Absence trigger points are predefined thresholds that, when reached or exceeded by an employee’s absence record, trigger a formal response from the employer. This response may range from an informal conversation to a formal disciplinary process. The purpose of trigger points is to provide consistency and objectivity in managing absence, ensuring that employees are treated fairly and that absence is monitored before it becomes a pattern. The most widely used trigger point system is the Bradford Factor, which calculates a score based on the frequency and duration of absence spells.
Key Takeaways
- Absence trigger points provide an objective framework for managing persistent absence
- The Bradford Factor is the most common trigger point system, but it must be applied flexibly to account for disability and other protected characteristics
- ACAS recommends that trigger points be clearly communicated in the absence policy and applied consistently across the organisation
What Absence Trigger Points Mean for Employers
Absence trigger points serve as an early warning system. Without them, absence can escalate unchecked until it becomes a serious operational problem. By setting clear thresholds, employers can intervene early, offer support and address underlying issues before they lead to formal action.
The Bradford Factor uses the formula S² x D, where S is the number of separate absence spells and D is the total number of days lost. The resulting score indicates the disruption caused by the absence pattern. For example, an employee with four separate absences totalling eight days scores 128 (4² x 8), while an employee with one absence totalling eight days scores 8 (1² x 8). The higher score reflects the greater disruption of frequent short-term absences.
Typical Bradford Factor trigger points are: 50 (verbal warning), 100 (written warning), 200 (final written warning) and 400 (dismissal). However, these are guidelines, not legal requirements. ACAS advises that trigger points should be used as a starting point for investigation, not an automatic outcome. The employer must consider the reason for the absence, any disability-related adjustments and the impact on the business before taking action.
In Australia, the Fair Work Commission has found that rigid application of absence triggers without considering the individual circumstances may constitute unfair dismissal. Employers must follow a fair process, including conducting a thorough investigation, considering reasonable adjustments and providing the employee with an opportunity to respond.
Absence Trigger Points Rules by Region
| Country | Rule | Detail |
|---|---|---|
| UK | ACAS Code of Practice | Trigger points should be clearly communicated, applied consistently and used as a starting point for investigation, not an automatic outcome |
| AU | Fair Work Act 2009 (Cth) | Rigid application of triggers without considering individual circumstances may constitute unfair dismissal |
| US | ADA and FMLA | Absence triggers must not discriminate against employees with disabilities; FMLA leave cannot be counted against triggers |
How Absence Trigger Points Work in Practice
A UK logistics company with 200 employees implements a Bradford Factor trigger system with the following thresholds: 50 (informal discussion), 100 (formal warning), 200 (final written warning) and 400 (dismissal). The policy is included in the employee handbook and communicated during induction.
An employee, Mark, has six separate absence spells over 12 months, totalling 15 days. His Bradford Factor score is 135 (6² x 15), which exceeds the 100 threshold. His manager conducts a formal absence review meeting, during which Mark explains that his absences are related to a chronic back condition. The employer makes reasonable adjustments, including modifying Mark’s duties and providing an ergonomic workstation. Mark’s absence rate drops significantly over the following six months.
Without the trigger point system, Mark’s absences might have gone unaddressed for longer, leading to greater disruption. With the system, the employer intervened early, offered support and retained an experienced employee.
Common Mistakes with Absence Trigger Points
- Applying trigger points mechanically without considering the reason for the absence, particularly disability-related absences protected by the Equality Act 2010
- Not communicating the trigger point thresholds in the absence policy, leading to disputes about whether the employee was aware of the system
- Using trigger points to target specific employees, which may constitute discrimination or victimisation
- Not adjusting triggers for employees with disabilities, which may breach the duty to make reasonable adjustments
- Failing to document the trigger point process, making it difficult to defend a dismissal at tribunal
FAQ
What are absence trigger points?
Absence trigger points are predefined thresholds that, when exceeded by an employee’s absence record, initiate a formal response from the employer. They are used to manage persistent absence consistently and objectively.
What is the Bradford Factor?
The Bradford Factor is a trigger point system that calculates a score based on the frequency and duration of absence spells using the formula S² x D, where S is the number of spells and D is total days lost. Higher scores indicate greater disruption.
Can trigger points be used to dismiss an employee?
Trigger points can be the starting point for a formal absence management process that may lead to dismissal. However, ACAS recommends that triggers are not used as an automatic outcome. The employer must conduct a fair process, consider reasonable adjustments and provide the employee with an opportunity to respond.
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