Employee

Sickness Reporting Policy and Procedures.

Managers Report Sickness Form
Return to Work Interview

Sickness Reporting Policy
12.2.1. In the event of your absence from work, it is imperative to notify us as soon as you become aware of your inability to attend. The following procedures should be observed:
12.2.2. Upon realising the inability to attend work, you must contact us via a Phone Call, and it should be your top priority.
12.2.3. Text messages and emails are not considered acceptable methods of notification.
12.2.4. Whenever possible, you must provide an estimated return date. If this date changes, promptly inform us.
12.3. If your incapacity extends beyond seven days, you are required to provide weekly updates on your continued incapacity unless otherwise agreed.
12.4. All absences must align with the sickness reporting procedures outlined in this document.
12.5. Please be aware that lateness or absence without appropriate notification may result in disciplinary action and/or a reduction in your payment entitlements.
12.6. Maintaining effective communication during periods of incapacity is vital to ensuring a smooth workflow.
12.7. We value your commitment to your responsibilities, and your cooperation with these policies is crucial to maintaining the integrity of our workforce and business operations.
12.8. Allowance for Short-Term Sickness
12.8.1. Employees are allowed up to 9 days of short-term sickness absence within a 12-month rolling period without formal action.
12.8.1.1. Short-term sickness includes any absence lasting 7 calendar days or fewer.
12.8.2. Sickness Absence Triggers
12.8.2.1. Trigger 1: Early Concern
12.8.2.1.1. 9 days of sickness absence in a rolling 12-month period OR
12.8.2.1.2. 3 separate sickness instances within 3 months
12.8.2.1.3. → Sickness Review Meeting
12.8.2.1.3 Purpose:

  • Understand causes of absence

  • Offer support

  • Identify any patterns

  • Agree initial steps to improve attendance

12.8.2.2. Trigger 2: Formal Concern
12.8.2.2.1. Exceeding 11 days of sickness absence in a rolling 12-month period
12.8.2.2.2. → Sickness Improvement Plan (SIP)
12.8.2.2.3. The SIP may include:

  • Attendance targets

  • Review meetings

  • Reasonable adjustments

  • Referral to occupational health (if needed)

12.8.2.2.4. Duration typically 4–12 weeks depending on the situation.
12.8.2.3. Critical Trigger: Serious Concern
12.8.2.3.1. 15+ days of sickness absence OR failure to improve while on a SIP
12.8.2.3.2. → Possible disciplinary or capability process
12.8.2.3.3. This stage may include:

  • Formal warnings

  • Escalation under the Attendance Management Procedure

  • In severe or persistent cases, capability dismissal (handled fairly and lawfully)

12.9. Long-Term Sickness
12.9.1. Long-term sickness is defined as 4 weeks or more of continuous absence. A separate process will apply, focused on support, regular communication, and medical advice.
12.10. Disability and Reasonable Adjustments
12.10.1. Absence relating to a disability will be managed sensitively and in accordance with the Equality Act 2010. Reasonable adjustments will always be explored.
12.11. Return-to-Work Meetings
12.11.1. A return-to-work meeting will be held after any sickness absence to:

  • Confirm the employee is fit to return

  • Discuss any ongoing support needs

  • Update absence records

  • Identify patterns or concerns early

12.12. Record Keeping
12.12.1. All sickness absences will be logged and monitored on a rolling 12-month basis.

Sickness Reporting Procedure.
13.1. If you are unable to attend work due to sickness or incapacity, you must adhere to the following notification procedures:
13.2. As soon as you are aware of your inability to attend work, contact your line manager or supervisor.
13.3. This should be done at the earliest opportunity on the first day of your absence.
13.4. During your sickness-related absence, you should provide the following information to your line manager or supervisor:
13.5. Nature of Your Illness: Briefly describe the nature of your illness or incapacity.
13.5.1. Expected Return Date: Whenever possible, indicate your anticipated return date. If this date changes, promptly inform your line manager or supervisor of the revised date.
13.6. If your incapacity extends beyond seven days, you are required to provide weekly updates on your continued incapacity unless otherwise agreed with your line manager or supervisor.
13.7. When applicable, you should provide medical certificates or fit notes from a medical practitioner as evidence of your incapacity. These certificates should cover the entire period of your absence.
13.8. Once you have informed us of your anticipated return to work date, we will schedule a return-to-work interview with your line manager or supervisor.
13.9. This interview aims to discuss your absence, address any concerns, and provide support for your return to work.
13.10. Adherence to these sickness reporting procedures is essential to maintaining effective communication during periods of incapacity.
13.11. Failure to comply with these procedures may result in disciplinary action and/or a reduction in your payment entitlements.

14. Sick Leave, Pay & Conditions.
14.1. Subject to meeting the qualifying conditions, you will be entitled to receive statutory sick pay (SSP) during periods of sickness or injury-related absence.
14.2. Submission of a medical certificate or a sickness self-certification absence form, while providing a reason for your absence, may not always be considered sufficient justification. It is important to note that sickness-related absence is just one of several reasons for being absent from work.
14.3. We require all employees to provide a fit note before statutory sick pay will be granted.
14.3. All employee’s must obtain a fit note if they have been absent due to sickness for more than 7 calendar days.
14.4. Continual or frequent sickness-related absences may not be deemed acceptable.
14.5. When evaluating the acceptability of your absence, we will consider the reasons and frequency of all your absences, including those related to sickness or injury.
14.6. Excessive absence, regardless of the cause, can impact our operational efficiency.
14.7. We take a serious view of any form of sickness or injury leave that is not genuine. Engaging in activities during a sickness absence that are inconsistent with your claimed incapacity may also result in disciplinary action.
14.8. If deemed necessary, we may request your permission to contact your doctor and/or arrange for an independent medical examination by our Occupational Health Specialists, Health Assured Limited.
14.9. Ensuring the effective management of sickness and injury-related absences is essential to maintaining our operational efficiency and the well-being of our team.