COVID-19: Recording absence in ESR

April 8, 2022

If a colleague tests positive for COVID-19 they should be instructed to follow the return to work guidance.

If colleagues are unable to work from home, their absence must be recorded on ESR.

The section to record absence can be found on ESR using the following path: ESR Self Service > My Team Personal Information > Absence

1. Search and select the correct employee record
2. Select Create Absence

If the related reason is added correctly to ESR, the sickness does not get counted as an episode by HR and the employee’s pay and entitlement to sick leave are not reduced in anyway.

1. Absence Type – Sickness
2. Level 1 Reason – S15 Chest and Respiratory Problems or any other appropriate reason (such as S13 Cold, Flu)
3. Enter the Start Date
4. Scroll down to Related Reason and enter Coronavirus (COVID-19) Do not enter an end date until they have returned to work
5. Click Submit.

The ESR team will be updating and adding information to the comments to provide more detail regarding the reason for absence and will be displayed as Code A, B, C etc. – Please do not delete this information.

Do not record a period of absence if the employee is working from home whilst COVID positive.

Colleagues can read the full information on how to record COVID related absence here.