Exact to absence insurer via SIVI: sickness and recovery stages from Exact Online payroll to the insurer

What the integration does

Organisations that process payroll in Exact Online and have placed the sickness risk with an insurer report every sick employee to the insurer again after recording it in Exact. With several employers in Exact that means keeping track of several portal accounts or several policies.

1. Payroll records the absence in Exact, as today.
2. KoppelHet reads the new and changed registrations with their recovery stages per division.
3. The first stage becomes a new absence, every next stage a change with that stage's start date.
4. The status recovered becomes the recovery date with end of absence yes.
5. Per agreed period all reports of a division go to the insurer in one message.

What to watch for with Exact HR and Verzuimverzekeraar (SIVI)

• In Exact Online every employer is its own division, and the insurer recognises an employer by the payroll tax number of the unit holding the policy. KoppelHet builds a separate message per division and skips divisions not covered by the policy.
• Exact splits an absence into a registration and a series of recovery stages, each with a start date and percentage. SIVI has a first day per case and changes with their own effective date. KoppelHet uses the first stage for the first day and every next one as a change, so the insurer can follow the progress stage by stage.
• Exact only records a cause under Dutch legislation, as a code with a description. The insurer message has three causes: work accident, traffic accident with recourse and other. KoppelHet translates each Exact code through a table into one of those three, so a traffic accident the insurer can recover on also arrives that way.
• SIVI does not report compound absence separately; the insurer determines it from the series of reports. Exact creates a new registration on a new absence. KoppelHet sends every registration as its own case and merges nothing, so the insurer applies the 28-day rule itself.
• If a division is linked to Exact Officient, new absence registrations according to Exact no longer appear in Exact Online. KoppelHet checks per division whether that is the case, and tells HR that absence for that employer must then run through Officient.
• The absence registrations can only be read in the Exact API and are only available in the Plus, Professional and Premium packages. KoppelHet checks package and scope at intake, because without those two there is no source for the message.
• An absence and every recovery stage in Exact have a notes field. The message to the insurer has its own free text field, but KoppelHet does not fill it with the notes from Exact, so what payroll writes there stays with the employer.

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, architecture and compliance

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

Related

• Absence reporting (SIVI)
• Exact HR integrations
• Verzuimverzekeraar (SIVI) integrations

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