Sickness Absence Statistics - Calculation and Content
What do the sickness absence statistics show?
The sickness absence statistics provide an overview of sickness absence in your organization.
The reports can show:
- sickness absence percentage
- self-certified sick leave
- medically certified sick leave
- duration of sickness absence
- absence time
- time worked
- total sickness absence
The reports are often used by managers, HR, payroll staff, and superusers who need an overview of sickness absence in Capitech Flow.
Where can you find the reports?
You can find the sickness absence reports in Capitech Flow.
How to do it:
- Go to Reports.
- Select the Absence category.
- Select the sickness absence statistics report you want to use.
Which sick leave reports are available?
Report | Contains | Note |
|---|---|---|
Sickness absence statistics per department | By department and in total | Shows absence and time worked per department |
Sickness absence statistics per sex | By gender and in total | Shows absence and time worked per gender |
Sickness absence statistics for clients | By client and in total | Used for group reporting |
Sickness absence statistics for employees | By employee and in total | Shows absence and time worked per employee |
The first three reports are published by default and are available to users with the Flow Admin role.
The Sickness Absence Statistics for Employees report is also included but is not published by default.
Who has access to the sick leave reports?
To view the sickness absence reports, the user must have the Flow Admin role.
How is the sickness absence percentage calculated?
Sick leave percentage is calculated as follows:
Sickness absence % = total sickness absence during the period / agreed man-days × 100
Sick leave includes both:
- self-certified sick leave
- certified sick leave
What are agreed man-days?
Agreed man-days (working days) are the basis used by the report to calculate the sickness absence percentage.
Agreed man-days are calculated as:
time worked + all absence, excluding vacation and temporary layoffs
Vacation and temporary layoffs are excluded from the report.
What do actual performed man-days mean?
Actual man-days worked performed are the registered working time converted into working days.
They are calculated as follows:
total time worked / standard working hours per day
The standard working hours per day are retrieved from Client settings > Absence. This is often 7.5 hours per day.
Time worked includes time categories of the Ordinary type. Overtime, compensation, and similar categories are not included as ordinary working time.
What is included in self-reported absence?
Self-reported absence shows:
- number of self-certification cases in the period
- total self-certified absence converted to person-days
The report includes absence codes defined as Self-certification
What is included in doctor certified absence?
Doctor certified absence shows:
- the number of medically certified sick leave cases during the period
- total medically certified sick leave converted into working days
The report includes absence codes defined as Sick leave.
How is sick leave grouped by duration?
Sickness absence is grouped according to the total duration of related periods of doctor certified sick leave.
Category | Explanation |
|---|---|
1-3 days | Sick leave where the total duration of related periods of medically certified sick leave is up to 3 days. |
4-16 days | Sick leave where the total duration of related periods of medically certified sick leave is from 4 to 16 days. |
Over 16 days | Sick leave where the total duration of related periods of medically certified sick leave exceeds 16 days. |
Of which over 8 weeks | Sick leave where the duration of related periods of medically certified sick leave exceeds 8 weeks. This figure includes sickness absence already counted under Over 16 days and must not be added to the other duration categories. |
What are related periods of medically certified sick leave?
Related periods of medically certified sick leave are periods that the system links because there has not been a new employer period between them.
The periods are automatically linked if there are no more than 16 calendar days between them.
Example:
An employee has a sick note from 01.10 to 15.10 and a new sick note from 18.10 to 22.10
These periods are calculated as one sickness absence case in the Over 16 days category, even though each period is less than 16 days.
What is included in other absence?
Other absence is absence that is neither self-certified nor medically certified sick leave.
Examples include:
- absence due to a child’s illness
- leave
- undocumented absence
Vacation and temporary layoffs are not included in other absence. They are excluded from the report entirely.
Does the report work for part-time employees and on-call employees?
Yes. The reporting also works for employees who work part-time, on call, or have variable working hours.
This is because the report is based on the actual working time and absence registered.
The calculation therefore does not rely solely on the employment percentage, start date, or end date.
However, all agreed working time must be registered as either:
- working time
- absence
If working time or absence is missing, the basis for the sickness absence statistics may be incorrect.
Why might the sickness absence percentage differ in reports per department and per employee?
The sickness absence percentage may differ if an employee has registered working time or absence in several departments during the same period.
This is not necessarily an error. It is because the reports distribute the underlying data differently.
What should you check if the numbers don't look correct?
If the sickness absence percentage does not look correct, check:
- that you selected the correct report
- that you selected the correct period
- that self-certified and medically certified sick leave are registered using the correct absence types
- that working time is registered for the correct employee
- that working time and absence are registered in the correct department
- that employees and departments are filtered correctly
- that Normal amount of hours per day is correct under Client settings > Absence
Frequently asked questions
Where can you find sickness absence statistics in Capitech Flow?
You can find absence statistics under Reports > Absence in Capitech Flow.
Which reports show sickness absence as a percentage?
The Sickness Absence Statistics by Department and Sickness Absence Statistics by Gender reports show sickness absence as a percentage.
How is the sickness absence percentage calculated?
The sickness absence percentage is calculated by dividing the total self-certified and medically certified sick leave during the period by the agreed working days and multiplying the result by 100.
What are agreed man-days?
Agreed man-days are the sum of time worked and all absence, excluding vacation and temporary layoffs.
Is vacation included in the sickness absence statistics?
No. Vacation is entirely excluded from the report.
Is overtime included in the sickness absence percentage?
No. Overtime is not included in the basis for calculating the sickness absence percentage.
Who can view the sick leave reports?
The user must have the Flow Admin role to view the sickness absence reports.
Do the sickness absence statistics work for part-time employees?
Yes. The report works for part-time employees because it is based on actual registered working time and absence.