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Always Out: What To Do When An Employee Keeps Calling In Sick

Employees say the darnedest things when they call in sick. “My toe is stuck in a faucet” and “Someone glued my windows and doors shut” were among the least believable sick-day excuses heard by company managers polled in a recent survey by CareerBuilder.

One in 7 women have called into work and lied about being sick, the survey found. The number for men is 1 in 5 (what’s going on guys?)

And while it’s not uncommon for employees to occasionally call in sick when they’re actually fine, most every small business has one or two sick-day abusers. Here’s what to do about employees who call in “sick” too often:

Merge “Sick” Days With “Vacation” Days

In an attempt to curb sick-day abuse, a growing number of companies now allot employees a specified number of paid days off for any purpose — that is, both sick time and vacation time are considered the same thing and consolidated into one paid leave package. This is typically called Paid Time Off, or PTO for short.

By doing so, employers effectively reward employees who don’t have frequent illnesses and discourage employees from taking sick days off when they’re not actually sick.

With such a policy in place, sick-day abusers may think twice before calling in because the absences cut into what could be their vacation.

Do Away With Voice Mails

Some employees are more likely to abuse sick time if they don’t have to speak with a supervisor and can simply get out of work by firing off an email or leaving a groggy-toned voice mail.

With this being the case, employers should require workers, especially those whose attendance record is sub-par, to speak directly to an immediate supervisor when they call in sick. No voicemail, no text, they must speak to someone.

Relax Your Policies

This one is a little counter-intuitive. But it’s possible that your strict sick-leave policy is actually having the reverse effect and causing employees to skip out on work instead of preventing unscheduled absenteeism.

Studies show the majority of workers who call in sick at the last minute do so for reasons other than physical illness, citing personal needs and stress as chief reasons for taking time off.

Workplace flexibility, on the other hand, has been shown to reduce worker stress. In other words, giving employees more freedom, so long as their share of work gets completed, makes staff more appreciative of the company and less likely to take advantage of paid leave policies.

Time To Talk

Okay you’ve merged sick time with vacation time, done away with voice mails and boosted morale by increasing workplace flexibility, but there are still sick-day abusers at the company. Now it’s time to take them aside for a sit-down and let them know that you’ve noticed the days off.

Emily Dusablon, an advisor at Insperity, a provider of HR services, suggests asking employees whether there’s any reason in particular that is causing the absences.

“Maybe you’re not aware of an underlying condition,” Dusablon says. “Maybe the employee needs a schedule adjustment or accommodation based on the Americans with Disabilities Act. Don’t assume you know all the facts until you have talked with the employee.”

Know The Law

If, after a sit-down, the absenteeism persists, and you choose to take action, it’s necessary to first consider the laws associated with paid sick leave.

For instance, under the Family and Medical Leave Act, certain employers are required to offer their employees leave to care for themselves or sick family members.

Determining if an employee’s circumstances qualify them for such legal protections, or if employers are on the hook for paying them during such times, is typically where things get sticky. In most cases, the safest bet is to consult an attorney before withholding pay or firing an excessively absent employee.

BY. Nate Hindman - The Hartford
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