Sickness absence - from reporting sick to reporting fit for work (All departments and/or sections)

Content

WHAT INFORMATION MUST BE RECORDED AND/OR PROVIDED BY THE PLACE OF WORK WHEN A MEMBER OF STAFF REPORTS SICK ON A FULL-TIME OR PART-TIME BASIS?

The place of work must record the sickness absence of the staff member (full days) in the sickness absence reporting system, stating the correct cause of the sickness absence: own sickness, child’s sickness, pregnancy-related sickness, section 56 or work-related injury. According to Danish legislation, managers cannot request information concerning the nature of the medical condition. Only the cause of the sickness absence is required.

Stating the cause of the sickness absence is essential as sickness absence included in a section 56 agreement, pregnancy-related sickness and work-related injury must be reported by a specific deadline to ensure that AAU receives compensation under the legislation in force.

In case of sickness absence on a part-time basis, the place of work must send an email to the HR Department’s mailbox designated for sickness absence reporting (as stated below), stating the following:

• the staff member's civil registration number (CPR)
• the cause of the sickness absence (own sickness, child's sickness, etc.)
• date and hours/period of absence

In case of a partial sick day, i.e. when an employee leaves work and subsequently reports sick on a full-time basis, the place of work must forward an email to the HR Department’s mailbox designated for sickness absence reporting, stating the following:

• the staff member's civil registration number (CPR)
• the cause of the sickness absence (own sickness, child's sickness, etc.)
• the date of the partial sick day and the subsequent reporting of full-time sickness absence. 

When AAU is entitled to reimbursement due to a staff member’s sickness absence, such as sickness absence included in a section 56 agreement, pregnancy-related sickness absence and sickness absence of staff employed in flexi-jobs, the place of work must forward a link to the time sheets in Workzone to the HR Department’ mailboxes designated for sickness absence reporting.

What information must be RECORDED AND/OR PROVIDED by the place of work when a member of staff reports fit for work on a full-time or part-time basis?

When a member of staff reports fit for work on a part-time basis, the place of work must send an email to the HR Department’s mailboxes designated for sickness absence reporting, stating the following:

• the staff member's civil registration number (CPR)
• date and hours/period of time for the resumption of the work.

When AAU is entitled to reimbursement due to a staff member’s partial return to work after a sickness absence period, such as sickness absence included in a section 56 agreement, pregnancy-related sickness absence and sickness absence of staff employed in flexi-jobs, the place of work must forward a link to the time sheets in Workzone to the HR Department’ mailboxes designated for sickness absence reporting.

The place of work should only record ‘fit for work’ in the sickness absence system when a staff member returns to work on a full-time basis.

All notifications of part-time sickness absence/fit for work and links to timesheets must be sent to:

EST-SYG@adm.aau.dk – for staff members of the Faculty of Engineering and Science, the Technical Faculty of IT and Design and the Faculty of Medicine, including the faculty office.

HSF-SYG@adm.aau.dk – for staff members of the Faculty of Humanities, the Faculty of Social Sciences, including the faculty office and AAU Shared Services.

 
WHO DOES WHAT

The place of work records:

• Sick leave starting with full-time sick leave (full days)
• Reporting of fitness for work when members of staff return to work full time.

The HR Department records:

• Part-time sick leave starting with part-time sick leave (half days or reduced hours)
• Sick leave starting with part-time sick leave and ending with full-time sick leave (full days)
• Reporting of partial fitness for work, i.e. when members of staff return to work on a part-time basis after a full-time sick leave.

Purpose and delimitation

The purpose of the procedure is to specify how the reporting of full-time and part-time sick leave and fitness for work is managed at AAU.  The procedure applies to all places of work at Aalborg University.

Overall framework

The area is regulated by following Danish legislation:

Funktionærloven (The Danish Employers' and Salaried Employees' Act)

Helbredsloven (The Danish Health Act)

Contact your Department or the HR Department for further information.

Contact and responsibility

Contact the HR department: Hr-fravaer@adm.aau.dk