Dear Employees,
RE: MEMORANDUM TO EMPLOYEES REGARDING ABSCONSION AND THE COMPANY’S POLICY AND PROCEDURE REGARDING ABSENCE
The company would like to communicate recent changes to the Absconsion Policy and take this opportunity to reiterate the key aspects of the policy to ensure clarity and understanding among all employees:
- Absconsion
1.1 Absconsion occurs when an employee is absent from work for 3 (three) or more consecutive working days without authorisation and/or without informing the company of their absence or intention to return to work. The company regards absconsion as a serious breach of contract that may lead to termination of services following due process.
1.2 No employee may be absent from work or their workstation without authorisation from management and/or a valid reason. Absence without notification for 3 (three) consecutive days will be treated as absconsion unless proven otherwise by the employee.
1.3 An employee who has absconded will not be remunerated for the period of absence and may face dismissal unless they provide a valid, acceptable explanation for their absence.
1.4 Management may consider the employee’s circumstances should they return or make contact, but it remains the employee’s duty to provide sufficient and acceptable reasons for the absence.
- Employee’s duty to inform
2.1 In all cases of absence, the employee is required to contact their direct manager/supervisor directly no later than 07:00 on the first day of absence.
2.2 Failure to make direct contact for 3 (three) consecutive working days will result in the absence being deemed as absconsion.
2.3 The employees are not permitted to send messages through colleagues and/or friends. No “please call me” messages will be accepted.
2.4 The employee must provide:
- The reason for the absence;
- The expected duration of the absence;
- Contact details during the absence
2.5 Simply informing the company does not constitute authorization unless explicitly provided by the direct manager/supervisor.
2.6 Employees must keep management informed and updated about their condition and expected return date.
2.7 Management reserves the right to institute or put in practice any form of electronic reporting tool for employees to report on absconding, leave applications or TNA related incidences.
- Proof of absence
3.1 In cases where a medical reason is provided, the employee must comply with the company’s requirements for valid medical certification, as detailed in section 3 of the company’s absenteeism policy.
3.2 In addition to 3.1 above the following information MUST appear on the medical certificate / note before it will be accepted by the company:
3.2.1 the name, address and qualification of the practitioner;
3.2.2 the name of the patient;
3.2.3 the employment number of the patient (if applicable);
3.2.4 the date and time of the examination;
3.2.5 whether the certificate is being issued as a result of personal observations by such practitioner during an examination, or as a result of information which has been received from the patient and which is based on acceptable medical grounds;
3.2.6 a description of the illness, disorder or malady in layman’s terminology with the informed consent of the patient; provided that if such patient is not prepared to give such consent, the practitioner shall merely specify that, in his or her opinion based on an examination of such patient, such patient is unfit to work;
3.2.7 whether the patient is totally indisposed for duty or whether such patient is able to perform less strenuous duties in the work situation;
3.2.8 the exact period of recommended sick leave;
3.2.9 the date of issue of the certificate of illness; and
3.2.10 the initial and surname in block letters and the registration number of the practitioner who issued the certificate.
3.3 Only certificates issued by traditional healers who are registered with the Health Professions Council or the Medical and Dental Board of South Africa will be accepted and must comply with the provisions in 3.2 above.
3.4 Management reserves the right to establish the authenticity of any medical note/certificate prior to payment.
3.5 Employees are further informed that should it be established that the reason for absence or any document submitted in support thereof is shown to be incorrect, untruthful and or fraudulent, the employee shall face disciplinary action, which could result in the termination of the employee’s services.
3.6 Any employee who breaches the above requirements will be subject to discipline in terms of the company’s disciplinary policy. Sanctions against employees found guilty of misconduct could range from written warnings to dismissal, depending on the severity of the absenteeism and the number of previous warnings, if any.
3.7 Employees who are found to be abusing their sick leave entitlements will be dealt with in terms of the company’s disciplinary code.
- Backdated Medical Certificates / Sick Notes
4.1 Back-dated medical certificates issued by medical practitioners indicating that the medical practitioner “saw the patient” or “was informed by the patient” will not be accepted by the company.
4.2 Back-dated medical certificates issued by a medical practitioner wherein the practitioner declares in his or her professional opinion that the employee was unable to perform his or her normal duties as a result of illness (or an injury) during the back-dated period may be considered by the company.
- Disciplinary Action for Absconsion
5.1 Should an employee fail to contact the company and fail to report for work for 3 (three) consecutive working days, they will be deemed to have absconded.
5.2 The company will initiate disciplinary procedures in accordance with the Labour Relations Act and company policies. The company reserves the right to terminate the employment relationship if the employee is found to have absconded.
All employees are hereby notified and warned that the company will pursue disciplinary action against any employee who are guilty of breaching the company policy and procedure in regard to absenteeism.
By order of management,