9 January 2023
Reason for Memorandum:
Because absenteeism without good reason or cause and/or approval by management, it creates inconsistent behavior and practices in the workplace.
Regular/monthly visits to the doctor and/or clinic must be pre-approved by your direct manager (branch manager, area manager, or heads of department) by completing the attached form. (Clinic letter is available on the staff portal)
Monthly check-ups, maternity check-ups, etc. pre-approved by management, will be regarded as annual leave.
This form must be approved and signed by the direct/area manager and taken to the doctor or clinic.
At the clinic/doctor/hospital the letter must be completed, signed off, and stamped by the designated person and returned to your direct manager.
Four hours and less will be regarded as a normal working day.
If absent for more than four hours to one day, with a completed Clinic Letter, will be deducted from annual leave.
If no pre-approved letter is presented, it will be claimed as Unpaid leave and absence with “no work no pay”.
Regular absenteeism with employee excuses for clinic/doctor visits must be accompanied by a medical certificate. (More than one visit within 8 weeks or 6 visits in 6 months will be regarded as regular)
Irregular absenteeism includes specifically on Fridays and Mondays causes great concern and will be monitored.
It is important to inform your direct manager immediately if you are sick (illness or other purposes). Sick leave can only be approved by a registered medical person qualified to do so.
Non-compliance with the above will be regarded as absence without permission with no work no pay, and the necessary disciplinary actions.
It is the responsibility of the direct managers to do regular time and attendance, absenteeism, leave, sick leave, and unpaid leave of their staff members and report all leave and absenteeism to the HR office.
Download this memo here:
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