Also in special situations
Leaving while sick, pregnancy-related illness and multiple contracts in an absence integration
Leaving while sick, pregnancy-related illness and multiple contracts are the situations where an absence notice most often arrives wrong at the health service or in Visma Verzuim. From AFAS, Visma Raet YouForce, HR2day, SDB and Workday, KoppelHet passes on the reason sick at departure and the safety-net indicator, attaches the absence to the right employment and sends a wrongly entered date as a correction.
What it is
Pregnancy-related illness and leaving while sick fall under the UWV safety net. The health service and the employer must know, or the employer misses a benefit or a file closes too early. With several contracts someone can be ill on one and not on the other, and only one absence case per employment may be open at a time.
HR systems do not all record this the same way. An international system such as Workday does not know the Dutch safety-net scheme, and an on-call contract in care often ends while the employee is still ill.
How the integration handles it
- Each employment becomes its own employment at the health service or in BlueVi, and the sick notice goes to the employment on which the employee drops out.
- If HR records a new case while the previous one is still open, the integration holds the notice and asks HR to close the old case first.
- If a contract ends during sickness, the integration passes on the reason sick at departure with the end date, so the file stays open and the case manager sees the safety net applies.
- Pregnancy-related illness gets its own code or safety-net indicator, through a translation table to the SIVI code list or the indicator in BlueVi.
- If a first day of absence is changed afterwards, the notice goes as a correction with the old value. The health service then knows the earlier notice was wrong, not that the absence changed.
- If someone drops out again within 28 days of recovery, BlueVi opens no new file but adds the notice to the previous one. The integration leaves that choice to BlueVi, so periods of sickness add up correctly.
Edge cases we handle
- In YouForce sickness and maternity leave can be shielded separately. The organisation must grant access to both, or the integration cannot see the difference.
- An on-call worker without fixed hours: for BlueVi we fill the hours worked with the average HR2day knows, or pass on the pay period from SDB, so the health service sees how many hours of absence are involved.
- Workday usually records sickness per day and allows backdated entry. The integration merges consecutive days and sends a correction if the first day of absence moves later.
- Maternity leave is usually a separate leave type in Workday. We translate those leave types through a table to the code the health service asks for.
What KoppelHet does
We settle these situations in the design, before the integration goes live: which employment becomes which employment record, where the safety net comes from and who sends the 42-week notice. A notice that does not add up is held back with a message to HR, instead of being half sent.
Common integrations
HR2day → Visma Verzuim
HR2day to Visma Verzuim integration: employees, employment relationships and sickness reports from HR2day in BlueVi
SDB → Visma Verzuim
SDB to Visma Verzuim integration: the full staff list and every sickness report from SDB in BlueVi
ASWorkday → Arbodienst (SIVI)
Workday to occupational health service via SIVI: Dutch absence reported automatically
Frequently asked questions
What happens to the absence file when someone leaves while sick?
The employee gets an end date with the reason sick at departure. The file remains and moves to safety-net support.
What if HR entered the wrong first day of absence?
Then the adjusted notice goes as a correction, with the old date. A new percentage from a date is not a correction but a change.
Can someone be ill on one employment and not on the other?
Yes. The integration attaches the sick notice to the right employment, because only one absence case per employment may be open at a time.
More on Absence reporting (SIVI)
Absence reporting (SIVI): the overview
Where the notification goes
Also in special situations
- Leaving while sick, pregnancy and multiple contractsThe absence situations where a notice most often arrives wrong.