SECTION 4: LEAVE POLICY

I. Purpose

This policy establishes the leave entitlements available to AVCI employees, ensuring compliance with Philippine labor laws while promoting employee well-being and work-life balance. It also outlines AVCI’s company-specific leave benefits and restrictions to ensure operational efficiency during peak periods.

II. Legal Basis

This policy aligns with the following Philippine laws governing employee leave benefits:
1. The Labor Code of the Philippines (PD 442) – Governs employee leave entitlements and labor rights.
2. Republic Act No. 8187 (Paternity Leave Act of 1996) – Grants paternity leave for married fathers.
3. Republic Act No. 11210 (105-Day Expanded Maternity Leave Law) – Provides maternity leave benefits for female employees.
4. Republic Act No. 9262 (Anti-Violence Against Women and Their Children Act of 2004) – Allows leave for victims of violence.

III. AVCI-Granted Leave Benefits

AVCI Veterinary Practice provides the following company-granted leave benefits for all regular employees:
• Twelve (12) Days Service Incentive Leave (SIL) – Composed of:
   ◦ Six (6) Days Vacation Leave (VL) – Accrued at one (1) day per month.
   ◦ Six (6) Days Sick Leave (SL) – Can be used anytime for personal illness, medical check-ups, or hospitalization.
• One (1) Day Birthday Leave (BL) – Must be availed within the employee’s birth month.

📌 Important Notes:
• All leaves must be availed within the year as AVCI does not monetize unused leave credits.
• No leave is allowed from the second half of December up to the first week of January, except for maternity and paternity leave.
• Both VL and SL are refreshed at the start of each new year; unused leave from the previous year is forfeited.

IV. Understanding Your Service Incentive Leave (SIL) at AVCI

Eligibility and Granting of SIL
• SIL is immediately granted upon regularization (after six months of service).
• Employees do not need to wait for one year, as required by the Philippine Labor Code.

Vacation Leave (VL) – Accrual and Usage
• Vacation Leave is accrued at one (1) day per month up to a total of six (6) days per year.
• Employees cannot use more than the VL days they have accrued.
   ◦ Example: In January, an employee has only earned one (1) VL day and can only avail of that one day.
   ◦ If unused, VL days accumulate monthly (e.g., 3 days available in March if not used in January and February).
• VL resets at the start of each new year, just like SL.
• Unused VL does not carry over to the next year.

Sick Leave (SL) – Usage and Pro-Rated Allocation
• Employees can use Sick Leave (SL) at any time if they are sick.
• For newly regularized employees, SL is pro-rated based on the number of months remaining in the year.
   ◦ Example: If an employee is regularized in October, they will receive only 3 SL days for the rest of the year (October to December).
• Sick leave resets at the start of each year; unused SL from the previous year is forfeited.

Birthday Leave (BL) – Usage
• Must be taken within the employee’s birth month.
• Cannot be carried over to the following month or year.

V. Government-Mandated Leave Benefits

1. Maternity Leave (RA 11210 – Expanded Maternity Leave Law)
◦ Eligibility: All female employees, regardless of civil status, employment status, or legitimacy of the child.
◦ Duration:
   ▪ 105 days paid leave for normal or cesarean childbirth.
   ▪ 60 days paid leave for miscarriage or emergency termination of pregnancy.
◦ Salary Coverage: Paid by SSS and AVCI (if applicable for salary differential).
◦ Extension: Employees may extend for an additional 30 days without pay.
◦ Benefit Sharing: Female employees may transfer 7 days of their leave to the child’s father or alternate caregiver.
◦ Employee Responsibility: Employees must submit SSS Maternity Notification at least 30 days before the expected delivery date.

2. Paternity Leave (RA 8187 – Paternity Leave Act of 1996)
◦ Eligibility: Married male employees with a legally recognized spouse.
◦ Duration: Seven (7) days paid leave.
◦ Purpose: For childbirth-related responsibilities and childcare.
◦ Coverage: Limited to the first four (4) deliveries of the spouse.
◦ Employee Responsibility: Employees must submit a copy of the child’s birth certificate within 30 days after childbirth.

3. Leave for Victims of Violence Against Women & Children (RA 9262)
◦ Eligibility: Female employees who are victims of domestic violence, abuse, or harassment.
◦ Duration: Ten (10) days paid leave (extendable upon court order).
◦ Purpose: For legal, medical, or counseling services.
◦ Employee Responsibility: Employees must present a barangay or police report as proof of abuse.

4. Bereavement Leave (Company-Provided)
◦ Eligibility: All regular employees.
◦ Duration: Two (2) days paid leave.
◦ Purpose: To attend funerals or make arrangements for immediate family members.
◦ Definition of Immediate Family: Parents, spouse, children, siblings, and grandparents.
◦ Note: Bereavement leave is not mandated by Philippine laws, but AVCI provides this benefit as a company policy.

VI. Leave Application and Approval Process

1. Filing a Leave Request
◦ Employees must submit a Leave Request Form at least three (3) days before planned leave.
◦ Vacation Leave (VL) requests must be submitted to THREAD approvers at least two (2) weeks before the planned leave.
◦ Emergency leaves must be reported immediately to HR.

2. Departmental Leave Allocation
◦ Staff within the same department cannot avail of vacation leave on the same date.
◦ Staff from different departments can avail of vacation leave on the same date.
◦ Example: On a Wednesday, only one (1) vet tech can avail of vacation leave. However, on the same date, one (1) vet tech and one (1) receptionist can take vacation leave because they belong to different departments.

3. Managerial Approval
◦ Leaves exceeding three (3) days require HR and department head approval.

4. Documentation Requirements
◦ Employees must provide valid supporting documents (e.g., medical certificates, birth certificates, or legal documents) if applicable.

By understanding these policies, employees can effectively manage their time off while ensuring smooth operations at AVCI.