Managing Employee Lateness and Absenteeism: A Guide For Canadian Employers

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. 

Understanding lateness and absenteeism in Canada 

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: 

• Culpable absences: These are considered avoidable or without valid justification, such as repeated lateness without explanation. 
• Non-culpable absences: These are caused by factors outside the employee's control, such as illness or family emergencies. 

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: 

• Illness and injury 
• Mental health concerns 
• Family responsibilities 
• Transportation issues 
• Personal emergencies 

Why a clear attendance policy matters 

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: 

• Reporting procedures: How and when employees should notify their manager if they will be late or absent 
• Documentation requirements: What proof might be needed for certain types of absences 
• Progressive discipline steps: The process that will be followed if attendance issues continue 
• Accommodation provisions: How the company will handle absences related to disabilities or other protected grounds 

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. 

Steps to address chronic lateness 

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: 

1.Document each instance 

Keep a simple record of each late arrival, including: 

• The date and time the employee arrived 
• The reason given for the lateness 
• How it affected work operations 

This documentation creates a clear picture of the pattern and provides factual information for discussions with the employee. 

2. Communicate expectations early 

Make sure employees understand what “on time” means in your workplace. This includes: 

• Clear start times for shifts or work hours 
• How much advance notice is expected for lateness 
• Who to contact when running late 

These expectations can be shared during onboarding and included in the employee handbook. 

3. Hold a private meeting 

When lateness becomes a pattern, meet with the employee privately to discuss the issue. During this conversation: 

• Describe the pattern you've noticed using specific dates and times 
• Ask if there are underlying reasons for the lateness 
• Explain how the lateness affects the workplace and colleagues 
• Work together to find solutions 

The goal is to understand any barriers to punctuality and help the employee overcome them. 

4. Issue written warnings 

If lateness continues despite the initial conversation, follow a progressive discipline approach: 

• First, give a verbal warning 
• If the problem persists, provide a written warning 
• Document all warnings in the employee's file 

A written warning should clearly state the problem, the expected improvement, and the possible consequences if the lateness continues. 

Approach to excessive absenteeism 

Excessive absenteeism requires a thoughtful approach that considers both the needs of the business and the circumstances of the employee. 

1. Track absences accurately 

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: 

• Frequent absences on Mondays or Fridays 
• Absences that occur before or after holidays or weekends 
• Short, frequent absences without clear explanation 

Accurate tracking helps identify whether there's a genuine attendance issue that needs addressing. 

2. Investigate underlying causes 

When you notice a pattern of absences, speak with the employee to understand why they're occurring. Some helpful questions include: 

• “I've noticed you've been absent several times recently. Is everything okay?” 
• “Are there any work-related factors contributing to your absences?” 
• “Is there anything we can do to help you maintain regular attendance?” 

The answers will help determine whether the absences are culpable (within the employee's control) or non-culpable (due to factors beyond their control). 

3. Consider accommodation where possible 

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: 

• Modified work schedules 
• Temporary reduced hours 
• Changes to job duties 
• Work-from-home arrangements 

Each situation is unique and requires individual assessment based on the employee's needs and the employer's resources. 

When can termination be considered 

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: 

Before considering termination, ensure you have: 

• Documented all absences and late arrivals 
• Held discussions with the employee about the issues 
• Provided clear warnings about the consequences 
• Considered any accommodation needs 
• Followed a progressive discipline process 

Canadian courts generally require employers to show they've been fair and reasonable before terminating for cause due to attendance issues. 

Legal obligations under Canadian law 

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: 

• Employers must accommodate disabilities, including mental health conditions 
• Accommodation is required up to the point of “undue hardship” 
• Attendance policies cannot discriminate against protected groups 

Privacy laws limit what medical information employers can request. Generally: 

• Employers can ask for confirmation of the need for absence 
• Information about expected return dates is reasonable 
• Detailed diagnoses are usually not required 
• Medical information must be kept confidential 

When creating attendance policies, ensure they align with these legal requirements to avoid potential human rights complaints or wrongful dismissal claims. 

Supporting employee wellbeing and mental health 

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: 

• Employee Assistance Programs (EAPs): These provide confidential counselling and support services for employees dealing with personal or work-related issues. 
• Mental health resources: Providing information about available mental health services and reducing stigma around mental health discussions. 
• Flexible work options: Where possible, offering flexibility in work hours or location can help employees manage stress and personal responsibilities. 
• Regular check-ins: Simple conversations between managers and employees can help identify potential issues before they lead to absences. 

By taking a proactive approach to mental health, employers can address one of the root causes of absenteeism while supporting their workforce. 

Using an attendance management program 

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: 

• Clear definitions of acceptable and problematic attendance 
• Consistent tracking methods 
• Regular review of attendance data 
• Supportive conversations with employees 
• Appropriate accommodations when needed 
• Progressive steps for addressing ongoing issues 

When implementing such a program, ensure managers are trained to apply it consistently and fairly across all employees. 

Next steps for comprehensive HR support 

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.