Absence Policy

Version: 6 April 2025

This policy explains how Stonegate manages all types of absence, including sickness absence, medical appointments, surgery, gender reassignment, domestic emergencies, bereavement, compassionate leave, religious observance, public duties, armed forces commitments and jury service.

Quick FAQ

How do I report sickness absence?

You must telephone your Line Manager as soon as possible before you are due to start work and let them know each day that you are unfit for work. Self-certification is required for the first 7 days, and a fit note is required if your absence exceeds 7 days.

When do absence triggers apply?

Trigger points are: 3 absences in a 6‑month period or 5 absences in a 12‑month period. Reaching a trigger will normally lead to an informal absence management meeting.

How much bereavement leave am I entitled to?

You are entitled to 2 weeks’ bereavement leave on full pay for immediate family (parents, spouse, siblings and children). Further time may be granted in exceptional circumstances.

What happens if I am called for jury service?

You must notify your Line Manager immediately and provide a copy of the jury summons. You should claim the maximum court allowance for loss of earnings, which will then be deducted so that you receive your normal gross earnings.

Policy Aims and What’s Covered

 

Policy Aims

Stonegate is committed to promoting the health and wellbeing of everyone. We promote supportive and effective management of absence and ensure that any support you need is considered as early as possible.

The Absence Policy aims to maximise attendance while recognising that there are occasions when you may be unable to attend work for a variety of reasons. We want to ensure that you know:

• How absence will be managed
• What support is available
• What entitlements we can offer you

What’s Covered

This policy covers the following types of absence:

• Sickness absence
• Medical appointments
• Surgery
• Gender reassignment
• Domestic emergencies
• Bereavement leave
• Parental bereavement leave
• Compassionate leave
• Religious observance
• Public duties
• Armed forces commitments
• Jury service

Roles and Responsibilities

Colleague – You are responsible for:

• Attending work when scheduled.
• Appropriately notifying your Line Manager if you are unable to attend.
• Requesting time off in accordance with this policy.

Line Manager – Responsible for:

• Logging all absences and leave requests.
• Sending appropriate documents to Payroll.
• Discussing working arrangements with you.
• Ensuring adherence to this policy.

Payroll – Responsible for:

• Logging any forms and leave requests received.
• Ensuring you are paid correctly for your absences.

ER Support / HRBP (Operations) – Available to provide guidance to you and your Line Manager.

HRBP (PST) – Available to provide guidance to you and your Line Manager.

Definitions

Short Term Sickness Absence: Absences of up to 4 weeks. This may be a single period of absence or several intermittent absences, not necessarily for the same reason.

Long Term Sickness Absence: A prolonged continuous absence of 4 weeks or more, usually due to a single medical condition.

Disability: A physical or mental impairment which has a substantial and long-term adverse effect on your ability to carry out normal day-to-day activities. An impairment is long term if it has lasted, or is likely to last, more than 12 months.

Company Sick Pay: Full pay for sickness absence, where applicable under your contract of employment.

Statutory Sick Pay (SSP): Government-set rate of sick pay for absence.

Self Certificate: A colleague’s certificate covering the first 7 days of absence.

Fit Note: A statement from your GP or hospital stating whether you are “not fit for work” or “may be fit for work” with adjustments, including the dates and reasons for your absence.

Sickness Absence

Policy Aims

We understand that there will be occasions when you are feeling unwell. This section helps you understand your responsibilities, your rights and how we will manage sickness absence fairly and consistently.

Reporting Absence

• You are responsible for informing your Line Manager of any unplanned absence.
• You should telephone your Line Manager as soon as possible before you are due to start work.
• You should let your Line Manager know each day that you are unfit for work (unless a different arrangement is agreed).
• You must submit a self-certificate of absence for the first 7 calendar days of absence.
• If your absence lasts longer than 7 calendar days, you must provide a fit note from your GP or hospital.
• While you are off work, you should remain in regular contact with your Line Manager and agree the frequency between you.

Confidentiality

Your Line Manager is responsible for managing absence. Any information obtained about absence from work must be treated confidentially. Inappropriate disclosure may be considered gross misconduct and the disciplinary procedure will apply.

Monitoring and Recording

Your Line Manager is responsible for monitoring all periods of absence, whatever the reason. Line Managers must:

• Log absences on Fourth.
• Process any documentation through Stonegate Support.

Self Certificate and Fit Note

If you are absent from work for up to 7 calendar days, you must give your Line Manager a self-certificate of absence. These certificates can be found on Stonegate Central.

If your absence exceeds 7 calendar days, you are required to provide a fit note from your GP or hospital. If your fit note says you are not fit for work, you should remain off work. If your fit note says you may be fit for some work, you must discuss this with your Line Manager.

Fit for Some Work

If your fit note states that you may be fit for some work, your Line Manager will arrange a meeting with you to discuss what work, if any, you are able to complete. This may involve temporary changes such as:

• Adjusted duties
• Different working hours
• Alternative tasks

If suitable changes cannot be made, then you will remain absent due to sickness until you are fit to return to your normal role.

Statutory Sick Pay (SSP)

If you have been absent from work for 3 consecutive days or more, you may be entitled to receive Statutory Sick Pay (SSP). You must earn above the lower earnings limit set by the government in order to qualify. SSP is payable for up to 28 weeks.

Disabilities

As an inclusive workplace, we recognise that sickness absence may be due to a disability. You are under no obligation to tell us about a disability or health condition; however, doing so may help us offer the right level of support.

If you think that your disability or health condition affects your ability to do your job, or may cause a health and safety risk, you should discuss this with your Line Manager. Your Line Manager will consider any necessary support or adaptations to your role, making reasonable adjustments to support you.

We may ask for your permission to contact your GP or ask you to attend Occupational Health so we can gather more information and guidance on the best way to support you.

Return to Work

When you return to work, your Line Manager will arrange a return to work meeting with you. In this meeting they will:

• Explore the reasons for your absence.
• Discuss any ongoing support you may need.
• Explain any absence triggers that you may have reached or may be close to reaching.

Company Sick Pay

If you are a salaried colleague, you may be entitled to Company Sick Pay. The details of your entitlement are set out in your contract of employment.

If you are not entitled to Company Sick Pay, or you have exhausted your entitlement, you will receive Statutory Sick Pay if eligible.

Managing Short-Term Absence (Trigger Points)

To help manage absence effectively, we use trigger points for short-term absence. These trigger points guide when Line Managers should take further steps in monitoring absence, to ensure everyone is treated fairly and consistently.

Trigger points for further action are:

• 3 absences in a 6‑month period; or
• 5 absences in a 12‑month period.

Upon reaching a trigger point, an informal absence management meeting will normally be arranged as part of the return to work process. In this meeting, we will discuss any underlying medical conditions and agree an action plan to support improved attendance.

If you exceed our trigger points for short-term absence and you do not meet the actions agreed in the informal meeting, the formal absence management process may be started as outlined in our disciplinary procedure.

Long-Term Sickness Absence

Where you are absent from work for more than 4 weeks continuously, this will be classed as long-term sickness absence. You must:

• Keep in regular contact with your Line Manager.
• Send in your fit notes on time.

You may be required to attend a welfare meeting to discuss your absence, any support that can be offered to you, and when you may be able to return to work. Adjustments to your duties, role and hours will be considered to help you return to work as easily as possible.

We may ask your permission to contact your GP or ask you to attend an Occupational Health appointment to gather more information about your absence, the likely date of return and any measures we can put in place to support your return.

Medical Appointments

We understand that there will be occasions when you need to attend a medical appointment. Wherever possible, you should schedule medical appointments outside your normal working hours.

If this is not possible, and on provision of evidence of the appointment, the Company may grant reasonable time off with pay.

Surgery

Unplanned Emergency Surgery

If you are admitted to hospital for unplanned emergency surgery, any time off work you have as a consequence will be treated as sickness absence. You will be paid in accordance with your sick pay entitlements, provided you comply with the notification procedure and evidential requirements outlined in this policy.

Planned Elective Surgery

To request time off work for planned surgery, you should:

• Contact your Line Manager as soon as possible.
• Provide the nature of the surgery.
• State how long you will need to stay in hospital.
• Give an estimate of how long you expect your absence to last.

We may ask you to provide proof of the date and time of your appointment. Time off for planned surgery and each subsequent day that you are unwell and unable to work will be treated as sickness absence. You will be paid in accordance with your sick pay entitlements if you comply with our notification and evidence requirements.

Cosmetic Surgery

To request time off work for cosmetic surgery, you should contact your Line Manager and give as much notice as possible. You should:

• Explain the nature of the surgery.
• Confirm how long you will need to stay in hospital.
• Provide an estimate of how long your absence will last.

We may ask you to provide proof of the appointment date and time. Any time taken off for cosmetic surgery may be taken as annual leave. If you suffer complications or you become unwell and are unable to attend work as a consequence, that absence will be treated as sickness absence and paid in line with your entitlements, if you comply with the notification and evidence requirements.

Gender Reassignment Surgery

If you are transitioning, we are committed to supporting you through gender reassignment surgery. Once you receive a confirmed date for your surgery, please inform your Line Manager and give as much notice as possible of the time off you need.

Any time off required immediately before the surgery and on the day of the surgery can be taken as sickness absence. Once your surgery has been completed, you should be issued with a fit note which will cover the recovery period. Please send this to your Line Manager as soon as possible.

You will be paid in accordance with your sick pay entitlements if you comply with our notification and evidence requirements.

We also recognise that, once you have recovered, you may wish to take some additional time off before returning to work in your affirmed gender. This time should be taken from your annual leave entitlement.

Other Types of Absence

Domestic Emergencies

We understand that domestic emergencies can occur, such as a fire, flood or burglary. In these situations, you will normally be entitled to take unpaid leave for a reasonable period, depending on the nature of the emergency. This time is intended to allow you to deal with the initial emergency.

If you require further time away from work afterwards, this may be covered by other types of absence within this policy. You may be asked to produce evidence of the emergency, such as:

• A repair bill
• A crime reference number
• Other relevant documentation

Bereavement Leave

We appreciate how hard it is to lose a loved one. You are entitled to two weeks’ bereavement leave on full pay for immediate family, defined as:

• Parents
• Spouse
• Siblings
• Children

In exceptional circumstances, bereavement leave may be extended beyond this definition of “immediate family”, dependent on individual circumstances.

Bereavement leave can be taken in weekly blocks of either one week or two weeks. This will be discussed between you and your Line Manager based on your circumstances.

Parental Bereavement Leave

We recognise that the death of a child is among the most devastating events you can face. Parental bereavement leave applies in addition to normal bereavement leave, where:

• You have lost a child under the age of 18; or
• You have experienced a stillbirth after 24 weeks of pregnancy.

You will be entitled to take 2 weeks’ parental bereavement leave in blocks of either one week or two weeks. You can take this leave at any time up to 56 weeks after the bereavement. You may choose to take it:

• Immediately after the bereavement; or
• At another significant time (e.g. birthday or anniversary).

We will continue to pay your full pay during parental bereavement leave.

Compassionate Leave

Compassionate leave may be granted on a case-by-case basis, where time away from the business is needed, for example:

• Bereavement outside the immediate family definition
• Serious illness of a family member
• Other significant life events

You should contact your Line Manager by telephone to discuss the circumstances and gain authorisation for the period of leave. Depending on the nature of your relationship to the person affected, compassionate leave will usually be granted for between one and five working days.

In exceptional circumstances, compassionate leave may be extended by a further five working days at management discretion. Compassionate leave is paid at the discretion of your Line Manager, for a maximum of two weeks. Any further time off will be unpaid.

Religious Observance

We appreciate and champion the diverse culture across the business and aim to support requests for time off for religious festivals and observance as far as possible.

Time off for religious observance should normally be taken as annual leave, in line with the usual procedures for booking leave. Where several employees in the same site request the same time off, it may be necessary to grant requests on a first come, first served basis.

Public Duties

If you hold a public office, you are entitled to seek reasonable unpaid time off where you act as one of the following:

• Justice of the Peace
• Local Authority Council Member
• Statutory Tribunal Member
• NHS Trust member, or member of an area, district or regional health authority, or a Family Practitioner Committee
• Member of a board of visitors for prisons, remand centres or young offenders’ institutions
• Governor of a grant-maintained school, higher education corporation or educational establishment maintained by a local education authority
• Member of the National Rivers Authority
• Member of a police authority

If you already hold one of the above offices, please advise your Line Manager as soon as possible so that you can agree any time off required. Unpaid time will normally be capped at 5 days per year; any further time will need to be taken as annual leave.

If you intend to take one of the above offices, please discuss this with your Line Manager prior to accepting, to ensure that we can accommodate your time off.

Armed Forces

If you are a member of the Territorial Army (or equivalent) and are required to attend an annual camp, the following will apply:

• For an annual camp of 1 week – you will need to use your annual holiday entitlement.
• For an annual camp of 2 weeks – 1 week will be taken as annual holiday and the remaining week will be paid as normal.
• If the period is more than 2 weeks, please consult your HRBP (PST) or the ER Team (Operations).

Jury Service

If you are called for jury service, you will receive a jury summons in the post. You must inform your Line Manager immediately upon receipt, as you are required to reply to the summons within seven days. You must provide your Line Manager with a copy of the summons.

Upon attending jury service, you will be given details of claimable allowances, together with the appropriate forms for completion. You should claim from the court the maximum amount of allowances to which you are entitled for loss of earnings. These allowances will then be deducted from your earnings so that you receive your normal gross earnings.

Claims should be handled by your Line Manager, and deductions should be processed via Payroll.

If you report for jury service but are not called upon to serve on any day, you are expected to attend work on that day if it is reasonably practicable to do so. You should continue to attend work until you are required to re‑commence service. The same payment procedure applies if you must attend court as a witness. You will be required to provide written proof of your invitation to attend court.

This policy does not apply where you are required to attend court on your own account due to an alleged offence.

External Support

We appreciate that sometimes you may need support from external organisations. Useful sources of support and advice include:

• Licensed Trade Charity – Telephone: [phone]
• Tommy’s Charity – www.tommys.org
• Government Guidance – www.gov.uk
• Rainbow Trust – www.rainbowtrust.org.uk
• Carers UK – www.carersuk.org
• Mind – www.mind.org.uk
• LGBT Foundation – www.lgbt.foundation

The Law

This policy is compliant with the following legislation:

• Access to Medical Reports Act 1988
• Employment Rights Act 1996
• Equality Act 2010
• Juries Act 1974
• Statutory Sick Pay (General) Regulations 1982
• Statutory Sick Pay (Medical Evidence) Regulations 1985
• Social Security Contributions and Benefits Act 1992
• Social Security Benefits Up-rating Orders (annually amended statutory instruments)