Please indicate the number of hours of absence over the year.

  • Radia Guira

If you counted the hours of absence differently than the guideline below, please explain your methodology in the comments section.
Should be included (not schedulled absences):
– Illness, sickness or injury leave (work-related or non-work related) with or without hospitalization
– Time lost due to industrial dispute
– Unauthorized leave and/or absence without leave
– Temporary suspension for disciplinary reason
Should be excluded (schedulled absences):
– Maternity, paternity, parental leave
– Sabbatical leave
– Employees who leave to follow a degree, doing studies
– Annual holidays
– Bank holidays
– Trainings
– Additional days off (e.g. moving day, wedding day, funerals)
– Annual shut down, exceptional shut down
– Departure notice period (paid but not worked)
– Other authorized leaves
– Absence time for more than 9 months (see rules for ‘Number of employees’) This indicator is cumulated from 1st Jan till 31 Dec and should be calculated year to date.
If the absence goes from year N-1 to year N, only the hours on year N will be reported on year N.
Absences of people who left the company must be taken into account.

This question is asking you to provide the total number of hours that your employees were absent over the course of the year. This refers to any absence, including sickness, personal leaves, official leaves, or unexcused absences. It’s crucial for accurate reporting on labor efficiency and productivity analysis to ensure sustainability in the workplace and a strong ESG score.

By mentioning « over the year », we are asking for a cumulative number, not broken down into weeks or months. This includes all your full-time, part-time, temporary, and other types of workers. It’s a comprehensive number that represents the overall time lost due to absences in your organization in the given year.

An example of an answer could be: « In the fiscal year 2020, our organization recorded a total of 3000 hours of absence across all our departments. » (Example: 3000 hours)

Understanding Absence Metrics in ESG Reporting

In the context of Environmental, Social, and Governance (ESG) reporting, tracking employee absences is a key social metric that reflects on a company’s workplace culture and operational efficiency. Employee absences can arise from a variety of reasons including illness, personal leave, or family obligations. It is important for businesses to accurately record the number of hours of absence over the year to manage their workforce effectively and to report transparently to stakeholders.

To start measuring and managing absence effectively, companies must first understand what constitutes an absence and how it impacts both the employee and the organization. Absences can be categorized into authorized and unauthorized, paid and unpaid, and can vary from short-term to long-term. Companies should have a clear policy in place to handle each type of absence. For detailed information on absence rights and policies, you can refer to the public service guidelines.

Calculating the Absenteeism Rate

One of the most reliable indicators of absence is the absenteeism rate. This metric is the ratio of the total number of absence hours over the total number of scheduled working hours in a given period. To accurately calculate this, you need to have detailed records of both the scheduled hours and the actual hours worked, as well as the hours missed due to absences.

The formula for calculating the absenteeism rate is as follows:

Absenteeism Rate = (Number of Absent Hours / Number of Scheduled Working Hours) x 100

Regularly tracking absenteeism rates can help businesses identify patterns or trends in employee absences, which can then be addressed through health and wellness programs or changes in workplace policies. For an in-depth explanation of how to calculate and interpret the absenteeism rate, the AIHR’s guide on absenteeism rate is a valuable resource.

Integrating Absence Data into ESG Performance

Integrating data on employee absence into ESG performance is not just about keeping track of numbers. It’s about understanding the underlying causes of absence and using this insight to create a healthier, more engaged workforce. A high rate of absence can indicate poor working conditions, low employee engagement, or workplace stress, all of which can negatively impact a company’s social performance and, by extension, its ESG rating.

Moreover, with the rise of sustainability reporting standards and frameworks, such as the Global Reporting Initiative (GRI) and the Sustainability Accounting Standards Board (SASB), companies are now encouraged to disclose quantitative data on employee health and well-being, including absence rates. Analyzing and reporting this data can help companies demonstrate their commitment to their workforce and to social sustainability.

For additional context on the significance of work hours and absences in ESG reporting, you can explore Eurostat’s comprehensive statistics on hours of work and absences from work.

In conclusion, accurately tracking and reporting the number of hours of absence over the year is a crucial part of ESG reporting. It provides valuable insights into the company’s operational efficiency and social responsibility. By following best practices in recording and analyzing absence data, companies like Matter can not only improve their ESG scores but also foster a more productive and supportive work environment for their employees.