Absenteeism is something that every business will deal with. It is unavoidable that employees will need to take time off work unexpectedly. That being said, absenteeism can be tricky to manage, and there are many factors that employers need to consider when addressing issues with absenteeism. In this introductory resource, we will be breaking down the two primary kinds of absenteeism and exploring how each type requires a different approach.
Culpable Absenteeism vs Non-Culpable Absenteeism
Culpable absenteeism refers to unapproved absences from work that occur due to the employee’s own choices. When an employee misses work without a valid reason, they are at fault and therefore culpable. Examples of culpable absences can include arriving to work late due to poor planning, leaving work early without approval, or forging a doctor’s note as part of faking an illness/injury.[1]
Non-culpable absenteeism, on the other hand, refers to absences for which the employee is not at fault. These absences occur for reasons outside of the employee’s control. When extenuating circumstances that the employee could not anticipate or avoid cause them to miss work, they are blameless and therefore non-culpable. Examples of non-culpable absences can include serious illness, injuries, or emergencies involving the employee’s family.[2]
Managing Culpable Absenteeism
Only culpable absences should involve disciplinary action. It is also important to incorporate a mutually agreed upon plan to help the employee correct their absenteeism. Here are some suggestions for ways to manage culpable absenteeism:
Preventing Culpable Absenteeism
- Establish clear and reasonable attendance policies/procedures
- Ensure employees are aware of and understand attendance expectations
- Regularly revisit policies to ensure they are accurate, consistent, and compliant with any applicable legislation
Responding to Culpable Absenteeism
- Investigate suspected instances of culpable absenteeism with as little bias as possible
- Clearly explain to the employee that their behavior does not meet expectations
- Outline what the consequences for continued underperformance would be
- Collaborate with the employee to address the issue in a way that is achievable and fair to all parties
- Work with the employee to set measurable goals for improving performance
- Provide a reasonable timeline to meet said goals
- Track performance over time, document concerns with specific examples, and provide feedback[1]
Managing Non-Culpable Absenteeism
There are many different reasons for non-culpable absences. Some include:
Medical reasons (such as illness/injury)
Medical leaves of absence are job protected, and legislation can vary depending on the circumstances of the situation. For example, it is important to determine if an illness/injury is work related to ensure compliance with occupational health and safety requirements. If non-work-related injuries/illness require an extended absence, and if there is an extended benefit plan in place, it may be useful to look into short-term disability options.
Domestic matters (such as family emergencies or caregiving responsibilities)
Many individuals struggle with extenuating circumstances outside of work interfering with their performance and attendance. A 2022 survey showed that nearly 3 out of every 10 respondents felt that it was difficult to balance the demands of their jobs with the needs of their families[4]. These family needs can be especially demanding for the many Canadians who act as unpaid caregivers to children and/or infirm dependents[5]. Employers can help by offering Employee and Family Assistance Programs (EFAPs) as part of benefits packages and by allowing for flexible schedules.
Work-related stressors (such as burnout or strained co-working relationships)
A stressful work environment can negatively impact employee attendance and performance. In April 2023, 7.5% of respondents reported missing work due to stress and/or mental health strains sometime within the last 12 months[6]. To help reduce workplace stress, employers can foster a caring culture, ensure that effective procedures are in place for addressing harassment/bullying, and practice Internal Customer Service principles.
Mini Quiz: Test Your Understanding
- True or false: So long as a business does their due diligence the first time when establishing policies and procedures around absenteeism, there should be no need for further review in the future.
- When an absence is non-culpable, it means the employee is:
- a. On short term disability
- b. Blameless
- c. Subject to disciplinary action
- d. At fault
- Which of the following would likely NOT be an example of a non-culpable absence?
- a. An employee misses work because their child is sick
- b. An employee leaves work early because they fall and sprain their ankle
- c. An employee is late to work because they bought donuts for the office
- d. An employee takes stress leave
- True or false: When working with an employee to set goals around attendance, the goals should be as broad and ambiguous as possible. This will allow the employee to practice using their best judgement.
Mini Quiz Answers
- False. It is important to review policies and procedures regularly to ensure they are still relevant and compliant with current legislation.
- b. Blameless
- a. An employee is late to work because they decided to buy donuts for the office
- False. Goals should be specific and measurable to ensure the employee has a clear understanding of attendance expectations and how to meet them.
[1] LexisNexis, Attendance Management and Absenteeism
[2] LexisNexis, Attendance Management and Absenteeism
[3] LexisNexis, Performance Management System Checklist
[4] Statistics Canada, The Daily — Work-related stress most often caused by heavy workloads and work-life balance
[5] Government of Canada Employment Insurance benefits – Canada.ca
[6] Statistics Canada, The Daily — Work-related stress most often caused by heavy workloads and work-life balance