How to Record Sickness Absence in myTeam

The guidance below applies to ALL staff members whether they are full time, part-time or work different hours each day.

Dates:

• Consecutive full days of leave should be entered as 1 ‘block’. For example if a staff member is absent on a Monday and a Tuesday this should be recorded as one entry.
• If you are unsure when the staff member may return to work you should enter the last day of the current calendar month. A report can then be run to identify these instances and the record updated as required.
• If you record an absence for one day only and the staff member does not return you must edit the entry rather than create a new one for the additional absence. Having multiple entries for 1 period of sickness may incorrectly trigger alerts within the system.

Times:

• When recording a ‘normal’ full day of sickness for a staff member you should not enter the hours of absence. The hours for part time staff will default and show as for a full time employee but this is nothing to worry about. It will not affect the calculation of any sick pay.
• If you are recording a ‘partial day’ of sickness you a should record the relevant time the staff member is absent for using the start time and end time fields. Depending on how many hours per week the staff member works the system will automatically enter the absent hours for you. The hours for part time staff who work different hours each day may not calculate correctly but this is nothing to worry about. as It will not affect the calculation of any sick pay.
• If you are recording a ‘partial day’ of sickness it must be recorded separately from any full days. For example if you are entering 1.5 days consecutive sickness from 12.7.2012 to 13.7.2012 starting on the afternoon of 12.7.2012, the partial day should be recorded as one instance with the relevant times recorded and the full day should be recorded separately using the dates only.

Additional Fields:

The other fields are available for you to record additional information regarding the staff member's sickness. For information on when to use these fields or guidance on how to retrospectivley add this data to an existing record please see the information available from the quick links section to the right of the screen.

Alternativley please do not hesitate to contact your customary Senior/HR Adviser within Human Resources. Contact details can be found here.

If you have a system query please contact the Business Solutions Helpdesk on 0114 222 1606 or at hrbussol@sheffield.ac.uk