Understanding the Karnataka Menstrual Leave Policy
Let’s look at some of the key provisions.
1.Duration and Entitlement
Every eligible woman employee is entitled to one paid day of leave per month, translating to 12 days per calendar year. Importantly, this leave must be used within the same month and cannot be carried forward to the following months. This ensures that the leave remains aligned with the actual menstrual cycle rather than becoming a generic leave benefit.
2.No Loss of Pay
The paid status of menstrual leave means women employees face no financial penalty for taking this leave. Their salary, allowances, and other benefits remain unaffected. The leave is in addition to existing leave entitlements such as casual leave, sick leave, and earned leave.
3.Zero Documentation Requirements
One of the most progressive aspects of this policy is the elimination of medical certificate requirements. Women employees need not provide any medical proof to avail menstrual leave.
4.Age and Employment Status Coverage
The policy applies to all women employees aged 18 to 52 years, regardless of employment classification. This includes permanent employees, contractual workers, and outsourced workers, ensuring coverage across all employment categories.
Who Does This Policy Cover?
Scope of Coverage
The Karnataka Menstrual Leave Policy extends to establishments registered under multiple legislative frameworks, making it one of the broadest workplace policies in India:
- Factories Act, 1948 – all manufacturing and industrial units
- Karnataka Shops and Commercial Establishments Act, 1961, retail businesses, service centers, and notably, IT and ITES companies
- Plantation Workers Act, 1951, agricultural and plantation enterprises
- Beedi and Cigar Workers (Conditions of Employment) Act, 1966 – specific industrial sectors
- Motor Transport Workers Act, 1961 – transportation and logistics establishments
This expansive coverage means the policy applies across sectors, including government offices, Private limited companies, multinational corporations, IT firms, garment units, healthcare facilities, and educational institutions.
Implementation Guidelines for Employers
What Employers Must Do
For private employers operating in Karnataka, compliance is mandatory from November 12, 2025. The implementation checklist includes:
1.Policy Documentation
Employers must update their employee handbooks and HR policies to explicitly include a “Menstrual Leave” category. This should clearly outline the monthly entitlement, the process for requesting leave, and confidentiality provisions.
2.Employee Communication
Organizations need to communicate this policy to all eligible women employees through official channels. Clarity about how to request leave, who to contact, and how the leave will be processed is essential to ensure proper utilization without employee hesitation or confusion.
3.HR System Configuration
Leave management systems should be updated to track menstrual leave separately. HR and payroll teams must understand how to process these requests without requiring medical certificates or documentary evidence. 4.Manager Training
Front-line managers and supervisory staff require training on administering menstrual leave according to the policy guidelines. They must understand that taking this leave should have no negative bearing on performance evaluations, promotion prospects, or workplace treatment.
5.Contractor Compliance
For organizations using outsourced or contract workers, the policy requirements must be communicated to relevant contractors or staffing agencies to ensure coverage for all eligible women.
Prohibited Actions
Equally important are the actions explicitly prohibited under this policy:
- No medical certificate demands — Employers cannot require medical documentation to verify menstrual discomfort
- No adverse actions –Taking menstrual leave cannot be grounds for negative performance reviews, salary cuts, or disciplinary measures
- No carryover obligations — Employers cannot force unused menstrual leave to be carried forward or added to other leave categories
- No discriminatory treatment — Women cannot be denied employment, promotions, or opportunities based on the existence or potential use of this leave.
