Going AWOL, MIA and ghosting are all one and the same to describe someone who has ‘disappeared’ from work and whom you are unable to contact. In the workplace, this is a form of unauthorised absence, which requires investigation, without undue delay.
First, check that this employee is due to be at work and not on an authorised absence (holiday, sickness) you didn’t know anything about. For the purpose of this scenario, let’s assume that it’s been a couple of days and still no one has been able to get in touch with the employee, who seems to be ignoring all means of communication. What should you do next?
1. Contact their emergency person
It’s always best to check there isn’t an emergency situation occurring. Try to avoid sending hares running by worrying the primary contact – tell them you are trying to get in touch with ‘X’ about a work matter but have been unable to get in touch since [date] and they are the nominated emergency contact, hence the call. Nothing to worry about, just wondering if you’ve seen or heard from ‘X’.
2. No news – what’s next?
As long as there are no other reasons to worry about this employee, such as severe mental health issues, you can instigate the AWOL process. First, write a letter to summarise the dates they have been absent from work; how and how often you have tried to get in touch; and that you have not heard from them yet. Ask them to get in touch and give a deadline (usually 5-7 days). We suggest this letter is sent both to their personal email address, but also posted recorded delivery (keep proof of postage and delivery, as it will be trackable via Royal Mail). Depending on where you are in the payroll cycle, you may need to suspend pay until you know more. Back payment can always be made if the matter gets resolved.
3. Second letter
After the deadline, if you have still not heard from ‘X’, write the second letter; this time, tell ‘X’ that you still have not heard from them and are assuming that they do not wish to return to work. You must make it clear that if they don’t get in touch, you will accept their absence as an immediate resignation and their employment will end. Give them another 5 days to get in touch. Again, email and post recorded delivery, for proof.
4. Final letter
Providing you have not heard anything by the second deadline, the final letter can be emailed/posted recorded delivery. It will simply say that the employment has ended; that their last day of work was [the actual last date they were at work]; that this is recorded as unauthorised absence and it amounts to resigning with immediate effect, therefore notice in lieu does not apply.
In our experience, people either get in touch when they understand that a) they don’t receive any pay for days of unauthorised absence until we know more; and b) employment will end if they don’t get in touch.
If they do make contact, ensure you get the full story, which will help you gauge whether it should be sickness, unpaid leave and/or a disciplinary matter.
If you would like to discuss how we can help with unauthorised employee absence, contact us today.
