About This Policy
Generic absence policy template for US organizations. This policy outlines procedures for reporting absences, paid sick leave eligibility, and managing extended absences due to illness or injury.
The Policy Template
Who Needs This Policy
Any US organization with employees should have a clear absence policy. While federal law doesn't require all employers to have a written absence policy, it's considered best practice for several reasons:
- Many states and cities have paid sick leave requirements
- Clear policies help prevent misunderstandings about expectations
- Written procedures protect both employees and employers
- Consistency in handling absences reduces potential discrimination claims
What's Required in the US
Requirements for absence policies vary significantly by location:
State and Local Laws: Many states and cities mandate paid sick leave. Requirements differ by jurisdiction in terms of accrual rates, maximum days, and eligible uses. Check your state and local laws to ensure compliance.
Federal Requirements:
- FMLA (Family and Medical Leave Act): Applies to employers with 50 or more employees. Provides eligible employees up to 12 weeks of unpaid, job-protected leave for specified medical and family reasons.
- ADA (Americans with Disabilities Act): Applies to employers with 15 or more employees. Requires reasonable accommodations for employees with disabilities, which may include modified attendance policies.
Best Practice: Even if not legally required in your location, offering some paid sick leave improves employee wellbeing and reduces workplace illness transmission.
Using This Template
This template provides a framework that you'll need to customize:
- Fill in bracketed placeholders with your organization's specific information (number of sick days, accrual method, etc.)
- Verify compliance with your state and local paid sick leave laws
- Review with legal counsel to ensure the policy meets all applicable requirements
- Customize procedures to fit your organization's size and structure
- Update regularly as laws change
Note: This template includes references to FMLA and ADA. If these don't apply to your organization based on employee count, you may still want to include similar principles as best practice.