Absences: Overview, definition, and example
What are absences?
Absences refer to periods when an employee is not present at work during scheduled working hours. These can include planned absences, such as vacations and medical leave, as well as unplanned absences due to illness or emergencies. Absences can also extend to other scenarios, such as unpaid leave, maternity or paternity leave, and absences due to jury duty or bereavement.
In the workplace, absence policies outline how employees should report absences, how much leave they are entitled to, and the procedures for requesting time off. These policies help manage staffing, maintain productivity, and ensure compliance with labor laws.
Why are absences important?
Clear absence policies help businesses maintain operational efficiency by managing employee availability and planning for coverage when needed. They also protect employees by defining their rights to take leave without risking their job security or benefits.
By setting expectations around absences, companies can reduce disruptions to workflows, avoid misunderstandings, and ensure compliance with laws such as the Family and Medical Leave Act (FMLA) or similar regulations in different regions.
Understanding absences through an example
Imagine an employee at a retail store needs to take a week off for a medical procedure. The company’s absence policy requires employees to notify their manager at least two weeks in advance and provide a medical certificate if needed.
The employee follows the policy, submits a formal leave request, and arranges for a colleague to cover their shifts. Because the absence was managed properly, the store remains fully staffed, and the employee can recover without worrying about job security.
If the employee had not informed their manager in advance or failed to follow the procedure, it could have led to scheduling conflicts, reduced productivity, and potential disciplinary action.
An example of an absences clause
Here’s an example of how an absences policy might be included in an employment contract or company handbook:
“Employees are required to notify their immediate supervisor of any planned absences at least [number] days in advance. For unplanned absences due to illness or emergencies, employees must inform their supervisor as soon as possible, ideally before the start of their scheduled shift. The Company reserves the right to request supporting documentation for absences exceeding [number] days. Repeated unexcused absences may result in disciplinary action in accordance with Company policies.”
Conclusion
Absence policies help businesses manage employee availability while protecting workers' rights to take necessary time off. By defining clear procedures for reporting and approving absences, companies can maintain productivity and reduce disruptions.
For both employers and employees, understanding absence policies is essential—because clear communication and compliance with these guidelines lead to a balanced and efficient workplace.
This article contains general legal information and does not contain legal advice. Cobrief is not a law firm or a substitute for an attorney or law firm. The law is complex and changes often. For legal advice, please ask a lawyer.