According to the US Bureau of Labor Statistics survey, 2.8% of full-time employees have absences on regular working days. And those absences can range from paid, unpaid, and emergency leaves. Come to think of it, if you have a company of 500 employees, you may be going to deal with fourteen absences per day. Keeping that in mind with the absentee’s details can be difficult, which is why it’s wise to readily have employee absence records for you to document every employee’s leave.
What Are Employee Absence Records?
Keeping accurate records of employees is a necessity in a company, regardless of the type of day and the level of work to accomplish. And, one of the items to keep track would be the employees’ attendance, including their absences and leaves. In specific, hr and payroll department staff members of the company use employee absence records. With it, they will be able to know whether or not the absence or leave of an employee had the approval of the manager. Also, it will document the reason for such absence, and other relevant information such as doctor’s notes and warnings.
Employee Absences Limitations
Lots of countries have laws that require employers to provide paid leaves for their employees; however, in the United States of America, no legislation has yet been passed. Currently, the federal Family and Medical Leave Act (FMLA) only allows employees to file a leave to take care of their family members in need. But, those who do won’t be receiving any payment for each day of their absence. That means their leave will be unpaid, regardless of the reason.
Calling in Sick to Work
The HR department of any company has a lot of tasks to complete for a single day, for they are the ones who manage both employees and activities in the company. One of their key responsibilities is to handle absentee employees. And, according to the survey conducted by SimplyHired, 60% of employees lie whenever they call in sick. Since that’s the case, HR staff members and personnel are given protocols on how they can manage and verify an employee’s sick claims.
One of the ways that HR can have a piece of verifiable information is by using a daily employee absence record. It should have an area that explains the sickness of the employee and a doctor’s signature line or a medical certificate for sick leave attachment area. As soon as the employee returns to work, the HR must hand the form to him. If completed with the requirements as per the rules of the company, then the employee’s sick leave won’t be questioned. If not, then an employee sick leave interview will be necessary.
10+ Employee Absence Record Samples in PDF | DOC
Making an employee absence records and other documents can be such as hassle, especially if there are other tasks to accomplish for the day. So, instead of drafting from scratch, how about you use our sample templates, which are readily downloadable and editable? Just choose which among the varieties you want to use, and hit the download button to have it:
1. Employee Monthly Absence Record Sample
2. Employee Sickness Absence Record Template
3. Employee Absence Record Sample
4. Employee Absence Record Template
5. Employee Absence Record in PDF
6. Employee Absence Record Example
7. Simple Employee Absence Record Template
8. Formal Employee Absence Record Sample
9 Basic Employee Absence Record Template
10. General Employee Absence Record Sample
11. Employee Absence Record Form in DOC
Employee Absence Records: Different Varieties, Different Purposes
Each company has its own preferences. For instance, one company chooses colored documents over grayscaled ones, while the other chooses PDF formatted forms instead of DOC. It all boils down to preference and the method of documentation that the company observes. And that’s why we give you different varieties of employee absence record documents which suit varying purposes:
1. Employee Monthly Absence Record
Most often, companies that offer monthly work schedule perks and attendance bonuses are the ones who use this variety. The benefit of this is it helps in identifying the reason and the exact day or days of the employee’s leave. Also, the company will be able to have an easier month-to-month comparison of each month’s leaves.
2. Employee Sickness Absence Record
There are lots of reasons for filing a leave, such as a family emergency, or legal purposes. But, the most common is due to sickness where the employee must stay at home to rest and recover. And for that, the company will need to use an employee sickness absence record. This focuses on documenting the details of the sick leave, including the doctor’s advice for the employee as he returns to work.
3. Employee Absence Record Instructions
Instructions are not only for new hires but also for those who want to ensure that they fulfill their roles every day, such as the hr and company managers. That’s why there are instruction sheets and forms made for different transactions and company procedures. Specifically, employee absence record instructions are the ones used as a guide in managing employee leaves. Its contents include statements about dealing with employee absence issues, interviewing returning employees, and addressing long term absences.
The Pros of Using Employee Absence Records
Companies can benefit a lot when the right employee absence record document is used. But, above all, every variety of this form truly aids companies in different areas. Read on below to know the various benefits associated with the use of employee absence records:
1. Accurate Attendance Data
Employee absence records are like attendance tracking documents; but, instead of centering on the days when the employee reported to work, these focus on the missed days. The data acquired from these forms will allow companies to have complete attendance reports for each employee.
2. Serve as a Payroll and Finance Records Supplemental Document
When a company has complete data about the employee’s attendance, it will be able to generate the actual salary that the employee deserves. And, a company will also be able to have ample proof if ever an employee will question why he had deductions in his salary.
3. Aids in Employee Evaluation
Being employed should not be the end of learning and improving one’s skills and behavior. That is why companies always have employee evaluation procedures to keep their employees in check as to how they are doing in their job. And, one of the areas that companies tackle includes the attendance of employees. If one shows progressive absenteeism, then he will be required to undergo a probationary period wherein he must have complete attendance. The employee absence records will then serve as an additional instrument for proving an employee’s state in terms of meeting the company’s employee attendance policy.
Employee absence records are relevant for any company, both for the employees and the management. And, even if the records are from previous years, they are still vital, which is why these must be kept along with the other documents of the employee. On the one hand, without these records, there would be prevalent absences and poor work etiquette in a company.
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