How to handle unauthorised absence

Dealing with unauthorised absence can be challenging, but a structured approach helps minimise disruption while ensuring legal compliance. Here’s how to respond effectively:

Good communication is essential

When an employee is absent without permission:

1. Reach out promptly
   
   Contact the employee on day one via phone, email, or messaging platforms.
   
   If they remain unreachable, try their emergency contact. Explain your concern for their welfare and ask them to urge the employee to get in touch.
   
2. Write to the employee
   
   If you still can’t reach them, send a letter outlining the absence, your contact attempts, and the requirement to respond within a specified timeframe.
   
   Make it clear that the absence may be considered unauthorised and unpaid unless justified.

Withholding pay

Employees aren’t entitled to pay during unauthorised absences. Inform payroll and the employee that wages are being withheld. This often motivates employees to clarify their situation. Retrospective pay can be reinstated for justified reasons, such as compassionate leave.

Disciplinary action

If the absence remains unauthorised, follow your disciplinary procedure. For serious or repeated issues, this may include dismissal. Always document your actions and provide the employee an opportunity to respond.

Policies and procedures

Having the right policies and procedures in place can eliminate many of these issues. Make sure all employees understand the absence reporting procedure and update their contact information regularly. If you haven’t already, include unauthorised absence as gross misconduct in your policies, and keep staff updated on where to find those documents for reference.

By taking these steps, you can manage unauthorised absences effectively, protect your business, and ensure fair treatment of employees.

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