Attendance and Absenteeism Guidelines

Download a flowchart for a guide to Dealing with Absenteeism.

Here you can prepare a letter to an employee about their unacceptable absenteeism.

Legal Position

All employees have an obligation not to absent themselves from work without good cause during the time that they are required to be at work. The burden of proof is on the employee to show that his/her absence is justifiable. If the absence of the employee amounts to misconduct inconsistent with the faithful discharge by the employee of his/her duties, it may be a reason for dismissal.

Frequent absenteeism without reasonable excuse may be cause for dismissal.

A fair process would usually involve the issue of warnings about the consequences of further absenteeism before termination occurs.

Policy

All employees are required to be at work or attending to work during normal working hours. From time to time the taking of leave is both appropriate and necessary. However, unsatisfactory attendance is unacceptable and should be treated as a disciplinary and/or dismissal offence.

Standards

An employee’s attendance would usually be regarded as satisfactory if he/she:

• Reports for work as and when required by the terms and conditions of his/her contract.
• Is punctual and timely when reporting for work each day.
• Is prompt in returning to work from meal and refreshment breaks.
• Is conscientious and diligent by avoiding unnecessary interruptions, down-time or delays in carrying out the work he/she is contracted to perform.
• Completes all necessary time and leave recording as required.
• Reports unavoidable absences from work at or before normal starting time on each day of absence.
  
  

Notification of absence

Employees are required to ensure that notice of their absence is given to their manager at or before normal starting time on each day of absence. Furthermore, employees are required to provide a satisfactory reason for all absences.

Absenteeism

Absenteeism means non-attendance at work when the employee is supposed to be there. Absenteeism also includes poor timekeeping habits such as arriving late at work, taking extended unauthorised breaks and leaving work early without authorisation.

Warning Signs

An employee’s attendance may be regarded as unsatisfactory if:

• Absences are without satisfactory explanation or supporting evidence. For example, two days absence of this type in the last two months would usually be regarded as unsatisfactory. In such cases one of the first actions you should take would be to request medical certificates for all subsequent absences.
• Absences on Sick Leave exceed the employee’s entitlement.
• There is a pattern of absences occurring adjacent to weekends or rostered off-work periods.
• There is a pattern of persistent lateness or taking of extended breaks.
• Absences are un-notified (consider abandonment of employment).
• Absence is caused by imprisonment or confinement to an institution (frustration of contract).
  
  

Personal Difficulties

Sometimes absenteeism is a warning sign that an employee is experiencing personal difficulties of a private, non-work nature. Where you suspect the employee is experiencing such personal difficulties, use referral to EAP to encourage the employee to take the necessary steps to deal with the problem.

Follow the Absenteeism Flowchart for a guide to handling these issues.

Here you can prepare a letter to an employee about their unacceptable absenteeism.

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