Procedure for Handling Absenteeism/Unauthorized Leaves
The procedure to be adopted in the event of absenteeism or unauthorized leaves must be included in the standing order or HR Manual of the company.
Generally, when an employee is absent without any intimation for more than three days from the office, the employer should take the following actions:
1. First, ensure from the Head of Department (HOD) of the concerned employee whether the employee has given any intimation to their HOD.
2. If the HOD informs that the concerned employee has not given any intimation about their absence, then the HR Department should make an effort to talk with the employee and find out the reason for their absence.
3. If the employee still does not return to duty, the HR department should issue a Notice of Absenteeism to them, advising them to join duties immediately after receiving the notice and to provide an explanation for the absenteeism.
4. If the employee does not respond to the first notice, a "SECOND NOTICE" can be sent for non-compliance with the first notice, stating the employer's right to take disciplinary action against the employee.
5. If the employee does not return despite the issuance of the second notice, a "THIRD NOTICE" can be sent after a week, giving a final opportunity to report for duty within 24 hours of receiving this notice. Failing this, it will be presumed that they have left the job on their own.
All the notices should be kept secured in the employee's personnel file, and their name can be removed from the muster rolls of the company after six months from the date of the first notice issued to them.