Chapter 5

LEAVE RULES

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 LEAVE RULES
As per section 28 of the Lahore College for Women University, Lahore Ordinance
(Punjab Ordinance [Link] of 2002) the following Leave Rules are hereby framed:

Short title and commencement

i. These rules may be called the LCWU Leave Rules, 2012.
ii. These shall apply to all regular employees of the University.
iii. They shall come into force at once.

When leave earned

1. All service rendered by a regular employee qualifies him / her to earn leave in
accordance with these rules but shall not be earned during the period of leave.

Earning and accumulation of leave

2. An employee shall earn leave only on full pay which shall be calculated as
under: -
(i). In case of non-teaching employee who does not avail vacations, at the rate
of four days for every calendar month of duty rendered and credited to the
leave account as "Leave on full pay".
(ii). In case of teaching staff when he / she avails himself / herself of full
vacation in a calendar year at the rate of one day for every calendar
month of duty rendered.
a. When during any year he / she is prevented from availing himself /
herself of the full vacation as for an employee at (i) above, for that
year.
b. When he / s h e avails himself / herself of only a part of the
vacation--as in (a) above plus such proportion of thirty days as the
number of days of vacation not taken bears to the full vacation.
3. Duty period of fifteen days or less in a calendar month shall be ignored and that
of more than fifteen days shall be treated as full calendar month for the purpose of
calculation of earned leave.

4. If an employee proceeds on leave during a calendar month and returns from it

during another calendar month and the period of duty in either month is more
than fifteen days, the leave to be credited for both the incomplete months shall be
restricted to that admissible for one full calendar month only.

5. There shall be no maximum limit on the accumulation of such leave.

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 Leave on full pay
6. The maximum period of leave on full pay that may be granted at one time shall
be as follows:

(a) Without medical certificate 120 days

(b) With medical certificate 180 days

(On medical certificate from leave account, in entire
service (365 days).

Leave on half pay

i. Leave on full pay may, at the option of the employee, be converted into leave
on half pay, the debit to the leave account will be at the rate of one day of the
former for every two days of the latter, fraction of one half counting as one full
day's leave on full pay.

ii. The request for conversion of leave referred to in sub-rule (1) shall be specified
by the employee in his application for the grant of leave.

iv. There shall be no limit on the grant of leave on half pay so long as it is available
by conversion in the leave account.

Leave to be applied etc., in terms of days

7. Leave shall be applied for, expressed, and sanctioned, in terms of days.

Extra Ordinary Leave (leave without pay)

i. Extraordinary leave without pay may be granted on any ground up to a maximum
period of five years at a time, provided that the employee to whom such leave is
granted, has been in continuous service for a period of not less than ten years,
and, in case an employee has not completed ten years of continuous service
extraordinary leave without pay for a maximum period of two years may be
granted at the discretion of the competent authority.

Provided that the maximum period of five years shall be reduced by the period of
leave on full pay or half pay, if granted in combination with the extraordinary
leave.

ii. Extraordinary leave up to a maximum period prescribed under sub-rule (i) may be
granted, subject to the conditions stated therein, irrespective of the fact whether
an employee is a permanent or a temporary employee.

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 Recreation Leave
8. Recreation leave may be granted for fifteen days once in a financial year, the
debit to the leave account may, however, be for ten days leave on full pay:
Provided that such leave shall not be admissible to the teaching staff.
Note: Casual leave (as Recreation Leave) shall however continue to be granted for 10
days only subject to other conditions.

Leave not due

i. Leave not due may be granted on full pay, to be offset against leave to be
earned in future, for a maximum period of three hundred and sixty-five days in
the entire period of service, subject to the condition that during the first five years
of service it shall not exceed ninety days in all.
ii. Such leave may be converted into leave on half pay.
iii. Such leave shall be granted only when there are reasonable chances of the
employee resuming duty on the expiry of the leave.
iv. Such leave shall be granted sparingly and to the satisfaction of the sanctioning
authority but it shall not be admissible to temporary employees.

Special Leave
i. A female employee, on the death of her husband, may be granted special leave
on full pay, when applied for, for a period not exceeding one hundred and thirty
days.
ii. Such leave shall not be debited to her leave account.
iii. Such leave shall commence from the date of death of her husband and for this
purpose she will have to produce death certificate issued by the competent
authority either along with her application for special leave or, if that is not
possible, the said certificate may be furnished to the leave sanctioning authority
separately.

Maternity Leave
i. A female employee may, for the maximum period of ninety days, be granted
maternity leave with full pay outside her leave account, at any time, immediately
before or after the birth of a child and she shall not be required to provide fitness
certificate for purposes of joining duties after such leave.
ii. Such leave may not be granted for more than three times in the entire service of a
female civil servant except in the case of female civil servant employed in a
vacation department who may be granted maternity leave without this restriction.
iii. For confinements beyond the third one, the female civil servant (in a non-
Vacation Department) would have to take leave from her normal leave account.

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iv. The spells of maternity leave availed of prior to the coming into force of these
rules shall be deemed to have been taken under these rules.
v. Maternity leave may be granted in continuation of, or in combination with, any
other kind of leave including extraordinary leave as may be due and admissible to
a female civil servant.
vi. Leave salary to be paid during maternity leave shall be regulated as for other
leave, in accordance with the existing instructions of the Government.
vii. The leave salary to be paid during maternity leave will, therefore, remain
unaffected even if an increment accrues during such leave and the effect of such
an increment will be given after the expiry of maternity leave, in the event of
resumption of duty by such female civil servant.
viii. A male civil servant may, for a maximum period of seven days, be granted
paternity leave on full pay outside his leave account on or immediately before the
birth of his child:
Provided that such leave shall be admissible only for two times during the entire
service.

Disability Leave
i. Disability leave may be granted, outside the leave account on each occasion,
up to a maximum of seven hundred and twenty days on such medical advice as
the competent authority may consider necessary, to an employee, other than an
employee in part-time service, etc., disabled by injury, ailment or disease
contracted in course or in consequence of duty or official position.

ii. The leave salary during disability leave shall be equal to full pay for the first one
hundred and eighty days and on half pay for the remaining period.

Leave ex-Pakistan
9. Leave ex-Pakistan may be granted on full pay to an employee who applies for
such leave or who proceeds abroad during leave, or takes leave while on duty
abroad, and makes a specified request to that effect.

Leave Preparatory to Retirement

i. The maximum period up to which an employee may be granted leave
preparatory to retirement shall be three hundred and sixty-five days. Unless an
employee opts to proceed on Leave Preparatory to Retirement or submits an
application for LPR, he/she may be deemed to have opted for encashment of
LPR.

ii. Such leave may be taken, subject to availability, either on full pay or partly on full
pay and partly on half pay, or entirely on half pay, at the discretion of the
employee.

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 Encashment of Refused Leave Preparatory to Retirement
i. If, in case of retirement on superannuation or voluntary retirement on completion
of twenty six years qualifying service, an employee cannot, for reasons of public
service be granted leave preparatory to retirement duly applied for, he/she will in
lieu thereof, be granted lump-sum leave pay for the leave refused to him/her
subject to a maximum of one hundred and eighty days leave on full pay.
However, an employee is entitled to encashment of Leave Preparatory to
Retirement at his / her option, subject to the conditions that:
(a) He/she has completed at least 30 years qualifying service on the date of
commencement of LPR or he / she is going to be retired on attaining the
age of superannuation.
(b) He/she surrenders the entire LPR due to him / her.

The employees who proceed on retirement on voluntary basis after completion

of 25 years of qualifying service, without availing LPR, may also be deemed to
have exercised the option of not proceeding on LPR, and may be allowed
encashment in accordance with the condition applicable to employees who retire
on superannuation or after completion of 30 years qualifying service for pension.

This benefit will be subject to the condition that such the employees shall continue
to serve for 365 days after qualifying service of 25 years for the purpose of
encashment of LPR.

ii. Such leave can be refused partly and sanctioned partly but the cash
compensation shall be admissible for the actual period of such leave so refused
not exceeding one hundred and eighty days.

iii. Pay for the purpose of encashment of LPR includes Basic Pay, Special Pay,
Technical Pay, Personal Pay and any other emoluments which may be specifically
classed as "Pay" by the competent authority. An employee who opts for
encashment of LPR may either draw leave pay for the period for which LPR is
admissible subject to a maximum of 180 days in lump sum after retirement or on
month-to-month basis during such period. The amount of leave pay may be
determined at the rate of pay admissible at the time “Leave Pay” is drawn for
actual period of such leave. For the purpose of lump-sum payment in lieu of
such refused leave, only the "Senior Post Allowance" will be included in "Leave
Pay" so admissible.

iv. An employee who desires to get the benefit of encashment of LPR would
surrender the entire leave preparatory to retirement due to him. Therefore, no
leave of any kind is admissible during the period of surrendered LPR if the
benefit of encashment of LPR is to be availed of.

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v. An employee who opts for encashment of LPR and has 365 days or lesser
period of LPR on full pay at his credit can have his LPR encashed for the actual
period of LPR subject to a maximum of 180 days. He cannot avail of any portion
of LPR in that case. However, the competent authority may, where it is satisfied
that the leave applied for by an employee (during the period of leave
surrendered for encashment) is unavoidable or is fully justified, e.g. in cases of
illness, supported by medical certificate or for performance of Haj, etc., grant
leave to an employee during this period. In such a case the amount of cash
compensation shall be reduced by an amount equal to the leave pay for half of the
period of leave taken.

vi. An employee who wishes to forego his/her LPR in favour of cash compensation
shall exercise his/her option to this effect in writing and submit it to the authority
competent to sanction LPR, who will accept the option and issue formal sanction
for the payment of cash compensation.

vii. In case an employee on leave preparatory to retirement dies before completing

one hundred and eighty days of such leave, his / her family shall be entitled to
lump-sum payment equal to the period falling short of one hundred and eighty
days.

Power to refuse Leave Preparatory to Retirement, etc.

i. Ordinarily, leave preparatory to retirement on superannuation, shall not be
refused.
ii. All orders refusing leave preparatory to retirement to an employee and recalling
an employee from leave preparatory to retirement shall be passed only by the
authorities specified below:

(a). For employees Vice Chancellor

of Grade 17 and above

(b). For employees of Grade 16 and below Registrar

iii. The authorities specified in sub-rule (ii) shall not delegate these powers to any
other authority.
In-service Death
i. In case an employee dies, or is declared permanently incapacitated for further
service while in service by a Medical Board, a lump-sum payment equal to leave
pay upto one hundred and eighty days out of the leave to his credit shall be made
to his family as defined for the purposes of family pension or, as the case may be,
to the employee.
ii. For the purpose of lump-sum payment under sub rule (1), only the "Senior Post

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 Allowance" will be included in the "Leave Pay" so admissible.

Reasons need not be Specified, etc.

i. It shall not be necessary to specify the reasons for which leave has been applied
so long as that leave is due and admissible to an employee.

ii. Leave applied for on medical certificate shall not be refused.

Provided that the authority competent to sanction leave may, at its

discretion, secure a second medical opinion by requesting the Civil Surgeon or
Medical Board, as the case may be, to have the applicant medically examined.

Leave when starts and ends

10. Instead of indicating whether leave starts or ends in the forenoon or afternoon,
leave may commence from the day following that on which an employee hands
over the charge of his / her post and may end on the day preceding that on which
he resumes duty.

Recall from Leave, etc.

i. If an employee is re-called to duty compulsorily with the personal approval of the
competent authority from leave of any kind that he/she is spending away from
his/her headquarters, he/she may be granted a single return fare plus Daily
Allowance as admissible on tour from the station where he/she is spending his/her
leave to the place where he/she is required to report for duty.
ii. In case, the employee is re-called to duty at headquarters and his/her remaining
leave is cancelled, the fare then admissible shall be for one-way journey only.
iii. If the return from leave is optional, the employee is entitled to no concession.

Overstay after Sanctioned Leave, etc.

i. Unless, the leave of an employee is extended by the competent authority, an
employee who remains absent after the end of his/her leave shall not be entitled to
any remuneration for the period of such absence, and without prejudice to any
disciplinary action that may be taken against him/her, double the period of such
absence shall be debited against his/her leave account.

ii. Such debit shall, if there is insufficient credit in the leave account, be adjusted
against future earning.

Any type of leave may be applied for

11. An employee may apply for any type of leave which is due and admissible to
him/her and it shall not be refused on the ground that another type of leave should
be taken in the particular circumstances, for example, an employee may apply for
extraordinary leave or leave on half-pay even if leave on full pay is otherwise due

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 and admissible to him/her, or he/she may proceed on extraordinary leave
followed by leave on half-pay and full-pay rather than that on full pay, half pay
and without pay.

Combination of different types of leave, etc.

12. One type of leave may be combined with joining time or with any other type of
leave otherwise admissible to the employee:
Provided that leave preparatory to retirement shall not be combined with any
other kind of leave.
Employee on leave not to join duty without permission before its expiry
13. Unless he / she is permitted to do so by the authority which sanctioned his / her
leave, an employee on leave may not return to duty before the expiry of the period
of leave granted to him/her.
Leave due may be granted on abolition of post, etc.
i. When a post is abolished, leave due to the employee, whose services are
terminated in consequence thereof, shall be granted without regard to the
availability of a post for the period of leave.

ii. The grant of leave in such cases shall, so long as he/she does not attain the age of
superannuation, be deemed automatically to have also extended the duration of
the post and the tenure of its incumbent.

Manner of handing-over charge when proceeding on leave, etc.

i. An employee proceeding on leave shall hand over the charge of his/her post, and
if he/she is in Grade 16 and above, he shall, while handing over charge of the post,
sign the charge relinquishment report.

ii. If leave ex-Pakistan has been sanctioned on medical grounds, the employee shall
take abroad with him a copy of the medical statement of his/her case.

Assumption of charge on return from leave, etc.

14. An employee, on return from leave, shall report for duty to the authority that
sanctioned his/her leave and assume charge of the post to which he/she is directed
by that authority unless such direction has been given to him/her in advance.

Registrar’s Office to maintain leave account

15. Leave account in respect of an employee shall be maintained as part of his/her
Service Book. The Registrar’s Office shall maintain the leave accounts of
employees.

Leave to lapse when employee quits service

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16. All leave at the credit of an employee shall lapse when he/she quits service.

Pay during leave

i. Leave pay admissible during leave on full pay shall be the pay drawn on the day
immediately before the beginning of the leave.

ii. When leave on half-pay is taken, the amounts calculated above shall be halved.

iii. An employee shall be entitled to the leave pay at the revised rate of pay if a
general revision in pay of employees takes place or an annual increment occurs
during the period of leave of the employee.

Leave earned by employee employed in non-continuous establishment

i. An employee employed in a non-continuous establishment may be granted only
earned leave and disability leave as admissible to, and subject to the conditions
laid down for, an employee employed in a continuous establishment and no other
kind of leave shall be admissible to such employee.

ii. An employee who is transferred from a non-continuous establishment to a

continuous establishment and vice versa shall carry forward the balance of
earned leave at his/her credit on the date of his/her transfer.

Explanation
In this rule, "non-continuous establishment" means an establishment which does
not function throughout the year and "continuous establishment" means an
establishment which functions throughout the year.

Quarantine leave
i. Quarantine leave is in the nature of extra casual leave and a substitute shall
normally not be employed during the absence of an employee on such leave:
Provided that where the exigencies of service are compelling, the authority may
employ a substitute for reasons to be recorded in writing.

ii. An employee may be granted quarantine leave outside his/her leave account to
the extent that his/her authorized medical attendant recommends and the
period of such leave shall be treated as duty with full pay and allowances of the
post held by him/her at the time of proceeding on leave.

Leave application, its sanction, etc.

i. Except where otherwise stated, an application for leave or for an extension of
leave must be made to the head of office where an employee is employed and, in

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 the case of the head of office, to the next above administrative authority and the
extent of leave due and admissible shall be stated in the application.

ii. When an employee submits a medical certificate for the grant of leave, it shall be,
by an authorized medical attendant.

iii. Leave as admissible to a University employee under these rules may be

sanctioned by the Vice Chancellor in case of employees in BPS-17 and
above and by Registrar in case of employees in BPS-16 and below.

Study Leave
i. Leave may be granted to University employees on such terms as may be
prescribed by general or special orders of the competent authority to enable them
to study scientific, technical or similar problems or to undergo special courses of
instruction. Such leave is not debited against the leave account.

ii. Study leave should not ordinarily be granted to an employee who has less than
three years' service. Such leave shall not be granted to the employees within three
years of the date of superannuation or the date of which they have the option of
retiring.

iii. The study leave should be granted with due regard to the exigencies of the
public service. In no case should the grant of this leave in combination with leave
other than extra-ordinary leave or leave on medical certificate, involve an absence
of an employee for more than 28 months from regular duties, or exceed two years
in the entire service of an employee; nor should it be granted with such
frequency as to remove him/her from contact with his/her regular work or to
cause cadre difficulties owing to his/her absence on leave. A period of 12 months
at one time should ordinarily be regarded as a suitable maximum and should
not be exceeded save for exceptional reasons.

Note 1: The period of two years may be extended to four years on the merit of
each case for obtaining a Doctorate, subject to the condition that the
extension should not be available for scholars who fail to complete the
courses within the prescribed time limit.

Note 2: The limits of absence from regular duties prescribed above include the
period of vacation if any, with which study leave and other leave may
be combined.

Note 3: Extraordinary leave may be taken in conjunction with study leave

without regard to the maximum period prescribed above.

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 iv. An employee whose study leave is combined with any other kind of
leave should be required to take his/her period of study leave at such a
time as to retain at its conclusion, a balance of other previously sanctioned
leave sufficient to cover the period spent in returning to duty.

v. When an employee has been granted a definite period of study leave

and finds subsequently that his/her course of study will fall short of the
sanctioned period to any considerable extent, his/her absence from duty
should be reduced by the excess period of study leave unless he/she
produces the assent of the sanctioning authority in Pakistan to his/her
taking it as ordinary leave.

v. Employees on leave outside Pakistan who wish to convert part of their leave into
study leave or to undertake a course of study during leave, should before
commencing study and before incurring any expenses in connection
therewith, submit a program of their proposed course of study to the University.
The program should be accompanied by an official syllabus of the course, if one
is available and by any documentary evidence that the particular course or
examination has the approval of the competent authority. In the absence of such
evidence the program may, if approved by the authority, be proceeded with but
no study leave allowance will be admissible until the concurrence of the
competent authority is received. The employees shall be allowed full pay during
study leave.
vi. The employees granted study leave are ordinarily required to meet the cost of fees
paid for courses of study. In exceptional cases the competent authority may waive
this condition.
vii. On completion of a course of study, a certificate together with certificates of
examinations passed or of special study shall when the study leave has been taken
outside Pakistan, be forwarded to the University.
viii. Study leave will count as service for promotion and pension, but not for leave.
It will not affect any leave which may already be due to an employee.

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