Absence reporting (SIVI)
Factorial to the absence insurer via SIVI: sick leave of the Dutch entity per period
With an integration between Factorial and the absence insurer, approved sick leave of employees of the Dutch entity in Factorial goes to the insurer automatically, as a SIVI employer-to-insurer message. Sickness without an end date stays open at the insurer until HR fills in the last day in Factorial.
What the integration does
Organisations that keep leave and absence in Factorial and have absence insurance for their Dutch entity now send the insurer an overview of sick employees by hand. Factorial often runs in several countries, and only the Dutch entity holds the policy.
- At the start we designate the leave types for sickness and link the Dutch legal entity to the payroll tax number of the policy.
- Factorial sends a webhook on creation, approval, rejection, change or deletion; KoppelHet fetches the leave with the duration per day.
- Approved sickness of an employee of the Dutch entity becomes a new report.
- A filled-in last day or a different duration becomes a changed report with recovery date or new percentage.
- Per agreed period all reports go to the insurer together.
What to watch for with Factorial and Verzuimverzekeraar (SIVI)
- Factorial holds a legal entity per employee. In an environment with Spanish, German and Dutch colleagues, KoppelHet only sends leaves of employees at the Dutch legal entity to the insurer, under the payroll tax number that belongs to the policy.
- A sick leave type in Factorial can be entered without an end date. The insurer then gets a report with only the first day of absence. When HR later fills in the last day, a changed report follows in the next period with the following day as recovery date.
- Half a day of sickness is stored in Factorial as the beginning or end of the day. KoppelHet requests the duration per day and calculates the percentage from it, so the insurer does not see a full day of continued pay for a morning of sickness.
- Approval in Factorial is yes, no or still open. A request that is first approved and later rejected after all has already been reported to the insurer. KoppelHet then sends a cancelled report in the next period, so the insurer does not reimburse those days.
- Factorial only returns deleted leaves when the integration explicitly asks for them. There is also a separate event for deleting a batch of leaves at once. KoppelHet responds to both with a comparison of all ongoing sickness, so a deleted sickness does not remain at the insurer.
- Factorial can filter leave types on paid or unpaid. Unpaid sick leave does not affect continued pay the way paid leave does. At the start we agree with you whether unpaid sickness also goes to the insurer, so it is not decided case by case.
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
Is sickness of colleagues in other countries included?
No. Only employees of the Dutch legal entity fall under the policy.
Does the reason or the attachment on the leave go along?
No. Reason, description and attachments stay in Factorial. The insurer gets dates and percentage.
Can the cause of an accident go along?
That can be added later as an extension, for example with a separate leave type for sickness from an accident. We start with dates and percentage.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Factorial through the webhooks Timeoff Leave creates, approves, rejects, updates, deletes and bulk deletes, and GET /api/2026-10-01/resources/timeoff/leaves with employee_ids[], leave_type_id[], from and to, approved, include_pending, include_deleted_leaves, include_duration_by_day and type_is_payable. Fields include id, employee_id, start_on, finish_on (null for open sickness), half_day (beginning_of_day or end_of_day), hours_amount_in_cents, approved (true, false or null), leave_type_id, deleted_at and duration_by_day_attributes. Employees with legal_entity_id.
- Message Verzuimmeldingen from employer to insurer (XML, targetNamespace VerzuimmeldingenWerkgeverVerzekeraar, file name prefixed WV-), processing codes 01 new, 02 changed, 03 cancelled, 04 for information and 05 correction, cause codes 10, 11 and 99. Transport to be agreed per insurer.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Factorial | Field in Verzuimverzekeraar (SIVI) | Notes |
|---|---|---|
legal_entity_id (via tabel) | Werkgever: loonheffingennummer | |
employee_id | Identificatie werknemer | No citizen service number |
Leave id | Verzuimgeval identificatie | |
start_on | Datum eerste verzuimdag | |
duration_by_day_attributes of half_day | Percentage verzuim | |
finish_on + 1 dag | Datum hersteld en Einde verzuim J/N | Empty while finish_on is empty |
approved false of deleted_at | Verwerkingscode 03 vervallen |
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