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  4. Absence Category Matrix for COVID related absences on iTrent

Absence Category Matrix for COVID related absences on iTrent

Sickness Absence Categories:

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ReasonReason DetailmyTeam AreaAbsence TypeAbsence ReasonOther Information
Long or Post-viral COVID related sickness absence Employee whose reason for sickness absence is Long COVID or post-viral COVID as defined by a fit note Absence>SicknessSicknessLong COVID Employee will receive full pay based on their entitlement. Long-term absences will be managed as normal through the appropriate Attendance policy
Reaction to COVID-19 vaccineEmployee reports absence as the result of a reaction to a COVID19 vaccineAbsence>SicknessSicknessCOVID-19 Vaccine ReactionEmployee will receive full sick pay for the duration of absence. Long-term absences will be managed as normal through the appropriate Attendance policy

Absences of this nature should not last any more than 1 or 2 days

Special Leave Categories:

ReasonReason DetailmyTeam AreaAbsence TypeAbsence ReasonOther Information
COVID-19 Symptoms Employee is unfit for work due to symptoms of COVID-19 and unable to work from homeAbsence->Other Absence DetailsSpecial Leave – COVID-19 Symptoms n/a Employee will receive full pay 
An absence for this reason must be ended no later than 10 days after the start date (2 weeks). 
 
If the employee submits a fit note confirming they have COVID-19 symptoms the absence can be extended for another 7 days (1 week).   
 
If the employee remains absent after 2 weeks or 3 weeks (with a fit note) the absence must then be recorded as a sickness absence and managed as normal through the appropriate Attendance policy. 
Positive LFD test – asymptomatic (only to be used for Health & Social Care employees or limited group categories) Employee is unfit for work due to positive LFD test and unable to work from home Absence->Other Absence DetailsSpecial Leave – COVID-19 LFD Test Positive – unable to work from home n/aEmployee will receive full pay for 1 week.

If employee develops symptoms absence must be recorded as COVID-19 symptoms for a maximum of 10 days (2 weeks).

If at the end of the 3 week period (inclusive of the 1 week positive LFD absence) the employee remains absent the absence must then be recorded as a sickness absence and managed as normal through the appropriate Attendance policy. 
Long or Post-viral COVID related absence (only to be used for COVID-19 absences that commenced prior to 2 May 2022)Employee whose reason for absence is Long COVID or post-viral COVID as defined by a fit note Absence->Other Absence Details Special Leave – Long COVIDn/aEmployee will receive full pay for a maximum period of 9 weeks however fit notes must be provided for the duration of this absence. 
 
At the end of the 9 weeks if employee remains absent the special leave must be ended and a sickness absence record created. At which point the absence must be managed through the appropriate Attendance policy
Pregnant and unable to attend the workplace safely due to COVID-19 risksFor those employees who are pregnant and where the individual risk assessment has identified that it would not be safe for them to continue attending the workplace, special leave should be given unless the employee can work from home or be redeployed to an alternative location that would allow them to work safely.Absence>Other Absence DetailsOther Absence – Pregnant COVIDN/AEmployee will receive normal salary. No impact to employee’s sickness entitlement.
Pre-surgery Self IsolationEmployee is required to self-isolate for 14 days prior to having surgery.Absence>Other Absence DetailsOther Absence – Self Isolation (pre-surgery)N/AEmployee will receive normal salary. No impact to employee’s sickness entitlement.

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Updated on 2nd May 2022

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