DPD Ireland – Managing Attendance & Sick Leave Policy
Overview
DPD’s Managing Attendance and Sick Leave Policy demonstrates the company’s commitment to staff member’s health and welfare at work. This policy clarifies the roles and responsibilities of staff members, Management and Human Resources in the effective management of attendance.
Scope of the Policy
This policy is applicable to all staff members in DPD Ireland.
Authorised absence
The following constitute authorised absence from work, once proper notification procedures are followed:
· approved annual leave;
· protective leave (eg, maternity, parental leave);
· approved business trips or external training courses;
· compassionate or other leave approved in advance by the organisation.
Unauthorised absence
An employee who is absent from work and who has not notified the organisation as to the reason for the absence, will be written to by the HR Department seeking confirmation of the employee's situation. Failure to cooperate with the organisation in this instance will result in the disciplinary procedure being applied.
Procedure for reporting absence
In the event of incapacity to work due to illness or injury, day staff must advise their Manager/Supervisor on the first day of absence no more than 30 minutes after official starting time. Night staff must call in before 6 pm or start of presort, whichever time is earliest, in order for alternative arrangements to be made. The reason for absence must be given, and where possible an anticipated date of return to work should be given.
Your supervisor or manager must be contacted directly and spoken too. Voice messages or text messages are not acceptable, nor is leaving a message with another staff member.
Proof of sickness may be requested at any time and as a matter of course, a medical certificate must be sent to your Manager/Supervisor for absences in excess of two days and on a weekly basis thereafter.
Medical certificates must include the following details:
· name and address of doctor;
· name and address of patient;
· statement indicating, in general terms, the nature of the illness or injury;
· opinion of doctor that patient is unfit for work;
· expected duration of incapacity;
· dates of issue and doctor's signature.
In the event of long-term absences due to illness, the Company may decide to seek confirmation of your fitness to work by arranging a medical examination by a doctor of its choice.
The Company may on occasions and at its total discretion, continue to pay permanent members of staff who are absent from work through ill health but, where the employee is eligible to claim social welfare, application must be made to the Department of Social Welfare or the appropriate benefit and payroll informed to allow for the necessary deductions to be taken.
Return to work
On the employee’s return to work the manager/supervisor will conduct a return-to-work interview. This interview allows the manager to discuss the health and welfare of the employee; provide support to employees; review the employee's attendance and lateness record and highlight any concerns about attendance levels. Return to Work forms must be completed in People HR.
Time Keeping
Good timekeeping is a sign of an efficient and professional organisation, staff are expected to be at their place of work at the official start time and to continue working, other than authorised breaks and other times approved by Management, until at least the official finishing time. We must insist that all employees are punctual.
Being on time means not simply that you should arrive on time but you are ready to commence work at your official start time. Being late is unfair to those of your colleagues who are punctual and accordingly we take a strict view on timekeeping.
The appropriate stage of the disciplinary procedure will be instituted where an employee is persistently late.
Having reported to work, an employee may not leave the premises without prior permission of the supervisor or line manager and without clocking out.
Medical, Hospital and Dental Appointments
Absence for the above will normally be paid but appointments should be made at the beginning or the end of the working period. This may be booked via People HR ‘Other Events’ with the obvious exception of emergency treatment which will be considered as sick leave.
Permission must be obtained from your Manager/Supervisor not less than two days prior to the appointment and evidence of the appointment may be requested.
Support
It is the aim of the organisation to ensure that any employee with a disability or who requires ongoing medical attention will be supported by the organisation. Employees are encouraged to talk to their manager or the HR department in this regard. All information will be kept strictly confidential.
Other Absences
Employees needing to be absent during normal working hours should immediately notify their Supervisor/Manager of the circumstances. If it is not possible to obtain prior authorisation (for example in the case of an accident, serious illness or death in the family) the employee must do so at the earliest opportunity and in all cases before work is due to commence on the first day of the absence.
Record keeping
Employees are required to ensure that the time recording system is accurate and up-to-date at all times. Inaccurate or poor recording may lead to the initiation of the disciplinary procedure. Recording the information (or clocking in or out) for another employee is not allowed and may also lead to the initiation of the disciplinary procedure.
Review
Attendance and lateness is monitored on a regular basis. The organisation will report on absenteeism on a monthly rolling basis, in accordance with established practice. Where levels of absenteeism fall below acceptable standards, the organisation will seek to identify probable causes and rectify them.