VSAbsence reporting (SIVI)
Workday to the absence insurer via SIVI: sick and recovered without double entry
With an integration between Workday and the absence insurer, sickness and recovery reports for employees on the Dutch payroll tax numbers go from Workday to the insurer automatically, as a SIVI employer-to-insurer message. Nobody in the Netherlands has to enter absence again in the insurer's portal, and a correction in Workday travels as a correction.
What the integration does
Organisations that record leave and sickness worldwide in Workday and have insured the Dutch absence risk with an absence insurer often still report sick employees to that insurer by hand. Whoever does it works from a copy of Workday that lags behind, and a forgotten recovery report costs money.
- At the start we record, for each Dutch legal entity in Workday, under which payroll tax number it is known to the insurer.
- An employee or manager records sickness in Workday, the same way as in other countries.
- KoppelHet bundles consecutive sick days into one absence case and works out the percentage from the scheduled hours.
- The insurer receives a report of start, change or end, with the employee's current data included.
- If a sickness report in Workday is withdrawn or recorded on the wrong person, the integration sends a cancellation instead of a new report.
What to watch for with Workday and Verzuimverzekeraar (SIVI)
- The insurer recognises the employer by the payroll tax number of the unit that holds the policy. Workday works with legal entities without that number, so KoppelHet keeps track of which number belongs to each Dutch entity.
- Chain absence, a new sickness report within 28 days of recovery, is not a separate item in the message. The insurer derives it from the series of reports, so Workday does not need to record a relapse as an extension.
- For the insurer, what matters most is who bears the cost. The cause code therefore distinguishes a work accident and a traffic accident with recourse; Workday has no fixed list for this, so we add a reason to the sick leave.
- Someone on a temporary contract who is sick on the end date remains sick for the insurer. The integration therefore does not close the absence because Workday processes a termination.
- A moved first sick day goes as a correction with the old date and the old absence number included. A sickness report that should never have existed goes as cancelled, with everything beneath it.
- Workday holds employees from every country. Only employments under a Dutch payroll tax number leave Workday; colleagues abroad and their absence stay out.
- The insurer asks for less than an occupational health service. A partner or contact person is only sent if the insurer asks for it, so the integration shares no more personal data than the policy needs.
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
How does this differ from an integration with the occupational health service?
SIVI has a separate message for each. The health service supports the employee and receives more data; the insurer reimburses continued pay and asks for less. Many employers need both; the Workday side is largely the same.
Does the integration send a diagnosis?
No. The message only has a cause code: work accident, traffic accident with recourse or other reason.
How often are reports sent to the insurer?
As often as you agree with the insurer. All reports for a period are then sent together.
What if we have several Dutch entities?
Each entity with its own payroll tax number becomes a separate employer in the message. One message can contain several employers.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Workday is read through a RaaS report on sick leave (time off and leave of absence) of the Dutch legal entities, filtered on change date, with Employee_ID, Position and Company. Workday Web Services Absence_Management as background for the leave data.
- The message is Verzuimmeldingen from employer to insurer (XML, targetNamespace VerzuimmeldingenWerkgeverVerzekeraar, file name prefixed WV-), with processing codes 01 new, 02 changed, 03 cancelled, 04 for information and 05 correction. A correction to key data includes the old mutation date, old absence case ID and old first day of absence.
- Transport to the insurer is agreed per insurer; the standard fixes the message format, not the connection.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in Verzuimverzekeraar (SIVI) | Notes |
|---|---|---|
Company (Nederlandse legal entity) | Werkgever: loonheffingennummer | Through a table per entity; Workday has no standard field for the number |
Employee_ID | Identificatie werknemer | |
Position (of worker) | Identificatie dienstverband | |
Eerste dag ziekteverlof | Datum eerste verzuimdag | |
Ziekte-uren en geplande uren | Percentage verzuim | Calculated by KoppelHet |
Laatste dag ziekteverlof + 1 | Datum hersteld en Einde verzuim J/N | |
Reden of extra veld bij het verlof | Oorzaak verzuim (10, 11 of 99) | Work accident, traffic accident with recourse or other |
Verloftype zwangerschap, adoptie of pleegzorg | WAZO-code (01, 02, 03) |
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