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There will be times your employees are absent from the workplace. Staff may be absent from work for reasons other than ill health. For example, your staff may be absent from their job due to a family emergency or a bereavement of a loved one. Whatever the reason, an employer needs to clarify the processes regarding workplace absences. Hence, you should create an absence from work policy to detail the processes that can help your staff understand what you expect. This article will explain what you, as an employer, need to consider for an absence from work policy in England.
What is an Absence From Work Policy?
An absence from work or management policy explains what you expect from your staff regarding their absence. This policy should be easily accessible to your staff. For example, you should place the policy in your staff handbook.
An absence from work policy can help your employees return to work sooner. Additionally, the policy should support your employees and help them avoid potential absences from work.
Outline Acceptable Reasons For Workplace Absences
Your employee may need to take time off work for reasons other than ill health. This includes:
- a medical appointment;
- physical sickness;
- mental sickness;
- helping a family member;
- pregnancy-related reasons;
- bad weather disruption;
- travel disruption; or
- bereavement.
Ultimately, it is up to you as an employer to decide what reasons are valid for your employees to take time away from work. Hence, your policy should detail what reasons for workplace absence you will accept.
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Detail Your Workplace Procedures
In addition to clarifying why your employees can be absent from work, your workplace policy should detail the procedures your staff should follow when absent from work. For example, it should explain:
- who they should contact to alert them about their absence;
- how they should make contacts such as via email or phone;
- when a fit note is required; and
- the procedure when a member of staff needs to take time away from work due to their disability.
Consider Your Obligations
When your staff members are absent from work, they are not the only ones required to follow specific procedures. You will also have policies that you must follow when your staff are absent. These policies can help you assess the situation.
Your absence from work policy should include:
- meetings with employees you may hold when they return to work;
- occupational health or employee assistance programme (EAP) in your workplace;
- how absence from work is tracked, including any reviews you carry out, and when you may take further action; and
- how much you will pay staff when absent from work.
Additional Points
When creating a workplace policy, there may be other points you need to consider, including:
- legal requirements relating to Statutory Sick Pay (SSP) and fit notes;
- your employees’ entitlements to emergency time off work to help a ‘dependant’, although you should clarify that you are not obliged to pay your staff for this time;
- when your employee is absent from work due to travel or work disruptions, you should make it clear that you are not legally required to pay them but can do so if you wish; and
- unauthorised absences or absence without leave (AWOL), including what you expect from your employees and what action you take as an employer.
Key Takeaways
As an employer, it is important to have an absence from work policy in place. Such a policy can help you manage absences from work and make it clear what your expectations are. If you create an absence from work policy, you should consider:
- what reasons are acceptable for absence from work;
- the procedures your absent employee should follow; and
- your legal obligations, such as allowing your staff time off for family emergencies.
If you need help understanding what to consider for an absence from work policy in England, our experienced employment lawyers can assist as part of our LegalVision membership. For a low monthly fee, you will have unlimited access to lawyers to answer your questions and draft and review your documents for a low monthly fee. So call us today on 0808 196 8584 or visit our membership page.
Frequently Asked Questions
An absence from work policy is a policy you should have in place in your business to help you manage absences from work. The policy should clarify your expectations when staff are off work.
You may want to include various points in your absence from the work policy. For example, you may wish to give reasons why your staff can take time off work.
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