What records do I need to keep for annual leave and sickness?

Quick takeaways:

Employers have a legal obligation to keep thorough records of staff annual leave and sick leave to ensure compliance with UK law.

Records should cover leave taken, carry-over, absence reasons, and any supporting documentation, such as fit notes.

By using a clear and accessible system like Leave Dates, you can identify absence patterns and maintain accurate records of compliance.

The legal position in the UK

UK-based employers are required to maintain adequate records of staff working hours and statutory leave activity. Not only does this demonstrate compliance with the Working Time Regulations 1998, but it also ensures that employees receive their entitlements fairly and equitably.

Some examples of leave records that must be kept are:

Any annual leave taken and carried over.

Any periods of sickness absence.

Other statutory leave records for parental leave, time off for dependents, jury duty, bereavement leave etc.

These records are important to retain in the event of a dispute over entitlements, as they can help resolve the issue fairly. This is a key reason why using absence management software is essential for businesses.

Keeping sickness absence records

With sickness absence, it is a good idea to record:

Dates of sickness absence

Whether the absence is self-certified or with a fit note

Supporting documents (fit notes, AHP Health and Work Reports)

Any details on whether the time off qualifies for Statutory Sick Pay (SSP) or occupational sick pay.

If you use Leave Dates, you can upload any accompanying documents to the leave request. This can be done while making the request or attached later; you can also add comments to any request to keep communication in one place. You can enable email notifications in your settings to receive alerts when someone leaves a comment on a request.

Even short periods of sickness absence should be logged; this will help you to spot any absence patterns (e.g. frequent Monday absences) or long-term absences that become more apparent.

Fit notes and self-certification

Seven days or less: Staff are legally allowed to self-certify; keep a record of the absence and how it was reported.

Seven days or more: A fit note or AHP Health and Work Report is required. Ensure all documents are stored securely and confidentially under GDPR.

Fit notes may certify that the employee is 'not fit for work' or that they require reasonable adjustments to work. Any discussions or agreed adjustments should be recorded.

Best practice for keeping absence records

There are easy steps you can take to maintain compliant records and avoid admin headaches.

Use absence management software

Track and maintain leave records easily by giving your team 24/7 access to a platform complete with mobile app. This centralised method helps you to automate your admin and keep all data and communication in one place.

Keep records confidential

Some leave is taken under very sensitive circumstances, but supporting documents and communication should be assumed confidential. Using a top absence management system like Leave Dates, you can protect your team's sensitive information.

Spot patterns early

Look out for wellbeing issues by running regular reports on your team's absences. You may be able to identify if someone hasn't taken leave and is close to burnout, or if team members may need extra support.

Running reports may also help you identify team members whose absence patterns may disadvantage others. Anything you find can help you to develop better policies in your business.

Final thought

Keeping accurate and consistent records is more than just compliance; it helps maintain a fair workplace. By maintaining good records of annual and sick leave, you create an environment where staff are treated equally, and their entitlements are respected.

Keeping good records can ensure that disputes are quickly resolved, minimise your admin and let you focus on building a healthy, happy team.

FAQs

Do I legally have to record annual leave?

Yes. Employers must record all statutory leave to be compliant with the Working Time Regulations.

Can employees see their own records?

Yes. Under GDPR, staff are able to request access to their personal absence and leave records.

What is the most effective way to create and store leave records?

Using absence management software, such as Leave Dates, you can securely store your employees' data and locate them at any time you need.

The information in this article is general and may not apply to specific circumstances. It should not be considered legal advice. We strive to provide accurate information, but cannot guarantee its accuracy. We are not responsible for any losses resulting from reliance on the information on this site.