Opening paragraph introducing the article and how it will help employers understand sick leave and their and employees’ rights.
Understanding what sick leave is, for employers, is essential to properly support employee wellbeing and remain compliant with employment laws. From managing short absences to handling long-term illness, and returning to work, all employers have a duty to ensure their workforce is treated fairly, respectfully and in line with legal obligations. This guide will dive into what sick leave is, when it applies, the differences between short- and long-term absences and how employers can manage these situations appropriately. It will also offer practical advice on entitlements, policy development and how Clover HR can support your business with professional guidance. Let’s get stuck in!
SICK LEAVE EXPLAINED
What is sick leave? Well, it’s a period of authorised absence from work that employees take due to illness, injury or another health-related condition. It enables employees time to recover to be fit to work again, but without the fear of losing their job or income. Sick leave is designed to protect overall workforce wellbeing, and in the UK, employees are legally entitled to Statutory Sick Pay (SSP) if they meet eligibility requirements. Some businesses offer occupational sick pay schemes over and above the legal minimum, but all employers are required to ensure that employees are aware of their entitlements and procedures around sick leave as part of responsible HR management.
WHEN DO EMPLOYEES TAKE SICK LEAVE?
Employees may request sick leave for a wide range of physical and mental health reasons. Recognising the possible range of legitimate reasons for sick leave is essential to foster a culture of empathy, support and legal compliance. Some of the common examples of when employees might request sick leave include:
· Minor illness: colds, flu, stomach bugs or migraines – all short-term illness reasons that will lead to absences of a few days.
· Mental health: stress, anxiety, depression or burnout – all of which can lead to either short- or long-term absences depending on the severity and support required.
· Musculoskeletal injuries: back pain, repetitive strain injuries and accidents that impact movement or mobility can lead to work absence, especially in physical roles.
· Medical appointments: hospital or doctor’s appointments, diagnostic tests or outpatient treatments can require time off during working hours.
· Pregnancy-related issues: morning sickness, antenatal appointments or pregnancy complications might require temporary or ongoing leave before maternity starts.
DIFFERENCES BETWEEN SHORT-TERM AND LONG-TERM SICK LEAVE
The main difference between short- and long-term sick leave is the length of time taken.
Short-term sick leave is an occasional absence that lasts a few days to a couple of weeks. Generally, these are caused by minor illnesses or a temporary condition, and employees can self-certify absences up to seven days, after which a fit note from the GP is required. Employers should record and monitor short-term absences and note if any patterns emerge to address them supportively, possibly with return to work interviews or well-being checks.
Long-term sick leave usually applies when an employee has been absent from work for four weeks or more due to a more serious medical condition. This situation requires regular communication, support with occupational health assessments and phased return to work plans. An employer needs to be sensitive but proactive to create a balance between supporting the employee whilst planning for business continuity. Some cases can mean that long-term illness is considered to be a disability under the Equality Act 2010, and this will require reasonable adjustments and legal protection for the employee.
HOW MANY SICK DAYS ARE EMPLOYEES ALLOWED?
In the UK, there’s no legal limit to the number of sick days an employee can take in a year. However, employers are legally required to provide SSP for up to 28 weeks if an employee is eligible. Your company can have a sick pay scheme and may offer more sick pay for a period of time, but you can’t offer less. SSP starts after four consecutive sick days and can include non-working days – such as weekends. The business must communicate its sick leave entitlement and policy to employees, with handbooks or employment contracts, to avoid confusion and ensure compliance with employment law.
HOW TO MANAGE SICK LEAVE REQUESTS
Managing absence requests professionally is essential for business performance and employee wellbeing. Employers should maintain accurate records, encourage open communication and have fair and consistent procedures in place. Having the support of expert HR guidance can help avoid missteps. Clover HR offers bespoke advice to ensure policies are fair, legal and practical. To help stay on top of sick leave, employers should:
CREATE A SICK LEAVE POLICY
A good sick leave policy will provide clarity and set expectations for both employee and employer. It must outline how to report sickness, notification deadlines, entitlement to pay and when medical evidence is needed. Clear policies reduce misunderstandings and support fair treatment while ensuring everyone knows what to expect during health-related absences.
ASK FOR PROOF OF SICKNESS WHERE REQUIRED
If an employee is sick for more than seven days, an employer can request a fit (or sick) note from a GP or other healthcare provider. For shorter absences, employees can self-certify their own sickness. Consistency in requesting evidence helps to protect the business from abuse of sick leave, while still maintaining trust for genuine cases.
SICK LEAVE ENTITLEMENTS
If employees meet the requirements of earning above the minimum threshold and being absent for a minimum of four consecutive days, then they are entitled to SSP. Some companies include an enhanced sick pay scheme as a staff benefit. Entitlements must be clearly stated in contracts and policies to ensure legal compliance and avoid disputes.
MANAGE EMPLOYEES’ RETURN TO WORK
Managing an employee’s return to work is an essential step in the sick leave process. To show care for the individual and help them reintegrate smoothly into the workplace, it’s helpful to conduct a return-to-work interview. This can help to understand any ongoing needs and assess if a phased return, adjusted duties or additional support is necessary.
HOW CLOVER CAN SUPPORT EMPLOYERS WITH MANAGING SICK LEAVE
So, for those asking, what is sick leave? Hopefully, they’re a bit better informed now, and whilst navigating sick leave at your business can be a minefield, you don’t have to handle it alone. Clover HR provides expert HR advice and tailored solutions to help you remain compliant, reduce absenteeism and promote wellbeing across the company. Whether you need help drafting a clear sick leave policy, handling long-term sickness cases or need support for a return to work plan, our expert consultants are on hand to help.
Get in touch with Clover HR by calling 0330 175 6601 or emailing info@cloverhr.co.uk for professional HR services tailored to your business needs.
