Leave Policy and Guidelines
1. Purpose
The Leave Policy establishes guidelines for employees regarding leave requests, scheduling, and compensation. It ensures consistency, fairness, and clarity in managing leave across all business units (Pharmscape, Center for Health Research, FrontLabs, ScienceBy, Unibee, and other brands under DhiShi Scientific Pvt. Ltd.).
2. Scope
This policy applies to all full-time and part-time employees of DhiShi Scientific Pvt. Ltd., across all divisions and departments.
3. Leave Entitlement & Rules
Paid Leave Allowance
- Employees are entitled to one (1) paid leave per calendar month.
- The paid leave can be used for personal reasons, appointments, or any other valid purpose, subject to prior approval.
Advance Notice for Leave Requests
- Employees must inform their immediate supervisor or HR at least three (3) business days in advance of the intended leave date.
- Leave requests should be submitted in writing (email or company leave application portal) mentioning the date(s) and reason for leave.
Same-Day Leave / Short-Notice Leave
- Same-day leave will be approved only in case of a genuine medical emergency or similar unavoidable circumstance.
- Valid justification must be provided (e.g., medical certificate, documentation, explanation).
- Employees should inform their supervisor or HR as soon as possible if taking leave due to an emergency.
Excess Leave / Loss of Pay (LOP)
- If an employee has already used their monthly paid leave, any additional leave taken (beyond the monthly entitlement) will be treated as Loss of Pay (LOP), unless previously approved by management under extraordinary circumstances.
- Such LOP will be calculated per day/hour as per standard payroll practices.
4. Leave Approval Process
- Submit leave request via company-approved method (email / internal portal) with required information (date(s), reason) at least 3 days in advance.
- Supervisor / Department Head reviews and approves or rejects the request based on business needs and staffing requirements.
For emergency same-day leave, employee must notify supervisor/HR ASAP and provide valid justification/documentation.
5. Exceptions & Discretion
Management may, at its discretion, grant additional paid leave beyond the monthly entitlement in special circumstances (e.g., bereavement, natural calamity, extended medical leave).
In such cases, approval must be obtained from HR and senior management.
Employees unable to adhere to the advance-notice requirement due to unavoidable reasons must provide explanation/documentation; management will evaluate on a case-by-case basis.
6. Record-Keeping
- HR shall maintain a centralized leave ledger/tracker recording all leave requests, approvals, type of leave (paid, LOP), reasons, dates, and documentation (if any).
- Employees may request a summary of their leave history at any time.
7. Compliance & Policy Review
All employees are required to comply with this leave policy.
Violations may result in denial of leave, disciplinary action, or adjusted pay.
This policy will be reviewed annually, or as needed when business requirements change.
8. Example Scenarios
| Scenario | Policy Outcome |
|---|---|
| Employee applies for leave 5 days in advance | Approved as 1 monthly paid leave (subject to business needs) |
| Employee requests leave same-day due to sudden illness, provides medical certificate | Approved (paid leave, if monthly allowance unused) |
| Employee has already availed 1 paid leave this month and requests another leave | Considered Loss of Pay (unless special approval granted) |
| Employee requests leave 2 days in advance for a non-medical reason | Request may be rejected due to insufficient notice (not matching 3-day requirement) |