Company Policy Sickness Absence Management

Contents

1. 2. 3. 4.

Scope ................................................................ ................................................................................................ 2 ..................................... Aims ................................................................ ................................................................................................ ......................................2 Policy statement ................................ ................................................................................................ .....................................................2 Responsibilities ................................ ...................................................................................................................... 2 ......................

4.1 Employees are responsible for:............................................................................................... 2 ................................ ............................... 4.2 Line/Project Manager................................ ................................................................................................ .............................................3 4.4 HR are responsible for: ................................................................................................ ................................ ..........................................3 5. Certification ................................ ........................................................................................................................... 3 ........................... 5.1 Self certificate ........................................................................................................................ 3 ................................ ........................ 5.2 Medical certification ................................ ................................................................................................ ..............................................4 6. Sickness Absence Reporting ................................ ................................................................................................ 4 .................................. 6.1 Employees ................................ ............................................................................................................................. 4 ............................. 6.2 Line/Project Managers ................................ ................................................................................................ ...........................................5 7. 8. Communication................................ ...................................................................................................................... 5 ...................... Sick pay ................................................................ ................................................................................................ 6 .................................

8.1 Company Sick Pay (CSP) ................................................................................................ ................................ ......................................6 8.2 Statutory Sick Pay (SSP) ................................................................................................ ................................ ........................................6 9. Return to work ................................ ....................................................................................................................... 6 ....................... APPENDIX A Reporting procedure flow chart ................................................................ ..........................................7 APPENDIX C Fit note flow chart .............................................................................................. 8 ..............................

1.

Scope This policy applies to all State of Flux employees irrespective of grade, role or hours worked.

2.

Aims The aim of this policy is to emphasise the importance that State of Flux places on the management of attendance. It provides a comprehensive understanding of the Companys policy regarding attendance and ensures that employees who are sick are treated with consideration and compassion. d Policy statement State of Flux is committed to improving the heath, well-being and attendance of all employees. well being Absence due to sickness is a matter of great concern to the Company, as it impacts greatly upon the operational effectiveness and overall success of the business. State of Flux values employees employees contributions to its success and encourages a culture where non-attendance is recognised as having non attendance a high cost, in terms of reducing efficiency, placing additional pressure upon other team members and erms increasing direct costs. In order to address these issues, the management of attendance must be given a high priority as far as it relates to providing support for those employees that are sick, with a view to an early return to work. This policy has been produced in order to: Promote a proactive and positive approach to managing absence To adopt a consistent approach to managing sickness absence throughout State of Flux absence

3.

4.

Responsibilities This section outlines the responsibilities and rights of the employee, line/project manager and the HR department.

4.1 Employees are responsible for: Attending work and only taking time off due to sickness absence where the absence is genuine and justified. Adhering to and complying with Company absence reporting procedures. Failure to comply es. with the Companys absence reporting procedures may result in disciplinary action action. Reporting their intended absence personally, unless it is not possible to do so. . Ensuring submission of a self certification form for period of absences up to 7 calendar days days. Ensuring submission of appropriate medical certificates for periods of absences exceeding 3 calendar days, except where it is stated otherwise in the terms and conditions of employment. , Co-operating and attending medical appointments as the Company may from time to time operating request as stated in their Contract of Employment. Non-attendance may be considered a Non attendance disciplinary offence. Attending a return to work interview after a period of sick leave, where requested to do so by their Line/Project manager and/or HR. roject Attending a meeting with their Line/Project Manager to discuss information contained in Line medical reports and further actions that may need to be taken, where necessary.

NB. Company Sick Pay is discretionary and is not guaranteed. The Company may exercise its discretion not to pay Company Sick Pay irrespective of an employees compliance with this Policy or any other term or provision relating to sickness absence or Company Sick Pay. m

4.2 Line/Project Manager Line/Project Managers have an overall responsibility for attendance management. They are the first and key point of contact for employees with attendance issues. They are responsible for: Adhering to and complying with Company absence reporting procedures. Notifying HR of all absences. Forwarding to HR any sick notes/certificates. Monitoring absence and, in consultation with HR, following any procedures in force for dealing , with all absences and liaising further with HR as appropriate. Supporting HR to reach a conclusion about the whether it is appropriate to refer the employee to a medical services provider, and providing such related additional support that is requested additional by HR. Working with HR to determine what if any action should be taken in relation to ongoing sickness absence, with reference to a medical providers report where appropriate appropriate. Working with HR to ensure that any reasonable adjustments to the workplace are made. Conducting a return to work interview with HR and in accordance with direction from HR HR.

4.4 HR are responsible for: Establishing and maintaining Sickness Absence Management Policy and process. Monitoring and enforcing compliance with this Policy. Periodically reviewing and if necessary revise policies and procedures in the light of any developments in employment legislation or good employment practice. Providing help and advice on all aspects of absence related matters in order to ensure that a fair, reasonable and consistent process is followed in all cases. Providing or sourcing expert guidance in cases which are particularly difficult and complex. Particularly if an employee has a disability that falls under the disability provisions of the articularly Equality Act 2010. Advising payroll of relevant information relating to sick pay.

5.

Certification

5.1 Self certificate For all periods of sickness absence the employee is required to complete and submit a self self-certificate. This is a requirement for the qualification for discretionary Company Sick Pay and is also required if the employee wishes to receive Statutory Sick Pa Pay.

5.2 Medical certification For any period of continuous sick leave exceeding 3 calendar days (inclusive of rest days and weekends), a Fit Note stating that an employee is unfit for work and signed by a General Medical Practitioner (GP) must be provided. This replaces the old GP sick note. If sickness absence continues past the date on the Fit Note, subsequent Fit Notes confirming the date employee is unfit for work, must be provided as above, where the employee is still absent due to illness or injury. If a GP has indicated on the Fit Note that an employee may be fit for work, this means the GP considers the employees health condition may allow them to work if they get suitable support from their employer. Examples of possible support might be: A phased return to work for example returning to work on reduced hours which gradually increase over an agreed period of time. Altered Hours for example allowing flexible hours to support an employee still receiving treatment. Amended Duties for example removing heavy lifting from the job where an employee has a example back injury. Workplace Adaptations for example providing a ground floor workstation for an employee who has reduced mobility.

Any alterations suggested by a GP to an employees duties or working hours should be the subject of discussion and agreement between the employee and their Line/Project Manager before implementation. This agreement should be recorded in writing, including the expected period of time the alterations or changes will remain in place and provide for reviews whilst the employee is still not emain fit to return to his former role with no adjustments or changes. If the support suggested by the GP is genuinely not feasible or possible you are not required to implement them; however you are required r to give proper consideration to any suggestions contained in a Fit Note. In assessing whether suggested changes are feasible consideration should be given to whether a workplace risk assessment is required, if it is, it should be documented in writing and the results should be discussed (and recorded in writing) with the affected employee. affec In some cases the employee will be fit to return to work before the date on the Fit Note expires. The employee need only see their GP again if the GP has indicated this on the Note, or where you and the employee agree that they continue to be unfit to work, in which case their GP will provide a Fit Note confirming that fact. Where the GP and employee disagree as to their fitness to work it is advisable to enlist the help of other medical professionals to obtain further advice. If the employee feels unable to return to work fully or maintain any changed work pattern or other oyee adjustments to their role, they should visit their GP who will assess them and confirm if they are unfit to work or if they may be fit to work with some other adjustmen or support. adjustments NB. The Fit Note regime is concerned with helping people get back to work if they are fit or may be fit to work with support from their employer, it is not about returning employees to work who are genuinely not fit to. For additional guidance the Department for Work and Pensions has issued Guidance on Fit Notes, see www.dwp.gov.uk/fitnote. www.dwp.gov.u

6.

Sickness Absence Reporting

6.1 Employees Employees who are away from work due to sickness or accident must make contact with their Line/Project Manager on the first day of absence and, unless unreasonably practical to do so, prior to absence,

their normal starting time. They must provide full details of their absence and arrangements for further contact during their absence should be agreed. 6.2 Line/Project Managers The Line/Project Manager should ascertain the following information regarding the absence from the employee: The reason for the absence. If due to sickness, the nature of the complaint. Whether a GP has been visited or an appointment made. Expected duration of absence. Date of return to work, if known. If absence is due to injury, either in or out of work.

The Line/Project Manager should also agree arrangements for further contact during the employees period of absence. In addition to the gathering of this information, the opportunity should also be taken to remind the employee of their responsibilities in two key areas: Submission of /Fit Notes or self certification evidence of inability to work due to sickness or injury. Continued and regular contact.

Over and above the straightforward acknowledgement of the individuals absence, the quality of this acknowledgement information is vital to the effectiveness of the process in subsequent stages, and therefore attention to detail in the gathering of the information is highly desirable. ible The Line Manager is responsible for ensuring that HR is informed of the absence details. Where possible this should be in writing to HR@stateofflux.co.uk The Line Manager is also responsible for ensuring that HR is informed of the employees return to employees work following a period of absence. Where possible this should be done as early as possible on the first date of return and in writing to HR@stateofflux.co.uk 7. Communication During a period of absence it will be the responsibility of the individual to report personally, unless it is not practicable to do so, to their Line/Project Manager at the intervals agreed following their initial notification. After 7 days of absence the employee should contact their Line/Project Manager once a week to update them on their progress and arrange submission of certificates by the due date. After 4 weeks of absence an individual will be considered to be on long-term absence and referral to a long term health professional to obtain a medical information report may be appropriate. Please refer to HR or the Commercial Director for further guidance in this instance. During any periods of long-term absence, it is recommended that the employee contacts their term Line/Project Manager ideally once a week (unless where agreed otherwise, in which case every two we weeks should be the minimum) to inform them of their status and progress. Wherever possible, individuals should advise their Line Manager of the expected return to work date in order to assist with resource planning. th

8.

Sick pay

8.1 Company Sick Pay (CSP) Provided absence reporting procedures have been followed State of Flux may, at its discretion, pay up to 5 days CSP in any twelve month rolling period. Any entitlement to Statutory Sick Pay (SSP) is included within this pay. In the event that sickness absence exceeds the number of days for which CSP is entitled, Statutory Sick Pay (SSP) is paid in accordance with statutory entitlements. in 8.2 Statutory Sick Pay (SSP) State of Flux will pay SSP in accordance with applicable legislation. Payment of SSP is dependent on legislation. following the absence reporting procedures and in accordance with rules regarding periods of incapacity, period of entitlement.

9.

Return to work The return to work interview is an integral part of this procedure. This will normally be undertaken by HR and the individuals Line/Project Manager and it should be conducted as soon as possible on return to work. The Line/Project Manager should consult with HR as appropriate to obtain advice on how to plan for the return to work interview. Details of the interview are to be recorded on the Return to Work Form. The interview has a number of purposes: To welcome the employee back to work, check on their well-being and welfare, and listen to well being any concerns. To record certain information about the period of absence. In the case of a return from long-term absence, to discuss the re-integration process. long integration

APPENDIX A Reporting procedure flow chart This flow chart explains the procedure for reporting sickness absence

APPENDIX C Fit note flow chart May be fit for work? This flow chart explains what to do when you receive a may be fit for work statement.