The Manager’s Responsibilities The Employee’s Responsibilities Recording and Reporting an Absence Managing Sick Leave Managing Annual Leave

The Manager’s Responsibilities

Managers have a responsibility to:

• Monitor attendance
• Ensure that leave reports are completed and signed for all employees in department
• Accept a return to work assessment and accommodation requirement

Please notify Human Resources in the following situations:

• A workplace accident or illness
• Sick leave in excess of one month
• Excessive use of sick leave

The Employee’s Responsibilities

When an absence occurs, an employee is required to notify the manager of:

• The absence in advance of the scheduled work time
• The anticipated duration of the absence
• Any change in the duration of the absence

The employee should also follow the procedures in their collective agreement or the HR Policy Manual regarding absence from work.

 

Recording and Reporting an Absence

When informed of an absence, the manager

• Records the information provided by the employee
• Advises the employee if a medical certificate is required
• Reports absences in excess of one month or prolonged absences to Human Resources

A medical certificate may be required:

• as outlined in the collective agreement or HR Policy Manual
• when an employee has been previously advised in writing that a certificate is required for every absence
• after an extended illness to confirm the employee’s fitness to return to work

Managing Sick Leave

When an Employee is on Sick Leave, managers must perform certain tasks:

Absence of More than 5 days

• Contact the employee by telephone to determine a probable return to work date
• Remind the employee that a medical certificate is required
• Offer to make temporary modifications to the employee’s job to assist the employee to return to work, such as: a reduced work schedule, removal or modification of some duties or provision of time off for medical appointments

Absence of More than 20 days

• Maintain regular contact with the employee
• Remind the employee that a medical certificate is required
• Contact the Benefits Coordinator in Human Resources to discuss the appropriate course of action

Absence of 60 to 180 days

• Maintain regular contact with the employee
• Follow the course of action agreed to at the twenty (20) day point
• Verify the employee’s possible work accommodation, sick leave end date and long term disability status with the Benefits Coordinator

Managing Annual Leave

Managers have a responsibility to:

• Schedule annual vacations to meet operational requirements
• Consider the annual leave requests of employees
• Resolve scheduling conflicts within their organizational unit
• Monitor and report annual leave monthly
• Work with employees to reduce accrued annual leave in excess of 30 days (see Annual Leave Policy in the HR Policies Manual)