Compassionate Leave

As a UK employer, you’ll undoubtedly recognise the importance of supporting employees at times of struggle and suffering. This should extend to allowing your staff time off work so that they can effectively process and manage any emergencies.

While such absences may be referred to as either compassionate or bereavement leave, there are vital distinctions between these two terms.

Compassionate leave may be taken as a result of having to deal with a difficult or distressing situation. However, bereavement leave involves the allowance of time off from work in the event of a loved one’s death.

Read on as we clarify the meaning of compassionate leave, emphasising the importance of supporting your staff for greater trust and better working relationships.

What is compassionate leave?

When employees face urgent and unforeseen situations and need time off from work, this is called compassionate leave. Such allowance may be made when an employee has to support a loved one who’s sustained a serious injury, or when there’s a flood or fire at the employee’s home.

The following instances are more examples of when you may allow your employees to take compassionate leave:

• To support a close family member who is going through a mental health crisis

• Having been involved in a traumatic event or a victim of a crime

• After the sudden breakdown of a marriage or partnership

Under UK employment law, you are not legally required to offer compassionate leave to your employees.

However, if an employee needs time off to deal with an emergency involving a dependent, then you are legally required to provide them with this time. This is known as time off for dependents or emergency leave.

Additionally, if your employee has defined caring responsibilities, you are legally required to give them time off work, under what is called carer’s leave.

How much compassionate leave can be taken?

If you choose to offer compassionate leave, ultimately, it’s up to you to decide how long you allow. Typically, compassionate leave will be of a limited duration, usually 1-3 days. However, this may be extended depending on personal circumstances and company policies. Just be sure to communicate your decision to your staff and set out a procedure for returning to work.

It’s important to discuss how the employee plans on returning to work following their agreed leave. A flexible and accommodating approach is recommended, with open dialogue to ensure a smooth transition back to the workplace.

How should you deal with a compassionate leave request?

An employee will ideally request compassionate leave at the earliest opportunity. This should give you the chance to review the request based on your company policies. You might also be able to arrange cover, ensuring that the leave has minimal impact on your business. So, it’s best to have a system in place to allow your employees to request time off, like an absence management system.

It’s important to treat the employee’s request with sensitivity, given that they may be in distress. You could request documentation to verify the need for compassionate leave. However, this won’t be appropriate in all instances. While you may refuse the request, all employees should be treated with fairness and respect.

These alternative options may be considered:

• Giving the option of using accrued annual leave or holiday entitlement to take the necessary time off

• Making flexible arrangements, such as the temporary adjustment of working hours or the option of working from home

• Allowing your employee to take sick leave

What kinds of support should you provide?

While there’s no legal requirement for employers to provide paid time off for compassionate leave. Support can always be given to ensure that workers don’t have the added stress in times of emergency.

If you choose to offer your staff compassionate leave, then a compassionate leave policy should be clearly communicated to all employees.

You should also consider other kinds of support that can be offered beyond the standard leave policy to help employees in managing crises. For example, giving your staff access to an Employee Assistance Program (EAP) including paid-for counselling, advice and other resources. Offering such support shows your commitment to worker wellbeing.

How can business continuity be ensured during compassionate leave?

While any employee absence is bound to have some impact, you’ll probably be keen to ensure that business continues as normal. This might mean arranging cover or temporary redistribution of their workload. But most importantly it requires thoughtful planning and effective communication.

Here are some tips to ensure business operations continue:

•  Maintain clear lines of communication to ensure that staff are aware of expectations

• Establish clear procedures and protocols for handling the workload of your employees on compassionate leave

• Leverage technology and automation to streamline processes and minimise the impact of a team member’s absence

• Develop contingency plans to address unexpected challenges and be prepared for the worst-case scenario

The level of adjustment will likely depend on the reason for the absence and the absent employee’s seniority and responsibilities.

Again, you should follow always follow your company policy—agreeing the amount of leave and offering support accordingly.

How can BrightHR help you manage compassionate leave?

Due to the nature of compassionate leave, it’s important to be aware and plan for emergencies. You should create and implement clear policies for the management of compassionate leave, set up a system for requesting leave, always communicate effectively, and show empathy toward your employees during difficult times and with sensitive issues.

This can help maintain a positive work environment while supporting your team in their moments of need. And remember that employees should be treated fairly, regardless of working relationships or personal characteristics. Your support will be vital during the most challenging of times. 

With features for recording and monitoring staff absence, BrightHR’s streamlined HR software can make all the difference. Plus, you can forget about any HR headaches with an online library of HR documentation, policies, and staff management.

Learn more about our absence management system today!