Leave Policy
Version: 3.0.0
Effective Date: January 1, 2026
Last Updated: January 11, 2026
Compliance: Labour Codes 2025, Tamil Nadu Shops and Establishments Act 1947, Maternity Benefit Act 2017
1. Scope and Applicability
1.1 Coverage
This policy applies to all employees of OX Infy, with entitlements varying by employment category:
| Category | Definition |
|---|---|
| Permanent Employee | Employee who has completed probation and confirmed in role |
| Probationary Employee | Employee in probation period (typically 3-6 months) |
| Fixed-Term Employee (FTE) | Employee on fixed-duration contract (equal benefits as permanent) |
| Intern | Student/graduate on short-term learning engagement |
1.2 Applicable Law
- Tamil Nadu Shops and Establishments Act, 1947 - State-level compliance
- Labour Codes 2025 - Central government framework
- Maternity Benefit Act, 2017 - Maternity provisions
2. Leave Entitlement Summary
2.1 Permanent Employees (Annual Entitlements)
| Leave Type | Days | Statutory? | Carry Forward | Encashment | Legal Basis |
|---|---|---|---|---|---|
| Earned Leave (EL) | 12 days | Yes | Yes | Yes | TN S&E Act |
| Sick Leave (SL) | 12 days | Yes | No | No | TN S&E Act |
| Urgent Leave (UL) | 24 hours | No | No | No | Company Policy |
| Maternity Leave (MAT) | 26 weeks | Yes | N/A | No | Maternity Benefit Act |
| Paternity Leave (PAT) | 5 days | No | N/A | No | Company Policy |
| Marriage Leave (MRL) | 5 days | No | N/A | No | Company Policy |
| Bereavement Leave (BVL) | 3 days | No | N/A | No | Company Policy |
| Compensatory Off (CO) | As earned | Yes | 5 days (max) | No | Labour Codes 2025 |
| Government Holidays (GH) | As declared | Yes | No | No | Negotiable Instruments Act |
2.2 Probationary Employees
| Leave Type | Entitlement | Carry Forward |
|---|---|---|
| Earned Leave (EL) | Pro-rata accrual (1 day/month) | Yes |
| Sick Leave (SL) | Pro-rata accrual (1 day/month) | No |
| Urgent Leave (UL) | Pro-rata accrual (2 hours/month) | No |
| Government Holidays (GH) | As declared | No |
| Maternity Leave (MAT) | As per statute (if eligible) | N/A |
2.3 Interns
| Leave Type | Entitlement |
|---|---|
| Absence | Only with prior approval in genuine cases |
| Unauthorized Absence | Stipend deduction or internship termination |
3. Earned Leave (EL)
3.1 Entitlement
- Annual Quota: 12 working days per calendar year
- Statutory Requirement: Yes (Tamil Nadu S&E Act - minimum 12 days)
3.2 Leave Credit Model
| Period | Credit Method |
|---|---|
| Probation Period | Pro-rata accrual (1 day per month) |
| Post-confirmation (joining year) | Remaining balance credited upfront |
| Subsequent Years | Full 12 days credited on January 1 |
Example:
- Employee joins April 1 (3-month probation)
- April-June: Accrues 3 days (1 day/month)
- July 1 (confirmed): 6 days credited upfront (for July-Dec)
- January 1 next year: Full 12 days credited
3.3 Eligibility
- Permanent Employees: Full entitlement
- Probationary Employees: Pro-rata accrual
- FTE: Equal to permanent employees
- Interns: Not applicable
3.4 Carry Forward and Encashment
- Carry Forward: Allowed to next calendar year
- Maximum Accumulation: 24 days (excess lapses on December 31)
- Separation Encashment: Unused EL encashed at (Gross Salary / 30) x Days
- Excess Leave Recovery: If leave used exceeds pro-rata entitlement at separation, excess deducted from final settlement
3.5 Guidelines
- Minimum Unit: 2 hours
- Subject to manager approval based on business requirements
- Intervening holidays count as leave for leaves exceeding 3 consecutive days
- Cannot be combined with Notice Period (encashed instead)
4. Sick Leave (SL)
4.1 Entitlement
- Annual Quota: 12 working days per calendar year
- Statutory Requirement: Yes (Tamil Nadu S&E Act - minimum 12 days)
4.2 Leave Credit Model
| Period | Credit Method |
|---|---|
| Probation Period | Pro-rata accrual (1 day per month) |
| Post-confirmation (joining year) | Remaining balance credited upfront |
| Subsequent Years | Full 12 days credited on January 1 |
4.3 Eligibility
- Permanent Employees: Full entitlement
- Probationary Employees: Pro-rata accrual
- FTE: Equal to permanent employees
- Interns: Not applicable
4.4 Documentation Requirements
| Absence Duration | Documentation |
|---|---|
| 1-2 consecutive days | Self-declaration (no medical certificate required) |
| 3+ consecutive days | Medical certificate from registered medical practitioner |
| Hospitalization | Discharge summary mandatory |
| Patterned absence | Medical certificate may be requested |
4.5 Guidelines
- Minimum Unit: 2 hours
- Carry Forward: Not allowed - unused balance lapses on December 31
- Encashment: Not allowed
- Excess Leave Recovery: If leave used exceeds pro-rata entitlement at separation, excess deducted from final settlement
- Submit medical certificate within 3 working days of resuming work
- Can be used for dependent family member illness (spouse, children, parents)
- Patterned absence (e.g., frequent Mondays/Fridays) may require documentation
5. Urgent Leave (UL)
5.1 Entitlement
- Annual Quota: 24 hours per calendar year (equivalent to 3 working days)
- Statutory Requirement: No (Company Policy - enhanced benefit)
- Minimum Unit: 2 hours
5.2 Purpose
Urgent Leave is intended for unforeseen, non-medical situations that require immediate time off:
- Transport delays or breakdowns
- Urgent personal errands (bank, government offices)
- Unexpected family situations (non-medical)
- Other genuine emergencies
Note: For illness or medical appointments, use Sick Leave (SL) instead.
5.3 Leave Credit Model
| Period | Credit Method |
|---|---|
| Probation Period | Pro-rata accrual (2 hours per month) |
| Post-confirmation (joining year) | Remaining balance credited upfront |
| Subsequent Years | Full 24 hours credited on January 1 |
5.4 Eligibility
- Permanent Employees: Full entitlement
- Probationary Employees: Pro-rata accrual
- FTE: Equal to permanent employees
- Interns: Not applicable
5.5 Guidelines
- Approval: Auto-approved (no prior approval required)
- Notification: Inform manager as soon as possible
- Carry Forward: Not allowed - unused balance lapses on December 31
- Encashment: Not allowed
- Excess Leave Recovery: If leave used exceeds pro-rata entitlement at separation, excess deducted from final settlement
- Misuse of Urgent Leave may result in disciplinary action
6. Maternity Leave (MAT)
6.1 Entitlement (Statutory - Maternity Benefit Act, 2017)
| Scenario | Entitlement |
|---|---|
| First and Second Child (Biological) | 26 weeks (182 days) |
| Third Child onwards | 12 weeks (84 days) |
| Adopting Mother (child below 3 months) | 12 weeks from date of handover |
| Commissioning Mother (surrogacy) | 12 weeks from date of handover |
| Miscarriage/Medical Termination | 6 weeks from date of event |
| Tubectomy | 2 weeks from date of operation |
6.2 Eligibility
- Must have worked for at least 80 days in the 12 months immediately preceding expected delivery date
- Applies to all women employees including FTE and probationary
6.3 Leave Distribution (26 Weeks)
- Pre-delivery: Maximum 8 weeks before expected delivery
- Post-delivery: Remaining weeks after delivery (minimum 8 weeks mandatory post-delivery)
6.4 Benefits During Maternity Leave
| Benefit | Details |
|---|---|
| Salary | Full salary (basic + DA) during leave period |
| Medical Bonus | Rs. 3,500 (if no pre-natal/post-natal care provided) |
| Nursing Breaks | 2 breaks of 15 minutes each until child is 15 months old |
Note: Work from home may be permitted after maternity leave, subject to nature of work and management approval.
6.5 Job Protection
- No termination or discharge during pregnancy or maternity leave
- Employee entitled to return to same position or equivalent role
- No adverse change in terms and conditions of employment
7. Paternity Leave (PAT)
7.1 Entitlement
- Duration: 5 working days with full pay
- Statutory Requirement: No (Company Policy - enhanced benefit)
- Minimum Unit: Full day
- Applicability: First and second child
7.2 Eligibility
- Male employees with 1+ year of continuous service
- Applicable for biological child and legal adoption (child below 6 months)
7.3 Guidelines
- Must be taken within 15 days of child's birth
- Can be taken in maximum 2 installments
- Submit birth certificate within 15 days of resuming work
8. Marriage Leave (MRL)
8.1 Entitlement
- Duration: 5 working days with full pay
- Statutory Requirement: No (Company Policy - enhanced benefit)
- Minimum Unit: Full day
- Applicability: Employee's own marriage (one-time benefit)
8.2 Eligibility
- Employees with 1+ year of continuous service
8.3 Guidelines
- Apply at least 15 days in advance
- Submit marriage certificate within 30 days of resuming work
- Can be combined with other leaves subject to approval
9. Bereavement Leave (BVL)
9.1 Entitlement
| Relationship | Leave Duration |
|---|---|
| Spouse, Children, Parents, Siblings | 3 working days |
9.2 Guidelines
- Statutory Requirement: No (Company Policy)
- Minimum Unit: Full day
- Immediate eligibility from date of joining
- Inform manager as soon as possible
- Submit death certificate within 15 days of resuming work
10. Compensatory Off (CO)
10.1 Eligibility
Employees required to work on:
- Weekly off days
- Government holidays
- Beyond standard working hours (overtime)
10.2 Entitlement
| Hours Worked | Comp-Off Earned |
|---|---|
| 2+ hours | 0.25 day |
| 4+ hours | 0.5 day |
| 6+ hours | 0.75 day |
| 8+ hours | 1 day |
10.3 Guidelines
- Minimum Unit: 2 hours
- Statutory Requirement: Yes (overtime compensation under Labour Codes 2025)
- Maximum Accumulation: 5 days (must use before earning more)
- Employee must request comp-off from the manager who requested the extra work
- Comp-off balance is credited only after manager approval
- Availing comp-off follows standard leave application process
11. Government Holidays (GH)
11.1 Entitlement
- As declared by the company at the beginning of each calendar year
- Typically 10-12 days including national holidays and regional festivals
- Statutory Requirement: Yes (Negotiable Instruments Act for national holidays)
11.2 Guidelines
- Holiday list published in January each year
- No carry forward or encashment
- Work on government holidays compensated at 2x wages as per Labour Codes 2025
- Work on weekly off (Saturday/Sunday) compensated with comp-off only
12. Leave Without Pay (LWP)
12.1 Applicability
LWP applies when:
- All eligible leave types are exhausted
- Leave taken without prior approval
- Unauthorized absence
12.2 Impact
| Aspect | Impact |
|---|---|
| Salary Deduction | Per day = Monthly Gross Salary / 30 |
| Leave Accrual | Suspended during LWP period |
| Probation/Service | Extended by LWP duration |
| Appraisals | Considered in performance evaluation |
13. Exit / Notice Period Provisions
13.1 Leave During Notice Period
| Leave Type | During Notice Period |
|---|---|
| Earned Leave | Pro-rata only (excess encashed) |
| Sick Leave | Permitted with valid medical certificate |
| Maternity/Paternity | Permitted as per statute |
13.2 Final Settlement
- All entitlements recalculated on pro-rata basis upon separation
- Excess leave taken may be recovered from final settlement
- Unused EL balance encashed at basic salary rate
14. Statutory vs Company Benefits Summary
| Leave Type | Code | Statutory (Mandatory) | Company Policy (Enhanced) |
|---|---|---|---|
| Earned Leave (12 days) | EL | Yes - TN S&E Act | - |
| Sick Leave (12 days) | SL | Yes - TN S&E Act | - |
| Maternity Leave (26 weeks) | MAT | Yes - Maternity Benefit Act | - |
| Government Holidays | GH | Yes - NI Act | - |
| Compensatory Off | CO | Yes - Labour Codes | - |
| Paternity Leave (5 days) | PAT | - | Yes |
| Marriage Leave (5 days) | MRL | - | Yes |
| Bereavement Leave (3 days) | BVL | - | Yes |
| Urgent Leave (24 hours) | UL | - | Yes |
| Leave Without Pay | LWP | - | Yes |
15. Leave Application Process
15.1 Application Steps
- Submit Request: Via OX Bema app
- Manager Response: Within the response window (see table below)
- System Update: Leave record updated automatically
- Notification: Employee notified of approval/rejection via app
Response Window by Leave Type:
| Leave Type | Response Window |
|---|---|
| Earned Leave (EL) | 8 working hours |
| Sick Leave (SL) | 4 working hours |
| Urgent Leave (UL) | 4 working hours |
| Bereavement (BVL) | 4 working hours |
| Maternity (MAT) | 24 working hours |
| Paternity (PAT) | 8 working hours |
| Marriage Leave (MRL) | 8 working hours |
| Compensatory Off (CO) | 8 working hours |
Note: For leave requests of 2 hours or less, the response window is 2 working hours regardless of leave type.
15.2 Unplanned Leave Process
For unplanned leave (SL, UL, BVL):
- Inform manager via phone/message before shift start
- Submit formal application via OX Bema app within 24 hours of return
- Medical documentation for sick leave within 3 working days
15.3 Auto-Action on Pending Requests
When a leave request is not responded to by the reporting manager within the response window, the system will automatically take action based on the following rules:
| Scenario | Auto-Action |
|---|---|
| Manager doesn't respond, leave date hasn't started | Auto-Approved |
| Manager doesn't respond, leave date has already started | Auto-Declined |
| Sick Leave / Urgent Leave / Bereavement (any timing) | Always Auto-Approved |
Response Window:
- Calculated in working hours only (9:30 AM - 7:00 PM IST)
- Excludes weekends and public holidays
- Manager can respond anytime within the window
Important: Apply for planned leave well in advance to ensure your manager has sufficient time to respond before your leave date.
16. Policy Administration
16.1 Amendments
The Company reserves the right to amend or modify this policy as required by:
- Changes in applicable laws
- Business requirements
- Organizational needs
Changes communicated via official channels with reasonable notice.
16.2 Grievance Redressal
| Level | Authority | Timeline |
|---|---|---|
| Level 1 | Reporting Manager | 3 working days |
| Level 2 | HR Manager | 5 working days |
| Level 3 | Director | 7 working days |
17. Quick Reference
| You Need Time Off For | Use This | Code | Days Available | Statutory? |
|---|---|---|---|---|
| Vacation/Personal | Earned Leave | EL | 12 days/year | Yes |
| Illness | Sick Leave | SL | 12 days/year | Yes |
| Emergency (non-medical) | Urgent Leave | UL | 24 hours/year | No |
| Childbirth (Mother) | Maternity Leave | MAT | 26 weeks | Yes |
| Childbirth (Father) | Paternity Leave | PAT | 5 days | No |
| Getting Married | Marriage Leave | MRL | 5 days | No |
| Family Member Death | Bereavement Leave | BVL | 3 days | No |
| Worked on Holiday | Compensatory Off | CO | As earned | Yes |
| All leaves exhausted | Leave Without Pay | LWP | As required | No |
18. Contact
For leave-related queries:
- HR Email: hr@oxsoftwares.com
- HRMS Portal: [Internal Link]
This policy supersedes all previous leave policies.
Document Control
| Version | Date | Changes | Approved By |
|---|---|---|---|
| 1.0 | 2023 | Initial Policy | Management |
| 2.0 | 2024 | Annual Review | Management |
| 3.0 | January 11, 2026 | Labour Codes 2025 + TN S&E Act Compliance | Management |