Staff Absence

Recording of Absence on ESR

It is advised that any absences relating to Coronavirus are recorded on ESR.

Symptomatic and Unfit for Work

Please record individuals who have reported unfit for work and are symptomatic i.e. have a cough and/or temperature as Sickness and choose the Level 1 reason as S15 Chest and respiratory problems, then at the bottom of the form there is a field related reason (one box from the bottom), click on the magnifying glass and you will find Coronavirus (COVID-19), please select.

Self-Isolating (Fit but not symptomatic e.g. member of household has symptoms)

Please record individuals who are self-isolating on ESR as Special leave (Special increasing Bal), Infection Precaution. Then at the bottom in related reason, select the magnifying glass and select Coronavirus (COVID-19).

Self-Isolating (Fit but has mild symptoms and working from home)

Please record individuals who are self-isolating on ESR as Special leave (Special increasing Bal), Medical Suspension. Then at the bottom in related reason, select the magnifying glass and select Coronavirus (COVID-19).

How to Record and Report Absence in ESR related to Coronavirus

Use this guide to record your staff’s absence in relation to Coronavirus (COVID-19) is you use ESR.

How to Record and Report COVID-19 absence on Rosterpro

Use this guide to record staff absence if you use Rosterpro.

Maternity Leave

We understand that during this time staff may have difficulty in obtaining a MATb1 form from their community midwife. We are currently looking at arrangements to support staff, at present we advise that pregnant employees should not delay submitting application forms for maternity leave due to difficulties with obtaining a MATb1.

 

Bereavement Leave

We recognise that the reality of the current situation will mean that our own staff may suffer from family bereavements at this time. All requests for bereavement leave will be dealt with under our normal special leave procedure.

 

Furlough Scheme

The government Furlough scheme is not intended for use by the NHS. The aim of the scheme is to avoid redundancies and to support businesses who have had to close due to government restrictions or scale back their business.

The scheme therefore is not available to our substantive or bank staff

Annual Leave

Q. The Government have announced the possibility of carrying over leave for the next 2 years. Will this apply here?
Yes. Based upon recent guidance, it will be possible to carry over an agreed amount of leave over the next 2 years but this would require further discussion with your manager, with consideration to the needs of the service.

Carryover of leave will only be considered where it has not been possible to allow employees to take annual leave due to the demands of the service.

Q. How will booked annual leave be dealt with?
As the situation develops and impacts upon the delivery of essential services, it may be necessary for managers to consider cancelling an employee’s planned annual leave. It is important to note that such a decision will not be taken lightly and only considered where in not cancelling the leave this would have a detrimental impact on business continuity of essential services. Such a decision would only be made in extreme circumstances.

If you have planned leave but are prevented or decide not to travel, you should discuss with your manager whether you can cancel some or all of your annual leave. There is no automatic entitlement to be able to do this and the discussion would need to consider service needs.

It is important that employees take their annual leave to support their wellbeing. Managers should therefore enable and encourage their employees to take their planned annual leave before the end of the current annual leave year, subject to the needs of the service.

Q. I am on annual leave, or about to take planned annual leave, but I am displaying symptoms of COVID19. Will my annual leave be cancelled while I am unwell?
Yes. If you start to display the symptoms of COVID-19 while on, or about to take planned annual leave you must inform your manager immediately to ensure your absence is recorded on ESR as sickness.

Your annual leave will then be cancelled from your first day of displaying the symptoms in accordance with guidance around managing sickness and annual leave in the Managing Attendance at Work Policy. The exception is that you will not need to produce a GP fit note in order for your annual leave to be cancelled.

Q. I am on annual leave, or about to take planned annual leave, but a member of my household has started to display symptoms of COVID19. Can my annual leave be cancelled while I am undertaking the 14 days’ self-isolation?
If someone in your household is displaying the symptoms of COVID19 while you are on, or about to take planned annual leave you are required to self- isolate for 14 days from the first day the individual started to display those symptoms.

It may be appropriate for you to work from home during this period of self-isolation. If this is agreed, your annual leave will be cancelled and re-credited to you.

If you are not able or willing to work from home during the period then the annual leave will apply and will not be re-credited to you. You should make sure your manager is aware that you are self-isolating due to someone you live with having COVID19 symptoms.

If you start to develop COVID19 symptoms when self-isolating, you must inform your manager immediately to ensure your absence is recorded on ESR as sickness. In this situation, any annual leave would be cancelled.

Q. I am in the extremely vulnerable group and have been advised to self-isolate for 12 weeks. Can my planned annual leave be cancelled?
If you have received a letter from the Welsh Government advising you to self-isolate for 12 weeks and have planned annual leave, this should be taken as normal. This should not be cancelled.

Q. I have annual leave booked but my manager has informed me that I am now needed to attend work. As an essential worker, can my manager ask me to do this?
As the COVID19 situation develops and begins to impact upon the delivery of essential healthcare services, it may be necessary for managers to request that an employee cancels planned annual leave. It is important to note that such a decision would not be taken lightly and only considered in circumstances, where not cancelling the leave this would have a detrimental impact on the business continuity of essential services. Such a decision would only be made in extreme circumstances having considered other alternatives and would be discussed with the employee.

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