3 Tips on How to Handle an Employee’s Absence Due to Illness

August 13, 2014, by HR à la carte | Work Environment and Policies

This month’s question in our Frequently Asked Questions Series of blogs is

What do I do when an employee is absent due to illness?

Here are our 3 tips on how to handle sick leave issues:

1) Have a Sick Leave Policy

Even if your policy is that you do not have any paid sick leave available, outline what employees need to do when they do find themselves ill and unable to come to work.  Many employees will be eligible to access sick leave benefits through Employment Insurance (“EI”) that can help bridge them financially should they be ill for a lengthy period of time.  Your policy should outline the following:

· The requirement for your employee to let you know that they are unable to come to work due to illness

· If their illness lasts longer than 3 days, that they will need to provide the employer with a medical certificate

·         That it is incumbent on the employee to keep in contact with the employer about their return to work date and any needed accommodations if there are medical restrictions due to their condition, whether temporary or permanent in nature

2)      Ask for a medical certificate

It is well within the employer’s rights to ask an employee for evidence of their illness in the form of a medical certificate.  Typically the threshold is after 3 consecutive days of illness, particularly if you are aware the employee won’t be returning at the end of the 3 days.  Things to keep in mind:

·         You need to keep the information confidential

·         You can only use the information for the purposes of determining eligibility for any sick leave programs available to the employee, and managing the business in the absence of that employee (e.g. hiring a temporary backfill for a period of time)

·         You cannot ask for the diagnosis, only the prognosis

·         You can ask for an estimated return to work date and any needed accommodations

·         You can ask if the employee’s condition poses a hazard to others in the workplace and what precautions to take 

Note that the employee will also need to provide a medical certificate to Service Canada in order to determine eligibility for EI sick leave benefits.

3) Separate Performance Issues from Health Issues

Sometimes an employee who is dealing with a health issue is not meeting performance expectations at work.  Sometimes the two are related and sometimes they are not.   Employers need to deal with both issues separately and not blur the lines.  Deal with the health issue first.  When the employee is ready to come back to work, ensure you know what the return to work plan is, whether it is a gradual return to work (part-time at first and working up to full-time hours), and whether any accommodations are needed (e.g. does the employee need to take frequent breaks during the gradual return to work phase, are there physical limitations that mean modified job duties for a period of time, etc.).  Once the return to work program is implemented you can monitor the employee’s performance and provide the necessary coaching as required.

 Absenteeism due to illness can be a complex and difficult situation.  When in doubt as to how to handle, please ensure you speak to an HR professional trained in such matters.