Probation Period Leave Problem-Urgent

Hi,
I am saurabh jain,i am working with a small organization, we are having 6 ppl in our company for 6 months probation period,i am in a state of confusion that if anyone's probation is extented by say 3 months or 6 months,is he entitled to get ppl leaves accordingly.
Please help me asap.
Regards,
Saurabh jain

Dear Saurabh,

It depends on the company policy.

However, this will help.

Please mention on the offer letter that the PL can only be availed on confirmation of an employee. This can be mentioned ideally on the appointment letter but the same you can include on extension of probation letter.

Also try to put a detailed leave policy in place.

This clause will be self explainatory and anyone not confirmed will automatically not be eligible for PL.

Hope this solves your issue.

Sample PL Ploicy is here:

PRIVILEGE LEAVE (LEAVE YEAR JANUARY TO DECEMBER )

(a) All Employees will be entitled to 21 days privilege leave with pay per year. This has to be

utilized, annually subject to accumulation of 42 days and surplus leave to the credit of the

employee at that time, will automatically lapse. Pls also refer to Corp guidelines.

(b) Privilege Leave will accrue at the rate of 1.75 days per month (credited at the beginning

of every quarter commencing from January @ January to March – 5, April to June – 5,

July to September – 5.5, October to December – 5.5) and the employee can avail PL on

prorata basis on completion of six months. If an individual leaves after confirmation he /

she will be given prorata PL in the F & F settlement. The company shall recover excess

Prorata PL (credited quarterly) in case an employee avails & then leaves the

organization before the end of the concerned quarter.

In general, care should be taken that an employee does not avail more than he / she is

actually eligible for at the time of the application. Exceptions can be made by the HR

Manager and GM on case to case basis based upon the necessities.

(c) HR will apprise Department Heads of the staff authorization of PL in the first week of the

leave year. Employees in general shall submit a PL plan (spread over in 3 occasions) in

the beginning of the year. Department Heads will plan their annual PL programmes. In

preparation of the annual PL programme, Department Heads will consider operational

commitments, even spread of leave and domestic need of their staff.

Maximum staff should ideally avail of PL during the lean periods. This will be discussed

with Department Heads and then placed before General Manager for his final approval in

the month of Dec. It will then be implemented thereafter as approved. Department Heads,

may at their discretion, make changes in the approved leave programme as dictated by

the exigencies of the situation, provided the basic parameters are not changed. The

sanctity of operational commitments has to be upheld at all time.

(d) Staff applications for privilege leave have to be made at least 15 days in advance

enabling sanctioning of the same.

(e) Availing of PL is subject to three times a in a year. In order to maintain the balance in the

work areas the minimum number of privilege leaves which one can avail at one time is 3

days and not more than 15 days at a time. If one needs to go for more than 15 days

he/she can be given under special sanctions and citing the reasons thereof.

(f) No Leave is sanctioned / granted during notice period of an employee.

(g) Employees proceeding on sanctioned PL and submitting resignation after the Salary gets

credited is questionable and in such cases employee shall not be sanctioned his PL. This

will be unsanctioned leave and subjected to disciplinary action. All legal dues due to the

company should be recovered including the salary excess paid in such cases.

(h) Balanced privilege leave - if any – is encashed on the basis of basic salary while

separation at the time of full and final settlement.

(i) Where privilege Leave availed is ‘prefixed’, ‘suffixed’ or ‘prefixed and suffixed’ by a

Holiday or Weekly Off will not be included in computing number of privilege leaves

availed. However ‘prefixed’, ‘suffixed’ or ‘prefixed and suffixed’ of Holiday or Weekly Off

should be a Working day.

(j) Where a Holiday or an employee’s Weekly Off falls within the period of privilege leave

claimed by the employee, then such Holiday or Weekly Off will be included in computing

number of privilege leaves availed.

(k) All privilege leave taken for three days and above on account of illness is required to be

supported by a medical certificate.

Regards,

Viraj

Dear Viraj,
Thanks a lot for your reply.
Need to know is there any rule in hr policies that if the probation period is extented by 3 months,then ppl leaves can be increased as per the extension. Is there such flexibility in hr policies,because i want to include the same in my hr policies, that if probation period is extended the ppl's should also extend accordingly.
Your prompt responce in this regards will be appreciated.
Regards,
Saurabh Jain

Dear Saurabh,
As mentioned earlier. You can design you own leave policy as long as it is fair.
Please mention the clause that the PL can be accumulated but can only be availed on confirmation.
For Example. Say 30 days PL Per anum.
Now an employee will get PL on prorata basis that is from day one, at the rate of 2.5 days a month.
This leave will be accumulated till the employee is confirmed. Once confirmed the employee can avail the leave.
If not confirmed the leave will accumulate until the employee gets confirmed.
If employee resignes during the probation period, you dont need to pay for the accumulated leave.
If confirmed then the PL balance can be paid in the fina settlement.
Regards,
Viraj

Dear Saurabh,
Unavailed leave can be carried forward upto the maximum of 30 days.
Let the leaves get accumulated in the probationary period. Once the employee gets confirmed he can avail the leaves. Its companies discretion of how often the employee gets leave. In the end of the year the leaves can be en-cashed and the excess leaves are lapsed.

Dear Shreekanth,
If the person has exausted all his six(fixed for 6 month probation period) leave which is alloted for 6 month probation period time,and if his probation period is extented for 3 more month and can we make increase the ppl leaves according to his exended period. can we make such policy. will their be any such problem as per HR rules.
Regards,
Saurabh Jain

Dear Saurabh,
Please understant the concept.
PL is generally not availed during the probation period. It can only be accumulated and availed once confirmed.
If you have taken a call and allowed employee to avail PL then its ok. You can further extend the leave to the employee as long as your company is comfortable with it.
Though the same is not advisable. Please stick to "PL is generally not availed during the probation period. It can only be accumulated and availed once confirmed."
Regards,
Viraj