Time Off for Dependants Template

Purpose

This policy sets out how [Organisation Name] handles an employee’s right to take reasonable time off for unexpected emergencies involving a dependant.

Working through related paperwork at the same time? See also our Adoption Leave Policy, Annual Leave Policy and Bereavement Leave Policy.

Scope

This policy applies to all [Organisation Name] employees from day one of employment, regardless of role or contract type.

Policy Statement

[Organisation Name] will not penalise or disadvantage any employee for taking necessary time off during a genuine dependant emergency. This leave covers unexpected, urgent situations. It is not an alternative to annual leave, parental leave, or planned flexible working arrangements.

Definition of a Dependant

A dependant is:

• A spouse, civil partner, or partner.
• A child or parent.
• Anyone living in the same household as part of the family (excluding lodgers, tenants, or employees).
• Anyone who reasonably relies on the employee for help or care during an emergency.

Qualifying Circumstances

Employees may take time off under this policy for these unexpected events:

• A dependant falls ill, gives birth, suffers an injury, or is assaulted.
• The employee must arrange care for an ill or injured dependant.
• Regular care arrangements break down without notice (such as a sudden school or nursery closure).
• A dependant dies, and the employee needs to make arrangements or attend the funeral.
• An unexpected incident involving the employee’s child occurs during school hours.

Exclusions

This policy does not cover:

• Direct long-term or ongoing care.
• Planned events, such as scheduled hospital appointments or known school holidays.

If long-term care needs arise, employees should discuss ongoing leave or flexible working options with [Role].

Entitlement and Pay

• Duration: Employees receive a reasonable amount of time off to handle the immediate emergency and arrange care. Most situations take one or two days to resolve.
• Pay: [Insert Organisation Pay Position: e.g., All time off under this policy is unpaid / The first [Number] days of leave per year are paid, with subsequent leave unpaid].
• Pattern of Absence: There is no fixed annual limit on emergency absences. However, repeated absences for the same underlying issue will trigger a supportive discussion with [Role] to explore structured leave or flexible working.

Absence Notification and Recording Procedure

1. Contact [Role/Manager] as soon as practical on the day of the emergency. Explain the situation and give an estimated return time.
2. Update [Role/Manager] promptly if your expected return date or time changes.
3. Log the absence in [System] upon returning to work. Short dependant emergencies do not require medical or written evidence.

Records

• Record dependant leave separately from sickness absence in [System].
• Dependant leave does not count toward sickness absence management triggers.

Policy Review

[Role] maintains this policy and reviews it [Review Frequency] alongside related absence and bereavement policies, or when legislation changes.

Next review due: [Date]