ABSENCE MANAGEMENT The webinar will begin shortly…
ABSENCE MANAGEMENT
The webinar will begin shortly…
AGENDA
• The cost of sick leave• Recognising the different types of absences• Tools in managing absences– Short term & long term
• Q&A Session
THE COST OF SICKNESS
Direct Costs Indirect Costs
• Company Sick Pay Scheme • Loss of Productivity & continuity
• Replacement Cover • Negative effect on quality
• Overtime Costs • Time spent managing the absence
• Medical Referrals • Accrual of Annual Leave whilst on sick leave
SICK LEAVE STATISTICS
• 4 million days lost annually in small businesses due to sickness absence
• €490 million = annual cost to Irish small business
• 4.7 days per employee per year
• € 569.64 - cost per annum per employee
* Figures from 2014 Small Firms Association Absenteeism Report
What can employers do to effectively manage sickness absences?
TYPES OF ABSENCE
SHORT TERM ABSENCES LONG TERM ABSENCES
• Can last 1 or 2 days or a week or two
• Usually last over 4 weeks
• Causes: common cold, bugs • Causes: back pain/stress
• Could be a pattern
MANAGING SICKNESS ABSENCE
• Sickness Policy• Procedure for notifying company• Details of any sick pay • Details of sick certificates required• Whether employees may be asked to attend a
medical exam• Sets a standard & ensures consistency
MANAGING SICKNESS ABSENCE
• Record & Monitor • Who – When – Why - How Often – Certified• Retain all medical certs and correspondence• Identify triggers for further investigation– No of days leave in a specific period– No of spells of absence in a specific period– Patterns
MANAGING SICKNESS ABSENCE
• Return to Work Interview • Hold after every absence• The Structure– Understand cause of absence– Confirm correct procedures were followed– Discuss trends in leave – may uncover underlying issues– Employee’s health, are they fit to return, adjustments– Update the employee on any changes/ developments
MANAGING SICKNESS ABSENCE
• Disciplinary Action• Repeated unjustified absences may be treated
as a conduct issue• Conduct & capability are fair reasons for
disciplinary action • Disciplinary procedures must be followed• Dismissal should be the last option.• Fair procedures must be followed!
FAIR PROCEDURES INCLUDE
• Give employee reasonable opportunity to improve • Consider reasonable adjustments • Keep written records of meetings/ communications
with employee• Get an up-to-date medical at company’s expense
before dismissal• Informing the employee that employment is in
danger of termination • Reasonableness is on a case by case basis
LONG TERM ABSENCES
• Keep in contact with employee– Initially:
• Clarify sick pay arrangements • Give company updates
– Subsequent Meetings/Communications• Focus on return to work date• Reasonable accommodations• Health reports if available
• Hold meetings off-site, if appropriate• Be sensitive!• Potential termination on grounds of incapacity
MANAGING LONG TERM ABSENCES
• Investigate the Illness– Is the employee capable of performing the duties for
which they are employed?– Medical Advice:
• When a return to work will be possible – long-term, medium term, short-term?
• Will there be a full recovery?• Is a return to work advisable?• Should it be phased – e.g. part-time/flexible hours• Whether the employee is disabled• Whether differing duties would be advisable
MANAGING LONG TERM ABSENCES
• Consult with the Employee– Put forward their own ideas/submissions
• Consider Adjustments– Varied start and finish time – Relocating place of work– Alteration or reallocation of duties– Purchasing aids – Phased return to work
MANAGING LONG TERM ABSENCES
Make a Decision based on Business Needs– Give a period of time for further assessment– Dismiss
HOW WE CAN HELP
– Contract wording protects employers
– Full Sick Leave Policy
– Continuous Updates
– Return to Work Interview templates on-line
– Phone support with advice on how to deal with day-to-day queries
www.brightcontracts.ie
Ph.: 01 849 9699
Summary
• Communicate
• Regularly Review Policies
• Be consistent
• Actively manage all cases
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While every care has been taken in compiling these notes, Thesaurus Software cannot be held responsible for any errors or omissions. These notes are not intended to be a
substitute for specific legal advice.