AWOL - HOW TO DEAL WITH IT?

Two cents for this reality: Every HR practitioner has faced this same problem with employees having the series of absences for long period without any notification given to the HR Department and to the department where he belongs.

The emerging question here is : Can we just delete him from the roster? Or can we just stop his services? Or worst, Can we just terminate him?

The answer is “Yes”, but after doing all the required legal steps. There might be a good reason why they’re gone without asking the necessary permission.

Dismissing an employee because of AWOL  is not just a simple process.

Steps to follow:

1.       Always give the benefit of the doubt. If they didn’t arrive within an hour try to ask their close friend/colleagues. If they can’t you any information, make a move to call the staff’s relatives/family. In cases like , the employee is living independently and just boarding , try to call the landlady or landlord which may be seen from his personnel data information sheet. Give a deadline for a response when you leave a message for the concerned employee. Do not forget to get the name of the person you have talked with. Take note of the moves you have taken and file in the Personnel 201 for the record and documentation purposes.

2.       After trying hard to contact the AWOL employees, you still haven’t got any idea on his whereabouts, it’s about time to send him an AWOL letter. It should show some concern and benefit of the doubt plus the explanation that if you haven’t received any response within 3 days upon receipt of the letter, then the corresponding disciplinary procedure which may lead to termination might be imposed. The letter should advise him to report within 3 days upon receipt of the letter or contact the HR Department for any information.

3.       Again, if you don not get a response, send him the second AWOL letter or a follow-up letter. This time, the content of the letter must be firmer, reiterating that they must contact the HR Department for whatever reason they may have otherwise the matter will be of more grievous offense and will be forwarded to further disciplinary action including dismissal.

4.       If no response again, a third letter for disciplinary proceedings may be sent through. Remind them of their rights and attach a copy of the related disciplinary policy. Be clear and explain that if they won’t contact the HR Department, the hearing will go on as scheduled and a decision will be made therein based on gathered facts. Disciplinary action may lead to Termination.

5.       In case of failure of the employee  to attend the hearing, the decision may be made. Send him a letter confirming the result of the hearing and do not forget to give him the right to appeal.

IF THE AWOL EMPLOYEE MADE CONTACT

In case that at at any stage in the above process, the concerned employee does respond and make contact,  the unauthorized absence may be converted to misconduct. Go through the applicable disciplinary procedure unless there is a good reason not to and that an appropriate evidence has been presented to support their reason. Example is a serious illness with a doctor’s advice.

DELIVERY METHODS OF THE LETTERS OF AWOL

To make sure that the letters you are sending are trackable which is very important for an evidence, send it via walk-in delivery, postage with stamp (registered mail), special delivery and first class mail.