These records help with:

• Payroll and statutory sick pay tracking
• Fairness and consistency
• Identifying absence patterns

 

Managing Frequent Short-Term Absence

It is important that your Absence Policy clearly outlines your approach to short-term absence. For

example, you may wish to specify that after 3 instances of absence, a meeting will be arranged to

discuss any underlying issues or support needs.

• Conduct return-to-work interviews after each absence.
• If a pattern emerges, arrange a formal meeting to discuss concerns.
• Consider whether reasonable supports (e.g. reduced hours, wellness support) may help.
• If there is no improvement, follow your disciplinary procedure.

 

Managing Long-Term Absence

• Stay in regular contact with the employee.
• Request regular medical updates and prognosis.
• Consider an Occupational Health Assessment to guide decisions.
• Where reasonable, consider adjustments or phased return-to-work plans.
• If return is not feasible, explore other alternatives before considering dismissal.

 

Legal Considerations

• Employees accrue annual leave while on certified sick leave and family leave.
• Avoid assumptions about health conditions — consider obligations under disability and equality legislation.
• Follow a fair and documented process if terminating due to capability.

 

Absence Policy Checklist

✔ Outline employee obligations to report absence promptly

✔ Define acceptable methods of notification (e.g. phone, not text)

✔ State when medical certificates are required

✔ Include a trigger point for review (e.g. after 3 absences)

✔ State that a referral to Occupational Health may occur if appropriate

✔ Detail any disciplinary implications of unauthorised absence

 

Questions?

Need help managing employee absence? Get in touch with us using the contact details below: