Email CiviHR

Submit Sickness Absence in Days or Hours

Staff can submit requests to approve any absence due to sickness from their My Leave page in the Self Service Portal. 


Click on Record New Absence and select the Sickness option. 


CiviHR record new sickness absence


The Sick Absence popup form opens up. 


Submit Sick Absence in Days


CiviHR Sick Absence request in hours or days


  • The number in parentheses shows your current balance for Sick Leave. Note that many organisations do not allow any 'entitlement' for sick absence. In such cases the negative balance is the number of approved sick absence days for that staff till that point in time. 
  • Choose whether you would like to record sickness for a single day or on multiple days. 
  • Select the start and end date. On these dates, you can choose whether you would need the full day off, or half a day (AM / PM).
  • The amount of sick absence to be recorded is calculated automatically depending on the dates selected, your work pattern, and whether or not you work on Public Holidays. All your non-working days should be excluded from the sick absence calculation. 
  • Click on Change to see how much sick absence is being deducted on each date in your leave request. This is picked up automatically from your work pattern.
  • The list of Reasons can be configured by the HR Admin. Select the relevant option. 
  • The various evidence documents for Statutory Sick Pay such as Self certification, Return to Work are ticked by your Leave Approver after they receive your sickness request. You do not need to fill them at the time of making the request. (See Evidence Submission for Statutory Sick Pay below)
  • Add comments or upload any documents for your Leave Approver to go through while considering your request. 
  • When you submit a leave request, the system checks to make sure that you have no overlapping requests. 
  • Once submitted, you can track your request under Open Requests in your Leave Report. Your Leave Approver will receive an email notification alerting them about your request. They can then log into their CiviHR Self Service Portal and make a decision. 


Evidence Submission for Statutory Sick Pay

  • When your Leave Approver receives your sick absence request, they can mark the checkbox for the appropriate paperwork that would be needed for Statutory Sick Pay. 
  • They will change the status of the sick absence request to 'More Information Required'. 


CiviHR evidence for statutory sick pay


  • You will get an email notification alerting you that your Leave Approver has seen your request and would like you to upload the required paperwork into the same request.
  • Login to CiviHR, and go to My Leave > Report tab > Open Requests
  • Click on the 3-dot quick actions ellipsis, and select Respond. 


CiviHR Respond to sick absence more information required for statutory sick pay


  • The sickness request you submitted will open, showing you the paperwork you would need to upload. 
  • Go to the Files tab of the request, and upload the necessary files from your computer. You can also add comments for your Leave Approver confirming that you have uploaded the requested documents. 
  • Click Save. 
  • Your Leave Approver will get an email notification that you have re-submitted the sickness request, and will be able to review the uploaded files. 
  • They can then mark the sickness absence request as Approved. 
  • Note that the list of evidence documents displayed on the Sick Absence form is configurable by the HR Admin. 


Submit Sick Absence in Hours 


  • The number in parentheses shows your current balance for Sick Leave. Note that many organisations do not allow any 'entitlement' for sick absence. In such cases the negative balance is the number of approved sick absence hours for that staff till that point in time. 
  • Choose whether you would like to record sickness for a single day or on multiple days. 
  • Select the start date and time. 
  • Select the end date and time. 
  • The amount of sick absence to be recorded is calculated automatically depending on the dates selected and your work pattern. All your non-working days should be excluded from the sick absence calculation. 
  • Click on 'Set Custom Deduction' to change the number of hours of leave being debited on the start and end date, if you do not need the full day off on those dates.
  • Click on Change to see how much sick absence is being deducted on each date in your leave request. This is picked up automatically from your work pattern.
  • The list of Reasons can be configured by the HR Admin. Select the relevant option. 
  • The checkboxes for various documents such as Self certification, Return to Work are ticked by your Leave Approver after they receive your sickness request and see the reason. You do not need to fill them at the time of making the request. 
  • Add comments or upload any documents for your Leave Approver to go through while considering your request. 
  • When you submit a leave request, the system checks to make sure that you have no overlapping requests. 
  • Once submitted, you can track your request under Open Requests in your Leave Report. 
  • Your Leave Approver will receive an email notification alerting them about your request. They can then log into their CiviHR Self Service Portal and make a decision. 
  • See Evidence Submission for Statutory Sick Pay above describing how Leave Approvers can collect mandatory paperwork for paid Statutory Sick Leave. 


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