What is the Bradford Factor?

1. What is the Bradford Factor in simple terms?
2. How is the Bradford Factor Score calculated? [Using formula]
3. Examples of Bradford Factor Score calculations
4. What might a good or bad Bradford Factor Score look like?
5. What do Bradford Factor Scores mean?
6. Why is the Bradford Factor Score important for HR?
7. Is the Bradford Factor Score a good metric to use? Is it biased?
8. Tips for using the Bradford Factor score in a fair way
9. Bradford Factor FAQs
10. How Absence Management Software can help you reduce absenteeism

The Bradford Factor is a formula used by HR teams to measure the impact of employee absence. Calculated as S² × D - spells of absence squared, multiplied by total days absent - it gives more weight to frequent short-term absences than to a single long one, helping managers identify patterns that need attention.

The Bradford Factor calculation, in a nutshell, is the number of instances (Spells) an employee has been absent over a set period of time, multiplied first by itself, and then by the total number of days (Days). The theory is that when a score hits a certain threshold, it’s probably time to investigate and take action.

The Bradford Factor formula is as follows:

B = S² X D

Where:

• B is the Bradford Factor Score
• S is the number of Spells of absences 
• D is the total number of days absent in a 52 week period 

Most HR software will have a Bradford Factor Score calculator or manager built in, to help you calculate the score for your employees in an easy and controlled way. This helps you avoid having to manually calculate the Bradford Factor for every employee. Modern HR software, such as People HR Evo, now uses AI to analyse absence data and can quickly calculate an employee's Bradford Factor, flagging potential issues for HR to investigate. You can also use online calculators to achieve the same result.

To help you understand the calculation and formula, below are a few examples of Bradford Factor estimations that a HR department might come across.

For example, if an employee has 3 separate absences totalling 7 days, their score would be:

 B = S² x D

 B = 3² x 7

 B = 63

For example, if an employee has 2 separate absences totalling 14 days, their score would be:

B = S² x D

B = 2² x 14

B = 56

For example, if an employee has 5 separate absences totalling 21 days, their = score would be:

B = S² x D

B = 5² x 21

= 525

It is important to note that the Bradford Factor Score is just one tool that can be used to assess employee absences. It should not be used in isolation, and other factors such as the employee's overall performance and attendance record should also be considered. Visit our guide on Bradford Factor alternatives for more.

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As we mentioned above, the Bradford Factor Score shouldn’t be used in isolation, as the score alone may not necessarily indicate a bad employee. They may also have a few legitimate absences due to illness or unforeseen circumstances. That said, there are typical ‘good’ and ‘bad’ Bradford Factor Scores that you should be aware of:

• A good score is generally considered to be below 50. This indicates that the employee has a low risk of excessive absence.
• A bad score is generally considered to be over 200. This indicates that the employee has a high risk of excessive absence.

Bradford Factor thresholds are not set by law - each organisation should define its own trigger points within its absence management policy. The table below reflects the bands most commonly used by UK employers as a starting guide.

Important: These thresholds are guidelines, not legal requirements. Tribunals will look at how thresholds were applied and whether they were communicated to employees in advance - not the specific numbers themselves. Always apply scores with context and human judgement.

Absences that should be excluded

Before acting on a Bradford Factor score, ensure the following absence types have been removed from the calculation:

• Disability-related absence - under the Equality Act 2010, you may need to apply adjusted thresholds or exclude these absences entirely as a reasonable adjustment
• Pregnancy-related sickness - must never be included; doing so could constitute pregnancy discrimination
• Statutory time off for dependants - employees have a legal right to this leave
• Bereavement or compassionate leave - should be excluded per your company policy
• Jury service or other statutory leave

The Bradford Factor Score is a commonly used metric for measuring employee absence, but it has both advantages and disadvantages. 

The advantages include:

• It’s an objective formula: It is calculated using a mathematical formula, which means that there is no room for human bias. This can be helpful for employers who are trying to make fair and consistent decisions about employee attendance.
• It takes into account both frequency and duration: Bradford Factor is more likely to identify employees who have a pattern of short, frequent absences, which can often be more disruptive.

The disadvantages, however, include:

• It doesn’t take into account the reason: This means that employees who have legitimate absences due to illness or other unforeseen circumstances may still be penalised.
• It can be biased against certain groups of employees: Employees with disabilities or chronic health conditions may be more likely to have frequent absences, even if they are not under their control.

Here are some straightforward tips for using the Bradford Factor Score in a fair and unbiased way:

• Consider the reasons for absences. Employees who have legitimate absences due to illness or other unforeseen circumstances should not be penalised.
• Be aware of the potential for bias. Employees with disabilities or chronic health conditions may be more likely to have frequent absences, so make sure to consider these employee scores carefully. 
• Use it in conjunction with other information. This could be information such as the employee's overall performance and attendance record.
• Be transparent with employees about how the score is used. Employees should be aware of how their absences are being tracked and how this information may be used.

There is plenty of software available that will alert you when an employee’s score raises flags, and the more sophisticated HR software on the market will even help you to set and understand the trigger points at which you might want alerts to start coming through, including the use of Bradford Factor Score.

Of course (as with anything), the Bradford Factor score cannot be used as a standalone tool to determine whether or not an employee needs to be disciplined… but it can provide valuable insight into trends, patterns and risk levels of absence within your workforce.

If you’re struggling with high absence levels, then you might want to take a look at how you review and manage absences with Absence Management Software from PeopleHR. Watch our quick 4 minute demo to get a better understanding of how your absenteeism is impacting your business.