Time Off and Leave Policy
Rest is part of doing good work. This policy covers weekly offs, holidays, general leave, sick and medical leave, parental leave and other time off.
Document
Policy number
TSS-HR-04
Version
1.0
Effective from
1 September 2026
Next review
March 2027
Owner
Human Resource Team
Approved by
Board of Directors
Applies to
Every employee, including those on trial, from their salaried start date. Trainees during induction agree any time off with their trainer. Interns take time off as the Internship Policy sets out.
Issued by
Thakur Systems & Structures Private Limited, CIN U62011PN2026PTC254650
Related policies
Remote Work and Telecommuting Policy (TSS-HR-03), Health and Safety Policy (TSS-HR-08), Performance Management and Discipline Policy (TSS-HR-05)
1. THE LEGAL MINIMUM ALWAYS APPLIES
If the law gives you a right to more paid leave, or to carry forward or be paid for unused leave, you will always get at least what the law provides. Nothing in this policy takes away a right you have under the law.
Sundays, the days on our holiday calendar, parental leave and time off to vote are paid, as described below. How pay works for general, sick, medical and other leave is set out in your Employment Agreement.
2. WEEKLY OFF AND HOLIDAYS
Sundays. Every Sunday is a paid day off.
Saturdays. Saturdays are normally working days.
Holiday calendar. The HR team publishes our holiday calendar before the start of each calendar year. It lists the official government holidays and the important religious festivals we observe. Every day on the calendar is a paid holiday. The first calendar covers September to December 2026.
Days not on the calendar. If you want a day off for a festival or occasion that is not on the calendar, tell the HR team in advance so that we can discuss it, approve it and plan any changes to work. We will do our best to say yes.
No work on Sundays or holidays. We do not ask anyone to work on a Sunday or on a day on the holiday calendar.
3. GENERAL LEAVE
We do not run a fixed annual leave quota. Instead:
Two single days a month, no reason needed. In each calendar month, you can take general leave up to two times, for a single day each time, without giving a reason or waiting for approval. Tell your team lead in advance, with the HR team in copy. Unused days do not carry over, and sick leave and the other leave in this policy do not count towards the two.
Anything more needs a reason and approval. Any other general leave, such as a third day off in the same month, or two or more days in a row, needs a reason and your team lead’s approval. If the reason is private, you can give it to the HR team alone.
It depends on work. For leave that needs approval, whether we can say yes to particular dates depends on what is happening at work, such as client deadlines, releases or colleagues already on leave. If we cannot approve the dates you asked for, we will suggest the nearest dates we can.
Notice. Give as much notice as you can: at least three working days for up to three days off, and at least two weeks for anything longer.
How to ask. Send your request to your team lead, with the HR team in copy. Wait for approval before you book any travel.
Before you go. Hand over anything urgent, set an out-of-office message, and let clients know if they will need to contact someone else.
While you are away. You are not expected to check messages or do any work.
Fairness. The HR team keeps a record of leave taken, so that leave is shared fairly across the team.
Carry forward and encashment. Because there is no fixed quota, there is nothing to carry forward or cash in, apart from anything the law requires.
4. SICK LEAVE
What it is for. Short illnesses, such as a cold, fever, stomach upset or migraine.
No fixed limit. There is no monthly limit on sick leave. We trust you to use it honestly.
How to tell us. Message your team lead as early as you can on the first day, with the HR team in copy. You do not need to apply in advance, and you do not need a doctor’s note for sick leave.
Medical treatment. If you need medical treatment, surgery or a hospital stay, use medical leave (section 5).
5. MEDICAL LEAVE
Unlimited. Medical leave is unlimited for genuine medical needs, such as longer illnesses, surgery, injuries, hospital stays, recovery and ongoing treatment, including for mental health.
Documents. Give the HR team an appropriate medical report, assessment or supporting document from a registered medical practitioner. If you are too unwell to send it straight away, send it as soon as you reasonably can.
Confidentiality. Medical documents go only to the HR team and are kept confidential. Your team lead will only be told that you are on medical leave and, where needed, when you expect to be back.
Coming back. After a long absence, we will agree a return plan with you. That may include shorter days or working remotely for a while.
6. PARENTAL LEAVE
Maternity leave. Women employees get 26 weeks of paid maternity leave, of which up to eight weeks can be taken before the expected date of delivery. If you already have two or more surviving children, maternity leave is 12 weeks.
Who is eligible. You need to have worked with us for at least 80 days in the 12 months before your expected date of delivery.
Adoption and surrogacy. A woman who legally adopts a child under three months old, and a commissioning mother, get 12 weeks of paid maternity leave from the date the child is handed over to them.
Other maternity-related leave. You also get the other leave the law provides, such as six weeks of paid leave after a miscarriage or a medical termination of pregnancy.
Paternity leave. Fathers, including adoptive fathers, get 10 working days of paid paternity leave, to be taken within six months of the birth or adoption.
Working from home afterwards. Where the nature of your work allows it, you can agree with the HR team to work from home for a period after maternity leave, on terms we agree together.
Your job is protected. You will not be dismissed or disadvantaged because you are pregnant, are on parental leave, or are returning from it.
Telling us. Tell the HR team as early as you are comfortable doing so, ideally at least eight weeks before you plan to start your leave, so that we can plan cover.
These maternity entitlements match the Code on Social Security, 2020. We give them even while TSS is below the size at which the Code requires them. Where the law changes, the new legal entitlement applies.
7. OTHER TIME OFF
Bereavement. If someone close to you dies, take the time you need. Tell your team lead and the HR team. You will not be asked for a reason or for proof.
Emergencies at home. If something urgent comes up, such as a family emergency, tell your team lead as soon as you can and take the time you need. We will sort out the paperwork afterwards.
Voting. You get paid time off to vote in national, state and local elections, as the law provides.
8. USING LEAVE HONESTLY
Our leave arrangements are built on trust. Taking leave on false grounds, or working elsewhere while on sick or medical leave, is misconduct under the Performance Management and Discipline Policy.
9. RECORDS
The HR team keeps leave records as the law requires. You can ask the HR team for your leave record at any time.