What does AWOL mean?

What you don’t expect is for them to vanish with no word as to where they are or what time they will be back. In short, they are Absent Without Leave, also known as AWOL, or unauthorised absence.   

This happens when an employee: 

  • doesn’t report for / return to work, and 
  • hasn’t arranged to take leave beforehand, and  
  • hasn’t followed the company absence procedure. 

Examples of unauthorised absences could include an employee: 

  • going on holiday without prior authorisation, or where they believe the holiday has been authorised but it hasn’t 
  • being sick but not following the sickness reporting procedures. 

However, despite the negative connotations of unauthorised absences, not all will be grounds for disciplinary action. Sometimes, the absence will happen for reasons outside the employee’s control. They may:   

  • have had an accident while out of the office, can’t return to work and be unable to contact their employer 
  • have found out a relative / dependant has been caught up in a medical emergency and had no time to contact anyone at work 
  • have had a conflict with a colleague or customer and needs to take time away to cool down 
  • be suffering from severe mental health issues and not feeling up to speaking to anyone 

Several of these, and other reasons, may relate to protected characteristics, either of the employee or a family member. The employer should not, therefore assume that an unauthorised absence is grounds for immediate disciplinary action; indeed, doing so may prompt a claim for discrimination. 

Waiting for an explanation as to what has caused the absence is crucial, and indeed, once the reason has been uncovered, the employer may be very glad that they didn’t act hastily.  

Reducing unauthorised absences

There are several steps that employers can take to reduce both the likelihood of unauthorised absence and the level. Staff need to:   

  • understand the company sickness absence process 
  • know how to book holidays 
  • understand the consequences of being AWOL 
  • have phone numbers for their line manager and the main business switchboard 

The employer also needs to have accurate emergency contact details for all staff and their next of kin. This is important because of what happens after an unauthorised absence has been noticed. 

Steps to take when an employee is AWOL

Step 1. Try to contact the employee 

It may be possible to resolve the situation informally or by using a more formal approach.

Step 2. Invite the employee to an investigation meeting 

Step 3. Invite the employee to a disciplinary hearing 

If there’s still no contact from the employee, the employer should write to them and invite them to a disciplinary hearing.  

Step 4. Reaching an outcome 

If the employee does not attend either a hearing or a rearranged hearing, the next steps can be decided upon in their absence, using the information to hand.  

If at any point in the process, the employee makes contact, then their reasons for absence need to be taken into consideration when deciding what action to take.  

Dismissal

This should, as always, be a last resort, and evidence should be retained to prove that all steps have been taken before dismissal is considered. This will stand the employer in good stead if there is a tribunal claim following dismissal. 

The disciplinary policy will set out the definition of misconduct for that employer, how it will be investigated and what could happen to the employee as a result.  

How can we help?

Reacting to unauthorised absence is, as can be seen, a complex matter and one that depends on a great many variables. It’s crucial that employers get it right or they could find themselves facing claims for unfair dismissal or discrimination.  

Our expert advisers and lawyers can walk you through the process and we can also take a look at your policies and procedures in this area to make sure that you’re compliant with employment law. Why not give them a call to see how they can help you keep your business and employees protected?