Absence Policy Example
A comprehensive template for managing employee absence in a UK workplace. Covers notification procedures, short and long-term sickness management, trigger points, and the integration of absence management tools such as the Bradford Factor.
What to Include
Notification Requirements
How and when employees must report absence, who they should contact, and what information is required. Typically employees should notify their manager before their normal start time on the first day of absence.
Self-Certification
For absences of up to 7 calendar days, employees self-certify the reason for absence. The self-certification form should be completed on return to work.
Fit Notes
After 7 calendar days of sickness, a fit note from a GP is required. Explain what fit notes are, how to obtain them, and how the employer will respond to recommendations.
Trigger Points
Define the absence levels that trigger management action, such as Bradford Factor thresholds, number of instances in a rolling period, or total days absent. Common triggers are 3 instances or 8 days in 12 months.
Short-Term Absence Management
How frequent short-term absences are managed, including return-to-work interviews, informal discussions, and formal absence review meetings.
Long-Term Absence Management
Managing absences over 4 weeks, including welfare contact, occupational health referrals, phased returns, and reasonable adjustments. Cover the process for ill-health capability.
Statutory Sick Pay
SSP eligibility criteria, current rates, qualifying days, and how SSP interacts with any enhanced company sick pay scheme.
Key Points
- Apply the policy consistently to all employees to avoid discrimination claims
- Disability-related absences may need to be excluded from trigger point calculations
- Maintain accurate absence records for each employee
- SSP is payable from the 4th qualifying day of sickness
- Fit notes replaced sick notes in 2010 and focus on what the employee can do
- Occupational health referrals should be considered for complex or long-term cases
UK Compliance
Absence management must comply with the Equality Act 2010, particularly regarding disability-related absences. The Social Security Contributions and Benefits Act 1992 governs SSP entitlements. Employers must be careful not to treat employees less favourably because of pregnancy-related absences. Data collected during absence management is subject to UK GDPR.
Practical Tips
- Use HR software to track absences automatically and calculate Bradford Factor scores
- Train managers to have supportive absence conversations, not punitive ones
- Consider offering an Employee Assistance Programme for wellbeing support
- Review your absence data quarterly to identify patterns and trends
- Ensure the policy is communicated to all employees during induction
Frequently Asked Questions
What is the Bradford Factor and how is it used?
The Bradford Factor is a formula (S squared times D) that scores absence patterns, where S is the number of separate absence spells and D is total days absent. It emphasises frequent short-term absences which are more disruptive. It is used as a trigger for management conversations, not as an automatic disciplinary tool.
Can an employee be dismissed for sickness absence?
Yes, but only after following a fair process. For long-term sickness, this typically involves obtaining medical evidence, considering reasonable adjustments, waiting a reasonable period, and exploring alternatives before dismissal for capability. The process must be fair and consistent.
Should disability-related absences count towards triggers?
It is advisable to exclude or adjust for disability-related absences in trigger calculations to avoid indirect discrimination under the Equality Act 2010. Employers should consider each case individually and take advice if unsure.
What is the difference between a fit note and a sick note?
Fit notes replaced sick notes in 2010. Unlike the old system where a doctor simply signed someone off sick, fit notes focus on what the employee may be able to do. A GP can advise that the employee may be fit for work with adjustments such as phased return, altered hours, or amended duties.
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