Special Casual Leave for Trekking: A Guide for Central Government Employees

Himalaya Shelter is now registered with the Indian Mountaineering Foundation (IMF) as a tour operator, adding another milestone to our journey of organising safe and professionally managed Himalayan trekking experiences. This registration is especially relevant for Central Government employees who are planning to apply for Special Casual Leave for trekking, as they can choose an organised Himalayan expedition with a recognised trekking operator and keep the required trek details and documentation ready for their leave application.

For a Central Government employee, taking a few days away from work to explore the Himalayas can sometimes feel difficult. Regular leave is limited, work schedules are busy, and a longer trek can require several days away from the office.

What many employees may not know is that trekking expeditions are covered under the Government's provisions relating to Special Casual Leave (SCL).

The Department of Personnel and Training (DoPT) has included participation in trekking expeditions and mountaineering expeditions among the activities for which Special Casual Leave may be granted, subject to the applicable conditions and approval of the competent authority.

For employees who have been planning a Himalayan trek, this can be an important provision to understand.

Special Casual Leave is different from the regular Casual Leave available to Central Government employees.

Under Government instructions, SCL may be granted for certain recognised activities. These include participation in trekking expeditions and mountaineering expeditions.

The relevant DoPT instructions provide for Special Casual Leave within the prescribed limit, subject to the conditions applicable to the employee and the particular activity.

However, it is important to understand one thing clearly: Special Casual Leave is not automatically granted simply because an employee wants to go trekking.

The employee has to apply through the proper channel, provide the required information and obtain approval from the competent authority.

The rules and internal procedures can also vary between departments. Therefore, employees should confirm the current procedure with their Establishment or Administration section before making their travel arrangements.

Yes, participation in a trekking expedition is specifically recognised under the relevant Special Casual Leave provisions.

This can cover organised Himalayan trekking expeditions, provided the activity and the employee's circumstances meet the applicable requirements.

The important part is to present the trek clearly as a trekking expedition, rather than simply describing it as a personal vacation.

The exact process may differ from one Central Government department to another, but employees can generally follow these steps.

1. Choose Your Trek

Start by selecting a trek based on your experience, fitness, available leave and the season.

If you are new to Himalayan trekking, relatively moderate routes such as Kedarkantha, Dayara Bugyal, Har Ki Dun or Valley of Flowers may be suitable depending on your preparation.

Experienced trekkers can consider challenging routes such as Bali Pass, Rupin Pass, Pin Bhaba Pass, Pin Parvati Pass or even Great Himalaya Trail.

Choosing the right trek is important not only for your safety but also for planning the duration of your leave.

2. Select an Organised Trek Operator

Once you have selected your trek, choose an experienced trekking organisation that can provide a proper itinerary and booking documentation.

Himalaya Shelter organises Himalayan trekking expeditions across destinations including Uttarakhand, Himachal Pradesh, Kashmir and Ladakh.

Himalaya Shelter is also listed on the Indian Mountaineering Foundation (IMF) portal as a registered tour operator.

For employees applying for trekking-related leave, having an organised expedition with clearly documented dates, route details and itinerary can make it easier to submit the necessary information to their department.

3. Get Your Trek Details

After confirming your trek, ask the trekking operator for the details you may need for your leave application.

These may include:

• Trek booking confirmation

• Detailed itinerary

• Trek dates

• Trek duration

• Route details

• Organiser information

• Payment or booking receipt

• Other documents required by your department

The exact requirements can differ between offices, so it is best to check with your Establishment or Administration section beforehand.

4. Submit Your SCL Application

Submit your Special Casual Leave application according to the procedure followed by your department.

Clearly mention that the leave is being requested for participation in a trekking expedition.

Include the name of the trek, location and dates of the expedition. Attach the supporting documents wherever required.

A clear application gives the competent authority the necessary information to consider the request.

Himalaya Shelter Will Help You Apply for Special Casual Leave

To make the process easier for Central Government employees, Himalaya Shelter will assist with the leave application process on your behalf. To prepare the application, you will need to provide basic employment details such as your Employee ID, designation, office address and the number of Casual Leave days available. These details help us prepare the leave request with the correct information about your employment and proposed trekking dates.

There is also a ₹250 fee charged by the Indian Mountaineering Foundation (IMF) for the relevant leave/trekking documentation process. This amount needs to be paid by the employee to Himalaya Shelter as part of the application process. 

However, the leave application prepared by Himalaya Shelter does not replace the application process at your workplace. You will also need to submit/apply for the leave through your own office's prescribed system or procedure. Once the application is submitted, approval will remain subject to your department's applicable rules and the decision of the competent authority. It is therefore important to apply through both channels and obtain formal approval before proceeding with your trek.

5. Wait for Formal Approval

This is an important part of the process.

Even though trekking expeditions are included under the relevant SCL provisions, an employee should not assume that leave is automatically sanctioned.

The application must be approved by the competent authority.

It is therefore advisable to obtain formal approval before making non-refundable travel arrangements or finalising your absence from duty.

What Documents Should You Keep Ready?

If you are planning to apply for SCL for trekking, it is useful to prepare your documents in advance.

A basic checklist can include:

Before applying:

• Leave application

• Trek booking confirmation

• Trek itinerary

• Trek dates and duration

• Organiser details

• Payment receipt, if required

• Any additional documents requested by your department

Keeping these documents organised can make the application process simpler and help your office understand the nature and duration of the expedition.

A trekking expedition requires more than simply choosing a destination.

The route, transportation, accommodation, food, permits, safety arrangements and logistics all need to be planned properly.

Himalaya Shelter has been organising Himalayan treks for years and offers routes ranging from beginner-friendly trails to challenging high-altitude crossings.

Is trekking covered under Special Casual Leave?

Yes. The relevant DoPT instructions include participation in trekking expeditions among the activities for which Special Casual Leave may be granted, subject to applicable conditions and approval.

Can I apply for SCL for a Himalayan trek?

Central Government employees can apply for SCL for participation in a qualifying trekking expedition. The employee should follow the prescribed departmental procedure and provide the required documents.

Is SCL for trekking automatically approved?

No. Inclusion of trekking under the relevant provisions does not mean that leave is automatically sanctioned. Approval from the competent authority is required.

Is the Himalaya Shelter registered with the IMF?

Himalaya Shelter is listed as a registered tour operator on the Indian Mountaineering Foundation's portal. Employees can refer to the IMF listing when evaluating trekking operators.

Disclaimer: Special Casual Leave is governed by applicable Government instructions and departmental procedures. The grant of leave is subject to the eligibility of the employee and approval of the competent authority. Employees should verify the latest rules and documentation requirements with their respective department before making travel arrangements.