Managing absence

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Model documents and policies

Downloadable and customisable documents relating to managing absence.

For documents relating to sickness absence refer to the sickness absence model documents page.

Contract clauses

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Deduction of wages due to unauthorised absence contract clause

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Last Modified: 01 Jun 2013
Use this clause in a contract to inform an employee that if they are absent from work without authorisation a deduction will be made from their wages or salary.

Forms

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Absence recording form

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Last Modified: 01 Jun 2013
This form can be used to record employees' absences and includes details of reason for absence, expected date of return to work and whether a return to work interview has been carried out.
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Coding system for the cause of absence

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Last Modified: 01 Jun 2013
A table allowing the employer to make reference to both sickness and non-sickness absence.
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Employee absence record form

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Last Modified: 01 Jun 2013
This form provides the company with the opportunity to record employee annual absences and includes a key listing potential reasons for these absences.

Letters

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Unauthorised absence letter

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Last Modified: 01 Jun 2013
The letter explains that because the employee did not request leave or explain their absence, it will be considered unauthorised and further action will be taken. The letter invites the employee to a meeting to discuss the matter further and confirms that if the company is not satisfied with the explanation for the absence, the meeting will be adjourned and a further meeting will be arranged under the organisation’s disciplinary procedure. This letter should be sent along with the organisation’s absence reporting procedures.

Policies

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Unusual or unexpected absence policy

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Last Modified: 01 Jun 2013
The purpose of this policy is to address absence that is not related to sickness, holidays, maternity/paternity/adoption/parental/dependency leave, career breaks or sabbaticals. The policy covers absence due to medical appointments, absence due to bad weather and absence due to travel disruption and other difficulties.

Templates

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Agenda for self-management training on absence

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Last Modified: 20 Feb 2015
This document states what to include in an agenda for self-management training on absence, including an introduction and sections on looking at your absence, goal-setting, self-administering rewards and punishments and maintenance.
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Agenda for training line managers on absence management

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Last Modified: 01 Jun 2013
This document states what to include in an agenda for training line managers on absence management. The topics include rehabilitation and return to work (including referrals to the Fit for Work service) and promoting attendance.
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Return to work guidance notes

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Last Modified: 20 Feb 2015
These notes explain the purpose of return to work interviews. It also outlines how the interview should be structured and includes some cautionary notes. It also covers the new Fit for Work service.