This factsheet outlines key developments in 2025 affecting workforce management.<\/p>\n <\/div>\n \n\nDownload Now<\/a> <\/section>\n <\/div>\n\n\n\n\n If an employee fails to attend work without following your established procedures for requesting authorised leave or providing valid reasons, here are the recommended steps to take. <\/p>\n\n\n\n You should attempt to make reasonable contact with your employee on their first day of absence. Under the law, you still have a duty of care towards your staff. Once you attempt to contact them, you should record any attempts in writing, including the date, time and method of contact. <\/p>\n\n\n\n When you cannot reach your employee, you should also contact their emergency contact for them on record. You should ensure that when speaking to the emergency contact, you do not cause unnecessary concern by:<\/p>\n\n\n\n It is important to not jump to conclusions, as the employee\u2019s absence may be justified.<\/p>\n\n\n\n If you are unable to reach your employee or their emergency contact, you should consider writing to the employee and expressing your concerns about their unauthorised absence. This should be in writing, either to the employee\u2019s personal email address or to their personal address, via post. In the letter or email, set out that they should contact you and that if none is made, a disciplinary hearing will be required.<\/p>\n<\/div>\n\n\n\n If the employee does contact you later in the day, you should seek to find out the reasons for their absence and consider whether a disciplinary hearing is required. <\/p>\n\n\n\n As a last resort, and where you have serious concerns about the employee\u2019s welfare, you can consider contacting the police to ask for a welfare check. <\/p>\n\n\n\n Keep detailed records of each instance that the employee missed work without authorisation, including:<\/p>\n\n\n\n Having this audit trail is crucial. Keeping such records means you can identify whether there are any repeated patterns of absence or lateness. You should also speak to the employee to find out if there is a reason that you can assist with to prevent repeated absences. <\/p>\n\n\n\n Arrange a meeting to discuss their unauthorised absences<\/a> as soon as possible after they return. Hear their explanations, but reiterate your expectations and procedures. It is crucial not to discriminate against employees when recording absences or lateness. For example, if your employee is pregnant and often late to work due to morning sickness and you discipline them for this, it may be considered discrimination on the grounds of pregnancy or maternity.<\/p>\n\n\n\n Regardless of whether absences are authorised, holding informal return-to-work meetings is a good practice to understand the reasons and implement support measures if needed.<\/p>\n\n\n\n There may be compelling reasons behind their absences, such as personal\/family issues or underlying physical\/mental health conditions. You may need to make reasonable adjustments or allow some authorised leave.<\/p>\n\n\n\n If there are no sufficient mitigating factors, set clear, measurable targets for improved attendance and absence notification going forward. You should also establish a review period to monitor their compliance.<\/p>\n\n\n\n If the attendance issues persist beyond this initial chance to improve, begin issuing formal written warnings that unauthorised absences constitute misconduct and disciplinary action<\/a> may follow.<\/p>\n\n\n\n When employees fail to show up for work without authorisation, employers are not obligated to pay them for the time they did not work. According to guidance from ACAS, if someone does not turn up for their scheduled shift or is late, their employer does not have to pay them for that missed time.<\/p>\n\n\n\n However, ACAS advises that employers should still follow any established policies on attendance and unauthorised absences and act fairly and reasonably. Employees may have a legitimate reason for their absence, such as illness or a family emergency.<\/p>\n<\/div>\n\n\n\n To determine if they will be paid for an unauthorised absence, you should:<\/p>\n\n\n\n Invite the employee to an official disciplinary hearing for continued unauthorised absences, ensuring you follow fair processes around evidence gathering and potential sanctions.<\/p>\n\n\n\n If there is still no improvement, you may decide termination of employment<\/a> is warranted for instances of unauthorised absence constituting gross misconduct or breaches of contract.<\/p>\n\n\n\n It is crucial to follow fair, compliant disciplinary processes and ensure all unauthorised absence procedures, meetings and outcomes are meticulously documented. Hasty dismissals without proper procedures can expose you to risks of tribunal claims.<\/p>\n\n\n\n\n\n Continue reading this article below the form\n <\/i>\n<\/a>\nUnauthorised Absence Procedures<\/h2>\n\n\n\n
1. Contact the Employee<\/h3>\n\n\n\n
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2. Record All Absences<\/h3>\n\n\n\n
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3. Discuss With the Employee<\/h3>\n\n\n\n
4. Consider Mitigating Circumstances<\/h3>\n\n\n\n
5. Set Attendance Targets<\/h3>\n\n\n\n
6. Issue Written Warnings<\/h3>\n\n\n\n
7. Handling Pay for Unauthorised Absences<\/h3>\n\n\n\n
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8. Arrange Disciplinary Hearings<\/h3>\n\n\n\n
9. Consider Termination<\/h3>\n\n\n\n
By establishing and communicating these standards from day one, you clarify what behaviours and notification procedures you expect concerning attendance and absences. This gives you a solid basis for managing any future issues with employees not showing up for work as required.<\/p>\n\n\n\n
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\n 2025 Key UK Employment Law Changes<\/div>\n
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