Managing work absences is a crucial topic for companies. Absenteeism can have various causes, some justified and others not, making it essential to understand the applicable legislation and how time banks can be used to minimize its impact. 

PGPlanning offers advanced solutions for monitoring and managing these absences and their justifications in an organized and efficient way, using time banks and its labor document manager for justification submissions. 

Working Time, Overtime, and Weekly Rest 

The duration of working time corresponds to the period in which the employee is available to the employer to perform their duties. In Portugal, the maximum limit is set at 40 hours per week and 8 hours per day, except in cases of adaptability schemes or time banks. 

In addition to regular working hours, overtime may be performed, with a general limit of 2 hours per day, up to a maximum of 150 hours per year for most workers, increasing to 175 hours for micro and small businesses. 

Weekly rest and public holidays are mandatory rest periods for employees. According to the law, there must be at least one mandatory rest day per week, typically on Sundays. 

These periods are fundamental to ensuring the employees’ physical and mental recovery, contributing to their productivity and well-being. 

Absences from Work and Portuguese Legislation 

The Portuguese Labor Code states that absences from work can be justified or unjustified, with each type having different legal and financial implications for employees. 

1. Justified Absences 

Justified absences are accepted without disciplinary consequences, though they may or may not be paid, depending on the situation. 

These include, for example: 

  • Illness: The employee must inform the employer of their absence on the same day, unless an unavoidable circumstance prevents it, and provide a medical certificate if the absence exceeds three consecutive days. 
  • Caring for children or grandchildren: Employees may take up to 30 days per year for children under 12 years old and 15 days for older children. In the case of grandchildren, 30 consecutive days are allowed after birth if the parents are minors. The employee must notify the employer as early as possible and provide a medical certificate proving the need for assistance. 
  • Parental leave (childbirth): Initial maternity leave ranges from 120 to 150 paid days, and fathers are entitled to a mandatory 28-day leave (with the first 7 days immediately following the birth). The employee should notify the employer at least 10 days in advance, if possible, and provide a hospital document or birth certificate. This topic may be further explored. 
  • Death of a family member: Depending on the degree of kinship, employees are entitled to 2 to 5 days of justified absence. The absence must be communicated immediately and accompanied by proof, such as a death certificate. 
  • Marriage: Employees are entitled to 15 consecutive days of justified absence. The absence must be communicated at least 5 days in advance and justified with a marriage certificate or equivalent document. 
  • Academic exams (working students): The employee must notify the employer 5 business days in advance and provide a document from the educational institution confirming the exam. 
  • Taking Tests in Public Tenders: Employees may take unlimited time off, provided it is properly documented. 
  • Judicial or military summons: The employee must inform the employer as soon as they receive the summons and provide an official document from the summoning entity. 

2. Unjustified Absences 

An absence is considered unjustified when the employee fails to provide justification within the required timeframe or when the reason does not fall within the legally recognized categories. In such cases, absenteeism can have serious consequences. 

Unjustified absences may lead to penalties, such as salary deductions and, in severe cases, termination for just cause: 

  • Loss of salary corresponding to the absent days. 
  • Accumulated unjustified absences of 5 consecutive days or 10 non-consecutive days within a year may result in dismissal for just cause if they cause harm or pose a risk to the company. 
  • Deduction from the employee’s length of service, affecting career progression. 

Absenteeism Limits in Allowance Calculations 

Uncontrolled absenteeism negatively affects both employees and companies, potentially compromising productivity and workplace organization: 

  • Unjustified absences can lead to a proportional reduction in holiday and Christmas allowances based on the number of absent days. 
  • If the absences are justified, allowances are only affected if there is no entitlement to salary during the absence. 

Time Banks: An Effective Alternative for Managing Absences 

A time bank is a tool that allows flexible working time management, adjusting hours worked according to both the company’s and the employees’ needs. 

Hours Bank

Within PGPlanning, this feature enables: 

  • Hour Balance Management: Recording extra hours worked or deficits in hours worked, allowing precise control over each employee’s balance. 
  • Schedule Compensation (by hours or shifts): Adjusting working time throughout the annual planning, preventing the accumulation of unjustified absences. 
  • Customization: Adapting to different labor schemes, allowing efficient time management by creating multiple time banks for different purposes, tailored to each company’s specific policies. 

Using time banks helps avoid penalties for justified absences and manage unforeseen situations without affecting employee salaries. 

Absence Justification: The PGPlanning Document Manager 

PGPlanning also allows employees to submit their absence justifications digitally, streamlining the approval and registration process for the company. 

Incident types

This feature enables: 

  • Quick Documentation Submission: Employees can upload medical certificates, declarations, or other documents directly through the platform. 
  • Organized Record Keeping: Documents are securely stored, associated with the reason for submission, and easily accessible, preventing loss or misplacement. 
  • Automatic Notifications: Ensures that the company receives and reviews justifications in a timely manner. 
PGPlanning also allows employees to submit their absence justifications digitally

This functionality improves document management and reduces bureaucracy, fostering greater transparency between employer and employee. 

Consequences of Absences on Salary and Benefits 

Unjustified absences directly impact salary and other benefits, such as meal allowances and holidays and Christmas bonuses. Justified absences, on the other hand, may be paid for in specific cases, such as marriage, bereavement, or academic exams. 

Employees should always ensure they properly communicate and justify their absences to avoid penalties. Both employers and employees should adopt an effective absenteeism management strategy to maintain a healthy and productive work environment. 

Understanding the rules on absences and properly managing them through PGPlanning ensures a balance between employee rights and company needs, reducing absenteeism and promoting a harmonious working relationship.