Sickness absence: manager's role

Sickness process

When a member of your team has reported in sick, it is your responsibility to enter the information on EmpowerMe [link to Empower]. You will need to enter the start date and a likely end date – the reason at this stage can be given as “waiting for certification”. All absences of more than half a day must be recorded. 

You should keep in regular contact with your team member, agree a likely return date and where appropriate agree the frequency of contact required. If the reason for the absence is unknown, more frequent contact may be required. 

You should also report any “accident/incident” at work to the health and safety officer immediately and complete an incident form. 

When your team member returns to work, a sickness absence form must be completed and signed by the employee and you as line manager. You should also hold a return to work meeting.

The completed sickness absence form and any fit notes (for absences longer than five working days) must be given to the Processing and Admin team (shared support services) as soon as it is received. 

Failure to provide a signed sickness absence form may result in an employee’s pay being withheld.

Sickness policy and toolkit

For full guidance on the sickness policy and procudures please see:

Sickness absence: template letters