Skip to main content

Report: Sick Leave

View registration log, total per period, 120-day rule, Bradford factor, and sick leave percentage

Written by Alberte Raaschou Villefrance

Sick Leave in the Report Library

Get a complete overview of sick leave in your company using the reports in BitaBIZ.

Go to: HR Statistics → Report Library → Sick Leave


The report provides a compact overview of sick leave. It shows absence registrations of the type Sick Day and Child Sick, both as raw data in the registration log and as aggregated key figures in Sum per period, 120-day rule, Bradford Factor, and Sick Leave Percentage.
The report can be exported to Excel and used for management and HR follow-up.

Overview of Report Views

The sick leave report consists of the following tabs:

  1. Registration Log

    Shows individual sick leave registrations (sick days & child sick) for a selected period

  2. Sum per Period

    Shows the total registered sick leave (sick day and child sick) for a selected period

  3. 120-day Rule
    ​    Calculates the total sick leave for a selected period according to the 120-day rule

  4. Bradford Factor
    ​    Calculates the Bradford Factor for a selected period

  5. Sick Leave Percentage
    ​Calculates the sick leave percentage for a selected period

How to Find the Reports

Go to:
​HR Statistics → Report Library → Sick Leave

Here you can choose between the five different tabs that display the reports.

Report Filters

All five report views can be filtered and customized so you only see the groups you want.

You can filter by the following:

  • Employee name

  • Employee status

  • Payroll number

  • Job title

  • Department

  • Policy

  • Company

  • Country

You can also always select the period when viewing a report. Please note that you cannot extract data for more than one year at a time.

Important about Employee Status

By default, only active employees are shown in the reports.

If you also want to include former employees, you need to change this under the “Employee Status” filter and check Inactive.

1. Registration Log

The registration log shows all individual sick leave registrations for (Sick Day and Child Sick) in the selected period. Each line represents one registration.

How to Use the Report

  1. Select “Registration Log”

  2. Select period (year, quarter, month, or week/day)

  3. Optionally select registration type depending on whether both Sick and Child Sick should be included

  4. Optionally filter by employee, department, or policy

  5. Review the registrations or export the report

The report provides a view at the employee level, showing the type of sick leave registration along with the date and start and end time for the registration in question.

When should you use this report?

Use this report when you want to:

  • see specific sick leave registrations

  • validate or troubleshoot registrations

2. Sum per Period

Sum per period shows a total summary of movements for sick days and child sick days in the selected period in days and hours.

The report sums up sick days and hours and gives a quick overview at the individual level. The result is shown in both days and hours.

How to Use the Report

  1. Select “Sum per Period”

  2. Select the desired period

  3. Optionally select registration type depending on whether both Sick and Child Sick should be included

  4. Filter as needed (e.g. by department or employees)

  5. See the result per employee or export the report

The report shows the total number of days and hours for the period.

When should you use this report?

Use this report when you want to:

  • follow up on total absence

  • compare between employees

3. 120-day Rule

The 120-day rule calculates sick leave according to the 120-day rule in the Salaried Employees Act.

The report identifies employees who reach or exceed the company's 120-day limit for sick leave within a rolling analysis period (typically 12 months).

The report automatically includes weekends and public holidays if there is a "bridge" between sick days, meaning there are full sick days on each side of the weekend or holiday.

How to Use the Report

  1. Select “120-day Rule”

  2. Select analysis period (typically 12 months)

  3. Filter as needed (e.g. by department or company)

  4. Review employees and which days are counted

The report shows how many sick days have been registered on workdays, weekends, and public holidays, as well as a total of all registered sick days.

When should you use this report?

Use this report when you want to:

  • follow up on long-term sick leave

  • identify employees close to the 120-day limit

  • see which registrations count towards sick leave

4. Bradford Factor

The Bradford Factor shows the number of sick days and sick leave periods and calculates a Bradford score per employee.

Bradford gives more weight to frequent, short sick leave periods than to a few long ones.

Formula: Bradford = S² × D
(S = number of absence periods, D = total absence days)

How to Use the Report

  1. Select “Bradford Factor”

  2. Select the period to be one year for correct display

  3. Optionally select registration type depending on whether both Sick and Child Sick should be included

  4. Filter as needed (e.g. by department or employees)

  5. Review the Bradford score per employee

You can filter whether to include both sick days and child sick in the report view.

The report shows at the employee level a total of how many sick days have been on workdays, how many sick leave periods there have been, and what the Bradford Factor is.

When should you use this report?

Use this report when you want to:

  • identify patterns in sick leave that may require manager dialogue or support

  • find employees with frequent short absence periods

Always use the report together with the employee's annual calendar, which visually provides a good qualitative assessment.
The annual calendar also shows work-from-home days, which can be useful for identifying patterns.

5. Sick Leave Percentage

The sick leave report provides an overview of sick leave as a percentage based on possible work hours.

Key figures in the report:

  • Number of actual work hours
    ​    The hours registered as work hours

  • Number of sick hours
    ​    The hours registered as sick leave

  • Number of possible work hours
    ​    Hours the employee could have worked.
    Calculated as actual work hours + sick hours

  • Sick leave percentage
    ​    The share of sick hours out of the possible work hours

How to Use the Report

  1. Select “Sick Leave Percentage”

  2. Select period (year, quarter, month, or days/weeks)

  3. Optionally select registration type depending on whether both Sick and Child Sick should be included

  4. Adjust filters as needed (e.g. department, employees, or company)

  5. Read the key figures in the report

You can filter whether to include both sick days and child sick in the report view.
You can also choose to view either the entire company and use the filters to narrow the view, or you can view at the department level, where the department's total is shown, still respecting the selected general filters.

Please note that the "Include overtime" setting is enabled by default.

This means that overtime:

  • is included in actual work hours

  • is included in possible work hours

If overtime should not be included, you can uncheck the box.

When should you use this report?

Use this report when you want to:

  • measure sick leave as a percentage

  • compare absence across departments

  • track trends over time

Export

All report views can be exported to Excel and used for further analysis and reporting.

FAQ

What is the difference between the different report views?

The five reports show sick leave at different levels:

  • Registration Log → shows all individual registrations

  • Sum per Period → shows total absence per employee

  • 120-day Rule → shows absence in relation to a specific rule

  • Bradford Factor → shows patterns in absence

  • Sick Leave Percentage → shows absence as a percentage

Choose a report based on whether you want to see details, an overview, patterns, or key figures.

What does the 120-day rule report mean?

The report calculates the number of sick days according to the rules in the Salaried Employees Act.
If an employee has sick days on either side of a weekend or public holiday, the weekend or holiday is also counted as sick days.

If there is a combination of consecutive public holidays and a weekend, and the entire period has a "bridge", then both the holiday and the weekend are counted as sick days.

Example: Thursday is a sick day. Friday is a public holiday. Monday is a sick day. In this case, there is a bridge between the sick day on Thursday and the sick day on Monday. The bridge consists of the public holiday on Friday plus the weekend. Both Friday and the weekend are counted as sick days—because there is a sick day at the start and end of the period. That is, 2 sick days on workdays (Thursday and Monday) connected by a "bridge", 1 sick day on Friday (public holiday), and 2 sick days over the weekend. In total, 5 sick days.

If there is only a half sick day or some sick hours on either side of the weekend or public holiday, the weekend or holiday is not counted.

Purpose: To provide an accurate basis for assessing the right to terminate under the 120-day rule.

ℹ️ The report cannot be used for employees who regularly work on weekends.

How does the 120-day rule report count sick days for part time employees?

120-day rule: Calculates the total number of sick days on workdays. If there is a “bridge” over a weekend or public holiday—that is, full sick days on both sides—the weekend or holiday is also counted as sick days.

If the "bridge" is broken by a fixed day off, meaning a non-working/unpaid day, the bridge is broken by the day off, and neither the day off nor the weekend/holiday is counted in the 120-day calculation.

Example: An employee has a fixed day off on Friday. The employee is sick on Thursday and Monday. The report does not count Friday as a sick day. The weekend is also not counted as sick days in the calculation. So, in this example, the employee has had 2 sick days according to the 120-day rule: 2 sick days on workdays and no sick days on the weekend/fixed day off.

What is the Bradford Factor report?

The Bradford Factor is a key figure that measures the frequency and duration of sick leave.


It is used to assess the impact an employee’s sick leave has on the company.

Formula:

Bradford Score = S² × D
where
​S = the number of sick leave periods in the period
​D = the total number of sick days in the period

Example:
An employee with 3 sick leave periods totaling 12 days:
→ 3² × 12 = 108 points

An employee with 1 long-term illness of 12 days:
→ 1² × 12 = 12 points

Interpretation:
The higher the Bradford score, the greater the impact of the absence—because many short sick leave periods typically cause more operational disruption than a few long periods.

Purpose:
To give HR and management a tool to identify patterns in short-term absence and start early conversations with employees where absence affects the organization’s stability.

Sick leave percentage. Why do you use registered work hours and not standard hours?

BitaBIZ supports several different work hour models, such as salaried employees without upper work hour limits, employees with flex/hour bank, hourly paid employees, and project staff. Therefore, the sick leave report needs to work consistently across different employee groups and time registration methods.

Instead of calculating based on planned work hours, BitaBIZ calculates based on the work hours that are actually registered. The advantage is that the report follows the real data and automatically takes into account differences in work hour models, employment types, and registration methods. This makes the calculation more robust and more comparable in practice.

In short:
BitaBIZ uses registered work hours because it provides the most consistent and reliable calculation across the many different ways companies register time and absence on the platform.

Formula:
The sick leave percentage is calculated by dividing the registered sick hours by the total possible work hours. The possible work hours are the sum of registered work hours and sick hours.

Did this answer your question?