Return To Work Forms

Paper forms are a form of record keeping available on the Every HR system. The system generates templates for you to use, or you can upload existing forms of your own.

To make return to work forms available to employees returning from a period of absence you will need to go to the Settings page on Absence Management and turn on ‘Display Return To Work Form to Employees’.

A user will have access to all forms which have been assigned to them, however, to view and access all paper forms across all employees, the user must have the relevant permissions on Every HR.

What is a return to work form and when is one generated?

A return to work form records a meeting that occurs when an employee returns to work following an absence. It is distributed as soon as an end date is applied to an absence, not on the end date of the absence. For example, if the 30th September is input into the absence end date field on the 28th September, then the return to work form will be distributed on the 28th September.

Where can I find return to work forms and acknowledgements?

Return to work forms appear within the My Tasks page in My Portal for the individual being ‘reported to’, i.e. the employee’s line manager. The return to work form acknowledgement appears within the My Tasks page in My Portal for employee who has been absent. These will also appear within the Task Management module for individuals with the relevant permissions.

How do I ensure employees have read and acknowledged a return to work form?

‘Return to work acknowledgement’ is a task that the absent employee receives to confirm that they have acknowledged the information their line manager has included in the return to work form. This can be switched on by toggling the ‘Require Return To Work Form Acknowledgement’ option within the Settings page in the Absence Management module.

How can I set who receives the return to work form task for a specific employee?

You can set who receives the return to work form for a specific employee by altering the ‘Reports To’ field within the ‘Job Information’ tab of their employee record.

Every will generate a task titled ‘Return to work form required’ to ensure that the return to work form is completed by the line manager.

How can I monitor if return to work forms have been completed?

You can ensure all return to work forms have been completed by downloading the ‘Outstanding Self Cert and RTW forms’ report by going to the Absence Records page in the Absence Management module and clicking the blue 'Reports' button at the top.

How can I add documents or use my own, custom return to work form?

From within a sickness instance you have the option to add further documents, for example fit to work notes. Please attach using the ‘Add Document’ button in the ‘Documents’ tab below. If you would like to use your own return to work form, once you have clicked the green '+Add Return to Work Form', select the 'Upload Alternative Return to Work Interview' option at the bottom of the form. You are then prompted to upload your own version.

What is a self-certification?

A self-certification form is an employee’s declaration of why they were absent from work if they have been absent due to sickness. These are created through the absence record of the individual via the My Leave section from their My Portal area.

Self-certification forms include fields for confirming the date the absence began and ended, a brief description of the illness, and checkboxes to confirm if the illness was due to a workplace injury or incident, and if the employee visited a doctor during this absence.