Absence Policies & Reporting

Last updated by Andrew Treadwell on July 23, 2020 12:17


There are two types of absence reporting; basic shift absence (this is linked just to shifts) and daily general absence reporting. This allows reporting of absences with or without shifts and for complex policies to be put in place.

You can create complex policies to manage attendances between your staff. For example, the system provides a policy that manages Statutory Sick Pay automatically for staff. This includes calculating Waiting and Eligible days. It will also correctly continue a single instance of sickness even if they return to work for short periods of time under the SSP rules.

Absence Policies

Policies are the group of different rules that you can assign to a contract. You can have as many different policies as you like and assign them to any combination of contracts. This allows you to have different policies for different types of employment and also adjust policies over time while maintaining your older policies for staff employed at that time.

Each policy holds Policy Entries for different types of absence. So you can have a set of rules for Sickness and a different set for maternity under a single policy.

Under each policy entry (e.g. sickness) you then have phases. These phases dictate how the policy works; e.g. two months full pay, 6 months unpaid. And the system will automatically calculate these phases when someone is absent.

The structure is shown below:

Manage your policies under System > HR Settings > Manage Absence Policies. Add a new policy under the Actions menu.

Once you are named your new policy, you can edit the set of policies attached.

Each type of absence can have their own policy assigned. For example, the sickness policy might be made up of three phases. The first being unpaid, the second paid a full amount and a third at a smaller amount.

The screenshot below will show the three different phases.

You can have as many phases as required and each phase can have different durations and pay items. The pay items instruct the system to add one of those pay items into the payroll system on those eligible days. For example, there is a SSP pay item that will pay a full-day of SSP when someone is absent and eligible.

We’re also able to export the information stored here for your payroll system; please get in touch with StaffSavvy support so we can discuss how best to provide this information for your payroll system.

The Linked Period option allows you to link this phase together with a previous absence. For example, if absence happens again within X weeks then the system will continue this phase rather than restarting the phases.

In addition to simply having one set of phases, you are able to have different sets of phases for different lengths of service. This allows the system to offer different amounts of pay absence depending on how long the staff member has worked at the time of the absence. This is based on their Continuous Employment Start Date.

Absence Reason Categories

In addition to the absence reasons, you can add different categories within that absence reason to further break down all reasons for absence. For example, you might have different medical reasons within Sickness.

These categories can be set for a period of absence and be used in reports for more detailed analysis.

To create a category, simply view the absence policies and use the Manage Absence Reasons at the top in the Actions menu to view all Absence Reasons. Then use the Edit Reporting Categories to manage the categories for each absence reason.

Reporting Absence

You can now report absence on a shift, in advance with an absence booking and retrospectively from the staff member’s profile page.

The screenshot below shows the popup where the line manager can quickly add a day of absence. Access this under a staff member’s profile page who has been assigned an absence policy set (even if it’s empty).

Reporting on Absences

The absence reports are available under the staff member’s profile via the Actions menu. These reports will show you all instances of absence and how they are processed within the policy phases. You also have quick access to edit an absence or add an absence from the Actions menu.

The absences will also automatically be used to calculate the staff member’s Bradford Factor:

Future updates will bring additional bulk reporting features and we’d love to hear your feedback and requests for how this should be developed.