Leave Policy

Leave Policy

POLICY & GUIDE

HR&OD Department

Islamic Relief, Pakistan

Development Date April 2014

Last Revision Date NA

Approved by

CMT

Approval Date

February 25, 2014

Effective Date

Immediate effect

LEAVE POLICY

The normal work week for Islamic Relief Pakistan will be 40 hours, 5 days (Monday through Friday), with office timings from 9:00 am through 5:00 pm hours (subject to change), with a lunch and prayer break of 35 minutes per working day, except Friday wherein the break will be for one hour.

Employees may be asked to work beyond normal work hours as and when required. Every effort will be made to notify employees at the earliest opportunity possible of changes in work schedules that become absolutely necessary.

During the holy month of Ramadan special timings are observed. Employees will be given adequate notice of these timings.

The leave year will be from 1st January to 31st December.

It is the responsibility of the supervisor to ensure that appropriate measures are taken so that each employee is permitted to take a regular vacation each year. This would benefit both the employee and Islamic Relief. All employees should be granted, consistent with work requirements of the office involved, sufficient continuous leave for vacation purposes to provide adequate period of rest and recuperation. Leave must be approved by the employee's supervisor on Leave Management System (LMS) through logging on STRIDE ().

HR department to ensure the uploading of entitled leave balances of eligible employees in to the system. Where eligible employee contract is less than a year, entitlement shell be calculated on pro rata basis.

It is the responsibility of the employees to plan their leaves in advance and avail the leave as per set procedures and after due approval from their supervisors.

Leave Type Annual

Monthly

Hajj CTO (Compensatory Time Off) Compassionate

Maternity

Paternity Iddat Leave

Annual Limits

* Contractual Eligibility

22 days

Open-ended, Fixed-term contract holders.

(No provision of encashment)

2 days

Short-term contract holders.

(cannot carry forwarded to next month and

no provision of encashment)

30 days

Open-ended, Fixed-term contract holders

As earned if worked on Open-ended, Fixed-term contract holders.

weekends & public holidays

(prior approval is mandatory to earn CTO)

7 days

90 days or 3 months (calendar days) 3 days 130 days or 4 months & 10 days (calendar days)

Open-ended, Fixed-term contract holders (for immediate family needs i.e. parents, spouse, children and siblings only) Open-ended, Fixed-term contract holders

Open-ended, Fixed-term contract holders Open-ended, Fixed term contract holders (Married Muslim females only entitled after

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LEAVE POLICY

husband's death)

Public Holidays

As per ministry of interior Open-ended, Fixed-term, Short-term and

circular for Public Holidays of Volunteer contract holders. (All Staff)

the year

Public Emergency As per situation & Management Open-ended, Fixed-term, Short-term and

decision

Volunteer contract holders. (All Staff)

Sick

10 days

Open-ended, Fixed-term contract holders

Leave without Pay 1 month

Open-ended, Fixed-term, Short-term and

Volunteer contract holders

* Conditions apply as per type of employment contract and detail criteria against each leave as

defined below.

1. Annual Leave: Employees are eligible for 22 paid annual leaves. The leave year should run from the 1st of January to the 31st of December of each year. The paid annual leave should be taken according to the following:

1.1. An employee is entitled to 22 paid days leave in each leave year calculated on the length of service during a particular leave year.

1.2. These leaves to be taken with the prior concurrence and approval of the supervisor/manager.

1.3. Where an employee has taken leaves in excess of his/her entitlement, IR will recover the sum equal to the gross salary paid in respect of such leave days from his/her monthly salary or final settlement payment.

1.4. Annual leaves cannot be en-cashed. Any unspent annual leave balance at the end of the year can be carry forwarded to the next year up to maximum of 5 days, any balance above 5 will automatically lapse. Carry forwarded leaves can only be taken within first two (2) months i.e. January & February of the following fiscal year. Failure to avail within two months, carry forwarded leaves will lapse automatically.

1.5. Employees can view their available leave balance from STRIDE i.e. any time during the year.

1.6. HROD department will upload the yearly or pro rata (as per the duration of contract) leave entitlement of every new employee on IR extranet i.e. .

1.7. Supervisors, Managers as well as the HR Personnel's must ensure that all employees enjoy at least 70% (15 days) of their annual leaves each year.

1.8. If any staff member remains absent from the office for more than 3 hours at a stretch for other than official cause, so s/he would be marked against half day leave. While two half day leaves are equivalent to one day leave.

2. Monthly Leaves Monthly leaves are only for short term contract holders. Employees on short term contract can only take two leaves per month. These leaves cannot be carried forward to next month. Any unspent balance will automatically lapse after completion of a month/ contract tenure.

3. Hajj Leaves:

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LEAVE POLICY

3.1 Maximum of thirty (30) days paid leave will be allowed for performing Hajj. 3.2 Hajj leaves can be taken only once during an employee service with IRP. 3.3 To be eligible for Hajj leaves, minimum duration with IR must be 3 years continuous service. 3.4 Hajj leaves cannot be en-cashed.

4. Compensatory Time Off (CTO): Compensatory time is approved only when it is determined absolutely necessary to meet urgent deadlines or to provide essential services. Compensatory time off may be granted for all authorised professional staff for which cash compensation has not been sanctioned. Support staff will not be entitled to compensatory time off if they are being paid by over time but if support staff together with their line manager agreed, they might opt for CTO while surrendering over time.

The employee is allowed compensatory time off (CTO) for working on holidays/ weekends upon authorization from the supervisor subject to the following conditions:

4.1. Unused CTO cannot be carried over from one calendar year to the next and cannot be enchased.

4.2. Employees who have worked more than 5 hours will be entitled to one full day CTO and ? day CTO for a minimum of 3 hrs to 5 hrs of work on holiday/weekend.

4.3. Holiday work is ordered only as an emergency measure to avoid serious backlogging of regular work or to meet some temporary crisis. It must be kept to a minimum and should not be encouraged.

4.4. To earn CTO staff must fill in the CTO application on LMS prior to/same day assigned for additional duty and seek approval of line manager. Line manager must ensure approval of the CTO request against the assigned day (s) for additional duty within 7 day (s) period or else CTO request will lapse automatically.

4.5. All earned CTOs must be consumed within two months. Any unspent balance will automatically lapse. Staff is not allowed to accumulate the CTO throughout the year.

4.6. HR department reserves the right to charge any unapproved CTO to the annual leave balance.

4.7. Staff will be allowed for maximum of 3 CTO per month. 4.8. Staff will not avail CTO in advance. 4.9. Staff can avail only earned CTO. No additional days for travelling will be allowed.

5. Compassionate Leaves: Eligible employees can avail compassionate leave for immediate family matters, where immediate family is defined as parents, spouse, children and siblings only.

Where employees consumed their all compassionate leaves balance and is requesting leave for the reasons mentioned in compassionate leave will be charged to annual leave (subject to availability of balance) or consider as leave without pay.

6. Maternity & Paternity Leave Married female employees will be permitted to three months (90 days) maternity leaves with pay for each confinement period, ideally four weeks/1 month before and eight weeks/2 months after the delivery. In case this leave is availed prior to completion of six (6) months of continuous service, it will be without pay.

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LEAVE POLICY

Married male will be permitted paternity leave for 3 consecutive working days on childbirth.

7. Iddat Leave Iddat/waiting period is an Islamic law concept where a woman has to stay in one house for a specific period of time and it is not permissible for her to go to elsewhere before expiration of this period. Iddat is required upon the death of husband, termination of marriage contract through divorce or khula or annulment (legal procedure for declaring a marriage null & void) of the marriage contract through some other manner.

In case of husband's death, it is four months and ten days (Surah Baqarah/The Cow: Verse 234). Such leave shall commence from the date of husband's death and for this purpose female staff will have to produce death certificate issued by the competent authority to HR department.

In case of divorce or khula, iddat leave will be granted on case by case basis and subject to Country Director's approval.

Iddat leave shall not be debited to leave account.

8. Public Holidays: Employees are entitled for public holidays that fall during a contract period. If a public holiday falls on a weekend, employees will be notified of an alternative weekday to replace it, which normally is either Friday or Monday conditional to country director approval. The dates of Public Holidays should be communicated to all staff by the HR Department at the beginning of the leave year.

9. Public Emergency: Employees may be granted time off with pay during a public emergency that effectively prevents attendance at work or the continuance of work in a normal and orderly manner. A public emergency includes either a natural disaster, such as fire, flood, or earthquake, or a man-made disorder, such as a demonstration, riot, or act of sabotage. Approval for time off with pay or work from home for such emergencies is given by the most senior employee in the office.

10. Sick Leave: Sick Leave is absence with pay for time lost due to a genuine illness or injury or dental or medical appointments of eligible staff members. Sick Leave is also provided for medical appointments. IRP appointed doctor can also be asked to verify the claim.

Any accrued but unused Sick Leave will not be translated into money. No payment will be made to compensate for unused earned Sick Leave.

For more than 1 day sick leave, employee has to submit certificate from registered medical practitioner to HR department.

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