
Blog
- Workplace Health & Safety
Home
Resources
Leave and Absence
Michelle Ann Zoleta, Health & Safety Team Manager
(Last updated )
Michelle Ann Zoleta, Health & Safety Team Manager
(Last updated )
Employee attendance plays an important role in workplace operations. When employees arrive late or miss work entirely, it can affect productivity, team dynamics, and service delivery.
Lateness and absenteeism are common challenges for Canadian employers. Understanding the differences between them and how they affect a business is a key step in managing attendance issues.
This blog explains how lateness and absenteeism are defined in Canada, the reasons they occur, and how employers can address them through policies, procedures, and legal compliance.
Lateness refers to when an employee arrives at work after their scheduled start time. Absenteeism occurs when an employee does not attend work as scheduled, either with or without prior notice.
Absences are generally divided into two categories:
According to Statistics Canada, the average absenteeism rate in Canada is 3.5%, with the public sector at 5.1% and the private sector at 3.1%.
Common causes of workplace absences include:
A written attendance policy helps both employers and employees understand expectations around lateness and absences. It creates consistency in how attendance issues are handled across the organization.
A good policy explains how to report absences, what documentation might be required, and the steps that will be taken if attendance becomes a problem. This clarity helps prevent misunderstandings and ensures fair treatment for all employees.
An effective attendance policy typically includes:
Having this information in writing creates a reference point for both managers and employees when questions or issues arise.
Having this information in writing creates a reference point for both managers and employees when questions or issues arise.
When an employee is repeatedly late for work, it can disrupt operations and affect team morale. Here's a structured approach to handling chronic tardiness:
Keep a simple record of each late arrival, including:
This documentation creates a clear picture of the pattern and provides factual information for discussions with the employee.
Make sure employees understand what “on time” means in your workplace. This includes:
These expectations can be shared during onboarding and included in the employee handbook.
When lateness becomes a pattern, meet with the employee privately to discuss the issue. During this conversation:
The goal is to understand any barriers to punctuality and help the employee overcome them.
If lateness continues despite the initial conversation, follow a progressive discipline approach:
A written warning should clearly state the problem, the expected improvement, and the possible consequences if the lateness continues.
Excessive absenteeism requires a thoughtful approach that considers both the needs of the business and the circumstances of the employee.
Use a consistent system to record employee absences. This might be as simple as a spreadsheet or as sophisticated as specialized HR software.
Look for patterns that might indicate a problem:
Accurate tracking helps identify whether there's a genuine attendance issue that needs addressing.
When you notice a pattern of absences, speak with the employee to understand why they're occurring. Some helpful questions include:
The answers will help determine whether the absences are culpable (within the employee's control) or non-culpable (due to factors beyond their control).
Under the Canadian human rights law, employers have a duty to accommodate employees with disabilities, including mental health conditions, up to the point of undue hardship.
Accommodation might include:
Each situation is unique and requires individual assessment based on the employee's needs and the employer's resources.
Termination due to attendance issues is a serious step that requires careful consideration of legal requirements and potential risks.
In Canada, there are two types of termination related to attendance:
Type |
Description |
Requirements |
Legal Risk |
With cause |
For serious misconduct after warnings and failure to improve |
Extensive documentation of issues and progressive discipline |
Higher risk if challenged |
Without cause |
When ongoing issues continue despite accommodation |
Proper notice or pay in lieu of notice as required by law |
Lower risk if proper notice/severance provided |
Before considering termination, ensure you have:
Canadian courts generally require employers to show they've been fair and reasonable before terminating for cause due to attendance issues.
Canadian employers have several legal obligations when managing employee attendance:
Provincial employment standards set minimum requirements for sick leave. These vary by province, for example, Ontario provides three unpaid sick days per year, while British Columbia offers five paid sick days plus three unpaid days.
Human rights legislation protects employees from discrimination based on protected grounds such as disability, family status, or religion. This means:
Privacy laws limit what medical information employers can request. Generally:
When creating attendance policies, ensure they align with these legal requirements to avoid potential human rights complaints or wrongful dismissal claims.
Mental health is a significant factor in workplace absenteeism. Supporting employee mental health can help reduce absences while creating a more positive work environment.
Practical approaches include:
By taking a proactive approach to mental health, employers can address one of the root causes of absenteeism while supporting their workforce.
An attendance management program provides a structured approach to tracking, understanding, and addressing attendance issues. Unlike simple disciplinary measures, it focuses on identifying patterns and finding solutions.
Key components of an effective program include:
When implementing such a program, ensure managers are trained to apply it consistently and fairly across all employees.
Managing employee lateness and absenteeism involves balancing legal compliance, operational needs, and employee wellbeing. It requires attention to documentation, privacy, and accommodation requirements.
Peninsula provides Canadian employers with HR support, including help with attendance policies, documentation templates, and guidance on handling complex cases. Our team is available 24/7 to answer questions about managing attendance issues in compliance with provincial laws.
To learn more about how our services can help your business, speak to a Peninsula expert today at (1) 833 247-3652.
Home
Resources
Leave and Absence