Staff absence is one of the most common, and consistent, challenges faced by companies. Fortunately, however, as illustrated by Bradford Factor Triggers, not all absences are equal and some prove less problematic for companies than others. Such absences tend to be authorised by the business, often outlined in the employee’s contract.
In this post, we’re going to take a look at what qualifies as an authorised absence and the different types your business is likely to encounter.
What is an authorised absence?
An authorised absence is one that an employee has arranged ahead of time and, consequently, a business can plan around. This is in contrast to an unplanned absence or unauthorised absences, which a business has little to no control over and are usually more detrimental to a company’s day to day operations.
What are the types of authorised absences?
Here’s a brief rundown of the types of absences that are considered authorised. They might differ from company to company but the vast majority of organisations will recognise them in some form.
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Annual leave: Annual leave is the most common reason for staff absence. Fortunately, they’re also arranged ahead of time so they’re also among the easiest to plan for. Annual leave absence also includes time off in lieu, and, if offered by the company, duvet days, (which though unplanned, are still authorised). Annual leave, however, can be a double-edged sword. Although it isn’t as detrimental to a company as other types of absence, if you don’t have the right system for booking and tracking staff holidays, administering it can take up an excessive amount of time.
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Bank holidays: Bank holidays are really a subset of annual leave, as they make up the 28 days of statutory annual leave that a company has to offer its employees. However, how the business chooses to administer those 28 days is up to them. On one hand, a company may choose to make the bank holidays mandatory, which results in them only having to provide 20 additional holiday days for employees to take when convenient. On the other hand, if a business operates on bank holidays, they might give their employees the full 28 days’ allowance and require them to book bank holidays off. The 8 UK bank holidays are as follows:
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New Year’s Day
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Good Friday
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Easter Monday
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May bank holidays
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Early May
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Spring bank holiday
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Summer (August) bank holiday
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Christmas day
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Boxing day However, in 2022, they’ll be an extra bank holiday on the 3rd of June for the Queen’s Platinum Jubilee.
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Maternity, paternity, and adoption leave: Statutory maternity leave is 52 weeks, divided into 26 weeks of ordinary maternity leave and a second 26-week period for additional maternity leave. Paternity leave, meanwhile, is up to two consecutive weeks. There’s also adoption leave which, like maternity leave, is up to 52 weeks. Adoption leave, however, is the same length regardless of the employee’s gender.
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Medical appointments: Medical appointments are usually regarded as authorised, though how they’re administered depends on the company. If a company has one, they could be covered by their sick pay scheme. Alternatively, depending on the length of the appointment, they could come out of their annual leave allowance.
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Sickness absence: Sickness absence is usually covered by the company’s sick pay scheme. It includes both short- and long-term sickness, and managing it effectively is crucial for recognising patterns that may indicate underlying problems needing employee support.
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Training: This type of absence occurs when the company decides an employee needs to attend a course for their professional development. This training could be offsite or it could take place onsite but the employee is unavailable for other work-related matters.
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Conferences: If the employee is representing the company at a conference or similar event, that would also count as an authorised absence.
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Compassionate leave: A member of staff is entitled to time off if a dependant, someone who depends on their care, passes away. However, compassionate leave doesn’t have a specified length: it’s best to talk to the employee and determine how much time they feel they need. Plus, you can always grant them more time if they need it. The employee also isn’t legally entitled to be paid for compassionate leave.
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Public duties: On occasion, an employee might need to take time off from work to undertake a public duty. Roles that are deemed public duties include:
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A member of a jury
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A magistrate
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A trade union rep
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A school governor
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A local councillor
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A member of a health authority
As with time off for compassionate leave, the length an employee is entitled to isn’t set in stone and is to be determined on a case-by-case basis. Employees also aren’t legally entitled to be paid for this time off.
Annual Leave and Holidays
Annual leave and holidays are essential components of an employee’s work-life balance. Employers must ensure that their employees are aware of their annual leave entitlement and the process for requesting time off. In the UK, employees are entitled to a minimum of 28 days’ paid annual leave, which can include bank holidays.
Employers can set their own rules for annual leave, including the amount of notice required for requests and the process for approving or rejecting requests. It’s essential to have a clear absence policy in place to ensure that employees understand their entitlements and the procedures for requesting time off.
When it comes to holidays, employers must consider the impact on the business and ensure that there is adequate cover during peak periods. Employers can also offer flexible working arrangements, such as compressed hours or flexible start and finish times, to help employees balance their work and personal life.
Medical Appointments and Illness
Medical appointments and illness are common reasons for employee absence. Employers must have a clear policy in place for dealing with employee illness, including the process for reporting absences and the requirements for providing medical certificates.
Employers can also offer support to employees who are experiencing mental ill health, such as access to counseling services or employee assistance programs. It’s essential to create a culture of openness and support, where employees feel comfortable discussing their mental health and seeking help when needed.
In terms of medical appointments, employers can offer flexible working arrangements, such as allowing employees to take time off during the day for appointments or providing access to telemedicine services. Employers can also provide support for employees who are caring for a family member or loved one, such as flexible working arrangements or access to counseling services.
Outline all authorised absences in your absence policy?
The best way to ensure everyone is on the same page when it comes to authorised absences is to outline them in your company’s absence policy. Employment contracts should include provisions regarding leave of absence to ensure clarity and compliance. As well as listing which absences are authorised, you should detail the procedure for each one, such as who to contact to book the time off, how much notice the company requires, and other terms and conditions.
ScheduleLeave makes it easy to track annual leave and other authorised absences. It’s also effortless to integrate your existing calendar so employees can request their own time off, as well as see, at a glance, which of their colleagues are absent. If you’re interested in finding out how much time ScheduleLeave can save your company, sign up for a today.
School Attendance and Authorised Absence
School attendance is a critical aspect of a child’s education and development. Parents have a legal responsibility to ensure that their child attends school regularly, unless there are exceptional circumstances.
Authorised absence from school can include:
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Illness or medical appointments
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Family emergencies or bereavement
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Religious observance
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School-approved educational activities
Parents must notify the school in advance of any planned absences, and the school may request evidence to support the reason for the absence. Employers can also offer support to employees who are experiencing difficulties with their child’s attendance, such as flexible working arrangements or access to counseling services.
Unauthorised Absence and Consequences
Unauthorised absence from school can have serious consequences for parents, including fines and prosecution. Employers can also experience the impact of unauthorised absence, including reduced productivity and increased costs.
Unauthorised absence can include:
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Truancy or skipping school
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Absence without a valid reason
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Failure to follow school rules or policies
Parents who fail to ensure their child’s attendance at school may face a fixed penalty notice, which can range from £80 to £160. Employers can also take disciplinary action against employees who fail to follow company policies or procedures related to attendance.
Importance of Attendance
Attendance is critical for a child’s education, wellbeing, and development. Regular attendance at school helps children to:
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Develop social skills and relationships
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Improve academic achievement
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Build confidence and self-esteem
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Develop good habits and routines
Employers can also benefit from good attendance, including:
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Increased productivity and efficiency
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Reduced costs and absenteeism
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Improved employee morale and engagement
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Better customer service and reputation
By promoting good attendance and providing support for employees and parents, employers can help to create a positive and productive work environment that benefits everyone.
