Absence Reporting Procedure

Purpose statement

This procedure outlines the process for reporting absence from work.

Scope

This procedure applies to non-union employees and union employees subject to the terms and conditions in respective collective agreements.

Procedure

Reporting absence

  1. An employee who is unable to attend work as scheduled, for any reason, is responsible for notifying his or her immediate supervisor as soon as possible before the start of their work day when practicable according to departmental procedures for reporting absences.
  2. Where an employee must report an absence from work the employee must provide a telephone number where he or she can be reached. An employee must inform his or her supervisor, of the reason for the absence) and the estimated date of return to work.
  3. In the event of an emergency, illness, injury at work, an employee must report to his or her immediate supervisor before leaving work where practicable.
  4. Ongoing and regular contact between employee and their supervisor must be maintained during absence from work.
  5. Anticipated sick leave of five (5) days or longer (e.g. surgery) must be reported as soon as practicable and the appropriate medical certificate provided.
  6. The town reserves the right to verify that an absence is medically justifiable and that the employee is unable to perform the essential duties of his or her job.
  7. Employees are required to respond and provide any appropriate information and documentation required to support the absence.

Consequences of non-compliance

  1. Failure to follow the Absence Reporting Procedure may result in the withholding of sick benefits and or disciplinary action up to and including dismissal.
  2. Employees who fail to report an absence will be recorded as absent without leave.

Responsibilities

Employees are responsible for the following:

  • reporting to work regularly and on time;
  • taking unscheduled leave only when unavoidable;
  • reporting absences in keeping with the Attendance Reporting procedure; and
  • providing documentation on a timely basis and as requested.

Supervisors are responsible for the following:

  • communicating attendance expectations;
  • establishing an absence reporting procedure in their section and communicating the procedure to staff;
  • maintaining reasonable regular contact with an employee during any absence from work; and
  • ensuring absences are coded accurately.

Procedure details

Procedure Number: HR-MNG-001-001
Parent Policy: HR-MNG-001
Section: Human Resources
Sub-Section: Manage
Author: Human Resources Department
Authority: CAO
Effective Date: 2006 May 29
Review by Date: 2022
Last Modified: 2017 Jan 30

References

Attendance Support Program
HR-MNG-001 Time At and Away From Work Policy