How to manage sick leave requests in Australia
A complete guide to handling employee sick leave (personal/carer's leave) under Australian workplace law. Learn notification rules, entitlements, evidence requirements, confidentiality and how to manage absence patterns fairly.
Written by
Georgia Morgan
This guide provides general information about managing sick leave requests in Australia. It does not constitute legal, HR, or professional advice and should not be relied on as a substitute for advice specific to your business, workforce, or circumstances.
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Key takeaways
- Full-time employees get 10 days of paid personal/carer's leave per year, which accumulates
- Casual employees receive no paid sick leave but can take unpaid carer's leave
- You can request reasonable evidence, such as a medical certificate or statutory declaration
- Handle health information confidentially and store medical certificates securely
Sick leave: the key facts
In Australia, sick leave is part of the "personal/carer's leave" entitlement under the National Employment Standards (NES). Full-time employees receive 10 days per year, which accumulates over time.
The same pool covers an employee's own illness or injury and carer's leave to look after an immediate family or household member. Casual employees don't accrue paid sick leave, but can access unpaid carer's leave.
Sick leave entitlements by employee type
How much paid personal/carer's leave each employment type receives under the NES.
| Employee type | Annual amount | Accumulates | Paid |
|---|---|---|---|
| Full-time employee | 10 days per year | Yes, indefinitely | Yes |
| Part-time employee | Pro-rata (e.g., 5 days for 0.5 FTE) | Yes, indefinitely | Yes |
| Casual employee | No paid sick leave | N/A | No (loading compensates) |
Set a clear notification protocol
Consistent reporting starts with a clear rule everyone knows. Best practice is for employees to notify their manager directly and as early as possible before their scheduled shift, stating the reason and how long they expect to be away.
What a good protocol covers
- When to notify (e.g. at least one hour before the shift starts)
- How to notify — a direct phone call is preferred over text or email
- Who to contact (direct manager, then HR)
- The reason and expected duration of the absence
Document the protocol in your handbook and apply it consistently. Leave management software lets staff log absences from their phone so notifications and balances stay in one place.
6 steps to managing a sick leave request
Work through these steps each time an employee reports sick.
Establish clear notification procedures
Define how and when employees must notify you of sick leave.
Tips:
- Specify the required notification time (e.g., before shift starts)
- Define the contact method (phone, app, manager text)
- Clarify who should be contacted (direct manager, HR)
- Include procedures in your employee handbook
Receive and acknowledge the request
When notified, acknowledge the absence and begin planning coverage.
Tips:
- Respond promptly to confirm you've received the notification
- Wish them well – don't interrogate about illness details
- Ask about expected duration if appropriate
- Start arranging coverage for their shifts
Check leave balance and entitlements
Verify the employee has sufficient sick leave available.
Tips:
- Full-time employees: 10 days per year, accumulates
- Part-time: Pro-rata based on ordinary hours
- Casuals: No paid sick leave (but may have unpaid carer's leave)
- Check if leave was taken in advance or awaiting accrual
Request evidence if appropriate
Determine whether to request a medical certificate or statutory declaration.
Tips:
- Check your award or policy for evidence requirements
- Evidence is commonly required for absences over 2 days
- Can request evidence for single days if reasonable
- Accept statutory declarations as alternative to medical certificates
Manage the absence period
Maintain appropriate contact during extended absences.
Tips:
- For short absences: minimal contact, just acknowledgment
- For extended illness: periodic welfare checks are appropriate
- Respect privacy – don't demand medical details
- Keep records of all communications
Process the leave and return to work
Update records and support the employee's return.
Tips:
- Process leave in your payroll/HR system
- Deduct from sick leave balance
- For extended illness, consider a return-to-work conversation
- Address any patterns of concern separately
When to request evidence
You can ask for evidence that the leave was for a genuine reason — a medical certificate or a statutory declaration — provided the request is reasonable. Many awards set when evidence can be required.
Single day absence
Evidence: Not typically required, but can be requested if reasonable
Check your award – some require evidence for any absence
2+ consecutive days
Evidence: Medical certificate or statutory declaration
Most awards allow this requirement
Absence before/after leave
Evidence: Can be requested for sick days adjacent to approved leave
Helps identify potential leave abuse patterns
Pattern of absences
Evidence: Can request evidence after documented pattern discussions
Must be applied consistently and reasonably
Extended absence (1 week+)
Evidence: Medical certificate with expected return date
May need ongoing certificates for continued absence
Confidentiality and privacy
Sick leave usually involves personal health information, so handle it carefully. You can ask how long someone expects to be away and whether they need support, but employees are not required to disclose a specific diagnosis.
Handle health information securely
Store medical certificates and health details securely and separately from general personnel files, and limit access to those who genuinely need it. Mishandling health information can breach privacy obligations.
Managing absence patterns
Most sick leave is genuine, but it's reasonable to monitor for patterns — for example repeated Monday or Friday absences — and address them supportively, not punitively. Start with a private, fact-based conversation to check whether there's an underlying issue such as a chronic condition or workplace stress.
For longer absences, a brief return-to-work conversation helps the employee transition back. Treat sick leave consistently with how you handle other absences, such as annual leave requests, so staff are managed fairly.
Regulatory sources
This guide is aligned with official Australian workplace regulations.
How RosterElf helps with sick leave
Purpose-built tools to make sick leave faster, easier, and compliant for Australian businesses.
Related guides
More resources for managing leave and HR processes.
Simplify sick leave
RosterElf lets staff report sick leave through the app and helps you find shift replacements quickly. Built for Australian small businesses.
Frequently asked questions
- Full-time employees are entitled to 10 days of paid personal/carer's leave per year under the National Employment Standards. Part-time employees receive a pro-rata entitlement based on their ordinary hours. Sick leave accumulates from year to year and does not expire.
- No, casual employees do not receive paid sick leave. This is compensated by their casual loading (usually 25%). However, casuals are entitled to 2 days of unpaid carer's leave per occasion to care for an immediate family member.
- They're the same entitlement pool. Employees can use their personal/carer's leave either for their own illness or injury (sick leave) or to care for an immediate family or household member who is sick, injured, or facing an unexpected emergency (carer's leave).
- Generally no. Unlike annual leave, sick/personal leave cannot typically be cashed out. Some awards and enterprise agreements may allow it under specific conditions, but it's not a standard entitlement.