Implementing clear and fair absence policies

Creating and implementing policies for everyone

Having a well-defined absence policy is crucial for setting expectations and ensuring fair treatment for all employees.

Creating policies and structure

Create transparent policies

Ensure that your absence policies are clearly documented and easily accessible to all employees.

This includes guidelines on how to request time off, the notice period required, and the process for reporting sick leave. Transparency in policies helps in reducing misunderstandings and ensures that all employees are aware of their rights and responsibilities.

Balance flexibility with structure

While it’s important to provide employees with the flexibility to take time off, especially during the summer months, it’s equally important to maintain a level of structure to avoid disruptions.

Consider implementing a system for staggering annual leave to ensure that not all employees are off at the same time, which can help maintain a steady workflow.

Legal obligations

Under the Working Time Regulations Act 1998, employees are entitled to a minimum of 28 days holiday per annum. This can be made up with bank holidays, but they can also be additional.

It’s crucial that your holiday policies comply with the act, which stipulates that employees must receive all their statutory leave entitlement. It’s also essential to manage the accrual of holiday during sickness absence periods, as employers are entitled to carry over unused statutory leave if they couldn’t take it due to illness.

Ensuring your compliance with these regulations avoids legal complications and provides employees with their entitled rest periods, which is crucial for their well-being and productivity.

Encourage open communication

Promote a culture of open communication where employees feel comfortable discussing their absence needs with their managers. This can help in planning and managing absences more effectively, ensuring that there are no last-minute surprises that could affect productivity.

Key insight: If an employee falls sick during their annual leave, they may request their holiday time back. According to the law, employees are entitled to have their holiday refunded if they were unwell during the leave. However, this is in good faith, and if the employer suspects the illness was fabricated, they have the right to decline the request, provided there is reasonable cause for suspicion without breaching privacy.