Last updated
Purpose
This policy supports the health and wellbeing of KO employees while ensuring absence is managed fairly, consistently, and in compliance with UK law, including the Social Security Contributions and Benefits Act 1992 and the Equality Act 2010.
Scope
This policy applies to all employees. It does not apply to self-employed contractors unless their contract provides otherwise.
Notification of Absence
- Employees must notify their line manager (or a designated deputy) by telephone, not text or email alone, as early as possible on the first day of absence, and no later than 30 minutes after their scheduled start time.
- Employees must keep KO updated daily unless an agreed alternative arrangement is in place.
- Failure to notify without good reason may be treated as unauthorised absence and may lead to disciplinary action.
Self-Certification and Medical Evidence
- For absences of 7 calendar days or fewer, the employee must complete a self-certification form upon return.
- For absences exceeding 7 consecutive calendar days, the employee must provide a Statement of Fitness for Work (‘fit note’) issued by a GP or other authorised healthcare professional, covering the full period of absence.
- KO may, at its expense, request an independent occupational health assessment where absence is frequent or prolonged.
Statutory Sick Pay (SSP)
- KO will pay SSP in accordance with the Social Security Contributions and Benefits Act 1992.
- SSP is payable from the fourth qualifying day of sickness (the first three days are ‘waiting days’ and are unpaid unless KO’s contractual sick pay scheme provides otherwise).
- The current SSP rate is set by the government and is updated annually. Employees should refer to the HMRC website for the current rate.
- SSP is payable for a maximum of 28 weeks. Where an employee is not eligible for SSP, KO will provide an SSP1 form to assist with any benefits claim.
- Where KO operates an enhanced company sick pay scheme, terms will be set out in the individual contract of employment.
Disability and Reasonable Adjustments
- Where an employee’s absence is related to a disability (as defined under the Equality Act 2010, s.6), KO will consider what reasonable adjustments can be made to support the employee’s attendance and continued employment.
- Disability-related absence must not be treated as a trigger for disciplinary action without first considering whether reasonable adjustments could resolve the underlying issue.
- KO will seek occupational health advice where appropriate.
Short-Term Absence Management
- Where an employee has 3 or more separate spells of absence within a rolling 12-month period (Bradford Factor or similar trigger), HR will invite the employee to a supportive absence review meeting.
- The purpose of such meetings is to understand any underlying issues and explore support options, not to initiate disciplinary proceedings, unless there is evidence of abuse of the policy.
Long-Term Absence
- KO will maintain regular, sensitive contact with an employee on long-term sick leave (at a frequency agreed with the employee, but at least monthly).
- A phased return-to-work plan or workplace adjustments will be explored before any decision is taken regarding capability.
- Any decision to terminate employment on grounds of capability will only be taken after full consideration of the medical evidence, reasonable adjustments, and consultation with the employee.
Return-to-Work Interviews
A return-to-work interview will be held with the line manager on the first day back following any period of absence. The interview is supportive in nature, not disciplinary, and will be documented.
Confidentiality
Medical information will be treated as sensitive personal data in accordance with the UK GDPR and the Data Protection Act 2018. It will only be shared with those who have a legitimate need to know.
Policy Review
This policy will be reviewed annually.
Last reviewed: May 2026.