management of absence policy - servest uk .page 4 of 11 7. recording employee absence absence should

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  • 2016

    Pip Murfitt

    [Company name]

    1/1/2016

    Management of Absence Policy

  • Page 1 of 11

    Contents

    1. Introduction ................................................................ Error! Bookmark not defined.

    2. Types of Absence ......................................................................................................... 2

    3. Statutory Time Off........................................................................................................ 2

    4. Special Leave ................................................................................................................ 3

    5. Compassionate Leave and Bereavement ..................................................................... 3

    6. Annual Holidays ........................................................................................................... 3

    7. Recording Employee Absence ...................................................................................... 4

    8. Return to Work Interview ............................................................................................ 4

    9. Frequent Absence ........................................................................................................ 4

    10. Long Term Absence .................................................................................................. 6

    11. Termination of Employment on Ill-Health Grounds ................................................. 7

    12. Long Term Absence Workflow ................................................................................. 8

    13. Unauthorised Absence ........................................................................................... 10

    14. Appendix 1 Statutory Time Off .............................................................................. 11

  • Page 2 of 11

    1. Introduction

    It is estimated that about one million employees are absent from work every day in the UK which is costing UK companies approximately 6 billion per year. Whilst it is difficult to estimate accurately the cost of absence to Servest Group Limited, it is likely to be hundreds of thousands of pounds per year. The following procedures will enable the Company to measure the reasons and cost of absence and subsequently manage the problem effectively.

    2. Types of Absence The following are the types of absence which may be referred to in this guide:

    Statutory time off Jury service Special leave Compassionate leave Annual holidays Sickness absence Unauthorised absence

    3. Statutory Time Off The circumstances which may constitute a reason for statutory time off are listed at Appendix 1. Requests for statutory time off should be made by the employee in writing to their line manager. The expected period of absence and full details of the purpose for which time off is required must be specified and any supporting evidence (where available) should be supplied. The line manager must consider the request in conjunction with the HR Team having regard to the individuals eligibility, the relevance of the request and the needs of the Company. The employee should be informed whether their request has been approved or not approved and a copy of the decision should be kept on the employees personal file. Where the employee disputes the decision the Companys grievance procedure should be used. Jury service Where an employee is called up for jury service they should inform their line manager and produce the summons. The line manager should take a copy of the summons and keep it on the employees personnel file. The employee will suffer no loss of earnings provided that:

    a) he/she agrees to reimburse to the Company all compensation for loss of earnings

    received from the Court b) he/she returns to work on those days that he/she reports for jury service but is not

    called upon to serve

  • Page 3 of 11

    4. Special Leave Time off may be granted at the Companys discretion for special leave which covers:

    Military reservist training and service Study leave Medical appointments Religious holidays

    In all of the above situations the employee should contact his/her line manager who will then liaise with the HR Team and make a decision. All leave in such circumstances will be unpaid and any evidence for the leave should be kept on the employees personnel file.

    5. Compassionate Leave and Bereavement Employees should contact their line manager as soon as possible if they need to take compassionate leave. The employee should endeavour to give as much notice as possible. If, due to emergency circumstances, the employee is unable to seek permission for compassionate leave prior to the start of his/her absence, he or she should verbally inform his or her line manager of the circumstances and the expected duration of his/her absence. All leave in such circumstances should be taken as annual holiday entitlement or will be unpaid. In the case of bereavement involving an employees immediate relative, next of kin or dependant, paid leave of absence will be granted to the employee for the day of the funeral. For other funerals employees must obtain permission from their line manager for unpaid leave or holiday.

    6. Annual Holidays All employees are to agree annual leave with their immediate line manager by submitting a holiday request form at least two weeks in advance of the holiday being taken. Holiday leave must be taken in the holiday year. Holidays not taken in the current holiday year will not be carried over to the next holiday year, nor will payments in lieu be made. Sickness Absence In order to evaluate the current levels of sickness absence an effective method of monitoring is essential.

  • Page 4 of 11

    7. Recording Employee Absence Absence should be recorded on the monthly absence sheet. It is the responsibility of the Site Manager to forward a copy of the monthly absence sheet to the payroll department. Close monitoring and recording can also highlight those individuals who are approaching long-term sickness absence (i.e. a period of continuous absence of four weeks or more) and those who take frequent short or mid-length periods of absence. Information on absence can also be recorded on the Return to Work interview form. All absences must be reported and a Return to Work interview completed. At the Return to Work interview it may be necessary to set expectations regarding level of absence.

    8. Return to Work Interview The appropriate manager or supervisor should conduct a Return to Work interview with every individual following a period of sickness absence. The discussion should cover the following:

    The completed company self-certification form Their reasons for absence and any concerns you or the employee might have Whether the employee is fit to return to work

    The discussion is an important tool in controlling absence and it demonstrates to staff that they will need to account for their absence and, more importantly, that the company considers absence through sickness a serious issue. The discussion is also a mechanism for identifying and implementing appropriate supportive measures.

    9. Frequent Absence In order to manage levels of absence and to demonstrate to staff that excessive absence levels are not acceptable we need to control absence.

    If an employee hits the trigger points below, the line manager must review the case and decide whether there is an underlying health reason (in which case the long-term sick guide should be followed), whether there is an acceptable reason for the absence or whether it is appropriate to follow the absence review procedure. The table overleaf shows trigger points, incidents processes and actions.

  • Page 5 of 11

    Frequent absence trigger points

    Incident

    Process

    Action

    Trigger Point

    Absence RTW Interview

    ROC/Counselling Advise of Trigger Points

    Trigger Point

    3 separate spells of absence OR 2 spells totalling 6 days or more during a rolling 6 month period

    RTW Interview

    First Written Caution issued OR Absence Meeting arranged to discuss underlying health issues

    Trigger Point

    3 separate spells of absence OR 2 spells totalling 6 days or more during a rolling 6 month period

    RTW Interview

    Final Written Caution issued. Escalate to next stage if necessary. Next stage: dismissal

    All documents can be found on the Company intranet, the Hub. Following a First Written Caution or Final Written Caution the next stage of the procedure is invoked where the employee has:

    6 or more absences in a rolling 6 month period; or

    3 absences totalling 6 days or more in a rolling 6 month period

    At each stage the employees live Caution record must be considered and an improvement plan agreed and implemented in every case following further absence. After a final written warning, the employees contract may be terminated on notice.

    At all stages the Companys Absence Procedure must be followed.

    NOTE - if at any stage of the process an underlying health reason is identified which is the cause of the majority of all absences you should consult with the HR Team and follow the Long Term Absence procedure. Absences are recorded on the basis of working days.

  • Page 6 of 11

    10. Long Term Absence Any employee who has been absent from work due to illness for 28 days continuous absence or more is defined as being on Long Term Absence.

    The employee should be contacted as regularly as deemed necessary. However, for long term sick cases, good practice is contact at least once a

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