TAFW TIME AWAY FROM WORK POLICY - Charisma Intranetcharismaintranet.com/TAFW.pdfCharisma offices,...

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TAFW –TIME AWAY FROM WORK

POLICY

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Table of Contents

STATEMENT OF INTENT ................................................................3

1. SCOPE .....................................................................................3

2. ANNUAL LEAVE .......................................................................3

3. ABSENCE DUE SICKNESS ...........................................................5

4. COMPASSIONATE LEAVE ..........................................................7

5. HAJJ LEAVE ..............................................................................8

6. UNPAID LEAVE ........................................................................9

7. TIME OFF IN LIEU .....................................................................9

8. MATERNITY LEAVE ................................................................ 10

9. PATERNITY LEAVE .................................................................. 11

10. PUBLIC AND RELIGION HOLIDAYS ......................................... 12

TAFW- TIME AWAY FROM WORK POLICY COMPANY CHARISMA GROUP IMPLEMENTER HUMAN RESOURCE

POLICY STATUS ISSUE DATE

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Statement of Intent

Charisma Group recognizes and respects employees’ needs for time away from work, to maintain a balanced

life/work environment for employees.

1. Scope

1.1 Time Away from Work policy is applicable to all full time employees of the Charisma Group.

1.2 Where local legislation sets or requires a higher standard, or conflicts with the provision contained in this

Policy, then the provisions in the local legislation will take precedence.

1.3 Where there is no local policy or legislation this Policy will apply in principle until such time that an

appropriate local policy can be agreed.

1.4 Local management must, in all cases, liaise with HR Head Office regarding local legislation before

requesting changes or exceptions to the local policy.

1.5 All kind of leave MUST be applied through HR system, manual requests will only be accepted with proof of

system attempt is failing due to technical issue.

2. Annual Leave

The purpose of this Policy is to set guidelines for the use of an employee’s Annual Leave entitlement.

2.1 Policy Principle

2.1.1 Employees are encouraged to use their Annual Leave during the year in which it is earned.

2.1.2 Paid Annual Leave is accrued in respect of the calendar year running from 1st January to 31st December.

2.1.3 New joining employees are eligible to take Annual Leave only after completing and passing probation

period subject to operational requirements and line manager approvals.

2.1.4 Annual Leave in the calendar year of joining will be calculated on a pro-rata basis from date of joining

based on working days or calendar days.

2.1.5 In the event of leaving the company and the Annual Leave taken exceeds the number of days accrued,

“The Company” will recover the appropriate corresponding sum from the employees’ final payment.

2.1.6 Any Annual Leave accrued up to the final day of service may be utilized as part of the employee’s notice

period.

2.1.7 The Company will pay out any unused annual leave balances before the employee’s last working day.

2.1.8 Calculation of unused annual leave is based on the last basic salary of employee.



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2.1.9 Entitlement to Annual Leave will be granted in line with local labor legislation.

2.1.10 Employees are encouraged to use their Annual Leave during the year in which it is earned.

2.1.11 Upon return from annual leave, each employee will receive a letter from HR to acknowledge avail the

leave the letter must be signed by staff and line manager and return to HR within a week from return.

2.2 Schedule Annual Leave

2.2.1 Annual Leave must be applied for and approved via HR system for all employees.

2.2.2 Line Managers should monitor employee leave usage throughout the year to ensure that leave balances

are not building up to an unmanageable level.

2.2.3 Employees must ensure that they plan and manage their leave schedules responsibly in agreement with

the Line Manager.

2.2.4 Once an employee’s leave is booked in system, it must be taken as scheduled, unless rejected or

cancelled by the Line Manager for operational reasons.

2.3 Early / Late Return from Annual Leave

2.3.1 In certain circumstances, Charisma Group may have to recall an employee from leave to attend an

operational needs. In the event that this happens, the Line Manager should contact the employee and

arrange with HR to update the system upon return.

2.3.2 The Company will be responsible to compensate any expenses related to bringing back the employee

earlier from leave.

2.3.3 If the company decided not to credit back the days then the company should pay the amount of days.

Such arrangements requires employee, Head of department, Head of HR and Finance Director Approvals.

2.3.4 Should an employee wish to return early from annual leave, they may contact their line manager in

writing to agree on the timelines and contact HR to update the system upon return.

2.3.5 If it is foreseen that return from leave will be delayed, every effort must be made by the employee to

inform their Line Manager and HR in writing as soon as possible. Upon return the employee should

arrange to have the system updated accordingly, and could be subject to HR review to document the

case.

2.4 Annual Leave Entitlements

2.4.1 The annual leave entitlements in United Arab Emirates are measured as below:

2.4.1.1 Employees are entitled to an annual leave of 2 days per month, if completed six months of

service, but not one year.



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2.4.1.2 Employees are entitled to an annual leave of 30 calendar days, if completed one full year of

service and above.

2.4.2 The annual leave entitlements in Republic of Lebanon are measured as below:

2.4.2.1 Employees are entitled to an annual leave of 15 working days with full pay, if completes one

year to five full year of services.

2.4.2.2 Employees are entitled to an annual leave of 17 working days with full pay, if completes more

than five years and up-to ten full year of services.


than ten years and up-to fifteen full year of services.


than 15 full year of services.

3. Absence Due Sickness

Charisma Group believes in promoting the health and wellbeing of its employees. The Company recognize that on

occasion employees will fall sick. This policy aims to support employees during such times and set in place

guidelines for consistent management of these instances and to encourage regular attendance at work, minimize

absence levels, whilst also providing support to those individuals absent for legitimate reasons.


3.1.1 The Company recognize that on occasion employees will fall sick. This policy aims to support employees

during such times and set in place guidelines for consistent management of these instances.

3.1.2 It is the policy of Charisma Group to recognize and support employees who have legitimate reasons for

absence due to sickness. It is expected that employees do their best to keep the number of days absent

owing to sickness to a minimum and do nothing to aggravate their condition and prejudice their return

to work.

3.1.3 Unless local legislation permits self-certification, the Company reserves the right to request a medical

certificate from a qualified general medical practitioner or medical clinic to verify any period of absence

due to sickness.

3.1.4 Charisma Group does not reimburse additional medical expenses that is not covered by the medical

insurance provided by the company.

3.1.5 It is the Line Manager's responsibility to monitor the prevalence of absence due to sickness and provide

reports to HR as appropriate. Employees with a high incidence of absence due to sickness may be



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required to undergo a medical examination from an approved doctor from the company provided

insurance network.

3.1.6 On occasions when an employee falls sick, whether sickness occurs in the UAE or overseas or any of

Charisma offices, the employee must obtain a medical certificate from a qualified medical practitioner

for every sick leave day (even one day).

3.1.7 If a valid medical certificate which states the cause of the illness and the duration of absence due to

sickness is provided, then the absence is regarded as approved.

3.1.8 If a medical certificate is not provided, or the absence exceeds the period specified on the medical

certificate, absence is regarded as 'unauthorized absence’ and will result in the following:

a) Calculating the days from the employee’s leave balance or from the days’ balance that the owner

is from overtime.

b) Deduction from salary in the absence of a balance from the annual leave or from the balance of

days earned from overtime

3.1.9 Every instance (even a single day) of absence due to sickness must be recorded in the HR System.

3.1.10 Employee is responsible to ensure sick leave and certificate are registered in HR system upon return to

work to avoid any implications.

3.1.11 Line Managers are responsible for ensuring that sickness certificates are received, recorded on the

system and stored for all staff members in their department.

3.1.12 When an employee is admitted to hospital (planned or not), any possible recovery period should be

discussed with the Line Manager in advance or as soon as practicable. In all such cases the recovery

period will also be considered as absence due to sickness subject to the employee producing a suitably

an approved medical certificate.

3.1.13 Public/Religious holidays and weekends (days off) occurring during absence due to sickness will not be

granted or added to the annual leave entitlement of the employee nor will the employee be entitled to

alternative days off or compensation.

3.1.14 New Joiners under probation are not entitled for paid sick leave but any absence due to sickness must

be recorded in the HR System.

3.2 Sickness Salary and Allowances in United Arab Emirates

3.2.1 From day 1 to 15 days with approved sick leave certificate from qualified medical practitioner will be

fully paid.


half paid on basic salary and allowances (excluding housing allowance).



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with no pay (excluding housing allowance).

3.2.4 The pay calculations for the above periods of absence are based on consecutive and non-consecutive

day’s absence through sickness.

3.3 Sickness Salary and Allowances in Republic of Lebanon

3.3.1 If employee completed 3 months up-to two years of full services, will be eligible of half month salary

full paid and another half month salary half paid, when provide an approved sick leave certificate from

qualified medical practitioner.

3.3.2 If employee completed more than two years and up-to four years of full services, will be eligible of one

month salary full paid and another one month salary half paid, when provide an approved sick leave

certificate from qualified medical practitioner.

3.3.3 If employee completed more than four years and up-to six years of full services, will be eligible of one

month and half salary full paid and another one month and half salary half paid, when provide an

approved sick leave certificate from qualified medical practitioner.

3.3.4 If employee completed more than six years and up-to ten years of full services, will be eligible of two

months’ salary full paid and another two months’ salary half paid, when provide an approved sick leave


3.3.5 If employee completed more than ten years of full services, will be eligible of two months and half salary

full paid and another two months and half salary half paid, when provide an approved sick leave


3.3.6 The pay calculations for the above periods of absence are based on consecutive and non-consecutive

day’s absence through sickness.

4. Compassionate Leave

The purpose of this Policy is to assist employees during times of family bereavement. Under the Compassionate

Policy, employees may be granted time-off from work to enable them to make necessary arrangements and to

support them during the period of mourning.


4.1.1 It is the policy of Charisma Group to provide support to all its employees by granting

Compassionate Leave in response to bereavement of close relatives.



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4.1.2 Local legislation will be used as a guide in determining who is considered as a “close relative “. In the

absence of such definition or guidance, the UAE application of this policy may be used in principle.

4.1.3 If Compassionate Leave is being taken for death of a relative outside the country of employment, the

employee may be granted an additional 2 days for travel purposes.

4.1.4 Charisma Group will provide support to all its employees by granting Compassionate Leave in response

to bereavement of first degree relatives. First degree family member can be defined as spouse, child,

parent, brother and sister of an employee.

4.2 Period of Compassionate Leave

4.2.1 Death of First Degree Relatives :

5. Hajj Leave

This policy provides for time-off from work for employees wishing to go on Hajj.

It is Charisma Group’s policy to grant all its Muslim employees with the privilege of pilgrimage for Hajj once during

their employment with the Company upon completing three years.

5.1 Policy Principles

5.1.1 The period of Hajj leave is fifteen (15) calendar days upon completion of 3 years of continuous service.

This leave may be used in conjunction with outstanding Annual Leave to a maximum of fifteen (15)

calendar days.

5.1.2 Salary and benefits normally paid to an employee will continue unaltered for fifteen (15) days of Hajj

leave.

5.1.3 Should the employee not have the required leave balance, then any period beyond the 15 days Hajj leave

will be treated as unpaid leave.

5.1.4 Muslim employees who have left the services of Charisma Group and have subsequently been re-

employed by the Company will not be eligible to apply for a second period of Hajj leave if previously

utilized.

5.1.5 Public holidays falling during Hajj leave will be inclusive of Hajj Leave.

5.1.6 The employee must have the prior written permission of the Head of the Department as only a limited

number of employees can be released from any one Department at any one time.

a. Death of Spouse 7 Calendar Days

b. Death of Parent 7 Calendar Days

c. Death of Child 7 Calendar Days

d. Death of Brother/Sister 7 Calendar Days



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5.1.7 Employees must seek Hajj leave permission at the same time as Annual Leave planning, to plan for

adequate head count levels. Final applications should be received by HR at least one month before the

start of Hajj.

6. Unpaid Leave

The purpose of this Policy is to formalize the provisions related to unpaid leave.

6.1 Unpaid Leave is where an employee is granted time off work to predominantly attend emergency or

medical emergency matters in absence of having any Annual Leave left to take.

6.2 Only after a permanent employee has used all their Annual Leave entitlement for that year will unpaid

leave be considered.

6.3 An employee may be granted unpaid leave only for exceptional reasons. It may only be authorized at

Management and HR's discretion, and therefore is not an entitlement.

6.4 There will be no payment made during this time away from work.

6.5 All unpaid leave requests will be reviewed and approved by VP of Department and HR Director.

6.6 The average number of days which may be approved is 15 calendar days. This may be extended up to a

maximum of 90 calendar days upon further approval from CEO. However, each case will be assessed

individually and the number of days approved will be considered on a case by case basis.

6.7 No credit is given for public holidays during unpaid leave.

6.8 The period of unpaid leave will be deducted from total calendar days worked and Charisma Group will

cease to End of Service Benefit and any other performance related pay for this period.

6.9 Application for unpaid leave is to be made by the employee, stating fully the reason(s) for the

application and all mitigating circumstances and be submitted to the Line Manager to begin the approval

process.

6.10 Management reserves the right to approve or not approve unpaid leave.

7. Time Off In Lieu

This policy formalizes the provision of time off in lieu (TOIL) for employees who works during days off, weekends

or Public Holidays.

7.1 It is likely that there will be situations when Employees will be asked for their assistance outside of their

normal working hours, in such occasions Line Manager and Head of Department the employee will be

compensated with time in lieu as per the below:

7.2 If employee work during a public holiday the company will compensate for each hour worked, 1.5 hour in

lieu as compensation.



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7.3 If employee work during the weekly rest day / Friday the company will compensate for each hour worked,

1.5 hour in lieu as compensation.

7.4 If employee work extra hours on his contractual working hours the company will compensate for each hour

worked, 1.25 hour in lieu as compensation.

7.5 TOIL must be taken as physical time off and will not be paid out as overtime.

7.6 At the end of each month, the employee should submit an approved TOIL form request by line manager

and head of department, The form must include the following details:

1. The work activities undertaken

2. The date and time on which they were undertaken

3. The number of hours’ TOIL being claimed

7.7 Once the signed form is received, the due leave will be entered into the HR system.

7.8 TOIL may be “clubbed” together with annual leave, subject to line manager approval.

7.9 The employee is directly responsible for documenting all TOIL and to submitting them to HR.

8. Maternity Leave

The policy provides information on the arrangements related to pregnancy and maternity leave provisions for

female employees.


8.1.1 When an employee becomes pregnant she must inform the Line Manager and Head of Department as

soon as possible.

8.1.2 Maternity provision will be managed in line with local legislation and must occur in consultation with HR.

8.1.3 Where a pregnant employee can continue to perform her role without jeopardizing her own health and

safety or the company’s operational requirements, she may remain in her position until the birth of her

child.

8.2 Provisions

8.2.1 All permanent full time female employees who are legally married and have registered their marriage

with the company, will be considered eligible to be covered by this Maternity Policy.

8.2.2 It is illegal to be pregnant while unmarried. Any staff member in this situation must resign immediately

or have their employment terminated.

8.2.3 The employee’s position will remain open for the duration of the pregnancy and period of maternity

leave.



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8.2.4 Female employees who have completed one year of continuous services in United Arab Emirates and

working on a full-time basis will be provided with fully paid maternity leave for a period of 45 continuous

calendar days, could be initiated just before delivery or after delivery, provided medical report with

identified due date presented.

8.2.5 Female employees who have completed one year of continuous services in Republic of Lebanon and

working on a full-time basis will be provided with fully paid maternity leave for a period of continuous

ten weeks, could be initiated just delivery or after delivery, provided medical report with identified due

date presented.

8.2.6 Public/religious holidays occurring during maternity leave will be treated as maternity leave for all

purposes and alternative day/days off will not be granted nor added to the leave entitlement of the

employee.

8.2.7 An employee may add to the end of maternity leave a period of any outstanding Annual Leave, subject

to giving adequate notice and receiving the approval of the Line Manager and Head of Department.

8.2.8 Female employee under maternity leave are not entitle for sick leave during the period of maternity

leave. Maternity leave cannot be split it has to be taken as continuous.

8.3 Resumption of Work

8.3.1 On resuming work, female employees nursing their child are entitled to two breaks of 30 minutes each

per day. Timings of these breaks must be agreed and authorized by the Line Manager.

8.3.2 During Ramadan, the above nursing leave is not considered as additional to the Ramadan working

hour’s reduction.

9. Paternity Leave

The policy provides information on the arrangements related to paternity leave provisions for male employees.

9.1 Male employees who have completed a year of continuous service will be provided with full paid

paternity leave of 2 working days.

9.2 Paternity leave should be taken within three months of the date of delivery and it can be taken as

individual days or consecutively.

9.3 Paternity Leave is only available once in a twelve month period.

9.4 Male employees who are legally married and have registered their marriage with the company, will be

considered eligible to be covered by this Paternity policy.

9.5 Employee must request for paternity leave online through HR system, and attach the Child birth

certificate.



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10. Public and Religion Holidays

All employees are entitled to paid full leave in respect of the official public holidays in each country, subject to the

laws and regulations governing the private sector. HR department will be officially announced and published.

10.1 This page https://publicholidays.ae/2021-dates/ contains United Arab Emirates national calendar of all

2021 public holidays. These dates may be modified as official changes are announced, HR will be

communicated upon official confirmations.

10.2 The below table contains the Republic of Lebanon Charisma office approved public holidays. Actual dates

may be modified as official changes are announced. Holidays that falls during weekend are not

automatically compensated, HR will be communicated for confirmations.

10.3 Employees will be compensated with time in lieu days if been requested to work during official leave as

per section 7 of this policy.

Holiday Name # of Days Date if Known

New Year ‘s Day 1 January 01

Feast of the Annunciation 1 March 25

Good Friday 1

Labor Day 1 May 01

Eid Al- Fitr 2

Eid Al- Adha 2

Islamic New Year (Hajira) 1

Ashoura 1

Prophet Muhammad (PBUH) Birthday 1

Assumption day 1 August 15

Independence Day 1 November 22

Christmas Day 1 December 25

https://publicholidays.ae/2021-dates/

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