR Department: Maintain leave records,
monitor leave balances, and ensure compliance with leave policy.
7. Exceptions and Penalties
- Unauthorized absence from
work without prior approval may result in disciplinary action.
- Leave beyond the annual
entitlement will be treated as unpaid leave unless approved
otherwise.
8. Record Keeping
HR will
maintain a centralized leave record for each employee, accessible to management
for audit purposes.
9. Review and Updates
This SOP
will be reviewed annually or as required to ensure compliance with labour laws
and company needs.
END OF THE DOCUMENT
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