This page was last updated: 13/01/2022 14:23:27


This page provides guidance on how to record coronavirus (COVID-19) related absences or arrangements. Any other sickness should be recorded following normal recording procedures.

Employee recording COVID-19 leave/WFH

  • Log into MyView
  • My Holidays/Absence
  • Request Leave
  • Scroll to the bottom of the screen and select Request New next to COVID-19
  • The create COVID-19 request screen will appear
  • The comment field is not mandatory but can be completed with some further information relating to the absence or WFH arrangements.
  • Complete the from and to dates as necessary
  • If it is unclear when you will return to work please select Open ended (the leave will then continue to roll forward each pay period until it is closed). The exception being when recording an absence under the Sick/infected/symptomatic – Covid special leave category as noted below.
  • In the Reason field select the main reason for your absence from the options listed below (WFH – Working from home):
    • Fit – WFH
    • Self-isolating – Unable WFH
    • Self-isolating – WFH
    • Symptomatic – WFH
    • Sick/infected/symptomatic – Covid special leave
    • Pregnant – Unable WFH
    • Pregnant – WFH
    • If, over the course of your absence, the reason changes, close the initial absence and create a new record. For instance, you may initially be fit to work from home, but this may change to symptomatic working from home. In all cases you should phone your manager to keep them up to date. When determining how to record your absence please consider the following:
      • Self-isolating - For information on when this applies see self isolating guidance. This category may also be used if you are told to quarantine in line with Scottish Government travel restrictions. See leave arrangements for further guidance.
      • If you go on to develop symptoms, or to become sick with coronavirus, you should change the reason for your absence on MyView to "Sick/infected/symptomatic – Covid special leave" if you are able, or ask your manager to do this for you. If you do not develop symptoms or become sick you should update your absence reason at the end of your self-isolation period. During the period from 17 December 2021 and 26 January 2022 the cert type, auth cert produced and expiry date files are not mandatory to record the first 28 days of absence due to being sick with Covid. They can however be completed if a GP Fit Note or self certificate has been provided.
      • If you remain absent from work for more than 28 days due to Covid, you should provide your manager with a GP Fit Note. Where this clearly specifies that your absence is due to Covid then it should continue to be recorded as special leave under this category.
      • A maximum of 12 weeks of this special leave is allowed provided that absence from at least week 3 onwards is covered by an appropriate Fit Note. When opening a leave record in this category on MyView therefore you should include an end date 12 weeks after the start date of the leave. Any absence which extends beyond this period must be recorded under a "Long Covid" sickness code. If the reason on your Fit Note changes to a non-Covid reason at any point within the 12 week period you would end the sick/infected symptomatic – Covid special leave and revert to normal sickness absence. If you are certified as fit to work within the 12 week period then you must end the special leave.
      • Absences recorded under this special leave category will not count towards absence triggers and will not be considered in absence monitoring.
  • Check the planned work time screen to ensure this is accurate and reflect your work pattern
  • Submit
  • The appropriate manager will receive the request for authorisation.

Manager recording COVID-19 leave or WFH on behalf of an employee

  • Log into MyView
  • Click on My People
  • Ensure no member of your team is selected at this stage
  • My Team Absence
  • Select the appropriate employee and click on Next
  • Scroll to the bottom of the screen and select Request New next to COVID-19
  • The create COVID-19 screen will appear
  • Complete the from and to dates as necessary
  • If it is unclear when the employee will return to work, please select Open ended (the leave will then continue to roll forward each pay period until it is closed). The exception being when recording an absence under the Sick/Infected/Symptomatic – Covid special leave category as noted below.
  • In the Reason field select the main reason for the absence/WFH from the options listed below (WFH – Working from home):
    • Fit – WFH
    • Self-isolating – Unable WFH
    • Self-isolating – WFH
    • Symptomatic – WFH
    • Sick/Infected/Symptomatic – Covid special leave
    • Pregnant – Unable WFH
    • Pregnant – WFH
    • If over the course of the absence the reason changes, please close the initial absence and create a new record. For instance, the employee may initially be fit to work from home but this may change to symptomatic working from home. When determining how to record the absence please consider the following:
      • Self-isolating - For information on when this applies see self isolating guidance. This category may also be used if you are told to quarantine in line with Scottish Government travel restrictions. See leave arrangements for further guidance.
      • If the employee goes on to develop symptoms or to become sick with coronavirus, you or they should change the reason for their absence on MyView. to "Sick/infected/symptomatic – Covid special leave". If they do not develop symptoms or become sick you or the employee should update their absence reason at the end of the self-isolation period. During the period from 17 December 2021 and 26 January 2022 the cert type, auth cert produced and expiry date files are not mandatory to record the first 28 days of absence due to being sick with Covid. They can however be completed if a GP Fit Note or self certificate has been provided.
      • If the employee remains absent from work for more than 28 days due to Covid, they must provide a GP Fit Note. Where this clearly specifies that the absence is due to Covid then it should continue to be recorded as special leave under this category.
      • A maximum of 12 weeks of this special leave is allowed provided that absence from at least week 3 onwards it is covered by an appropriate Fit Note. When opening a leave record in this category on MyView therefore you should include an end date 12 weeks after the start date of the leave. Any absence which extends beyond this period must be recorded under a "Long Covid" sickness code. If the reason on the employee's Fit Note changes to a non-Covid reason at any point within the 12 week period, then you must ensure that they revert to normal sickness absence. If the employee is certified as fit to return to work within the 12 week period then the special leave must be ended.
      • Absences recorded under this special leave category will not count towards absence triggers and will not be considered in absence monitoring.
    • The cert type, auth cert produced and expiry date fields are not mandatory but can be completed if a fit note or self-certificate has been provided.
    • Check the planned work time screen to ensure this is accurate.
    • Submit
    • The request will not require any further authorisation.

If you have any queries regarding the above, please email either: