If your employee is unwell and cannot come to work

• How long do they expect to be off work?
• What is the nature of their illness or injury?
• What is the best way to contact them while they are off?
• Is there anything urgent that needs to be picked up in their absence?

As soon as you are aware of an absence you should create an open period of sickness absence and select an appropriate reason within FlexiLeave. Further guidance is available through the IT Services Wiki. Where colleagues use a time and attendance system (such as Kronos) to record their time any sickness absence should be recorded on that system rather than through the FlexiLeave app.

If the employee is going to be absent for eight days or more, remind them that they will need to provide a certified Fit Note.

Once you receive a Fit Note you should update the sickness absence within FlexiLeave and send a copy to payroll via sickness-absence@york.ac.uk.

In the event that an employee is critically ill, and you are concerned about their capacity to return to work, you must contact HR Operations urgently. This is particularly important for employees diagnosed with a terminal illness and a life expectancy of less than 12 months, as they can assist you with your pension and service options.

Recording the absence

1. When an employee who is sick contacts you, begin completing a Sickness absence notification form ( 50kb download).
2. Maintain contact with the employee where possible.
3. Forward any medical certificates to Payroll:
   • Absences of seven calendar days or less don't require a Statement of Fitness for Work (or 'Fit Note').
   • Absences of eight calendar days or more require certification by a healthcare professional (doctor, nurse, occupational therapist, pharmacist or physiotherapist).
   • Make sure that your employee is aware they need a Fit Note if their absence is going to continue for eight days or more.

   (All sickness, whether certified or not, will be accepted as justification for absence. If exceptionally you have reasonable grounds to suspect that a reported sickness absence is not genuine, you should take advice from HR Services.)

4. Make sure the employee is listed on your department's weekly Absence report for Payroll ( 58kb download) and the reason for absence recorded.
5. When the employee returns hold a return to work discussion. Complete the Return to Work Discussion Form.
6. If an employee returns from sickness absence on a phased basis make sure that the days when they do not work are recorded as sickness absence on your department's Absence report for Payroll ( 58kb download).