Business Process
UNAUTHORISED ABSENCE MANAGEMENT
PROCESS TO BE USED UP TO 6TH FEBRUARY 2009
Trigger Who Action Notes
Employee does not attend work, 1. Line manager On the first day of absence, attempt to make contact with the A line manager will be advised when a
and there has been no agreement employee to discover the reason for the absence. contract of employment is issued whether
to the employee being absent. If no contact is made, or it is clear that the employee is absent an employee is a migrant worker. If the
without authorisation, notify your HR Team by phone and also email employee is a migrant worker, amend
the team to their generic email address. Your email should state in subject header in the email to “Migrant
the subject header: “Potential unauthorised absence”. Worker: Potential unauthorised absence”.
2. HR Teams On the day the email is received, contact line manager by phone to The statutory reporting requirements are
check the circumstances of the absence. You must complete any that a report should be submitted if a
investigations in to the absence by the 10th working day since the migrant worker is absent for more than
absence began. Where it is confirmed that the absence is 10 days without our reasonably granted
unauthorised, notify your HHR (a nominated HR Advisor in their permission, and the report should be
absence), confirming the facts. If the employee concerned is a submitted with 10 working days of the
migrant worker (check HR system), then notify the UKBA via the on- 10th day of an absence.
line system. This must be done no later than the 11th working day
since the absence began.
Business Process
UNAUTHORISED ABSENCE MANAGEMENT
PROCESS TO BE USED FROM 9TH FEBRUARY 2009
Trigger Who Action Notes
Employee does not attend work, 1. Line manager On the first day of absence, attempt to make contact with the A line manager will be advised when a
and there has been no agreement employee to discover the reason for the absence. contract of employment is issued whether
to the employee being absent. If no contact is made, or it is clear that the employee is absent an employee is a migrant worker. If the
without authorisation, notify your departmental/School contact who employee is a migrant worker, amend
records sickness absences. You should do this by phone and subject header in the email to “Migrant
confirm it by email. Your email should state in the subject header: Worker: Potential unauthorised absence”.
“Potential unauthorised absence”.
2. School / Dept Enter the details of the potential unauthorised absence in to the HR
contact Absence Management workflow screen (guidance for input is
available here). Select the unauthorised absence option.
3. HR Systems Team Receive the daily report. Send on to HR Teams by email (to their
generic address) on the same working day. For any migrant workers
on the report, Systems Team should chase HR team if no response
on 5th working day. If no response on the 15th working day from the
HR team, having chased them again, notify UKBA as unauthorised
absence, to ensure we comply with statutory reporting
requirements.
4. HR Team On the day the email is received, contact line manager by phone to The statutory reporting requirements are
check the circumstances of the absence. Complete any that a report should be submitted to the
investigations in to the absence by the 10th working day of the UKBA if a migrant worker is absent for
absence. Where it is confirmed that the absence is unauthorised, more than 10 days without our
notify your HHR (or nominated HR Advisor in their absence), reasonably granted permission, and the
confirming the facts. If the employee concerned is a migrant worker report should be submitted with 10
(check HR system), then notify the UKBA via the on-line system. working days of the 10th day of an
This should be done no later than the 11th working day since the absence.
absence began. Email Systems Team to advise of action taken.