Absences and types of absence
Absence is when you are away from work, such as holidays, illness or short leave. Here you will find an overview of the different types of absence and who can use them
Main content
Planned absence must be agreed with the manager in advance. If you are ill and unable to attend work, the manager must be notified the same day, or as soon as possible.
When you apply for absence in the Self-Service Portal, you must state a type of absence. All applications go to the nearest manager for approval.
Self-certification
Who can use this type of absence? All employees who have been employed for at least 2 months.
What do you need to do?
- Record the days you have been away from work due to illness.
- If you have a medical certificate from a doctor, follow other routines.
Paid Holiday
Who can use this type of absence? Employees who have earned holiday pay.
What do you need to do?
- When applying for a holiday, use the type of absence ‘paid holiday’.
- The absence can only be used for entire days off.
More information about holidays, holiday quota and transfer of holiday.
Unpaid Holiday
Who can use this type of absence? Employees who have not earned holiday pay or do not have full earnings of holiday pay. Normally, these are employees who started at UiB this year or during last year.
What do you need to do?
- When applying for a holiday, use the reason for absence 'unpaid holiday'.
- The absence can only be used for entire days off.
More information about holiday arrangements for new employees.
Paid bithcare leave
Who can use this type of absence? Father / co-mother in connection with birth. If the parents do not live together, the right to leave can be exercised by another who assists the mother. The leave must be terminated no later than 14 days after the mother has returned home from the hospital.
Adoptive parents are entitled to 2 weeks' paid leave in connection with the care of the child being taken over. This does not apply to stepchild adoption, or if the child is over 15 years old
What do you need to do?
- When you apply for care leave, use the reason for absence ‘paid bith leave 2 weeks’
- The absence can only be used for entire days off.
Time off for nursing mothers
Nursing mothers are entitled to leave of absence with pay for up to two hours a day when she is working a full day.
The right to paid time off for nursing mothers applies until the child reaches the age of 2, but when the child is over 9 months, the employer can request confirmation from a doctor or health institution that the employee is still breastfeeding her child.
- You agree with your manager on what period you are taking the leave and what time during the day you are absent.
- You register your absence every day where you register your working hours in the DFØ self-service portal. Go to Time - Register working hours – choose code 091 for absence type. You can read more about registering working hours on DFØ’s webpage.
For staff employed in academic positions:
If you are employed in an academic position, you do not normally register your working hours. However, it is important that Postdoctoral Fellows and PhD Fellows register the breastfeeding leave (according to the points above) if they are applying for an extension of their employment later. For HR to consider an extension of the contract based on this leave, the absence must be documented.
Unpaid breastfeeding leave when the child turns two years old:
You must register this by using the Absence form in the self-service portal. In the form you enter the code «Other absence, unpaid 960».
Sick child
Who can use this type of absence? Employees who have children aged 12 and under, or where NAV has granted sick child days beyond the 12-year age limit.
What do you need to do?
- Assumes that children up to the age of 12 are registered in the self-service portal under My information and Family / contact person.
- For children over the age of 12, a copy of the consent letter from NAV must be sent to the Service Team for absence and parental leave.
- When you apply for absence, use the reason for absence ‘sick child’
- The absence can be used for all or part of the day.
Paid compassionate leave
Who can use this type of absence? All employees
What do you need to do?
- Can be used for the first day of school, moving day, funeral and more.
- When you apply for this absence, use the absence code ‘paid compassionate leave’
- Paid leave can be granted for up to 12 working days during a calendar year.
More information about guidelines for granting personal leave of absence at UiB
Agency specific time off
This absence code is not normally used at UiB.
Time off, senior
Who can use this type of absence? Employees aged 62 or over this year
What do you need to do?
- Employees in a 100% position receive 12 days a year.
- Unused days are not transferred to next year.
- When you apply for absence, use the absence application ‘time off, senior’
- The absence can only be used for full days.
More information about senior days and guidelines related to this.
Study leave
Who can use this type of absence? All employees
What are you going to do?
- Employees are entitled to paid leave in connection with reading days at the examination.
- When you apply for absence, use the absence application ‘study leave’
- The absence can only be used for full days.
Compensatory time off
Who can use this type of absence? Employees who register working hours in the self-service portal.
What do you need to do?
- When taking a day off, you must apply for time off, use the reason for absence ‘compensatory time off’
- When taking time off for part of the day, you must record the working hours when you are present (Only applies to spring 2021).
More information about flexitime and time off. User guide for registration of working hours in the self-service portal (Norwegian). Tutorial video for time registration (youtube)
Travel/overtime off
Who can use this type of absence? Employees who have overtime or travel time to benefit.
What do you need to do?
- When you apply for absence, use the absence application ‘Avsp. Overtime / travel time '
- The absence can be used for all or part of the day.
Other absence, paid
Who can use this type of absence? All employees
What do you need to do?
- The absence shall be used to apply for time off to participate in home protection exercises and time off to participate in events under the auspices of a civil servant organization.
- The absence can only be used for full days.
Public office
Who can use this type of absence? Employees with public office
What do you need to do?
- When you apply for absence, use the absence application ‘Basic public Agr §40’
- Public positions or organizational assignments / courses / co-judge / jury service. Quota regulation.
More information on military and civilian service. More information on leave of absence in public office.
Union representative
Established time set aside for work as a shop steward
Who can use this type of absence? Union representative
What do you need to do?
- When you apply for absence, use the absence application ‘Basic public Agr §38,3’
Trade union representatives who attend meetings, courses and conferences with the trade union.
Who can use this type of absence? Union representative
What do you need to do?
- When you apply for absence, use the absence application ‘Basic public Agr §39’
Exercise of work tasks related to union representative role in the workplace.
Who can use this type of absence? Union representative
What do you need to do?
- When you apply for absence, use the absence application ‘Basic public Agr §38,1-2’
Other absence, unpaid
Who can use this type of absence? All employees
What do you need to do?
- Absence will result in a deduction from salary
- When you apply for absence, use the absence application ‘other absence unpaid’
1 extra day off Christmas
Who can use this type of absence? All administrative and technical staff
What do you need to do?
- The type of absence can only be used in the period between 24–31. December.
- 1 day and Christmas Eve or New Year's Eve
- Register as normal working hours
The self-service portal
- How to register absence in the self-service portal (Norwegian - DFØ)
- How to register holidays and absences in the app.(Norwegian - DFØ)
The employee handbook
Service team for absence and parental leave:
