Calamity Leave in Malaysia: Eligibility, Tips for HR, and How to Implement [with Templates]

When employees face unexpected emergencies, they need time off to handle the situation.

This is where calamity leave comes in. It helps employees deal with urgent matters without worrying about losing their job.

As an employer, it’s important to understand calamity leave and how to manage it properly.

This guide will explain what calamity leave is, who is eligible, and how to handle leave requests.

What is Calamity Leave?

Calamity leave is time off given to employees for urgent, unexpected situations. These could include:

Serious illness or injury (employee or family member)
Death of a close family member
Natural disasters (e.g., floods, fires)
Legal emergencies

This leave can be paid or unpaid, depending on your company’s policy.

In Malaysia, there is no legal distinction between "emergency leave" and "calamity leave."

Both refer to leave taken for urgent situations, but it’s important to note that the terms are usually defined by the employer, not by law.

Types of Calamity Leave: Paid vs Unpaid

1. Paid Calamity Leave

Paid calamity leave allows employees to take time off and still receive their regular salary. This type of leave provides financial security during a difficult time.

2. Unpaid Calamity Leave

Unpaid calamity leave allows employees to take time off without pay.

While it doesn’t provide income, it ensures that employees can still manage personal emergencies without losing their job.

Eligibility for Calamity Leave

Eligibility for calamity leave depends on your company’s policy.

Generally, full-time employees are eligible for this type of leave.

Some employers may extend this benefit to part-time or probationary employees as well.

Employees who may not be eligible for Calamity Leave:

Employees under disciplinary action
Employees who have misused leave policies
Employees who fail to follow proper leave request procedures
Freelancer or part timer

How Many Days of Paid Calamity Leave Can Employees Take?

In Malaysia, there is no legal requirement for paid calamity leave.

The number of days an employee can take off, and whether it’s paid or unpaid, is at the employer’s discretion.

Common company practices for Calamity Leave:

Many employers offer 2-3 days of paid calamity leave per year.
Unused calamity leave does not usually carry over to the next year.
It’s not a type of leave that accumulates, like annual leave.

How to Calculate Calamity Leave Pay

In Malaysia, the calculation of calamity leave pay depends on whether the leave is paid or unpaid.

When calamity leave is paid, it is usually calculated based on the employee’s basic salary.

Employers are not required by law to provide paid calamity leave, but many companies do as part of their employee benefits.

Let’s break down how you would calculate the pay for an employee who is on paid calamity leave using an example:

Assumptions:

Employee's Basic Monthly Salary: RM3,000
Number of Days on Calamity Leave: 3 days
Working Days per Month: 22 days (This is the standard number of working days in a month, excluding weekends)

Formula: Daily Salary = Number of Working Days in a Month/Monthly Salary

Daily Salary = RM3,000/22 = RM136.36

Formula: Calamity Leave Pay=Daily Salary × Number of Days on Leave

Calamity Leave Pay = RM136.36×3 = RM409.09

So, the employee would receive RM409.09 as payment for 3 days of paid calamity leave.

Sample Calamity Leave Request Form (Free Template)

Here is a simple calamity leave request form that you can use for your employees:

Calamity Leave Request Form

Employee Name: ___________________________
Employee ID: ___________________________
Leave Dates: ___________________________
Reason for Leave: (Please check one)
- Illness or hospitalization
- Death in the family
- Natural disaster
- Major accident
- Legal emergency
Additional Details: ___________________________
Employee Signature: ___________________________
Date: ___________________________

Supervisor’s Approval:

Approved: [ ] Yes [ ] No
Supervisor’s Signature: ___________________________
Date: ___________________________

Tips for HR Supporting Employees on Calamity Leave

When an employee needs to take calamity leave, employers can help by offering both emotional and practical support.

1. Handle Requests with Empathy and Professionalism

When an employee requests calamity leave, it’s important to respond with empathy and professionalism.

Acknowledge their situation and provide clear communication about the next steps.

Example:

If an employee informs you about a family member's passing and requests calamity leave, reply with: "I am very sorry for your loss. Please take the time you need, and we will support you. Kindly send us the necessary documentation, and we will arrange your leave accordingly."

2. Ensure Clear Communication of Leave Process

Make sure that your leave application process is straightforward and transparent.

Provide a clear framework for employees to follow, which includes the necessary documentation required, such as medical certificates or police reports.

Example: Create a simple calamity leave application form that includes:

Employee's Name
Date(s) of Leave
Reason for Leave
Supervisor’s Approval

3. Be Flexible with Documentation Requirements

While documentation is important to verify the leave, be flexible and understanding when employees are going through a difficult time.

Sometimes, they might not be able to provide all documents immediately due to the nature of the emergency.

Example:

If an employee needs to take calamity leave due to a natural disaster, and they can’t provide a police report immediately, allow them to submit the report once they’re able to.

In the meantime, grant them temporary leave approval while they deal with the emergency.

4. Provide Temporary Work Solutions or Flexibility

If the employee is going through a situation that might require them to stay away for an extended period, offer flexibility in their work schedule.

Depending on the nature of their emergency, you can allow them to work from home or adjust deadlines to reduce stress.

Example:

An employee may need time off to take care of a sick family member. In this case, you could provide the option for them to work from home, if the job allows it, and still keep up with tasks without taking full time off.

This way, the employee doesn’t feel overwhelmed and can balance both their personal and work responsibilities.

5. Maintain Transparency and Set Clear Expectations

Ensure both the employee and the team are aware of how the employee’s absence will be handled.

If there are specific projects or responsibilities that need to be covered, it is important to communicate this clearly to other team members so that work continues to run smoothly.

Example:

When an employee is going on calamity leave, communicate with the team about the employee’s temporary absence and redistribute work if necessary. You could say:

"John will be on calamity leave for the next few days due to a family emergency. In the meantime, Sarah will be taking over his tasks. Please reach out to Sarah if you need assistance."

6. Offer Emotional Support

Acknowledge the emotional toll that emergencies can take on an employee. Offer support and let them know that the company understands the situation.

You can also suggest resources such as employee assistance programs (EAP) or counseling services if available.

Example:

If an employee is dealing with a personal loss, check in with them after some time has passed:

"I just wanted to check in and see how you are doing. Please let us know if there’s anything more we can do to support you during this time."

FAQs About Calamity Leave

Can an employee convert annual leave to calamity leave?

No, calamity leave is a separate category and cannot be converted from annual leave.

Can an employee use calamity leave for family emergencies?

Yes, many employers allow employees to use calamity leave for emergencies like a family member’s illness or death.

What happens if an employee takes too many days of calamity leave?

If an employee takes more days than allowed, the extra days may be treated as unpaid leave.

Can an employer refuse calamity leave?

Employers can only refuse leave if it doesn’t meet the criteria or lacks proper documentation.

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