Definition
A predetermined threshold in an absence management policy that, when reached by an employee, initiates a formal review or management action such as a welfare meeting, occupational health referral, or disciplinary process.
UK Context
UK employers must ensure that absence trigger systems comply with the Equality Act 2010 by making reasonable adjustments for disabled employees and excluding disability-related and pregnancy-related absences from trigger calculations. ACAS guidance recommends that absence management policies clearly set out trigger points and the steps that will follow. Employment tribunals expect employers to apply triggers consistently while considering individual circumstances.
Best Practices
- Set trigger points that are reasonable and proportionate, communicated clearly to all staff
- Ensure triggers prompt welfare conversations first, not immediate disciplinary action
- Exclude disability-related and pregnancy-related absences from trigger calculations
- Apply triggers consistently across the organisation while allowing for individual circumstances
- Review trigger levels regularly using absence data to ensure they remain appropriate
Frequently Asked Questions
What are typical absence trigger levels?
Common trigger points include three separate absence episodes in a rolling 6-month period, eight or more days of absence in a rolling 12-month period, a Bradford Factor score of 150 or above, or a pattern of absence such as regular Monday or Friday absences. Trigger levels vary by organisation and should be set based on sector norms and workforce data.
Should disability-related absences count toward triggers?
Generally no. Under the Equality Act 2010, employers must make reasonable adjustments for disabled employees, which typically includes discounting disability-related absences from trigger calculations. Failing to do so could constitute disability discrimination. Each case should be assessed individually with occupational health input.
What should happen when a trigger is reached?
The first stage should typically be a supportive welfare meeting to understand the reasons for absence, explore any underlying health issues, discuss what support the employer can provide, and agree any adjustments or an improvement plan. Formal disciplinary action should only follow if absence continues after support has been offered.