How to create an absence management policy

Managing employee absence can be a tricky balance. On one hand, you want to support your team when they’re unwell or facing personal challenges. On the other, excessive absences can disrupt productivity and affect your bottom line. 

That’s where a well-thought-out absence management policy comes in. If you’re an employer in Canada, here’s how to create a policy that’s fair, transparent, and effective. 

Why you need an absence management policy 

Without a clear policy in place, managing absences can become inconsistent, leading to frustration for both employees and management. A good policy: 

• Sets clear expectations on what constitutes an acceptable level of absence 

• Ensures employees understand their rights and responsibilities 

• Helps managers handle absence-related issues consistently and fairly 

• Reduces the risk of legal disputes by ensuring compliance with employment laws 

Key elements of an effective absence policy 

Clear definitions of absence 

Your policy should outline different types of absences, such as: 

• Sick leave including both short-term and long-term sickness 

• Planned leave, such as vacation leave, parental leave, and unpaid leave 

• Unplanned absence including emergencies 

• Unauthorised absence, where an employee doesn’t show up without explanation 

Absence reporting procedures 

Make sure employees know how to report an absence. This should include: 

• Who they should inform (their line manager or HR department) 

• When they should report it (by a certain time in the morning) 

• How they should report it (phone call, email, HR software) 

• When they need to provide medical evidence, such as a fit note from a doctor (depending on provincial law) 

Return-to-work process 

Having a structured return-to-work process can help prevent repeat absences and identify any underlying issues. This could involve: 

• A return-to-work interview to discuss any support the employee may need 

• Adjustments if necessary, such as flexible working or phased returns 

• Reviewing patterns of absence to identify any trends or concerns 

Managing persistent absence 

If an employee’s absence becomes frequent or prolonged, your policy should outline how you’ll handle it. This might include: 

• Keeping open communication and offering support, such as Employee Assistance Programmes (EAPs). 

• Setting triggers for formal absence reviews, such as a set number of absences within a timeframe. 

• Potential disciplinary actions if there is no valid reason for excessive absence. 

Legal considerations 

Your policy must comply with provincial law. Depending on your province, employees are entitled to different amounts of different absence—there is no ‘one size fits all’ policy. 

Navigating the nuances of national and provincial employment relations can be difficult, but we’re here to help. 

Here are the different provincial acts that BrightHR can assist your business with: 

• Ontario’s Employment Standards Act

• British Columbia’s Employment Standards Act

• Alberta’s Employment Standards Code

Making your absence policy work in practice 

Train your managers 

A great policy is only useful if managers apply it consistently. Provide training to your management team so they know how to: 

• Handle absence requests fairly 

• Conduct return-to-work interviews sensitively 

• Recognise when an absence might require additional support rather than discipline 

Encourage a supportive culture 

Rather than focusing solely on discipline, promote a culture where employees feel supported. This could include: 

• Flexible working options to prevent burnout 

• Wellbeing initiatives to reduce stress-related absences 

• Open communication channels for discussing health concerns 

Regularly review your policy 

Laws change, and so do the needs of your workforce. Review your policy annually and get feedback from employees to ensure it remains effective and fair. 

Get help creating an absence management policy for your business 

Absence is a part of working life, but with the right approach and support, it doesn’t have to be a headache.  

BrightHR offers a complete HR document library with customisable absence management policies that cover sick leave, unplanned absences and planned leave. Plus, with 24/7 HR and employment relations advice you can rest assured that your policy will be in line with the law.  

Learn more about our HR document library today! And remember a well-structured absence management policy helps create a fair and productive workplace while ensuring employees feel valued and supported. 
 
If you haven’t reviewed your policy in a while, now’s the perfect time to give it a refresh. Your business—and your employees—will thank you for it!