If your staff member is unwell and unable to attend work, they must contact you within one hour of their normal starting time on the first day of their absence.
Once you are aware that a staff member will not attend work due to illness, you need to inform NSSO of their absence by submitting a Notification of Unscheduled Absence e-form through your HR self-service account.
Step 1: Log into HR self-service
You can log into your HR self-service account by selecting Log into HR self-service on the NSSO home page.
Step 2: Navigate to the Unscheduled Absence e-form
You will be brought to the Employee Tab when you login; select the Manager tab at the top of the page. On the left side of the page, there is a list of Manager Self Service options. Under the category ‘Sickness Absence’; click 'Unscheduled Absence'.
On the Unscheduled Absence e-form page, there is a list of your direct reports.
To submit a new Unscheduled Absence e-form, click the name of the staff member. This will bring you to the Unscheduled Absence Screen for this staff member. On the Unscheduled Absence page, click the button ‘Create New E-Form’.
Note: If the first line manager is absent, the second line manager can submit an Unscheduled Absence e-form on behalf of the absent line manager.
Step 3: Complete the Unscheduled Absence e-form
You need to complete the following four fields of the e-form:
Complete this field with the begin date of the absence. Click the calendar symbol to view a calendar, or enter the date in the text box manually.
Complete this field with the end date of the absence. Click the calendar symbol to view a calendar, or enter the date in the text box manually. The end date is the last day the staff member is expected to be absent.
If the end date is unknown raise the absence for one day; you can extend it on your managers’ page as more information becomes available to you. Note that the employee’s absence starts from the begin date entered by the manager on the Unscheduled Absence e-form. To avoid overpayments, it is the manager’s responsibility to update the end date regularly if the officer does not return to work on the end date recorded.
Use the dropdown menu to select from two types of absence; certified sick leave and self-certified sick leave.
Enter the reason for the employee’s absence. You can choose from three options: Ordinary Illness, Unauthorised Absence or Work Related Injury.
The Absence code defaults to UND (Undisclosed). If the absentee has disclosed the type of illness they have, the absence code should be changed to reflect this.
Use the dropdown menu to choose from a list of absence codes, and click the relevant code. If you are unsure of the absentee’s illness, or if there is no relevant absence code listed, you should choose ‘other’.
Manager comment box
This box allows you to enter comments, which you think are relevant to the absence. This box can be left blank if there is no further information needed.
Before you submit your e-form, please ensure that the form is fully completed and all information is correct. Once you are satisfied the form is complete, click ‘submit’.
You will receive an email advising you that the NSSO have received the absence notification, and that the absentee will need to complete a Resumption of Work e-form on their return to work.
When an employee returns to work from an absence, they need to complete a Resumption of Work e-form immediately. Once the employee submits the Resumption of Work e-form, you will receive an email directing you to approve it.
Note: You should conduct a Return to Work meeting in line with Circular 05/2018. This should ideally take place on the day of the absentee’s return to work.
Step 1: Log into HR self-service
Once the absentee has submitted their Resumption of Work e-form, you will receive a notification to complete the manager section of the form. This email will contain a link, which will bring you to the HR self-service login screen. Click on the link in the email and log in.
Step 2: Access the Resumption of Work e-form
Select the Manager tab on the top of the page. On the left side of the page, towards the bottom there is a list of self-service options. Under the category ‘Sickness Absence’, click Resumption of Work.
On the Resumption of Work form for Direct Reports screen, you will find a list of your staff. Click the name of the absentee to reach the Resumption Work forms page for this person. Click on ‘Click to Complete Form’ button to access the e-form.
Note: The Resumption of Work e-form is submitted automatically to the first line manager. If the line manager is not available to approve the e-form, please contact NSSO HR Services.
Step 3: Complete the Resumption of Work e-form
The top of the e-form notes whether the absence is due to self-certified or certified sick leave. If the absentee has entered incorrect information, note this in the comment box.
For self-certified sick leave, the absentee must tick a box to confirm their absence was due to illness. For certified sick leave, the absentee must ticked a box to confirm relevant certs have been emailed or posted to NSSO HR Services.
The lower half of the Resumption of Work e-form contains a number of declarations. You must click the relevant declarations in order to complete the Resumption of Work e-form.
Indicate on the dropdown menu if the absence is part of a pattern, noting any relevant comments in the box provided. Once all information has been input, click ‘approve’. The absentee will receive an email to confirm that their Resumption of Work e-form has been approved.
If there are any health and safety implications arising from the absence, please note this in the manager’s comment box and notify your retained HR unit of the details.
How to view the 1-4 year sick absence report
The 1-4 year sick absence report records all certified and self-certified absences over a one year and four year period. To access the HR self-service, follow the same steps as the Resumption of Work e-form.
Locate the Sickness Absence area in the list on the left side of the page. Click the 'Absence Inquiry' link, which will give you a list of your direct reports. Click the name of the staff member you wish to view.
The 1-4 year sick absence report will show the officer’s sick absence record over the last four years.
Note: Line managers cannot see the reason for staff absences; you will only the dates of absences and whether each absence is recorded as certified sick leave or self-certified sick leave.
You can download an Irish version of this page below.