HR Glossary
Absence Reporting
What is absence reporting?
Absence reporting is the process employees follow to inform their employer when they are unable to attend work due to illness, injury, or personal reasons. This process ensures that organisations are aware of workforce availability and can manage staffing levels effectively. It typically involves employees notifying their manager, HR team, or logging their absence through a designated system, either manually or via digital absence management software.
An effective absence reporting system plays a critical role in business operations, ensuring that absences are recorded accurately and that employers can take appropriate action when needed.
Many organisations have a structured process in place, requiring employees to report their absence within a specific timeframe, often before their scheduled start time. Traditionally, this would involve a phone call or an email to a manager or HR representative, but many businesses now use digital absence management platforms to streamline the process. These platforms allow employees to log their absence directly, which then automatically notifies relevant personnel and updates absence records in real time.
How to report an absence
- Manual reporting: Employees inform their manager or HR team via phone or email.
- Digital systems: Absence management software (like GoodShape) allows employees to log absences directly, automating notifications and tracking.
- Self-service portals: Some businesses use employee portals where workers can report absences and upload necessary documentation (e.g. medical certificates).
The important thing is to ensure the absence has been reported using the methods specified in the employment contract.
The benefits of a well-defined absence reporting procedure
A well-defined absence reporting procedure benefits both employees and employers. For employees, it provides clarity on how they should report an absence and ensures their time off is recorded correctly.
For employers, it helps maintain operational efficiency by enabling managers to plan for staff shortages, redistribute workloads, and provide early support where necessary. In some cases, absence reporting is linked to Occupational Health services, allowing businesses to intervene early when repeated absences indicate a potential health issue.
Beyond immediate operational needs, absence reporting also plays an essential role in data collection and workforce planning. By tracking absences over time, organisations can identify trends, such as increased sickness absences during certain seasons or higher absence rates in specific departments.
This data can inform HR policies, help address underlying causes of absenteeism, and support employee wellbeing initiatives. Additionally, businesses that handle absence reporting effectively are better positioned to ensure compliance with workplace policies and legal requirements, reducing the risk of disputes over unauthorised absences.
In cases where an employee has been off work for an extended period, the absence reporting process may also include a return-to-work procedure. This often involves a discussion with HR or a manager to assess whether the employee requires any additional support, such as a phased return to work or reasonable adjustments to their role.
Implementing a structured and transparent absence reporting system, particularly with the support of digital solutions like GoodShape, can improve communication, reduce absenteeism, and enhance overall workforce management.
Failure to report an absence
If an employee fails to report their absence according to company policy, the employer typically follows a structured procedure to address the situation. The process ensures that unauthorised absences are properly managed, supports employee welfare by checking for any underlying issues, and maintains operational efficiency by minimising disruption to the business.
Initially, if an employee does not show up for work and has not notified their manager or HR team, the employer will usually attempt to make contact. This may involve a phone call, email, or message to check on the employee’s wellbeing and confirm the reason for their absence. Some organisations have an escalation process in place where, if an employee does not respond within a certain timeframe, further attempts to contact them are made, potentially involving emergency contacts if there are concerns about their safety.
If the employee is eventually reached and provides a valid reason for their absence, they may be reminded of the company’s absence reporting procedure to ensure compliance in the future. In cases where an absence remains unexplained, or if the employee repeatedly fails to follow the reporting process, further steps may be taken.
This often includes a formal discussion upon their return to work, where they may be asked to explain why they did not notify their employer. The outcome of this discussion will depend on the circumstances, but it may lead to an informal warning or, in more serious cases, formal disciplinary action if the absence is considered unauthorised.
For prolonged or repeated unreported absences, HR may initiate an investigation to determine if there are underlying issues contributing to the behaviour, such as personal difficulties, workplace dissatisfaction, or health concerns.
If an employee has been absent without notice for several days and remains uncontactable, the employer may need to consider whether the employee has effectively abandoned their role. In such situations, companies typically have a defined process for handling job abandonment, which may ultimately result in termination if the employee does not re-establish contact within a given timeframe.