Sickness absence - from reporting sick to reporting fit for work (All AAU employees)
Procedure
Published: 17.07.2018 (Last revised: 22.06.2020)
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Rules for sickness absence reporting
Employees must report sick when working hours begin on their first day of sickness absence or at the time of day they leave their workplace due to sickness, as stipulated in the procedures applying at their place of work. This means that if an employee falls ill during the workday and leaves the workplace, the remaining part of the day must be registered as sickness absence. When an employee reports sick when working hours begin, the entire workday must be registered as sickness absence.
The employees must report in sick to their department and/or section.
When reporting absence from work due to medical examinations and treatments with a general practitioner, medical specialist, physiotherapist, dentist or outpatient hospital care which are part of a long-term course of treatment or rehabilitation etc. necessary for an employee to preserve or regain his/her health or due to operation or long-term medical treatment, an employee must provide information on the dates of his/her sickness absence, when possible. Please see ”paid and unpaid leave” of absence for further information.
THE EMPLOYEE’S RESPONSIBILITY WHEN REPORTING SICKNESS ABSENCE
Employees are responsible for informing their place of work of the cause of their sickness absence (own sickness absence, section 56 agreement, pregnancy-related sickness, Covid-19, and work-related injury); this will ensure correct registration of their sickness absence.
If the employee has a "realistic presumption" of being infected with Covid-19, the absence will be eligible for reimbursement. The employee will receive a letter of notification from the municipality through e-Boks, which the employee is obliged to respond to in a timely manner.
When reporting sick, the employee will receive an email from the Aalborg University sickness reporting system, regarding the cause of his/her sickness absence and the first day of sickness absence.
Stating the cause of the sickness absence is essential as sickness absence included in a section 56 agreement, pregnancy-related sickness, Covid-19, and work-related injury must be reported by a specific deadline to ensure that AAU receives compensation under the legislation in force.
THE EMPLOYEE’S RESPONSIBILITY WHEN REPORTING PARTIAL SICKNESS ABSENCE
Employees must notify their place of work of the date and duration of their partial sickness absence as stipulated in the procedures applying at their place of work; for example, employees may report 2 hours of absence if they need to visit a medical specialist during working hours or if they go home unwell after being at work.
RULES FOR FULL OR PART-TIME RESUMPTION OF WORK
When an employee resumes work in full or on a part-time basis, they must report fit for work in accordance with the procedures applying at his/her place of work.
The employee must report their resumption of work to their department and/or section.
The employee must notify the work place (department and/or section) of the date he/her will resume work. In the case of partial resumption of work, the number of working hours must be reported. A partial resumption of work will always be as per arrangement with the employee’s line manager.
Contact and responsibility
Contact the HR department:
EST-SYG@adm.aau.dk – for employees of the Faculty of Engineering and Science, the Technical Faculty of IT and Design and the Faculty of Medicine.
HSF-SYG@adm.aau.dk – for employees of the Faculty of Humanities, the Faculty of Social Sciences and AAU Shared Services.
Document contact: Charlotte Spliid Knudsen, HR Specialist Centre