Easy Sick Leave Application
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Multi-Level Approvals
Substitution Options for Absentees
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Since January 1, 2023, in Germany, the traditional “yellow slip” has been replaced by the electronic AU certificate (eAU). This means that all health data from doctor’s offices is now transmitted digitally to health insurance providers. Employers, who are covered by health insurance, must retrieve this information independently from the health insurance provider. However, TimeTrack offers a simplified and digitized solution, as the software retrieves the relevant data from the health insurance provider automatically (see illustration). This reduces the workload for employers, allowing them to focus on their core tasks.
With TimeTrack, employees can effortlessly report their sick leave using a PC, tablet, or smartphone. The request is immediately forwarded to the responsible person, who can approve or reject it. Additionally, it can be configured whether requests are automatically approved or require manual confirmation. Since January 2023, employees in Germany no longer need to forward sick notes to their employers themselves. Instead, sick leave is issued digitally and directly retrieved from the health insurance provider. TimeTrack fully automates this process.
With TimeTrack, you can set up multi-level (2- or 3-stage) approval rules. How does this work? For example, in a 3-stage approval process, a first reviewer is appointed, followed by a second reviewer, and finally, a final approver.
All reviewers and approvers are automatically notified about incoming absence requests. This multi-level structure ensures that important decisions are reviewed at various levels, which is particularly crucial in sensitive or business-critical processes.
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With TimeTrack, employees can appoint a substitute during their sick leave or absence. This ensures that other departments, teams, or colleagues are always informed about who is taking over the absent employee’s tasks and acting as the new contact person. Employees registered as substitutes receive an email notification and can accept or decline the request.
The absence calendar from TimeTrack provides a clear overview of all employee absences. Different types of absences, such as sickness, vacation, or home office, are color-coded for easy identification in the calendar. It can also be configured whether absence entries are visible to all employees or restricted to specific teams, departments, or other groups.
As of December 7, 2023, telephonic sick leave is once again permitted and permanently available in Germany. This allows patients to receive sick leave after a phone call and consultation with their doctor, particularly for minor illnesses like colds or stomach issues.
Conditions and Requirements:
The choice of method (digital or telephonic sick leave) depends on the nature of the illness and the patient’s situation.
How to Obtain an Electronic Sick Note (eAU)?
To receive an electronic certificate of incapacity for work (eAU), the “eAU data exchange” procedure must be used. It is recommended to use a validated payroll software program. With the automation of the retrieval process using TimeTrack, employers can focus on their core tasks while the eAU data is reliably retrieved.
Where Can I Retrieve the Electronic Certificate of Incapacity for Work (eAU)?
The eAU is transmitted through the telematics infrastructure (TI). Doctors send the certificates to the health insurance companies, and from there, employers can retrieve the data. Since 2023, employers are required to retrieve the eAU. Automating the retrieval process with software like TimeTrack allows employers to focus on their core tasks while ensuring that the necessary information is reliably provided.
Is the Sick Note Automatically Sent to the Employer?
Yes, thanks to our innovative interface with DATEV, it is possible to directly transfer digital certificates of incapacity for work from the health insurance company. This data is seamlessly integrated into our TimeTrack software. Additionally, our system automatically notifies the responsible personnel, and all medical certificates are centrally and digitally stored.
Who Sends the Sick Note to the Employer?
Employees can submit their sick note with just one click using TimeTrack software. The doctor’s office sends the sick note electronically to the statutory health insurance provider, and after the doctor issues the sick note, our software retrieves it directly from the health insurance company and informs the employer.
How Do Employers Receive the Electronic Sick Note?
The health insurance company provides the following important data: the name of the insured person, as well as the start and end dates of the incapacity for work. Our software allows employers to retrieve the certificate independently, and you will be immediately informed once the sick note has been received by the software.
How Quickly Must the Sick Note Be Submitted to the Employer?
According to the Continuation of Remuneration Act, a sick note must generally be submitted from the first day of illness. The certificate of incapacity for work is required by the fourth day of illness.
