Employee absenteeism is an inevitability in any company. Employees can’t always show up to work, whether it’s a sick day, a planned vacation, a car failure, or a family emergency. Rather than punish absenteeism, managers and leaders must have a comprehensive employment absenteeism policy supporting your organization and employee well-being.
With an effective absence management policy, you can navigate absenteeism like a pro and prepare yourself for unexpected changes in employee attendance. This article will provide everything there is to know about creating an effective absence management policy, from different types of absentee policies to legal requirements and addressing employee well-being. Keep reading to discover how to develop the best policy to lead your company in the right direction.
Employee absence management encompasses an organization’s approach to managing and reducing high levels of absenteeism. An effective absence management policy is necessary to adhere to HR best practices and procedures.
The human resources department is typically responsible for identifying issues with employee absenteeism and implementing corrective policies to manage and reduce absenteeism. There are many factors addressed in absence management policies, including policies related to the following:
Absence management might not seem like a huge deal when approaching the process. However, your organization is vulnerable to damages incurred from improper absenteeism protocol without a keen understanding of the importance of an effective absence management strategy.
If you’re still wondering why absence management matters, consider the following:
A leave of absence occurs when employees take off from regular work. Unlike paid time off, a leave of absence is unpaid and typically used to deal with unforeseen events and circumstances. For instance, an individual might rely on an employee leave policy for medical purposes, education, or a sabbatical.
Employees can take many types of leaves that you should offer in your absence management policy. Remember that absence management encompasses several policies related to different absenteeism-related situations.
Employers can safeguard employee well-being while protecting the business by effectively implementing some of the following types of absence and leave policies.
A sick leave policy describes a company’s rules and procedures for absenteeism caused by employee illness or injury. Employees can use sick leave to cover any of the following instances:
Though specifications vary between employers, a sick leave policy will usually specify the number of sick days or hours an employee is entitled to have in a given period. This policy should outline the steps necessary to request and report sick leave for planned and unplanned medical incidents. Some organizations require employees to provide a doctor’s note or documentation depending on the care level and the absence length.
A sick leave policy should also include a comprehensive record-keeping strategy to protect your company’s integrity and guarantee employee compliance with the policy.
A paid-time-off policy covers a broader spectrum of absence types beyond sick leave. This policy combines the number of days an employee can take while still getting paid at the average rate. These absences cover personal appointments, family obligations, or any non-specific reasons why an employee needs time away from work.
Paid time-off policies include information such as the number of days or hours an employee is allowed annually, consequences of policy violations, provide a notice period for requesting time off and receiving approval, and explain how time-off requests across all employees are prioritized when numerous employees request time off.
As a company leader, never hesitate to offer employees a flexible vacation policy. These policies govern the procedures and rules for employees taking time off for planned vacations and outline the amount of time an employee can take off annually based on various criteria.
Some employers allow vacation time to be carried over if not all vacation hours are used yearly.
Vacation time is crucial to foster a healthy workplace environment and prioritizing employee well-being. By offering vacation time to employees, you can encourage a healthier work-life balance and give your hard workers time to decompress and recuperate from workplace stressors.
Taking time off from work has various physical and mental health benefits, including the following:
A parental leave policy addresses time off allowed for employees that become parents during their employment, whether related to birth, foster care, or adoption. Parental leave policies outline the duration of available leave for new parents. However, these policies vary between organizations and are often divided into categories, such as maternal, paternal, and adoption leave.
Parental leave policies include logistic details about parental leave, including how to apply for this type of leave, the eligibility requirements, an explanation of the duration of paid leave, and whether benefits become limited under specific circumstances. A parental leave of absence often qualifies for protection under the Family and Medical Leave Act (FMLA).
A personal leave policy give employees time to take away from work. Employees approved for a personal leave of absence are not paid. The employee must submit a leave of absence request by writing to their department manager and include the reason for their leave of absence and the requested time off.
HR managers determine whether to approve a personal leave request based on the following:
HR professionals often struggle to develop a comprehensive and effective absence management policy because they forget to consider the legal requirements for employee leave. Devising an absence management policy requires companies to adhere to FMLA (Family and Medical Leave Act) compliance standards.
While leave laws differ by state jurisdictions, you can find some standard protocols across most employer policies. Among the legal requirements for employee leave policies include the following that leaders should keep in mind.
No federal laws require employers to give employees time off to vote. However, most jurisdictions have varying laws requiring employers to provide employees with enough time off to vote, which is often paid. Along with providing time off to vote, most state jurisdictions protect employees through policies preventing employers from interfering or intimidating employees based on their political viewpoints and right to vote.
Court leave for employees summoned to jury duty is required on both a federal and state government level. Most states actively prohibit employers from disciplining or terminating contracts with employees who take time off to serve on a court jury, and this time off is typically unpaid.
Federal laws dictate that employees have a right to take necessary absences to serve as a juror outlined under the Jury Systems Improvement Act. While some states might not prohibit an employer from taking severe action to discipline employees that take court leave, employees taking time off to serve in federal court can sue employers under this act if they are discharged or intimidated by their employer because of jury duty. Unfortunately, this does not apply to state courts.
However, state laws still play an integral role in safeguarding the legal rights of employees serving jury duty. Along with states that prohibit employers from discharging an employee who takes leave to serve on a jury, other states prohibit any retaliatory action from the employer.
FMLA compliance requires employers operating an organization with more than 50 employees must offer a maximum of 26 weeks of family leave to employees with family members who are injured military personnel. Some employers must provide an additional 12 weeks for employees whose relative is on active duty or preparing to return to active duty.
These laws are better understood when considering the following leave types:
Providing sufficient maternity leave flexibility is essential to maintaining a solid relationship with your employees and avoiding applicable discrimination laws. Organizations exceeding 15 employees are subject to laws that protect pregnant women from workplace discrimination. The Pregnancy Discrimination Act requires employers to treat women currently experiencing pregnancy, childbirth, and related conditions like other employees or job candidates.
Complying with these laws should be a focus of your absence management policy. This act will ensure that women are not fired, denied a job, or not considered for promotions based on their pregnancy status.
Creating the perfect absence management policy depends on your organization’s unique needs and long-term objectives. From different absence management strategies and methods to systems and best practices, let’s break down what to know about creating your absence management policy to lead a more productive workplace.
Not all absences exist on the same level of severity or reason. While some absences could be used for employee relaxation and mental health days, others could be unplanned emergencies. Define and categorize different types of absences, including the ones mentioned above: sick leave, vacation, parental leave, personal leave, paid time-off, and other legally-required policies are all unique.
Different types of absences require different eligibility criteria and duration limitations. Along with categorizing types of absences, have a clearly-defined approach to how your organization defines absenteeism, tardiness, chronic tardiness, and presenteeism. Defining these terms and ensuring employees understand the ins and outs of absence types can prevent non-compliance and improve communication.
Determine your specific requirements for who is eligible for different types of paid or unpaid leave, and establish the notice period employees must follow when requesting time off. Have an easily-accessible guidebook on the specific process for submitting absence requests to ensure that employees have a fair opportunity to request time off without going through loops. This factor is crucial to implementing a consistent, fair absence management system.
Recording time off is everything regarding a successful and comprehensive absence management policy. Keeping absenteeism recorded for different employees offers crucial insights into how employees perform, work-life balance, and any similarities between unscheduled absences. An effective tracking system lets you quickly gather reports that provide the insights you need to improve presenteeism rates.
Ensuring your absence management policy is as fair as possible requires clear guidelines on the factors considered when deciding whether to grant time off requests. Without explicit approval and denial guidelines, your employees will be confused and upset if their time off isn’t approved.
In your policy, outline all factors considered when approving or denying an employee’s absence request. Guidelines can include factors specific to your organization and general details like staffing requirements, prior time off approvals for different employees, operational needs, scheduling fairness, and legal obligations. By clearly communicating these factors, you can prevent unnecessary conflict.
With any absence management system, there’s a risk of employees taking excessive or repeated absences that significantly disrupt your organization’s productivity and team member dynamics. Attendance issues and violations must be tracked and addressed to ensure that productivity doesn’t take a massive hit from the actions of a single employee.
In cases of excessive absenteeism, speak with employees and have a process that might include counseling or progressive discipline that complies with employment regulations, depending on the cause of the employee’s frequent absences. Always communicate this aspect of your policy to employees so they understand the risks that come with unnecessary absences.
An absence management system can provide crucial insights into employee attendance and absenteeism rates. Knowing what to look for in software for this purpose is essential. Some of the most vital features to look for when considering this software include the following:
You must make your employees want to come to work, not feel like it’s a taxing obligation. When employees feel incentivized to attend work, your organization can start lowering its absenteeism rates. Have a workplace attendance policy to ensure that all employees know what’s expected of them. Employees with perfect attendance or above-average attendance rates might be incentivized by any of the following:
Offer your employees essential information on the benefits and entitlements that accompany different types of leave, such as paid leave versus unpaid leave. Ensure that your employees understand their rights and obligations concerning their leaves of absence. Additionally, communicate benefits like carry-over abilities for unused vacation time and time-off accrual.
Given the constantly-shifting nature of the modern business world, leaders must include flexible work arrangements in their current absence management policy. With more and more employees turning to remote and hybrid work, knowing the possibilities for employee working arrangements is vital. Consider the following arrangements to meet your employees’ needs and encourage them to perform at their best in an environment where they’re most comfortable.
An effective human resources management approach is integral to a comprehensive absence management policy. Knowing HR best practices can help you succeed through human resources policy development that meets the needs of employees and organizations. Some of these practices include the following:
Redstone HR provides an innovative solution for modern businesses to thrive in an ever-evolving workplace. From streamlining compliance solutions to providing the necessary resources to create a robust absence management policy, Redstone HR has what your company needs to succeed in its management policies.
Check out Redstone HR today to find the right management solution for you and start building toward your company’s prosperous future.