Phased returns to work

A phased return is a process where an employee gradually builds up their working hours and duties after a period of absence. This could involve starting on reduced hours, doing work that is different to their usual role, or having a lighter workload.

When to consider a phased return

A phased return should be considered following any long term sickness absence or serious injury. The duration of the phased return will depend on the reason for absence, and should be agreed between you and the employee.

A fit note will often provide advice on the length of the phased return. Following the University's procedure, this period should not normally exceed six weeks. You can seek advice from the University's Occupational Health service to inform the arrangement.

Managing a phased return

A phased return should include incremental progress. The employee's hours and duties should gradually increase each week, with the goal of returning to their full contracted hours and duties within the six week period.

When planning a phased return the manager should agree the following in advance:

• What hours are reasonable to begin the return with, and the timescale for phasing back to full contractual hours
• Any duties that will be restricted during the phased return
• The level of support that will be available to the employee throughout the process.
• A schedule for regular reviews to monitor their progress and make any necessary adjustments.
• Any other adjustments that need to be considered,including advice from Occupational Health.

The manager should document the agreed arrangements on the Individual Adjustment Plan and share a copy with the employee.

The manager should also complete the "Notify Payroll of a phased return to work" form. This ensures the employee’s pay is adjusted to their full rate for the phased return period (up to six weeks).

Recording absence during a phased return

Any unworked periods during a phased return must be recorded following the below guidelines:

• Flexitime users: The employee must record any hours that are not being worked as part of the phased return agreement as ‘other leave’. This ensures their flexitime balance is not negatively impacted.
• Kronos users: Employees should continue to clock in and out to record worked hours. The manager must then add 'Absence - Authorised' lines to the timecard for the agreed unworked hours.
• Other: Employees who do not use Flexitime or Kronos must agree a method of recording worked and unworked hours with their line manager. This record must be kept for 12 months.

Concerns at the end of a phased return

If the manager or employee has concerns about their ability to return to full working hours or duties at the end of their phased return, the manager should consider a further referral to an Occupational Health Adviser, and seek advice from their HR Operations. A temporary or permanent change in the employee’s contracted hours may need to be considered at this point.