Leave Taking

For audit and compliance purposes, all team members must use our leave management system by Timetastic as the single source of truth to accurately track and communicate time off.

Time away from work is beneficial for a healthy life balance. Taking time off is not a selfish behavior. Time away from Axelerant is part of good mental health.

Relaxation is a core part of the creative process.

You don't need to worry about taking time off to go to the gym, nap, grocery shop, do household chores, help someone, etc. When you have urgent tasks, but something comes up or takes longer than expected, inform your team so they can pick up your tasks.

Not taking time off often leads to burning yourself out and becoming a single point of failure. Please demonstrate humility in your role, foster collaboration, train others, and document and explain your work.

We don't want to lose you.

Take leave while you have something you want to do – taking a mental health day, for example – rather than waiting until you need the time off.

Lead by example, returning to Axelerant with renewed energy to do your best work! And when you think someone else should take a break, encourage them to do so.

Planning to Take Leave

Axelerant encourages team members to take at least five days off each quarter, a two-week break per year, and another five days here and there for a total usage of 35 consolidated leaves.

Before booking the time off, review the Leave Specifics below to select your leave type and coordinate it with your manager and team. Especially during popular holiday periods, so that we can ensure business continuity. We want to ensure adequate coverage and avoid situations where much of the group is simultaneously away. Team members on the bench can reach out to their career managers for approval of leaves.

Inform your manager of your planned leave at least twice as many business days in advance as the days you plan to take off. For example:

  • Are you asking for a day off? Notify your manager at least two business days in advance.

  • Are you taking a week off, five days? Notify your manager at least two weeks or ten business days before.

  • Are you heading out for a month's trek, 20 days? Notify your manager at least two months in advance.

Some departments have overriding guidance, like Delivery Service's https://axelerant.atlassian.net/wiki/spaces/AH/pages/3169648739/Managing+Time-offs#%F0%9F%92%A1-Planning-Time-Off.

Once you have verbal or written permission from your manager to take the leave, request it through the leave management system.

After booking the leave, proceed to the steps for Communicating Your Time Off.

Leave Specifics

  • All leave-type balances reset at 00:00 IST on April 1st.

  • Absence from work without notice is an https://axelerant.atlassian.net/wiki/spaces/OA/pages/1859388194/Exceptional+Situations#Justified-Termination.

  • Monthly leave type pro-ration is the annual leave type allowance divided by 12 times the remaining months until March.

  • There is no Leave Encashment.

  • Visit https://axelerant.atlassian.net/wiki/spaces/OA/pages/2264957195 for leave-type definitions and allowances.

  • Apply for the following kinds of leave within the leave management system (LMS).

    • Consolidated Leave

    • Bereavement Leave 

    • Care Giver Leave

    • Force Majeure Leave

    • Leave Without Pay

      • The pay deduction will be based on leave days multiplied by the most recent daily salary rate.

    • Maternity Leave

      • A pregnant person with at least 80 days of service at Axelerant can use paid Maternity Leave.

    • Paternity Leave

      • A paternal person with at least 80 days of service at Axelerant can use paid Paternity Leave during pre- and post-natal childbirth days.

    • Volunteer Leave

      • When you return from volunteering, please share what you did in #guild-volunteer.

Emergency Leave

In an emergency, we understand that advanced notice is not feasible. Please do your best to notify your manager or People Operations, people@axelerant.com, to make an announcement and provide coverage.

Upon returning, apply as the Consolidated leave type in the LMS.

Kindness Leave Pool

Team members can use the Kindness Leave by filling out the Kindness Leave Application for each specific 2-day to 1-week leave request.

The People Operations team will coordinate with the Reporting and Career Manager to review the application and respond within three business days. After approval, team members can apply for the Kindness Leave type in the LMS.

Team members are encouraged to donate their leaves through Kindness Leave Contribution. Contributions are welcome from April 1st until March 1st of that fiscal year.

Axelerant resets the Kindness Leave Pool with 50 days every April 1st.

Project Overtime

Visit https://axelerant.atlassian.net/wiki/spaces/OA/pages/1871249409.

Communicating Your Time Off

After performing the Planning to Take Leave steps above, help others be prepared for your absence to enjoy a carefree time away.

  1. Add an out-of-office status in your Slack profile mentioning the leave dates.

  2. Consider Google Calendar's "out of office" setting to create an out-of-office event automatically declining your new and existing meetings.

  3. If your team or work group has a specific scheduling calendar, update it with your leave plans.

  4. Decline any meetings you will not attend so the organizer can make appropriate arrangements.

    • Cancel, move, or find coverage for any meetings you organize.

    • You can temporarily “snooze” Donut coffee chat pairings by opening a direct message with Donut and typing help to indicate which weeks you won't be able to participate. Pairings will automatically resume when you're back.

  5. Review your calendar to address any scheduled interviews if you are an interviewer. To ensure we provide a great candidate experience, you are responsible for finding a replacement interviewer if you cannot attend an interview. It would be best to communicate directly with your recruiter, as being out of the office does not always mean you will be unavailable to interview.

  6. If you are an emergency on-call person, you must ensure someone will cover you while you're out of the office. Each team has busy times, so provide adequate coverage.

  7. Designate a backup person to handle emergencies and brief them on your critical projects.

  8. Transition and reassign work in progress to another team member when feasible.

  9. Document and share your knowledge. Any critical person or subject matter expert on leave can significantly impact business.

    1. It can benefit your time away and team members when you document, share (weekly team call + async in Slack), and communicate your time away 2-3 weeks in advance.

    2. Capture work in a shared Google Doc, listing your essential projects and customer interactions with details and tips per entry. For example:

      1. "Name of covering team member" - helpful for your manager to quickly know who is covering which projects or customers for you.

      2. "Attendance in required meetings while on break" - Teammates can free up time in their calendars.

      3. "High priority topics" - List topics and links to issues most relevant while you are on break.

      4. "Comments by covering team member" - Very useful to asynchronously get updates when you return from your time away.

  10. Share your planned time off as an FYI on your team's Slack channels, especially if you lead a team. You can schedule messages in Slack to remind your group of due items or pending projects. Examples:

    • Hey team, just a reminder that I'm out today. Please take a look at my open tickets. Thanks!

    • Hello team; I am out of the office for several days. Please double-check the pending tasks on our team's Google Doc for upcoming deadlines.

Adverse Outcomes Due to Leave Taking

When your reporting or career manager determines that your time away negatively impacts your team or the business, your manager may ask you to return to work earlier to ensure the continued success of your team's work.

The People Operations team might investigate https://axelerant.atlassian.net/wiki/spaces/OA/pages/1859388194/Exceptional+Situations#Justified-Termination to ensure that the necessary procedures for taking leave were followed, and if so, what can be avoided.