Plicy Summary UK Plicy: Attendance Please nte that the UK Attendance Plicy is under review, the updated versin will be available n 1 st January 2019 Summary: Prvides guidance t Line Managers and emplyees n hw attendance is managed. Scpe: Applies t all emplyees f AstraZeneca UK Limited ( the Cmpany ), based in the UK. Key Salient Pints: This plicy cntains all emplyee respnsibilities during sickness absence in rder t qualify fr sick pay All absences due t sickness need t be reprted by the emplyee in a timely manner and accurately recrded by the Line Manager Absences are required t be cvered by a medical certificate ( Statement f Fitness fr Wrk ) where apprpriate Cntact and c-peratin with the Cmpany is expected as an integral part f managing emplyees sickness absence, aiding recvery and return t wrk Absence will be managed thrugh the Persistent Intermittent Absence ( PIA ) prcedure r the Lng Term Absence ( LTA ) prcedure as apprpriate which are included in the plicy Reference: Checklists: I need t take sickness absence My emplyee has called in sick My emplyee has been ff sick fr ver 4 weeks (LTA) My emplyee s sickness recrd is causing me cncern (PIA) My emplyee has been ff sick fr ver 12 weeks and is eligible fr GIP 1/15
Guidance Nte Infrmal and Frmal Prcedures Guidance Nte Disability 2/15
Attendance UK Scpe This plicy and related prcedures apply t all emplyees f the Cmpany based in the UK and replace all pre-existing Attendance plicies and prcedures. This plicy and prcedure, with the exceptin f sick pay entitlement, des nt frm part f the cntract f emplyment. Purpse The Cmpany is cmmitted t a wrking envirnment in which all emplyees are supprted in maintaining full attendance at wrk. The purpse f this plicy is t infrm all emplyees f the Cmpany s apprach t sickness absence and t set ut the prcedures (Persistent Intermittent Absence PIA and Lng Term Absence LTA ) that shuld be fllwed. Rles and Respnsibilities It is the respnsibility f all Line managers, emplyees and cmpanins t ensure that they fully understand and cmply with the plicy and prcedures. It is the respnsibility f the Line Manager: T deal with absence in a fair and cnsistent way, in line with the prcedures utlined in this plicy. T cnduct a Return t Wrk discussin with emplyees after all episdes f sickness (including thse f 1 day) cnfirming the dates and reasn fr absence. (N.B. this helps t demnstrate that attendance is managed and can als serve as the Self-Certificatin prcess fr absences f less than 7 days. (Fr further detail n what t cver, see the template in the checklist: My emplyee has called in sick (see link in Plicy Summary) T seek advice and arrange supprt such as referral t the Occupatinal Health, as apprpriate. Upn ntificatin f an emplyee s sickness absence, recrd all absences in line with the checklist: My emplyee has called in sick (see link in Plicy Summary) T arrange attendance reviews with the emplyee where apprpriate. T invlve the apprpriate HR Specialist where absence may becme lng term r its frequency causes business impact. 3/15
It is the respnsibility f the emplyee: Ntificatin T ntify their Line Manager r nminated deputy befre their nrmal start time n the first day that they are unable t wrk due t sickness. It is nt acceptable t leave a message with a clleague r n vicemail. The fllwing details shuld be prvided: The nature f the illness r injury The expected length f absence frm wrk The emplyee s cntact details during their absence Details f any utstanding r urgent wrk that requires attentin Cntact T keep in regular cntact with their Line Manager, in particular, when sickness absence is likely t be lnger than ne week. Their Line Manager may agree t d this ver the telephne, in writing r by pre-arranged hme / site visits. Emplyees shuld nte that their Line Manager may cntact them during perids f absence t enquire after their health and seek an indicatin f their return date. C-peratin T c-perate fully in the Occupatinal Health referral and treatment frm apprpriate surces. Occupatinal Health reviews are essential t understand the underlying health prblem, t btain infrmatin n the emplyee s current prgnsis and t assist the emplyee in achieving full attendance. They als serve t ensure that any necessary adjustments t the emplyee s wrk r wrk envirnment are cnsidered. T c-perate with Occupatinal Health and the emplyee s immediate Line Manager in cnsidering and agreeing t any necessary adjustment that facilitates a return t wrk. T attend attendance reviews as and when required. These will usually be held mnthly if the emplyee s absence is lng term. Medical Certificates Fr sickness absence f up t 7 calendar days, emplyees must self-certify their absence in line with lcal practice (N.B. this need nt be a frmal dcument and can be dne as part f the Return t Wrk discussin). Where an emplyee is absent fr seven cnsecutive days r mre (including weekends and public hlidays) a medical certificate ( Statement f Fitness fr 4/15
Wrk ) frm a dctr r hspital must be prvided, stating that the emplyee is nt fit fr wrk and why. This shuld be sent t the emplyee s Line Manager within 48 hurs f issue. If a dctr prvides a certificate stating that an emplyee "may be fit fr wrk", the emplyee shuld infrm their Line Manager immediately. The Cmpany will discuss with the emplyee any adjustments that may facilitate their return t wrk, taking accunt f the dctr's advice. This may take place at a return t wrk meeting. If these adjustments are nt practical, the emplyee will remain n sick leave and the Cmpany will set a date t review the situatin. Shuld an emplyee nt return t wrk n the expiry f the certificate then further certificates must be supplied withut delay t cver the entire perid f the absence. Prvided the emplyee fllws the prcedure set ut abve and the Cmpany is satisfied that the absence is due t sickness r injury, the emplyee will be entitled t sick pay in accrdance with Appendix 1. Self-certificatin infrmatin and Medical Certificates are used t authrise sick pay and delayed receipt f these dcuments may result in delayed payments. Absence that has nt been ntified in accrdance with the absence reprting prcedure may be treated as unauthrised absence. Cases f unauthrised absence will be dealt with under the Cmpany s Discipline Plicy. Standards General Principles Accurate sickness absence recrds are imprtant t enable the Cmpany t identify patterns f sickness and wrk-related health prblems. Emplyees wh are absent thrugh sickness will be treated fairly and every effrt will be made t assist their recvery. The aim f this plicy is t ensure a cnsistent apprach whilst taking int accunt the individual features f each case. Absences fr pregnancy-related reasns will be discunted fr the purpses f managing persistent and lng-term absence. The Cmpany recgnises that emplyees with disabilities may require mre time away frm wrk than thers and may take this int accunt when mnitring attendance levels. Fr further infrmatin please see Guidance Nte Disability (see link in Plicy Summary). If the emplyee is absent immediately befre r after a hliday, they will be required t prvide a medical certificate frm a dctr r hspital t their Line Manager, regardless f the duratin f the absence. In nrmal circumstances, AstraZeneca will cver any cst incurred in btaining a medical certificate (this is at the Cmpany s discretin). Unauthrised absence e.g. lateness, leaving site withut permissin r failure t ntify / certify absence will be dealt with via the Discipline Plicy. 5/15
Claims fr sickness absence are apprpriate fr persnal sickness nly. Absence due t family members sickness / dmestic prblems shuld be managed via flexible wrking r Time Off fr Dependents Leave. The emplyee shuld understand that vluntary treatments are nt cnsidered t be sickness and therefre, any time taken ff fr these treatments shuld be taken frm ther leave entitlements. Fr example, surgery fr purely csmetic reasns wuld be cnsidered a vluntary treatment in mst circumstances. Sanctins Any failure t cmply with this plicy r the assciated standards will be fully investigated and apprpriate actin taken. Frmal sanctins ( Imprvement Letters ) may be issued under the PIA prcedure. Terminatin f emplyment is a ptential utcme under the PIA and LTA prcedures. Appeal An emplyee can raise an appeal against any frmal sanctin applied under the PIA r LTA prcedures within 5 wrking days f written cnfirmatin f the decisin, by fllwing the steps utlined under in the Guidance Nte Infrmal and Frmal Prcedures (see link in Plicy Summary) Prcedures There are tw Attendance Management prcedures t be used as apprpriate: 1. PERSISTENT INTERMITTENT ABSENCE ( PIA ) 2. LONG TERM ABSENCE ( LTA ) 1. PERSISTENT INTERMITTENT ABSENCE ( PIA ) The primary aim f this is t supprt and assist the emplyee in maintaining an acceptable level f attendance. A cmbinatin f shrter and lng-term absence can be managed within this prcedure. Befre a frmal sanctin is issued, the Cmpany will cnsider the amunt f absence, available medical infrmatin and whether reasnable adjustments are apprpriate and pssible. Practical supprt can be fund in the Checklist: My emplyee s sickness recrd is causing me cncern (PIA) (link in Plicy Summary). 6/15
Absence Triggers: Levels, frequency and/r patterns f absence that cause cncern shuld be managed via the PIA. The fllwing are examples that shuld trigger cnsideratin f infrmal r frmal actin as apprpriate: Infrmal Bradfrd Scre* f 200 (* n. f ccasins x n. f ccasins x ttal n. f days) 3 ccasins in 12 weeks 4 ccasins in 12 mnths Where a pattern is emerging, e.g. 4 Mndays in last 3 mnths r absences regularly cinciding with schl hlidays Repeated lng-term absences r lng-term absence preceded r fllwed by perids f shrt-term absence. Since the last Infrmal Guidance r Imprvement Letter Frmal Any f the abve Absence greater than 3% f annual cntracted hurs (8 standard wrking days) INFORMAL PROCEDURE Infrmal Guidance Where an emplyee s attendance is unsatisfactry (e.g. a PIA trigger has been reached) Line Managers shuld address these cncerns via Infrmal Guidance in the first instance. If there is n r insufficient imprvement in attendance fllwing the abve then a Frmal Attendance Review shuld be arranged. FORMAL PROCEDURE - Frmal Attendance Review If Infrmal Guidance fails t assist the emplyee in imprving their attendance, a Frmal Review will be arranged. Where apprpriate, advice frm Occupatinal Health will be sught prir t the meeting taking place. At the meeting the Line Manager will explain why the level f attendance is unacceptable and cnfirm the standard required. The emplyee shuld share with the Line Manager any relevant infrmatin and tgether they shuld explre ptins available including necessary adjustments that will help and supprt the emplyee t reach the required standards. 7/15
At the end f the meeting, the Line Manager may decide t issue an apprpriate sanctin ( Imprvement Letter ) up t and including dismissal which will be cnfirmed in writing. (See Sanctins belw). Sanctins Imprvement Letters These will be kept n the emplyee s file and be valid fr a perid determined by the apprpriate Manager (level f authrity is set ut in the Guidance Nte Infrmal and Frmal Prcedures link in Plicy Summary). Hwever, the perid will depend upn a number f factrs e.g. previus attendance histry. First Imprvement Letter (usually 6 mnths) Where an Imprvement Letter is issued, this will explain the expectatins and any supprt the Cmpany may prvide utlining an apprpriate review perid. The letter will als clarify the ptential cnsequences f the emplyee nt meeting the required standards. Final Imprvement Letter (usually 12 mnths) As abve Dismissal If the decisin t dismiss is taken this will take place immediately and the emplyee will be paid in lieu f ntice. The dismissal will be cnfirmed in writing, giving reasns fr the decisin and cnfirming the date f terminatin. 2. LONG TERM ABSENCE ( LTA ) This is defined as an absence due t sickness fr a substantial perid (usually 4 weeks r mre). This may be ne perid f cntinuus absence r may be accumulated perids within a rlling 12 mnths. During a perid f LTA the emplyee will be required t attend regular reviews t discuss diagnsis and prgnsis t determine likely return t wrk timescales. Where n return t wrk within a reasnable perid is pssible, the Manager will cnsider the latest medical infrmatin and pssible utcmes at the Final Frmal Attendance Review. In sme cases, this will include terminatin f emplyment. Please see the checklist My emplyee has been ff sick fr ver 4 weeks (LTA) fr practical supprt (link in Plicy Summary). 8/15
INFORMAL PROCEDURE Cntact The Line Manager will discuss the frequency and nature f cntact, usually weekly. This can be face t face r ver the telephne. Where wrk place stress has been cited, advice shuld be sught frm Occupatinal Health as sn as pssible. Infrmal Attendance Review (4 weeks nwards) The Line Manager shuld seek Occupatinal Health advice and if apprpriate arrange a review by submitting an OH Referral Frm. A reprt will be prduced fr the Line Manager, which will als advise n the requirement and frequency f any further reviews by Occupatinal Health. Line Manager cnducts Attendance Review t identify likely duratin f the absence and the supprt necessary t help the individual return t wrk. FORMAL PROCEDURE First Frmal Attendance Review (usually arund 16 weeks) Line Manager t arrange a review t discuss the emplyee s current situatin and explre if Grup Incme Prtectin ( GIP ) / Failure f Health ( FOH ) is an ptin. If the emplyee is eligible fr GIP, the Line Manager will instigate the prcess as set ut in Appendix 2 and the checklist: My emplyee has been ff sick fr ver 12 weeks and is eligible fr GIP (see link in Plicy Summary) Secnd Frmal Attendance Review (usually arund 24 weeks) The Line Manager will meet with the emplyee t review the latest medical infrmatin / prgnsis. The Line Manager will cnfirm this in writing. If eligible fr GIP update n the prgress f the claim If nt eligible fr GIP r claim refused - shuld the review indicate that the emplyee is nt capable f returning t wrk within a reasnable perid they will be advised that they may be dismissed, usually n the grunds f capability fllwing 28 weeks cntinuus r accumulated absence. Final Frmal Attendance Review (usually arund 28 weeks) The emplyee may supply further infrmatin prir t this review. The Secnd Line Manager (r mre senir manager) will meet with the emplyee t review with them the latest medical infrmatin / prgnsis. HR must be present if dismissal is a ptential utcme f the meeting. 9/15
If eligible fr GIP - if the claim is accepted, this will be cmmunicated t the emplyee. The decisin t permanently replace the emplyee in their rle may be cnsidered and cmmunicated t them at this time. If nt eligible fr GIP r claim refused - the meeting will be chaired by a mre Senir Manager and Occupatinal Health will usually be cnsulted in advance f the meeting. Unless there are exceptinal circumstances, if the emplyee is nt capable f returning t wrk within a reasnable perid and all reasnable ptins have been cnsidered, the decisin t dismiss will be cmmunicated and cnfirmed in writing. Exceptinal Cases At the cmpany s discretin, in sme cases it may be pssible t pstpne the decisin t terminate the emplyee s emplyment where: The emplyee is terminally ill The Cmpany is awaiting the latest medical infrmatin A knwn date f return is imminent and it is reasnable t expect a successful return t wrk Where the absence is due t a disability The Cmpany des nt extend sick pay beynd 28 weeks f absence. Hwever, in exceptinal circumstances where an emplyee is terminally ill, the cmpany will cnsider extending pay. Such extensins f pay will be managed n a case by case basis. Key Cntact Fr additinal queries n this plicy, please see the dcuments linked in the Plicy Summary, the FAQs n the My HR Prtal r cntact the My HR Advisry Team n 01625 51900/extensin 29000, ptin 1. If yu have an individual PIA r LTA case upn which yu need further HR supprt ver and abve the material under reference in the Plicy Summary abve, please cntact the My HR Advisry Team n 01625 51900/extensin 29000 and select Optin 1 fllwed by Optin 3. Ownership and Accuntability Dcument Owner: UK Emplyee Relatins Directr. Subject Matter Experts: UK Emplyee Relatins, Legal. Apprval Date: 1 st September 2012 Updated: 9 August 2016 10/15
APPENDIX 1: Payment fr Sickness Absence Principles: Cmpany sick pay is cntractual. Payment will include any entitlement t Statutry Sick Pay (SSP) that is paid by the Cmpany, as well as any nging cntractual allwances. It will nt include any vertime, unless there is a cntractual right t vertime. The daily rate f SSP is calculated n a 7-day week. The emplyee must have cmmenced emplyment t be eligible fr payment i.e. if they becme sick befre their start date they will nt be eligible fr payment. The emplyee sickness benefit entitlement will be calculated in accrdance with the apprpriate tables belw. Any entitlement already taken in the current year will be deducted frm the ttal entitlement due in that year. If the emplyee is absent n a qualifying service anniversary they will be expected t return t full and effective emplyment fr a minimum f 4 weeks (fllwing the cmpletin f any rehabilitatin prgramme) befre being eligible t receive any further sick pay that they wuld have becme entitled t by virtue f their length f service. Where Cmpany sick pay benefit has been exhausted the emplyee must return t wrk t full and effective emplyment fr a minimum f 3 mnths (fllwing the cmpletin f any rehabilitatin prgramme) in rder t qualify fr any new entitlement in the next calendar year. Withdrawal f Payment If the Cmpany believes the sickness claim is nt genuine, this will be dealt with within the Discipline Plicy and if apprpriate, payment fr all r part f the absence will be withdrawn. Where the emplyee has nt fllwed the crrect ntificatin / certificatin prcedure withut adequate reasn, payment will nt usually be made fr this absence. Third Party Accidents Where the emplyee s sickness is the result f an accident caused by a third party, they are expected t ntify the Cmpany f the circumstances and t make every effrt t recver damages frm the third party. If required by the Cmpany, the emplyee must refund t the Cmpany that part f the damages recvered in respect f sickness benefit. 11/15
Entitlement: A. UK AstraZeneca Emplyees (excluding UKMC) Qualifying Service Entitlement t sickness payment in each calendar year Less than 6 mnths service 6 weeks full pay 6 mnths but less than 2 years 8 weeks full pay 2 years r mre 28 weeks full pay Absences will be managed n a rlling 12-mnth basis which means that a) the emplyee may be dismissed fr a sickness absence reasn; r b) GIP benefit may cmmence; even thugh they have nt exhausted their entitlement t Cmpany sick pay in the calendar year. B. UKMC Emplyees Qualifying Service Entitlement t sickness payment in rlling 12 mnths During prbatinary perid Upn successful cmpletin f prbatinary perid, up t 12 mnths Over 12 and up t including 24 mnths Over 2 and up t and including 5 years Over 5 years 1 week full pay 4 weeks full pay 8 weeks full pay 14 weeks full pay 28 weeks full pay Please nte that payment f CSP will include yur Statutry Sick Pay (SSP) and any nging cntractual allwances, but nt vertime. 12/15
APPENDIX 2: Grup Incme Prtectin ( GIP ) The emplyee is eligible t be cnsidered fr GIP if: They were emplyed befre 1 st July 2010 and are nt an active member f the AstraZeneca Pensin Fund (excluding the Astra Retirement Accunt sectin). They were emplyed n r after 1 st July 2010. GIP prvides an incme if the emplyee is unable t return t wrk fllwing 28 weeks absence, prvided they meet the criteria f the scheme, as assessed by the Cmpany s insurance prvider. The emplyee s eligibility will be reviewed regularly and benefit may cntinue until nrmal retirement age (fr emplyees starting befre 1 st July 2010) and fr up t 5 years (fr emplyees starting n/after 1 st July 2010) prviding the criteria are still met. If the emplyee is eligible fr GIP they may, with supprt frm Occupatinal Health and the Line Manager, apply t the Insurance Prvider (Generali) usually after 16 weeks absence. If the emplyee is nt eligible fr GIP r the claim is nt accepted, then a pssible utcme is dismissal, in line with the LTA prcedure. If the insurer accepts the claim, fllwing 28 weeks absence the emplyee will receive the apprpriate insurance payment. This will be paid in accrdance with the terms f the GIP agreement, until they are fit t return t wrk r cver ceases. This is subject t the Cmpany s right t terminate fr nn-sickness related reasns e.g. grss miscnduct. The emplyee shuld nte that whilst n GIP, their rle is likely t be filled n a permanent basis due t the indefinite nature f their absence. If this is the case, they will n lnger have a rle t return t. If the emplyee is then fit t return t wrk at a later date, they will be ffered a perid f redeplyment, but if it is nt pssible t find anther suitable jb fr them, their cntract f emplyment may be terminated. This wuld nt cnstitute redundancy and the emplyee wuld nt therefre be entitled t a cntractual redundancy payment. If the emplyee s rle is nt permanently replaced and becmes subject t redundancy during their absence, the apprach will depend n the timing f the redundancy in relatin t the GIP claim: If displacement ccurs prir t 28 weeks sickness (i.e. befre the claim begins) then displacement/ntice will take effect in line with the change plan (the emplyee may be paid GIP during the displacement/ntice perid if this exceeds 28 weeks sickness). If the redundancy situatin arises nce the claim has begun and there is a freseeable and imminent return t wrk expected (e.g. during the displacement/ntice perid), then the displacement/ntice will take effect in line with the change plan and the emplyee 13/15
will be paid GIP (if they remain absent) r salary (if they return t wrk) as applicable during the displacement/ntice perid. If the redundancy situatin arises nce the claim has begun and there is n freseeable return t wrk, the emplyee will be given the ptin t leave n redundancy terms (in which case they will n lnger be an emplyee and their benefit will cease) r t retain their benefit but give up their right t their riginal rle (in which case, n return t wrk, the emplyee wuld be in the same psitin as if their rle had been permanently filled see abve). If the emplyee ceases t be eligible fr GIP, they are able t return t wrk and their rle still exists, they will be placed back in their ld rle. If the emplyee ceases t be eligible fr GIP and they are unable t return t wrk, their cntract f emplyment will be terminated. In such circumstances, the Cmpany shuld first cnsider whether reasnable adjustments are apprpriate (and pssible) t facilitate the emplyee s return t wrk. An Occupatinal Health referral may be apprpriate t assist in this regard. The Line Manager will remain in cntact with the emplyee and the insurer t ensure that the emplyee s claim remains valid and t cnsider return t wrk pprtunities shuld their benefit cease. 14/15
APPENDIX 3: Failure f Health ( FOH ) The emplyee is eligible t be cnsidered fr FOH if they are an active member f the AstraZeneca Pensin Fund, including the Astra Retirement Accunt sectin. If the emplyee is eligible fr and meets the FOH / ill health criteria at any time during their absence they will be recmmended fr an immediate FOH pensin subject t the arrangements detailed within the pensin plan and the rules f the scheme. The Occupatinal Physician will be respnsible fr making the decisin and will make the recmmendatin regarding the emplyee s eligibility t the Pensins Trustees. APPENDIX 4: Hlidays and Sickness The emplyee may wish t g n annual leave while n sickness absence. This is permissible nly with the Line Manager s agreement in advance f the emplyee taking the hliday. Where a medical practitiner cnfirms this wuld aid recvery, the request will usually be granted. It is the emplyee s respnsibility t get written cnfirmatin frm their GP/Specialist and pen up the discussin with their Line Manager. The emplyee will cntinue t accrue hliday, including bank hlidays during the perid f their absence. If the emplyee has selected t purchase additinal hlidays under AZ Advantage they will cntinue t pay fr these hlidays. Upn return t wrk the emplyee shuld discuss with their Line Manager if hlidays are t be carried ver r paid ut. If the emplyee is unable t return t wrk and their emplyment ceases they will receive payment in lieu f their utstanding hliday entitlement. Reclaiming Hliday Entitlement The emplyee may claim sickness benefit and reclaim accrued annual hliday entitlement where persnal sickness has had a seriusly detrimental impact n their hliday, prvided the emplyee s sickness has been ntified t their Line Manager n the first day f the sickness. A Line Manager may ask fr evidence f the sickness and s if it is pssible t btain a medical certificate during the sickness, an emplyee shuld d this Fr the purpse f attendance management, Accumulated Days Off ( ADO ) will be treated in the same way as annual leave. 15/15