Part of the time tracking series
Automate the retrieval of eAU data directly from health insurance providers and reduce the workload on your HR department
Forget about third-party licences and the hassle of expiring certificates: ZEUS® has been officially system-tested by ITSG and is listed in the GKV directory. The eAU is retrieved fully automatically via the ISGUS data centre. Whether you use the solution in the cloud or on-premises, thanks to our interface expertise, the sick note is sent directly to your HR department. This saves costs, reduces administrative effort and makes your processes digital and secure.
As soon as an employee reports sick, ZEUS® takes care of the rest. The software automatically synchronises master data with your payroll system and retrieves the eAU directly from the health insurance provider. As soon as the data is available, the period is entered into the calendar and the relevant managers receive an instant push notification or email. ZEUS® Reporting shows you at a glance, at any time, which documents are still outstanding or have already been submitted.
With the automated support provided by ZEUS® Time Tracking, determining an employee’s entitlement to continued pay during sick leave becomes significantly simpler and more legally compliant for your business. The solution is familiar with the legal framework, calculates the relevant periods accurately, and ensures that you keep track of the correct duration and type of continued pay without having to rely on manual research or error-prone Excel spreadsheets.
ZEUS® automatically reminds you as soon as the 42nd day of illness within a 180-day period is reached. This feature ensures that no deadlines are missed and that you are always informed in good time. The system handles time-sensitive monitoring, relieving you of the need for manual checks. Furthermore, a request can be submitted directly from ZEUS®, which is then sent via the GKV servers to the relevant health insurance provider. This means our customers no longer have to make time-consuming phone calls or contact the health insurance provider manually. They benefit from seamless communication between their company and the health insurance provider, which significantly reduces the administrative burden.
With the electronic sick leave certificate in ZEUS®, you can digitise the entire process surrounding sick leave certificates, making it significantly easier for everyone involved. Instead of collecting, sorting and manually entering paper documents into payroll and HR processes, sick leave cases are recorded, checked and forwarded directly within the time and attendance system for employees, managers, HR and payroll. The solution helps you comply with employment law requirements, reduces manual effort and sources of error, and creates greater transparency between the departments involved.
At the same time, a clear, transparent process is established – from the notification of sick leave to the payment of benefits – which integrates seamlessly into existing workflows. This enables authorised staff to quickly see who is on sick leave, how long the sick leave period will last, and what impact this has on working hours, planning and payroll. The electronic sick note is therefore more than just a digital file. It helps to manage sick leave in a systematic, legally compliant and modern way. Employees benefit from less red tape, managers and HR from a clearer overview of absences, and the company as a whole from a professional, digital process that integrates seamlessly into the ZEUS® Workforce Management environment.
The electronic sick leave certificate in ZEUS® is not merely a technical feature, but a key management tool for handling cases of illness. It helps companies manage sick leave more effectively, identify risks relating to working hours and absence planning at an early stage, and make the handling of sick leave notifications more transparent. Rather than simply recording when someone is off sick, it becomes clear how long periods of sick leave last, the patterns in which they occur, and whether certain departments or teams are affected more frequently.
It also becomes clear how the sick leave function fits into the overall picture of ZEUS® Workforce Management: it is not an isolated feature, but an integral part of a seamless process ranging from time recording and analysis to payroll processing. This creates a comprehensive solution that combines legal certainty and efficiency with modern working practices – exactly what modern companies expect from a digitalised workplace today. For employees, this means less bureaucracy; for HR, it means easier tracking; and for the company as a whole, it means greater control over absenteeism and improved planning reliability. Automated tracking of sick leave cases also helps prevent missed deadlines and ensures consistent compliance with law requirements.
The transition to the eAU process is far more than just a legal formality; it is a genuine opportunity to drastically reduce the error rate in HR administration. Instead of manually waiting for the yellow slip, the system automatically triggers a request to the health insurance providers as soon as a sick leave notification is entered into the system. This not only eliminates the need for tedious follow-up inquiries with employees, but also ensures that continued wage payments and deadlines are always based on a clean, digital database. This comprehensive documentation provides companies with the necessary legal certainty during tax audits and ensures transparent communication between employers and social security agencies.
Thanks to the full digital integration of the eAU, the need for manual data entry in the HR department is virtually eliminated. Where postal mail and manual data entry used to consume valuable time, data now flows directly into the digital personnel file and payroll accounting. This leap in efficiency gives HR managers the freedom they need to refocus on employee support and strategic talent development, rather than getting bogged down in minor administrative tasks. A modern workflow that not only speeds up administrative processes but also underscores the professionalism of internal operations and prepares the organization for the digital future and how to stay competitive.
The electronic certificate of incapacity for work (eAU) replaces the "yellow slip." Here’s how the process works today:
This is the core strength of ZEUS®. The eAU data is automatically imported into the ZEUS® time account and calendar. The data is synchronized with your payroll software (e.g., DATEV, SAP, P&I Loga, etc.) via standardized interfaces. Master data is imported, eliminating the need for manual data entry.
Determining the 6-week period (42 days) can be complicated, especially in cases involving follow-up certificates or periods of credit. ZEUS® checks the recorded sick leave periods in the background. The software determines whether it is an initial or follow-up report (based on feedback from health insurance providers). The system automatically calculates the date until which the entitlement to continued pay applies and documents this in an audit-proof manner.
HR managers or supervisors receive an email or push notification well in advance of the 6-week period expiring. The system flags the transition from continued pay to sick pay, ensuring that payroll is notified in a timely manner and no overpayments occur.
The eAU is more than just a statutory innovation; it is a key building block on the path toward a modern and digital working world. Companies that consistently implement this step benefit from more efficient processes, improved data quality, and greater transparency. At the same time, they lay the foundation for further digital developments within the HR sector.
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