Absence management is arguably one of the greatest challenges for any employer due to its sensitive nature, however, it is an essential area of people management that requires a consistent process to be applied.
In 2024, Absence was the main topic the ISME HR Team advised our members on. 13% of all the HR queries received last year fell under this category.
The main types of absences managers and business owners have been dealing with are as follows:
- Short Term Absence – absence from work for short periods of time which is typically anything from one day up to a month in duration.
- Long Term Absence – usually absence of at least four weeks
- Sporadic Absence – where an employee will have a number of days absence, usually a day or two at a time, built up over a long period of time.
- Unauthorised Absence – otherwise known as AWOL, when an employee leaves or does not show up for work without consent and without contacting their employer.
In order to ensure that the employee is supported, it is important to ensure that the ‘Return to Work’ process is managed appropriately. Successful absence management is reliant on strong procedures being implemented in the workplace. Below is an outline of some vital steps your company should consider to help you successfully manage sickness absence in your organisation.
- A clear and comprehensive absence management policy which is communicated and shared with your team is crucial. The recommendation would be that management ensure employees are aware of the company expectations when it comes to reporting absences. Ensure the policy outlines notification and certification requirements, details of sick pay scheme (SSP or a more favourable Company Sick Pay Scheme) and an indication of how the company will
approach attendance issues.
- Effective absence management can be achieved if you ensure early intervention by line managers. This includes regular communication with the employee during the absence and on their return to work and ensuring the company is keeping records of the employees absence. ISME recommends that companies conduct Return to Work Interviewsafter every period of sick leave in order to accurately maintain absence records and to act as a deterrent for non-attendance for nongenuine reasons.
- A key step to success is to ensure that all managers are trained in the organisation’s absence policies and procedures and understand the role they are expected to play.
- Maintain regular contact with absent employee to ensure you stay up to date with
their prognosis and potential return to work dates. Remember that the longer someone is off sick, the harder it can be for them to return.
- In certain situations the company may need to consider sourcing medical advice from an Occupational Health Practitioner. Actioning this step will be dependent on the details of each case to see if it is appropriate. Consulting a medical practitioner can be extremely beneficial to understand the situation and get professional advice on next steps and how to move forward.
- When an employee is out on Long Term Absence ISME would suggest you engage with the employee through regular Welfare Meetings. This purpose of these meetings is to assist the company gain a better understanding of the employee’s current health situation, to establish how long they’re likely to be absent from work, how likely they’re going to be able to perform their job role on their return, and what steps can be taken to support them.
In essence, effective absence management involves finding a balance between supporting employees with health problems and ensuring that the employer’s business objectives are not compromised. Companies may need to consider the following two points when managing Absence. ISME would advise that you call our helpline for further guidance on these areas:
Reasonable accommodation
Under the Employment Equality Acts employers must make reasonable accommodation for people with disabilities to return to work. The accommodations should be ‘reasonable’ and should not impose a ‘disproportionate burden’ on the company.
Capability
Managing sickness absences can be complicated. Unfortunately on occasion a business may have to consider termination due to incapability. In these circumstances it is vital that the best practice process is followed and ISME would recommend companies take the time to manage things properly to avoid costly claims or challenges in the future.
The final key point to note would be to ensure the management of absence always adheres to the guidelines set down in the company’s absence policy.
SSP 2025
Since the introduction of Statutory Sick Pay in 2022, employees with 13 weeks continuous service, have been entitled to receive statutory sick pay which increased in increments each year. These days are paid by the employer at 70% of their normal pay, up to a maximum of €110 per day. The employee must be certified by a registered medical practitioner as unable to work.
For 2025, it had been scheduled for SSP would increase to 7 days pay increasing to 10 days in 2026. However, it has now been confirmed that this phased approach has been paused to allow the Government to review ESRI research on the impact of statutory sick leave and that therefore the entitlement currently remains at 5 days.
In light of these developments, we recommend that employers:
- Continue to apply the 5-day entitlement to those eligible
- Inform your employees of this update, particularly if they may not be aware of the change
- Review and update your Sick Pay Policy, Terms and Conditions of Employment and/ or Employee Handbook, should they reference the previous phased arrangement, to ensure alignment with the current legislation.
As always, if you require any support with HR or Employment Law you can contact the ISME HR Team on 01 6622755 Option 2 or via HR@ISME.ie. Members also have access to a full suite of HR templates regarding Absence management on the ISME HR Hub .
