What Absence Reasons mean

This guide explains the absence reason codes used in the system when recording staff time away from work.

Each absence reason represents a specific type of leave or rota change. These reasons help ensure absences are recorded consistently, reported accurately, and analysed correctly.

Important Rule for Analysis

Only S – Sickness is counted in Bradford Factor analysis.

All other absence reasons are planned, non-sickness related, or administrative rota adjustments, and
do not affect Bradford Factor scores.

Purpose of This Guide

Clarify what each absence reason means
Prevent incorrect use of sickness codes
Ensure accurate absence reporting

How to Use This Guide

Identify why the employee is not working their normal shift
Select the absence reason that best matches the situation
Use S – Sickness only when the absence is due to illness or health-related reasons

If the absence is not caused by sickness, it must not be recorded as sickness, as this will incorrectly impact
absence monitoring and Bradford Factor results.

C – Comp Leave (Time Off in Lieu)

Comp Leave is time off taken instead of payment for additional hours previously worked.
It is usually planned in advance and agreed with a manager.

This absence reason is not related to illness and does not affect Bradford Factor analysis.

M – Maternity

Maternity leave is time off taken before and after childbirth in line with statutory
and organisational maternity policies.

This is a protected form of leave and does not affect Bradford Factor analysis.

P – Paternity

Paternity leave is time off taken following the birth or adoption of a child,
in accordance with statutory or organisational policy.

This absence reason does not affect Bradford Factor analysis.

R – Rota Change

Rota Change is used when an employee’s scheduled shift is amended rather than the employee
being absent from work.

This is an administrative adjustment and does not affect Bradford Factor analysis.

S – Sickness

Sickness is used when an employee is unable to attend work due to illness or a health-related condition.

This is the only absence reason that is included in Bradford Factor analysis, as it measures
sickness absence frequency.

T – Training

Training is used when an employee attending training, courses, or mandatory learning
instead of their normal duties.

This absence reason does not affect Bradford Factor analysis.

U – Unpaid Leave

Unpaid Leave is approved time off where the employee is not paid for the absence.
It is typically used for personal reasons not covered by other leave types.

This absence reason does not affect Bradford Factor analysis.

W – Swapped

Swapped is used when two employees agree to exchange shifts rather than taking time off.

This is a staffing adjustment and does not affect Bradford Factor analysis.

Z – Holiday Absence

Holiday Absence is used when an employee takes booked annual leave as part of their holiday entitlement.

This absence reason does not affect Bradford Factor analysis.

Quick Check Chart

Absence Reason	Paid	Unpaid	Bradford Factor Analysis
C – Comp Leave	✓
M – Maternity	✓
P – Paternity	✓
R – Rota Change		✓
S – Sickness		✓	✓
T – Training		✓
U – Unpaid Leave		✓
W – Swapped		✓
Z – Holiday Absence	✓

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