AAU Handbook

Reporting sick and fit for work (All AAU employees)

Rules and Procedure

Published: 17.07.2018 (Last revised: 30.09.2021)

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Rules on reporting SICK

Staff members must report sick to their section and/or department, as stipulated in the procedures applying at their place of work. Staff members must report sick either when working hours begin on their first day of sickness absence or at the time of day the sickness absence begins.

What information must staff members provide when reporting sick?

When reporting sick, staff members are obligated to provide information of the cause of their sickness absence; own illness, child’s illness, pregnancy-related illness, § 56 or work-related injury, in order to register the sick leave correctly and ensure possible reimbursement.

All staff members are obligated to stay informed via their e-box (also for reporting sick/fit for work on a part-time basis), including responding to inquiries from the municipalities and Udbetaling Danmark in a timely manner.

Rules on reporting sick on a part-time basis

Staff members must report sick at the beginning of the sickness absence. This means that if a staff member becomes ill during the day and, as a result of the illness, has to stop working, the rest of the day must be recorded as sickness absence (part-time sick leave).

This part-time sick leave can thus occur during a working day where the staff member has to interrupt the work due to illness (their own or their child’s illness). Part-time sick leave may also occur when the staff member takes part in planned examinations and treatments, see Rules on paid and unpaid leave.

For part-time sick leave due to planned examinations and/or treatments, staff members are obligated to provide information on the sickness absence once they aware of it in order to plan work and possibly transfer tasks.

What information must staff members provide when reporting sick on a part-time basis?

Staff members must notify their place of work of the date and duration of their part-time sick leave as stipulated in the procedures applying at their place of work; for example, staff members may report two hours of absence if they need to visit a medical specialist during working hours or if they leave the workplace during the day due to being unable to work.

For long-term part-time sick leave (over 30 days), staff-members will be obligated to return timesheets to their unit/department every four weeks in order to correctly report hours to the municipalities/Udbetaling Danmark for reimbursement purposes.

Rules on reporting fit for work on a full-time or part-time basis

When staff members return to work on a full-time or part-time basis, they must notify their place of work according to the procedures established by their place of work.

Staff members must report to their place of work, i.e., their unit and/or department.

What information must staff members provide when reporting fit for work on a part-time basis?

Staff members must notify their place of work of the date of their return to work, and the number of hours absent from work, if they return to work on a part-time basis. Staff members who would benefit from a phased return to work (part-time return to work) must make such an agreement with their line manager.

For a long-term return to work on a part-time basis (over 30 days), staff-members will be obligated to return timesheets to their unit/department every four weeks in order to correctly report hours to the municipalities/Udbetaling Danmark for reimbursement purposes.

 

Purpose and delimitation

The following procedure describes how employees have to report sick and returning to work. These procedure apply to all employees at Aalborg University.

Overall framework

The area is regulated by following Danish legislation:

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

Sygedagpengeloven (Danish Sickness Benefit Act)

Contact your Department or the HR Department for further information.

Contact and responsibility

Questions related to a specific sick leave must be directed to the staff member’s unit and/or department.

For questions about these rules, the HR department may be contacted:

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

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