“I refused their holiday request, but they took the day off anyway!”

When an employee calls in sick on a declined holiday, it can be a sticky situation for employers and managers. While the employee could simply be unwell, there might be a lingering suspicion that the timing is a bit too convenient.

This situation happens more often than many would like to admit, so it’s essential to have strategies to manage instances where an employee is sick on a declined holiday, ensuring fair treatment for all involved.

How to Manage Employees Calling in Sick on a Declined Holiday

Let’s consider an example: your employee, Alex, previously requested holiday for today, but it was refused due to other staff members already being off. However, Alex hasn’t shown up for work and has called in sick.

There are two primary ways to deal with this situation: did Alex call in sick as per your sickness policy, or did they simply not show up?

Called In Sick

If an employee physically calls in sick on a declined holiday, there’s always a chance this is a coincidence. It’s important to tread carefully and approach the situation without jumping to conclusions.

When the employee calls in sick, speak to them directly: do not accept a voicemail or a passed-on message. Speaking directly with an employee allows you to gather some clarification. During this conversation, you may want to ask some follow-up questions about their illness, such as:

• How are you feeling now?
• What sickness were you suffering from?
• Did you visit a doctor or seek medical advice?

This conversation demonstrates that you genuinely care about the employee’s well-being and gives them the opportunity to explain their situation.

Once they return to work, conduct a return-to-work meeting. If the employee’s absence exceeds seven days, requesting a Fit Note is standard procedure.

A New Feature to Help You Stay on Top of It

To make these situations easier to manage, The Holiday Tracker now offers a feature that alerts managers if an employee calls in sick on a day they previously requested a holiday, which was then refused. This feature helps ensure you’re immediately aware of any potential issues and can handle them promptly and fairly.

Unauthorised Absence

If an employee fails to show up for work and doesn’t alert you – this is an unauthorised absence. 

As you have a duty of care towards your employees, the first step is to contact them to understand the reasoning behind this absence. Considering the situation, that might be obvious to you, but it’s important to rule out any unfortunate events. 

When the employee returns, you can hold a return-to-work interview to assess the validity of the absence. If there’s no acceptable explanation, you can proceed with disciplinary action depending on the severity and whether this is a repeated issue.

Make sure your sickness absence policy clearly outlines procedures for handling unauthorised absences.

Employment Law

If you suspect misconduct, you are within your rights to discipline the employee.

HR Consultant Lindsay Muers recently told us:

“Employment law says your decision can be based on a reasonable belief, not like in a court of law where it has to be proven, so if you genuinely believe it to be misconduct then you can discipline if you desire.”

However, even if you feel disciplinary action is justified, that doesn’t necessarily mean you should take it. 

HR Consultant Keith Phillips suggests:

“If it’s upset you that much then you can investigate and if you feel you have enough evidence to suggest they have genuinely gone absent without leave you can discipline them. But, I’d say it’s a pretty extreme response. A verbal chat to warn them never to pull the same kind of trick again would be a better route.”

Documenting Evidence

For disciplinary purposes, it’s crucial to document the holiday request and its refusal. A clear, efficient leave management system like The Holiday Tracker centralises holiday requests and approvals, providing an audit trail of all requests, including refusals. The system alerts you if an employee calls in sick on a previously declined holiday, allowing you to handle the situation swiftly.

Preventing These Absences

While you can’t prevent all instances of sick leave on declined holidays, there are proactive steps you can take to minimise the chances:

1. Addressing Rumours – If you hear a rumour about potential unauthorised absences, approach the employee directly to get the facts, ask them honestly about the rumour and try to understand their perspective. Document your conversation and take the necessary steps to avoid escalation.
2. Clear Communication – When denying a holiday request, be transparent about why, whether due to limited staffing during that period or crucial meetings scheduled. It’s equally important to ensure that responses to leave requests are timely, avoiding any last-minute denials that could lead to misunderstandings and resentment.
3. Robust Sickness Policy- Your company policy should explicitly outline the procedures for unauthorised absence and the misuse of sick leave. A clear, well-communicated policy sets expectations and provides a framework for managers and employees. 

Final Thoughts

Regardless of the reason behind an employee’s absence, it’s crucial to approach the situation with fairness. If the absence is genuine, a disciplinary response may not be necessary. It’s important to follow proper procedures and take preventative measures where needed.

If you’re looking to streamline your leave management processes, The Holiday Tracker offers a practical and efficient solution. It simplifies tracking annual leave requests and refusals while providing a clear audit trail of declined holidays – invaluable in cases where you need to refer back to specific incidents. Interested in seeing how it can transform your leave management? Sign up for our free trial and experience the ease and clarity it brings to managing leave and absence in your workplace.

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