When an employee faces a serious illness, injury or health condition that prevents them from working, it's obviously most stressful for the staff member involved. But it can also create significant challenges for employers in terms of maintaining productivity, managing workloads, and providing adequate support. In this guide, we'll explore what employers and HR professionals need to know about long-term sickness, from defining what it is and what employees are entitled to, to the responsibilities of employers and what best practice looks like. What is long-term sickness?Long-term sickness absence is a prolonged period of absence from work due to a medical condition. The exact definition can differ, so employees should check their company's absence policy for specific guidelines as to who is classed as long-term sick. Generally, though, an absence lasting more than 4 weeks is considered long-term.The term ‘sickness’ also needs clarifying. In this case, ‘long-term sickness’ covers both mental and physical illness, and includes injuries requiring extensive recovery time. Long-term sickness employee rightsLong-term sick payWhen an employee is on long-term sick leave in the UK, the law states that employers have to provide Statutory Sick Pay (SSP) for up to 28 weeks. In practice, many employers offer long-term sickness pay beyond this period. The amounts and extent of any long-term sick pay after 28 weeks will usually be outlined in the company’s long-term absence policy and/or the employee's contract.The law states that employees should continue to accrue holiday entitlement even while on long-term sick leave.In the UK, employees on long-term sickness absence have certain rights protected by law. For example, if they have been employed for more than 2 years, they are protected from unfair dismissal or redundancy solely due to their absence. That said, employers may consider dismissal or redundancy if the absence becomes too prolonged, or if it is deemed that the employee cannot reasonably fulfil their job duties due to their condition. In making this decision, the employer must take into account the nature of the illness, the likelihood of the employee returning to work, the prospect of the illness recurring, the need to have someone doing the role, the likely impact of the employee's absence on their business and other staff members, and whether the employee has been given notice that the absence could lead to dismissal. Employers should also explore options such as phased returns, flexible working arrangements, or alternative roles that may be more suitable given the employee's circumstances. Under the Equality Act 2010, employees with disabilities or long-term health conditions are entitled to reasonable adjustments from their employer to facilitate their return to work, or to enable them to continue working. This requirement applies whether or not the employee has completed the two years of employment required to sue for unfair dismissal. Long-term sickness benefitsIf a UK employee is on long-term sick leave and their income is affected, they may be eligible for long-term sickness benefitsThe New Style Employment and Support Allowance (ESA) provides support for those with a disability or health condition that affects how much they can work. Applicants need to have paid enough National Insurance contributions and they cannot get New Style ESA if they are claiming SSP. Universal Credit is available to anyone on a low income, regardless of whether they're employed. So, if an employee is on long-term sick leave and not receiving their normal salary, they may be able to get Universal Credit even if they normally earn too much to qualify. Additionally, the Personal Independence Payment (PIP) is designed to contribute to the extra costs associated with living with long-term sickness or a disability if your condition makes it difficult to do everyday tasks or to get around. The Citizens Advice Bureau is a good place for employees to find information and support regarding the government benefits available to them based on their specific circumstances.Managing long-term absenceFor employers and HR teams, managing employees’ long-term sickness absence effectively is crucial to maintaining a productive and supportive workplace. You should have a comprehensive, long-term sickness policy, which outlines the procedures for handling extended absences, including communication protocols, return-to-work plans, and reasonable adjustments.When employees do become absent due to illness or injury, maintaining regular communication is essential, both to understand their condition and to explore potential accommodations or adjustments that could speed up their eventual return to work.Flexibility: Offering flexible arrangements, such as remote working, flexible hours, or compressed workweeks, can greatly reduce staff sickness. Flexibility enables employees to better manage their personal and professional lives, reducing the strain that can lead to illness. By accommodating individual needs, employers can help maintain a healthier and more engaged workforcePay: Ensuring fair and competitive pay is another key factor in reducing staff sickness. Adequate compensation helps alleviate financial stress, which can be a major contributor to health issues. When employees feel they are fairly compensated for their work, they are more likely to remain motivated and less likely to experience the stress that leads to long-term sickness.Preventative health and wellbeing support: Studies have shown a link between employee stress and productivity, and implementing preventative health and wellbeing support through employee benefits can proactively reduce sickness. Offering programmes such as regular health screenings, mental health support, and wellness initiatives encourages employees to take care of their health. This proactive approach can help identify and address potential health issues before they become serious.Insurance: When the worst happens, insurance provides support that can help to mitigate the impact of long-term absences. YuLife’s Group Health Insurance, in partnership with Bupa, ensures that employees have access to necessary medical care, reducing the financial barrier to treatment. By covering regular check-ups and preventative care, insurance helps employees maintain their health, leading to fewer absences due to illness. Group Income Protection pays a percentage of an employee’s salary if they are unable to work due to long-term injury or illness. Critical illness cover differs from income protection in that it pays out a lump sum, rather than a portion of salary. Group insurance from YuLife also incentivises employees to develop healthier habits by rewarding them for walks, workouts, brain training and meditation.How to support employees returning to work after long-term sicknessSupporting employees returning after long-term sickness requires a proactive and compassionate approach. Organise a return-to-work meeting to discuss the employee's health, any necessary accommodations, and a plan for their reintegration. Consider a phased return, gradually increasing the employee's workload and responsibilities over time—it’s important to avoid overloading the employee with tasks or a large backlog. You should also offer ongoing support with adjustments and workload management, and check-in regularly to monitor progress, address any concerns, or adjust plans as needed. Recognise that each employee's needs are unique, and avoid making generalisations or assumptions. By adopting a proactive approach, employers can effectively manage long-term sickness, support their employees’ wellbeing, and maintain a productive and inclusive workforce. And that isn't just good for employees, it's good for business too.