HR Glossary
Long Term Absence
What is Long-Term Absence?
Long-term absence refers to an extended period of time during which an employee is unable to work due to illness, injury, or other significant personal circumstances. While each organisation may have its own definition, long-term absence is generally classified as any period of absence that lasts longer than four weeks. It differs from short-term absence, which covers occasional sickness or unplanned leave lasting a few days or weeks.
Long-term absence can be caused by a wide range of factors, including serious illnesses, recovery from surgery, mental health conditions such as anxiety or depression, long-term disabilities, or chronic health conditions that affect an employee’s ability to perform their duties. Unlike short-term sickness absences, long-term absences often require additional management interventions, such as medical assessments, occupational health support, and phased return-to-work plans.
Employers have a duty of care to manage long-term sickness absence in a way that supports both the employee and the business. This includes ensuring compliance with employment law, maintaining regular communication with the employee, and exploring reasonable adjustments that could help them return to work when they are ready.
Managing Long-Term Absence
Effective long-term absence management requires a structured and supportive approach. Employers should have clear policies in place that outline how long-term absences are handled, including reporting requirements, medical certification, and return-to-work procedures.
Typically, an employee who is on long-term sickness absence will be required to provide regular medical evidence, such as fit notes from their GP or consultant. In some cases, the employer may arrange an occupational health assessment to determine whether the employee is fit to return to work, whether adjustments are required, or whether additional support is necessary.
Employers are also encouraged to maintain regular, appropriate communication with employees who are off work for an extended period. This could involve check-in calls, emails, or meetings to provide updates and offer support. However, it is important to strike a balance between staying in touch and respecting the employee’s need for rest and recovery.
A return-to-work plan is often necessary after long-term absence, especially if an employee has been off for several months. A phased return to work, where the employee gradually resumes duties over a period of time, can be beneficial in helping them reintegrate into the workplace. Reasonable adjustments, such as flexible working arrangements, changes to workload, or additional support, may also be required to help the employee transition back into their role effectively.
Legal Considerations for Long-Term Absence
Employers must comply with employment law and disability discrimination legislation when managing long-term sickness absence. In the UK, the Equality Act 2010 provides protection for employees with disabilities, meaning that employers are required to make reasonable adjustments to support them in the workplace. Dismissing an employee due to long-term sickness absence must be handled carefully, as failure to follow a fair and lawful process could result in claims of unfair dismissal or discrimination.
Statutory Sick Pay (SSP) is available to eligible employees for up to 28 weeks of absence. After this period, employees may be entitled to claim additional benefits, such as Employment and Support Allowance (ESA), if they are unable to return to work. Some employers offer enhanced sick pay schemes, providing financial support beyond SSP, which is typically outlined in the employment contract or company policy.
If an employee is unable to return to work for the foreseeable future, the employer may need to explore alternative options, such as redeployment to a more suitable role or, in some cases, capability dismissal if the employee is no longer able to fulfil their job requirements. However, this should be a last resort after all reasonable adjustments and alternatives have been considered.
Preventing and Reducing Long-Term Absence
While some long-term absences are unavoidable, employers can take proactive steps to reduce the risk and impact of prolonged absences. Workplace health and wellbeing initiatives, such as mental health support, access to occupational health services, and flexible working arrangements, can help prevent some health-related absences. Encouraging a supportive work culture, where employees feel comfortable discussing health concerns and seeking support early, can also help address issues before they lead to extended periods away from work.
Data analytics and absence tracking tools, such as GoodShape’s absence management system, can provide valuable insights into long-term absence trends, allowing businesses to take a proactive approach in supporting employees and reducing the impact of long-term sickness absences on the workforce.