Employees can self-certify their sickness absence without needing a medical certificate by following their company’s formal process. This usually involves completing a self-certification form provided by the employer, detailing the illness and its duration. The form is typically submitted to HR or a manager, either in paper or electronically. The process may vary by company, with some accepting email notifications as sufficient, while others requiring a formal form.
Self-certification generally covers short-term absences, with longer periods needing a doctor’s note. For instance, in the UK, self-certification is accepted for up to 7 days, though the exact duration depends on company policies and local regulations.
What is self-certification?
Self-certification is a procedure where an individual asserts that certain information they provide such as their health status or professional credentials is true and correct. Widely utilised across various sectors including commercial driving and media content creation, self-certification removes the need for external verification, instead placing the onus on the individual or entity making the assertion.
Self-certification is commonly associated with notifying employers about one’s sickness, but its scope extends beyond that. Individuals may use it to authenticate their qualifications and skills when applying for jobs or licenses. Businesses can employ self-certification to confirm compliance with regulations, including environmental and safety laws, and to verify the accuracy of financial reports before external audits.
How does self-certification work?
- Self-certification involves an individual or business formally declaring that certain information is true.
- The declaration is made through a form or written document specifying all the necessary details.
- The completed and duly signed form/document is then submitted to the respective authority involved.
- The information is accepted as true, placing trust in the certifier's honesty.
- There can be occasional audits or checks to ensure compliance or accuracy, and if any information is found to be false or misleading, penalties or repercussions may arise based on the context.
The process of self-certification may differ based on the context and policies, but the core principle remains the same.
When can employees use self-certification?
Employees can use self-certification upon returning to work after a sickness absence to confirm their illness or inability to work. They can self-certify their absence due to sickness without the need to produce any medical note up to a certain period. Beyond this period, a 'fit note' from a doctor is usually required. The specific duration for self-certification can vary depending on company policies or local labour regulations.
How can employees self-certify from work?
While fairly straightforward, it's essential to understand the necessary steps for proper execution. The following steps outline how employees can effectively self-certify their illness from work.
1. Understand company policy and procedure
Most companies establish their own absence policies, often guided by local regulations and labour laws. It’s crucial for employees to understand their company’s self-certification policy, including the procedure to follow and any other specific requirements. This knowledge will provide clarity on critical details such as the duration for which self-certification is accepted and when a doctor’s note is required. Reaching out to your manager or HR is a good way to obtain detailed information on company policies.
2. Collect necessary information
Based on the absence policy and its stipulations, make sure you gather all necessary information and keep it ready for documentation. This may include reasons for your absence, details about the sickness, the start and end dates of the illness, the exact dates of your absence, and any other relevant medical information.
3. Fill self-certification form
The next step is to officially document the gathered information. Most companies require employees to fill out specific forms with the necessary details. Organisations without their own forms may use publicly available options. Depending on company guidelines, some may require prior notification via phone or email in addition to submitting the form, while others may accept a simple email stating your absence and the reason.
4. Submit the self-certification
Submit the completed form or written declaration to the designated person or department, such as your manager or HR, after you have returned to work. Depending on the company’s guidelines, submissions may be required either in paper format or electronically via email, or through specialised HR software.
5. Follow up if necessary
Once you’ve submitted your self-certification, the process should be complete upon receiving confirmation. If no confirmation is provided, it’s best to follow up to see if any further information is necessary. Provide any further details if needed, and ensure your self-certification is acknowledged. It's also recommended to keep a personal record of the self-certification for future reference.
How long can employees self-certify?
Self-certification is accepted for short absences due to illness, typically lasting less than 7 consecutive days (depending on local regulations and company policies, it could be more or less). In the UK, employees can self-certify for absences of up to 7 calendar days or less. The seven days are counted in a row that you’ve been sick, including the days you would usually not work, such as weekends and bank holidays.
Can you self-certify for more than seven days in a row?
No, an employee can self-certify if they are sick or unwell on their own for no more than seven days. If they have been away from the office for more than a week, a ‘fit note’ or ‘sick note’ signed and approved by a medical professional is generally required.
However, it's worth noting that during the COVID-19 pandemic, the UK government temporarily increased the self-certification period to 28 days. This means employees did not need a doctor's note for the first 28 days of sickness. It's always best to check the current government regulations and company policies regarding self-certification of illness.
How has self-certification changed?
In December 2021, the Government outlined changes to legislation with the most significant being around the extension to the self-certification period for employee illness (up from 7 days to 28.)
Changes to self-certification as per Gov.UK:
Self-certification for sickness has changed quite drastically in the UK in recent years, particularly in the context of sickness absence. As mentioned before, organisations allow up to seven days of self-certification for any employee, post which a note from a healthcare professional becomes mandatory. However, in December 2021, the government temporarily extended this period, allowing employees to self-certify for up to 28 days.
This change was introduced in response to the challenges posed by the COVID-19 pandemic and aimed to ease the pressure on healthcare services. It meant that instead of needing a 'fit note' from a doctor after seven days of sickness absence, employees could continue to self-certify their illness for up to four weeks. This change applied to periods of incapacity for work which started between 10th December 2021 and 26th January 2022.
However, this was a temporary measure, and the self-certification period reverted to seven days for absences beginning on or after 27th January 2022. As of today's date, organisations have reverted to the original model of allowing self-certification for seven days.
What does this mean for you?
Understandably, businesses and corporations need to recognise the impact of these changes and what the repercussions might be. Fortunately, these changes largely mean things remain business as usual when it comes to day-to-day sickness absence, with the self-certification changes largely intended as a measure to reduce the NHS's admin burden.
Keep in mind that the extension of the self-certification period doesn’t exclude businesses from seeking proof from employees that they are self-certifying sickness or isolation with regards to coronavirus. It is common practice for organisations to have a requirement included in their contracts of employment, whereby the employee must notify their place of work immediately of any sickness absence and provide any relevant evidence. The new changes only apply to self-certification and statutory sick pay entitlement, meaning you are still free to ask employees for proof of the need to self-isolate.
Statutory Sick Pay (SSP) and self-certification
Statutory Sick Pay (SSP) is a statutory benefit in the United Kingdom that provides financial support to employees who are unable to work due to illness or injury. It is a legal requirement for employers to provide SSP to eligible employees. The amount and duration of SSP are set by the government.
Self-certification comes into play when claiming SSP for sickness absences lasting fewer than seven days. It helps streamline the process and reduces the burden on both employees and employers in obtaining medical certificates for short-term absences. Employers should have a clear policy and process in place for self-certification to ensure accurate record-keeping and compliance with SSP regulations.
How much is SSP?
Statutory Sick Pay (SSP) in the UK is £116.75 per week, as of September 2024, and it can be paid for up to 28 weeks.
Who pays SSP?
It's important to note that SSP is paid by the employer to the employee if they are too ill to work. The employee is eligible to receive SSP from the fourth day they're off sick.
Managing self-certification during sick leave
Managing self-certification during sick leave is an important aspect of human resource management. It involves ensuring that employees understand the process of self-certifying their sickness absence and adhere to the company's policies. Typically, an employee can self-certify for the first seven days of their illness without a doctor's note. After this period, a medical 'fit note' is usually required. Employers should communicate these rules clearly and consistently to all employees.
Additionally, they should have a system in place to track and record self-certified sick leaves to maintain accurate records. This will not only aid in the management of employee welfare but also ensure compliance with statutory requirements related to sick pay.
Communicate your sick leave policy
Communicating your sick leave policy effectively is crucial in maintaining a transparent and healthy work environment. A well-communicated policy ensures that all employees are aware of their rights and responsibilities when they are unwell, preventing misunderstandings and potential disputes. It outlines the procedures for reporting illness, the duration of self-certification, requirements for medical documentation, and details about statutory sick pay. This not only provides guidance to employees during challenging times but also helps employers manage absences more efficiently. Moreover, a clear and consistent sick leave policy can contribute to employee satisfaction and retention, reinforcing the company's commitment to employee welfare.
Where can you find self-certificate sickness forms for employees?
In the UK, employees can find a self-certification form from several sources:
- The UK government provides an Employee's Statement of Sickness form (SC2) to claim Statutory Sick Pay (SSP) which can be found on their website.
- Bright Contracts Documentation offers a Self-Certification Form sample document for employers.
- Town Centre GP Surgery provides a Self-Certification Sick / Fit Note for less than 7 days.
- Royal Holloway University provides a Statutory Sick Pay (SSP) Employee's statement of sickness form on their intranet.
- Parkside Family Practice Self Certification Sick / Fit Note for less than 7 days.
- Rocket Lawyer provides a platform to make a free Self-Certification Form.
- Peninsula UK gives advice on how to create your own Self-Certification Form.
- HM Revenue & Customs offers a Self-Certification Form SSP to be filled online.
Across the globe, several organisations tend to use their in-house self-certification forms. In case your organisation does not have a designated form, you can download a form from one of the above-mentioned links and submit it to your organisation.
Can you create a company self-certification form?
Yes, an organisation can create its own self-certification form. Every business is different with different policies and absence management strategies, therefore, having self-certification forms specific to the requirements and objectives of the organisation is crucial.
Some of the more common fields in a form include
- Employee's name
- Department
- Date of illness
- Expected date of return
- Brief description of the illness
- Employee self-attesting section
Coming up with a self-certification form can be quite tricky and requires input from several verticals. The form should be built in accordance with the latest local legislations.
When to ask for evidence?
In the context of sick leave, evidence such as a doctor's note, also known as a 'fit note,' is generally not required by employers for the first seven days of sickness in the UK. This period can be self-certified by the employee. However, if an employee is sick and off work for more than seven days, employers usually require some form of medical evidence to support payment of SSP (statutory sick pay). Employers may also ask for evidence from employees who have frequent short-term absences. It's important that employers communicate these requirements clearly in their sick leave policies.
Benefits of self-certification
Self-Certification has a host of benefits that help streamline processes, increase efficiency, and foster trust across verticals in an organisation. Here are some of the key advantages:
- Efficiency and speed: Self-certification allows businesses to speed up procedures and formalities, reducing transaction costs.
- Trust and autonomy: Self-certification promotes trust between employers and employees. It gives employees autonomy over their health decisions and shows that employers trust their staff to manage their own health responsibly.
- Simplification: Self-certification simplifies the process of managing sickness absences. A form can be used to document the absence and reason without needing additional paperwork from a healthcare provider.
- Tracking: Employers can use self-certification forms to track the number of sick days and the reasons for absences. This can provide valuable data for managing workforce health and productivity.
Use OneAdvanced's HR software to make self-certification easy
OneAdvanced's HR software with self-service capabilities allow employees to log their sickness, streamlining the process and increasing efficiency. This feature provides a platform for employees to report their illness directly into the system without the need for manual paperwork or email communication.
The immediate update allows managers and HR departments to have real-time visibility of staff absences, which aids in planning and resource allocation.
Additionally, employees can fill out a digital self-certification form, detailing their reason for absence. This reduces administrative work and ensures that all necessary information is collected promptly.
These self-service capabilities offer further benefits for the employees. They can easily access their sick leave records, monitor their remaining sick leave allowance, and understand the company's sick leave policies better.
By digitising and automating the process, Advanced HR makes sickness reporting more accurate, faster, and user-friendly, benefiting both the organisation and its employees. Check out our HR software that makes core HR processes seamless.
FAQ
What is a self-certification form?
A self-certification form is a document employees fill out to declare their inability to work due to illness or injury. It includes important information like the employee's name, role, a description of the illness or injury, and the dates they were absent, complete with a signed declaration. Depending on company policy, organisations may provide their own forms or use publicly available options, which can be submitted in paper form, via email, or through HR software, and are maintained as an official record of the absence.
Can an employee self-certify after a sick note?
Yes, employees can self-certify if they fall sick again after a prior absence covered by a sick note. Generally, a sick note is required for longer absences where self-certification is not sufficient, so it's unnecessary to self-certify for periods already documented by a sick note. However, some companies may still require self-certification alongside a sick note, so it's best to check your company’s guidelines for clarification.
Do employee get paid for self-certification?
No, the self-certification process itself does not guarantee pay. Depending on company policy and the employee's contract, they may be entitled to paid sick leave or SSP for days unable to work. To claim this, self-certification may be necessary, especially for absences shorter than a week. For SSP, the illness must last more than three days, as the first three days are considered ‘waiting days’.
How many times can an employee self-certify?
There is no official limit on how many times an employee can self-certify, but employers may set policies to prevent misuse, often allowing around four instances per year. If an employee frequently self-certifies or takes sick leave often, employers may require additional documentation after a certain number of instances within a specific timeframe. It’s best to refer to your company’s sick leave policy or consult HR.
Can an employer override a doctor’s sick note in the UK?
In the UK, employers generally cannot override a doctor’s sick note. However, they can express concerns and request additional evidence, such as a second opinion, if they have doubts about the legitimacy of the fit note. A fit note from a medical professional carries significant weight regarding an employee's health and inability to work. Disregarding it without substantial reason can lead to legal repercussions, so employers should handle such situations carefully, following employment laws and consulting legal professionals when necessary.
Is evidence required for SSP?
Yes, to claim SSP, employees must provide evidence of incapacity if required by their employer. Self-certification is acceptable for absences of up to seven days, but a fit note from a healthcare professional is needed for longer absences or specific circumstances. The evidence can be a doctor's statement or medical evidence from a health practitioner.
How many sick days can one take off before applying for self-certification?
There is no minimum number of days required for self-certification; you can self-certify for even a single day if requested by your employer. Most employers may not ask for self-certification for absences of one or two days, but this ultimately depends on the company’s sick leave policy.
Do I need a self-certificate for 3 days off work?
Yes, if you are absent due to sickness for three consecutive days, you will need to self-certify your illness.
Does self-certification include weekends?
Yes, according to official guidelines, the number of days for self-certification should be counted in a row, including non-working days, weekends, and bank holidays. So, if you are sick from Friday to Tuesday, it will be five days of sickness for which you will self-certify.