ASAbsence reporting (SIVI)
Exact to occupational health service via SIVI: sick and recovery notifications from Exact Online payroll to the health service
With an integration between Exact HR (Exact Online payroll) and the occupational health service, sick notifications, changes in the disability percentage and recovery notifications go from Exact to the health service automatically as a SIVI message, per division. Payroll only records absence in Exact.
What the integration does
Organisations that process payroll in Exact Online and record absence there for continued pay then report a sick employee again in the health service portal. A partial recovery then often only reaches the health service at the next consultation.
- Payroll records an absence in Exact Online for the employee.
- KoppelHet reads the new and changed absence registrations with their transactions per division.
- A new registration becomes a SIVI sick notification with the first day of sickness and the percentage.
- Every next transaction becomes a change with the new effective date; the status recovered becomes a recovery notification.
- The health service's confirmation or rejection shows in the KoppelHet platform.
What to watch for with Exact HR and Arbodienst (SIVI)
- An absence in Exact consists of a registration with a series of transactions, the recovery stages. Each transaction has a start date and a disability percentage. KoppelHet sends the first as a sick notification and each next one as a SIVI change, so the health service sees the progress step by step.
- Exact records the moment of the sick notification separately from the first day of sickness. If an employee only reports after the weekend, the health service still gets the real first day of sickness, and the notification time as the date of the report.
- If a division is linked to Exact Officient, new absence registrations according to Exact no longer appear in Exact Online, only sickness hours per day. KoppelHet checks per division at the start whether that is the case; it then reads absence from Officient instead of Exact Online.
- Exact can only record the cause of an absence under Dutch legislation, as a code with a description. KoppelHet translates those codes through a fixed table to the SIVI safety net field, so a pregnancy or organ donation does not arrive at the health service as ordinary sickness.
- Exact also gives the hours on the first and last day of a recovery stage, so an employee who goes home sick halfway through the day is paid correctly. For the health service the date counts; KoppelHet does not send those hours and only uses them to check the first day of sickness.
- Absence registrations are only available in the Exact API in the higher payroll packages, and the integration needs the scope for HRM employees. KoppelHet checks both at intake, before anything is built.
- An absence in Exact has a notes field. That field never goes to the health service; the SIVI notification contains dates, percentages and codes.
How we build and run it
- The integration runs on the KoppelHet platform, hosted in a data centre in the EU.
- Every sync and every error is visible in the functional log; on an error your administrator is notified.
- A change that cannot go through is not half-applied but queued for another attempt.
- KoppelHet is ISO 27001 certified. Data travels encrypted and stays on the platform no longer than needed.
- After go-live we manage the integration and adjust it when your process changes.
- The integration fits next to your existing integration layer. Only the fields in the design are transferred; the platform keeps no register of its own.
Implementation and price
This is not an app you switch on. We build the integration for your organisation on our platform, with building blocks we reuse on every project. So it is custom work that does not start from scratch.
A consultant prepares the intake and analyses both systems. We then record the mapping and exceptions field by field, test in the test or acceptance environment and go live at a moment you choose. Costs are a one-off amount for the setup and a monthly amount for platform, monitoring and support.
Frequently asked questions
Does this also work with Exact Globe?
This page is about Exact Online payroll. Exact Globe often runs on-premise and connects through its own services; we look at that separately.
Does medical data go to the health service?
No. Notes on the absence are not sent, only dates, percentages and codes.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Exact Online REST API with OAuth 2.0 (scope Hrm employees), per division - /api/v1/{division}/hrm/AbsenceRegistrations (Employee, EmployeeHID, Cause, CauseCode, CauseDescription, Notes) and /hrm/AbsenceRegistrationTransactions (StartDate, StartTime, EndTime, ExpectedEndDate, HoursFirstDay, HoursLastDay, NotificationMoment, PercentageDisablement, Status 0 open or 1 recovered), GET only. Available in Payroll Professional Services (Plus, Professional and Premium). For an Officient division (IsHRDivision in system/Divisions) /hrm/LeaveAbsenceHoursByDay.
- The message is Verzuimmeldingen from the SIVI absence standard for employers and health services, with processing code new, changed or correction, validated against the XML schema of the agreed version. Employer identifier and connection number per Exact division. Transport under SIVI's interface specification, with a return and processing message back.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Exact HR | Field in Arbodienst (SIVI) | Notes |
|---|---|---|
EmployeeHID | Identificatie werknemer | Per division |
AbsenceRegistration ID | Verzuimgeval identificatie | |
StartDate | Eerste verzuimdag | |
NotificationMoment | Datum ziekmelding | |
PercentageDisablement | Percentage verzuim | |
ExpectedEndDate | Verwachte duur | Only if the health service asks for it |
Status 1 (Recovered) met EndTime | Datum hersteld en Einde verzuim J/N | |
CauseCode | Vangnet en oorzaak | Lookup table |
Division | Werkgeverskenmerk en aansluitnummer |
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