Reporting Unauthorized Absence
This scenario explains what constitutes unauthorised absence, the financial and disciplinary consequences that follow, and the steps a Head of Department must take to document and report such absence. It also covers the related issue of persistent late arrival and how that must be managed.
Recognise What Counts as Unauthorised Absence
An officer is absent without authorisation when they fail to report for duty on any scheduled working day without having obtained prior leave approval from their Head of Department or without a medical certificate (in the case of sick leave). Even partial-day absences — leaving the workplace early without permission — can constitute unauthorised absence. Persistent late arrival is a related but separately managed issue (see Step 6). From the first day of unexplained absence, the HoD is required to begin documenting the situation.
Apply the Immediate Financial Penalty — One Day's Pay Per Day Absent
Under GO 03116, one day's pay is deducted from the officer's salary for each day of unauthorised absence. This deduction is not discretionary — it is a mandatory financial penalty that applies from the first day of unauthorised absence. The HoD must inform the Payroll/Finance section in writing as soon as absence is confirmed as unauthorised, so that the deduction is applied in the relevant pay period. The officer must also be informed in writing of the deductions being made.
Classify Unauthorised Absence as Gross Misconduct
The Code of Conduct classifies unauthorised absence as Gross Misconduct under Section 6.1.1. This means it is among the most serious categories of misconduct in the civil service and can, depending on circumstances, attract dismissal or other severe disciplinary penalties. The HoD must treat the matter formally from the outset — verbal warnings alone are insufficient. The HoD should issue a written query to the officer asking them to explain their absence and set a clear deadline (typically 48–72 hours) for the officer's written response.
Apply Progressive Discipline Based on the Officer's Response
Once the officer's written explanation is received (or if no response is received within the stated deadline), the HoD must assess the response and apply progressive discipline in line with PPM Chapter 9. The disciplinary progression is as follows: (1) First or isolated incident with a plausible explanation — written warning, with the absence recorded and pay deducted; (2) Second incident or insufficient explanation — formal disciplinary hearing initiated; (3) Persistent or prolonged unauthorised absence — referral for a full disciplinary hearing which may result in dismissal. The principle of natural justice requires the officer to be given a proper opportunity to be heard at each stage.
Document and Report to the PS-PMO
The HoD must maintain a complete written record of all unauthorised absences, including: dates of absence, any communication sent to the officer, the officer's response (if any), pay deductions applied, and any disciplinary steps taken. If the absence continues for more than 5 consecutive working days without explanation, or if the officer is absent on three or more separate occasions in a 12-month period, the HoD must submit a formal report to the PS-PMO through the Permanent Secretary. The PS-PMO may then initiate formal disciplinary proceedings at a higher level or recommend termination of appointment.
Handle Persistent Late Arrival Separately — Signed Attendance Register Required
Persistent late arrival to work is a distinct but related matter addressed under GO 12209. Where an officer is repeatedly arriving late without valid reason, the HoD is required to place the officer on a signed attendance register. This means the officer must personally sign in and sign out at prescribed times, and any late arrival is recorded with the exact time. The signed register forms the documentary evidence for any subsequent disciplinary action regarding timekeeping. Late arrival that amounts to significant lost work time should be treated similarly to unauthorised absence and may attract pay deductions and formal warnings under the same progressive discipline framework.
Scenario Complete
For the full legal text, see: GO 03116 and CoC Sec. 6.1.1 and PPM Ch. 9