Managing numbers of employees is not an easy work for the human resource department as well as the supervisors and the managers of a company. This is why a company management assures the usage of attendance tracking forms and applications to record the punctuality and attentiveness of their employees. Along with these recording instruments is an employee or staff absence form to be used by the employees for requesting that they will be away from the office during particular days.

Staff Work Absence Form

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What Is a Staff Absence Form?

A staff absence form is an essential document that aids a company management in dealing with their employees’ leaves and absences. With this form, the management will be able to have correct payroll registers for each employee and will be able to determine who among the employees will receive good employee appraisals for promotions and salary increase benefits.

Administration Staff Absence Form

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Classified Staff Extended Absence Form

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Faculty Staff Absence Request Form

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Monthly Absence Return Form

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School Staff Absence Form

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What’s Inside a Staff Absence Form?

Since a staff absence form is a simple document that will mainly focus on determining the date when an employee will not be in the office, it will have a few significant sections that need to be completed by the user of the form:

Staff or Employee Information

This section contains the employee ID number of the user, his first and last names, the department where he is assigned, his job specification, supervisor’s name, and his contact number. Additionally, an indication of whether the employee’s probation period has been completed or not will also be stated in this section to allow the management in incorporating a paid leave if the employee has undergone the six-month duration.

Date of Submission

Most companies require their employees and staff to submit a leave request and an absence notification a few days or weeks prior to the chosen day of the staff’s vacation. This is why stating the date of when the staff absence form has been submitted is necessary to identify if the staff was able to submit based on the regulations and guidelines of the company. Informing the management ahead will also serve as giving them time to consider who will be the appropriate substitute to do the tasks of the employee on leave.

Absent Specification

The number of days that the staff or employee will not be around in the office is indicated in this section. If the staff will only be away for a half day or four service hours in a regular working day, then he must state on the form the specified hours that he will log in and log out. The hours that the employee will declare on the form is important as it will be used for his payroll and attendance records.

Purpose

There are varieties of reasons that companies consider valid; however, there are also some reasons that companies do not find it necessary to become the intention of filing the absence form. Nonetheless, the reasons for the staff or employee are the main focus of this section whether due to an illness, family-related issues, or to an involved emergency.

Substitute Request

If the staff’s responsibilities are too significant for him to acquire a validated leave and absence, a substitute staff will be the main concern of the management as to who they shall assign for the day of the leave. But with this section, the staff may state the name of the colleague that he prefers to stand for his position along with the reasons for his choices.

Signature and Approval

Some companies use a table for the schedule of the staff’s absence that has a space beside each date allocated for the signatures of the authorized company personnel. However, the most common format is a separate signature section that will indicate if the request of the staff has been approved by his superior. Comments are also included especially if the manager of the staff does not grant the approval of the staff’s chosen dates. The staff’s signature is also needed to complete the request as an affirmation that the form was completed freely and willingly by him.

Sessional Staff Absence Form

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Staff Absence Application Form

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Staff Absence Certification Form

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Staff Absence Claim Form

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Staff Absence Insurance Form

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Managers and supervisors may conduct a back-to-work interview for the staff who just returned from an absence or leave. The purpose of the interview is to gather the essential details regarding the nature of the absences and to determine if the staff is eligible to continue to work after the condition that he got involved such as being medically ill during his absence. The manager may use a questionnaire form to guide him through the process of collecting data and answers from the staff.

However, the form must contain questions about the doctor’s note about the staff’s ability to get back to work, the permission that the higher management granted for the staff, as well as the specific work adjustments that are recommended for the staff upon his return. Additionally, the interviewer or the manager of the staff must secure that the documents being presented by the staff for proof or evidence must be true to what the staff claims during his leave.

Staff Absence Leave Request Form

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Staff Sickness Notification Form

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Staff Sickness Absence Record Form

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Teacher Staff Absence Form

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Examples of Staff Absence Forms

Staff Absence Application Form – Specifically, this is the most common absence form that companies and even educational institutions use for their staff. Aside from indicating the general information of the staff, the form will also acknowledge the possible deductions or the amount that the staff will not accrue during the days of his absences such as his salary allotted for that day and the medical benefits in case of an emergency or an injury that he may acquire before he returns to work. A list of the applicable policies, which includes family and maternity leave act of a country, is also stated to properly inform the staff about the legalities and the validity of his reasons.

Staff Absence Certification Form – Certifying that the statements about the absences and the staff’s leave request is the intention of using this form. The employee along with the company’s appropriate manager will have to affix their signatures on the form to complete and validate the entries. There is also an indicated set of instructions on the form to outline what legal forms are needed to supply proof for the reasons of the staff’s absences such as a medical certificate provided by a licensed physician about the staff’s injury and illness.

Staff Absence Claim Form – This is the type of staff absence form that will be used by the human resource department in recording the attendance of their staffs and employees. The claim form is in Excel format which eases the process of counting the number of days that the staff was absent due to its automated characteristic by means of incorporating various formulas and conditions on the form.

The staff’s name, his personal number, the cause of his absence, type of absence, the eligible days of absences, as well as the salary rate equivalent that will not be given to the staff for the next pay period. Additionally, the human resource personnel who is assigned to record the staff’s absences may indicate comments on each staff especially for matters that concern the staff’s job position.

Staff Absence Insurance Form – Companies who include a medical or health insurance for their staff’s benefits must require their staff to complete this form especially if the reason of the staff’s absence is due to a medical condition. The form serves as a quote application form that will cater the staff’s contact information, specific cover and benefit requirements, and the target premium of the staff’s insurance.

The second page of the form focuses on the individual days that the staff was not able to report to work and the medical diagnosis of the doctor for the condition of the staff for each day. At the end of the form is an indication of whether the staff is still considered as an employee of the company within the duration of his absence or not.

Staff Sickness Absence Notification Form – Basically, this form is to properly and promptly notify the company about the sickness of the staff and to indicate who among the authorized personnel acquired the notification beforehand. The details of when the absence notice was provided by the employee are stated in this form, which includes the date and time recorded by the receiving personnel.

How the staff was able to report and inform the management about his absence is also indicated on the form of whether through a phone call, email, sending an authorized representative to the company, or by means of texting his manager. Lastly, the expected date of the staff’s return to work will also be included if the manager knew about the number of the staff’s absences.

Using a staff absence form is important especially for the staff in a company. This document does not only record his presence and work punctuality but it also indicates the staff’s awareness about the rules and the procedure that accompanies his absences and vacation leaves. The worst case scenarios that a staff may face if he fails to do his responsibility of informing the management about his absences include being held for a suspension for a disciplinary action as well as ruining his good employment record.

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