Employee Absence

Get a clearer picture of employee absence: what it is, the types and causes, why it’s important, and how to manage it.

By Victoria Avdieieva

Absence Management

What is Employee Absence?

An employee absence refers to any time an employee is not present during scheduled working hours. It is a broad term that includes all forms of time away from the job.

Types of Employee Absence

Employee absences can be generally classified into the various types depending on the circumstances.

Planned absence (vacation, parental leave)

This kind of an absence is approved in advance and usually paid.

Unplanned absence (sick leave, emergencies)

This happens unexpectedly and may or may not be paid.

Unauthorised absence (no call, no show)

This occurs without approval or proper notice.

Common Causes of Employee Absence

There are different reasons why employees may be absent from work. Understanding these causes is essential for organizations to manage attendance effectively and support employee well-being.

Health and illness

This may be sudden or related to chronic health conditions, as well as stress and mental health challenges such as burnout or anxiety.

Family/personal matters

This includes caring for children or elderly relatives, bereavement, or emergencies, also contribute to employee absences.

Burnout or disengagement

This may occur due to prolonged stress or overwork (burnout), as well as a lack of motivation or emotional connection to work (disengagement).

Legal obligations (jury duty, military leave)

These absences are usually protected by law. They represent legally required duties, such as jury duty or military service.

Why Employee Absence Matters

Employee absences can reduce productivity, increase costs, and highlight underlying workplace issues. Proper management helps maintain efficiency and support employee well-being.

Absence Management Best Practices

Best practices for absence management are proven methods that help organizations handle employee time off fairly and consistently. They ensure smooth operations while supporting employee well-being and legal compliance.

  • Clear policies

Time Off Policies

  • Transparent approval process

Time Off Requests

  • Supporting employee well-being to reduce absenteeism

  • Absence tracking tools (e.g., TMetric PTO module)

Time Off Calendar

Related Terms

Here are some words and phrases that are connected in meaning or commonly used in the same context as an employee absence.

Absenteeism

Absenteeism in the workplace is when an employee repeatedly or habitually misses scheduled work beyond acceptable limits, such as planned vacation or occasional sick days.

Absence Rate

The absence rate is a metric that shows how much total work time was lost because of employee absences. It helps companies track attendance and spot potential problems.

Bradford Factor

The Bradford Factor is an HR formula that measures absenteeism by assigning a higher score to frequent, short-term absences. It is based on the principle that many brief disruptions are more harmful to a business than a few long absences.

Presenteeism

Presenteeism is when employees show up for work even when they are sick or stressed. Although they are physically present, their productivity and performance are significantly lowered.

Frequently Asked Questions about Employee Absence

What is employee absence?

Employee absence refers to any time an employee is not present at work during scheduled working hours. Effective management of employee absence is crucial for organizations to maintain productivity and ensure accurate payroll.

What is the difference between absence and absenteeism?

  • Absence is any time an employee is not at work, whether planned (vacation, leave) or unplanned (sick day).
  • Absenteeism refers to frequent, unplanned, and/or unexcused absences. This is the type of absence that managers actively try to track, manage, and reduce.

How do you manage employee absence?

Managing employee absence is a critical part of human resources and involves a structured approach to monitor, record, and address employee time away from work. It involves clear policies, accurate tracking, legal compliance, and support for health and well-being.

What counts as unauthorised absence?

Authorized absences are agreed in advance or supported by valid reasons, while unauthorised absences are unapproved, unexplained, or undocumented. It is when an employee is absent from work without a valid reason or without following the company’s reporting procedures. It usually means the absence is not approved by the employer.

How can software help manage absence?

Absence management software makes it easier for employers to track, analyze, and respond to employee absences. It allows staff to log leave requests digitally, managers to approve or decline them quickly, and HR to maintain accurate attendance records.