Employee Attendance Calendars

Employee Attendance FAQs

As an employer, can I obtain documentation for sick leave absences?

Yes. Employers may request a doctor’s note under their sick leave or attendance policy, as long as the practice is applied consistently. The note should confirm the employee was seen by a health care provider and state any time off or work restrictions — without disclosing the diagnosis or medical condition.

Is my business required to create a formal attendance policy?

Although a formal attendance policy is not necessary, it is strongly recommended for the following reasons: to clarify expectations, to ensure fair and consistent treatment, and to protect against legal liability.

What information should be included in an absence policy?

An attendance policy should cover work schedule expectations, procedures for reporting absences and tardiness, documentation requirements for excused absences, disciplinary actions for policy violations, and procedures for requesting time off. Key elements include clear definitions of terms like "no-shows" and "tardiness," guidelines for communication, consistent application of consequences, and adherence to relevant labor laws for protected leave.

How do we document and track employee absences fairly and accurately?

It’s important to use a straightforward system that is consistent and compliant. Train managers and supervisors to correctly categorize absences, apply policies uniformly, and store all records in a central location for easy access and accuracy.

What are the legal risks of disciplining employees for absences?

Disciplining employees for frequent absences carries legal risks, especially if the reason for the absences is protected under federal, state or local laws. Employers need to ensure they:

DO NOT violate protected leave laws such as the Family and Medical Leave Act (FMLA), the Americans with Disabilities Act (ADA) or Workers’ Compensation laws
Provide and maintain a clear attendance policy
Enforce their attendance policy consistently
Maintain performance issues separately so any disciplinary action does not come across as retaliation for an absence

Can an employee be terminated for excessive absenteeism?

Yes, but employers must proceed carefully to avoid legal risks. Termination is generally permissible when:

Employment is at “at-will,” meaning employees may be terminated for any lawful reason
The absences are frequent and not protected under federal, state or local law
The employee has violated the attendance policy after documented discussions and warnings

What’s the difference between excused and unexcused absences legally?

Employers define excused and unexcused absences in their policies, but legally the key factor is protection under federal, state or local law. Protected absences — such as those covered by family or medical leave — cannot be counted against an employee, regardless of company policy.

Are employers allowed to ask why an employee was absent?

Yes. Employers may ask about the general reason for an absence, its expected duration, and request a doctor’s note for longer absences. However, they must avoid probing into private medical details or asking questions that could violate employee privacy rights.

What’s the best way to address excessive absences in a one-on-one meeting?

Approach absence-related discussions with empathy, clarity and professionalism. Make the discussion constructive and compliant by following these steps:

Prepare – Review attendance records, confirm any protected absences, and know your policy
Set the tone – Create a supportive environment
Focus on facts – Share observations, not accusations
Ask and listen – Use open-ended questions to uncover possible causes (health, family, transportation, etc.)
Clarify expectations – Reference your policy, explain the impact, and outline what needs to change
Problem-solve together – Explore options (adjusted schedules, leave, EAP referrals) and agree on next steps with a clear timeline
Document – Record key details and, if appropriate, provide a summary to the employee

When do orders typically ship?

Standard stock items typically ship the next business day. Once your order ships, you’ll receive a shipping confirmation email.

How long does it take to receive a downloadable form?

As soon as you complete your order, you will receive an order confirmation email that will include a link to access your downloadable form.

Over 35 Years of HR Experience

Unsurpassed Customer Service

Product and Service Guarantee