Department:
HUMAN RESOURCE DEPARTMENT
Document Title:
Policy on Vacation Leaves and Flexi Time
Document No.
2014-200-01
Effective Date:
March 2014
Version No.: 1
Rev. No. 1
1. OBJECTIVES:
1.1 To prescribe the policies and procedures in the availment of vacation leaves and flexi time benefits.
1.2 To ensure that the operation of the department is not compromised in the process due to the
availment of the individual employee’s Vacation Leave and Flexi Time benefits.
2. RESPONSIBILITY:
2.1 The Human Resource Department shall be responsible to process the employee’s application of
Leaves.
2.2 The Executive concerned shall be responsible to approve/disapprove the employee’s application of
Vacation Leave/Flexi Time.
2.3 The Department Head shall be responsible to schedule the vacation leaves and flexi time availment to
fit with the departmental requirement to ensure that the operation of the company is not hampered by
the absence of the employee. There should also be a back-up system that another employee will take
over the work of the employee who is on leave.
3.
POLICIES ON AVAILMENT OF VACATION LEAVE
3.1 On Vacation Leave
3.1.1
All permanent employees shall be entitled to fifteen (15) days vacation leave with full pay for
every year of continuous and satisfactory service rendered. An employee is entitled to 1.25
leave credits (10 hours) for every month of service effective his regularization. Any earned
leave credits that are not availed during the calendar year will lapse at the end of the calendar
year.
3.1.2
For vacations or pre-planned absences, due approval must be obtained prior to availment.
3.1.1.1 As a general rule, “any employee who has earned vacation leave must apply for it in
writing not later than ten (10) days before he intends to take his vacation and the same
shall be enjoyed at such time as may be determined by the Company.”
3.1.1.2 While every effort is made to allow employees to schedule their vacation leave
availment according to their preference, the Company shall have exclusive right to
approve or disapprove and/or re-schedule the same subject to the exigencies of the
service.
3.1.1.3 In the event that an employee has enjoyed unapproved VL, the time or day/s of
unapproved VL shall be deducted from the employee’s salary. Penalties on Article VI
Section 6 of the Company’s Code of Professional Ethics and Conduct (COPEC) shall
apply.
Page 1
Reviewed by:
Jonathan Lawrence Tuvalles, HRD Head
Recommending Approval:
Engr. Randy S. Pastolero, AVP-O
Approved by:
Luis Miguel A. Cacho, P-CEO
Department:
HUMAN RESOURCE DEPARTMENT
Document Title:
Policy on Vacation Leaves and Flexi Time
Document No.
2014-200-01
Effective Date:
March 2014
Version No.: 1
Rev. No. 1
3.1.1.4 Specific Rules on VL availment:
a. The minimum time of availment of VL shall be one (1) hour. All availment of less
than one (1) hour shall be covered by a personal locator slip duly approved by the
immediate superior of the employee before availment.
b. Applying for a VL for the obvious reason of avoiding tardiness shall be
disallowed. This usually happens during the first hour in the morning and first
hour in the afternoon. Absence in this period shall be scrutinized very well by the
heads of the departments concerned before giving their approval. In general,
availment of this sort in the morning requires approval the previous day while that
in the afternoon requires approval on the morning of the same day.
c. Extension of an approved VL shall be discouraged. However, for valid reasons as
evaluated by the employee’s immediate superior, it could be allowed provided that
prior approval is sought. With this in mind, the employee seeking extension
should inform his immediate superior / executive concerned before availment.
The employee concerned should immediately inform HRD of the extension
sought if approved for control purposes and HRD shall update the employee’s
record of leave availment. If an employee fails to seek his immediate superior’s
approval due to failure to contact him, the employee a violation under the
COPEC.
d. As much as possible, employee shall make sure that the schedule of their Vacation
Leave are strictly followed. However, if changes are inevitable, concerned
employee should inform the HRD of said cancellation a day before the intended
leave, and must inform and seek the signature of his/her immediate supervisor for
the said cancellation.
e. To determine whether the VL was availed before official approval, the VL form
shall contain information as to time of printing.
f. Only those employees who have availed of a VL prior to approval will be required
to put the explanation on the VL form.
3.2 On Flexi-time
3.2.1
3.2.2
3.2.3
3.2.4
A flexitime credit is earned when employees render duty outside of his/her regular duty hours.
Excess duty hours must have a prior approval by the executive concerned.
A flexitime credit earned is equal to the number of working hours rendered by the employee
during ordinary days, 130% during rest days and special holidays, and 200% during regular
holidays.
Flexi-time credits must be availed within a month from the date these credits are earned. After
which, such credit will be waived.
When availing flexi-time, the above policy 3.1.1.4 Specific Rules on VL Availment also applies.
Page 2
Reviewed by:
Jonathan Lawrence Tuvalles, HRD Head
Recommending Approval:
Engr. Randy S. Pastolero, AVP-O
Approved by:
Luis Miguel A. Cacho, P-CEO