Any employer who controls an hourly, distributed staff is familiar with the challenges of no-calls and no-shows, tracking an employee’s absence, and handling last-minute schedule changes.
Your business has probably implemented a call-in policy to simplify this process and guarantee enough time to effect changes while keeping staffing levels. However, what would happen if an employee’s absence is covered under FMLA (Family and Medical Leave Act)? Do the same practices apply?
Let’s discuss how FMLA impacts call-in policies and what you should do to be safe.
What is Employee Call-in or Call-out?
Employee call-in means that an employee reports to an employer or supervisor that he or she cannot come to work as planned, or call-out means an employee wants to inform the employer that they have to be absent from work for a certain period. These can be medical-related, personal distress, medical appointments or any other circumstances that may warrant one to make a call.
Employees use set reporting methods, such as phone calls, emails, text messages, or an absence management tool through which they ‘call in.’
Understanding Different Terminologies
Have you ever found yourselves in the middle of the “call in” versus “call off” versus “call out” confusion? Although relatively straightforward, they can sometimes be confusing, so let’s discuss this.
- Call In
- Call Off
- Call Out
What are Employee Call-in Procedures?
An employee call-in policy refers to rules and regulations that employees should adhere to when he or she cannot report to work or will be late. These policies should include who to notify, for which shift, and other information necessary to help HR handle such calls. Ensuring compliance with labor laws, maintaining better employee control, and minimizing no-call no-show instances is simple when an employer has a clear and adequately defined system for answering calls.
It can also assist the employees in knowing their attendance requirements and not suffering from discipline or confusion.
Types of Employee Call-ins
In this section, we’ve discussed the general understanding of the term “employee call-in,” in the subsequent section, we shall discuss some of the reasons employees may need to call in.
- Calling in Sick
- Emergency Call Out
- Unscheduled Late Arrivals
- Scheduled Absences
FMLA integration into Call-In Procedures
Integrating the Family and Medical Leave Act (FMLA) into your call-in policies is all about considering compassion alongside compliance. Here’s how you can incorporate it into your policy without getting entangled.
- Understanding FMLA Basics: The FMLA allows employees to take unpaid leave for specific family and medical reasons while retaining their group health insurance benefits. Regarding call-ins, the FMLA states that the employee should promptly notify the employer if a leave request is needed.
- Seamless Integration: They should begin by establishing training on FMLA basics, such as employee eligibility, procedures in the FMLA, and the rights and responsibilities of the employer and the employee, among other considerations. Ensure that all persons understand that they must be communicated when they report for FMLA leave, along with details such as the time frame and potential duration of the leave.
- Set Clear Expectations: If you allow employee calls, your call-in policy should state how an employee can request FMLA leave. This involves the identification of whom to contact, how to contact him or her and the information that has to be passed on as well as the time that is taken in the process. For instance, a straightforward statement such as, ‘If the caller is requesting FMLA leave, kindly inform them that they need to contact us promptly, and we shall assist them in the course of action required.”
- Document: Employers must document every FMLA call-in in detail. Writing down all the company’s and employee’s related actions is your go-to tool for staying compliant and guiding your staff through their leave.
- Be Proactive: Promote the practice of employees informing their employer of their need for FMLA leave as soon as possible. Since this is usually opportune, providing at least 30 days’ notice before the event is possible. However, if not, the best approach is to do it as soon as they can.
- Keep it Flexible: Life can sometimes happen unexpectedly without much of a prior hint. Make sure that you have a reasonable and lawful plan in place for dealing with last-minute FMLA call-ins. Do not always forget that every workplace is different; therefore, your FMLA call-in procedures must harmonize with the organizational tone. When in doubt, consult an HR professional or legal advisor to ensure compliance with the law when formulating your policy.
Employee Call-in Procedure: What to Include
The communication and call-in policies are significant so that the organizations can operate fluently and ensure no communication breakdown occurs. The above guidelines help ensure that employees and supervisors know how to deal with such situations, particularly absenteeism.
Here’s what to include in your employee call-in procedure: Here’s what to include in your employee call-in procedure:
1. How to Call In
Identify how employees can notify the company of their inability or unavailability to work. This can include:
- Phone calls: Establish an employee hotline for employees who cannot come to work. Ensure this number is posted and clearly stated in the company for the employees’ convenience.
- Emails: If email communication is preferred, ensure that the subject line is clear and concise and that the email format is specified. This may include writing his or her name, explaining why the absent person could not attend the meeting or session, providing any other details that one may find helpful, or even attaching a form that must be filled out and attached.
- Attendance management apps: Some companies’ teams may ask workers to install attendance tracking applications. Remember that apps can get complex; not all employees will feel okay using them on their devices, and some workers may not necessarily own a smart device.
- Text messages: Employment text messages are one of the most efficient and effective means for calling off employees. The employees have emphasized the option of texting, and a staggering 93% said they utilize this medium because it is easy to use. It is not creating tension here since the targeted hourly workers are already familiar with using technology specifically when sending text messages for years. At TeamSense, we rely on the fact that texting doesn’t complicate things and aims to make your and your employees’ lives easier and build trust between all your team members. The results speak for themselves: Specifically, our clients achieve 100% adoption of our rates, no employee complaints, and at least 38% less absenteeism rates.
2. When to Call In
In addition to explaining how to call in, you must also clearly define the timing for employees to report their absence: In addition to explaining how to call in, you must also clearly define the timing for employees to report their absence:
- Scheduled time offs: In case of intended absence from work (holidays, appointments), specify the number of days or weeks the employee should provide notice of the absence.
- Early notification: Promote as much as possible the communication of any forms of absence as early as possible before the shift, particularly in emergencies. Define a specific period that will enable one to make any necessary modifications.
3. Who to Call In To
In an organization that does not have a set procedure for calling in people, anyone can be called—another worker, subordinate, or manager at a lower hierarchy level.
This means that, through the developed call-in procedure, only the immediate supervisor or manager of the employee in question is informed at the right time.
This simplified absence management system helps ensure that your organization fulfills the call-in procedure without confusion about who to call. Employees don’t have to call anyone at all!
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Conclusion
It is all about call-in procedures, which are critical for maintaining discipline in any workplace. They ensure everything is in order and create awareness of organizational responsibility among the staff. In the right way, leaders can design robust frameworks that complement more freedom, and the needs of all parties will be considered.
FAQS
Many employers require at least 24-hour advance notice, but this may differ depending on the business type or job position.
Yes, they can be fired if they ignore the call-in procedure, but other penalties are also possible.
It is crucial to note that some industries’ needs could be different due to the characteristics of the tasks performed and the organizational load.
Inform your employer immediately and tell him or her what happened.
There may always be some situations where this rule is bent, such as a medical situation or any other out-of-the-ordinary situation, and this typically has to be supported by some form of writing, like a letter from a doctor.
Read More: What is a VoIP Phone?
