Part of the topic series Electronic Certificate of Incapacity for Work (eAU)
Absences due to incapacity for work are part and parcel of day-to-day HR Management. For HR, this means more than just recording absences accurately. The processing of sick leave information, the management of absences and the assessment of pre-existing conditions that may affect entitlement must also be reliably integrated. With ZEUS® Workforce Management, these processes can be directly linked to digital time recording. Absences due to incapacity for work are managed centrally, relevant information is available for further processes, and the income replacement procedures allows enquiries regarding pre-existing conditions to be processed directly within the system.
With the electronic certificate of incapacity for work (eAU), information relating to an employee's incapacity for work is transmitted digitally. For companies, this represents a change from the previous paper-based process.
ZEUS® supports the integration of incapacity-for-work information into the digital absence management process. This keeps relevant information directly available within the application and allows it to be linked with the corresponding employee and time data.
Not every new period of incapacity for work is automatically a completely new illness. If several periods of absence occur within a certain period, the question may arise as to whether previous periods of incapacity for work can be taken into account as relevant previous illnesses. This is where the EEL procedure (compensation benefits for income) comes in. ZEUS® supports this process directly within digital time tracking. Relevant periods of absence can be taken into account for the assessment. If the requirements for a previous-illness request are met, the request can be initiated directly in the system and subsequently processed further.
An incapacity for work is initially a routine process in everyday HR administration: it is recorded, documented in the personnel calendar and taken into account for further personnel administration. Things become more complex when further periods of incapacity for work occur within a certain period and it needs to be assessed whether previous periods of absence can be taken into account as relevant previous illnesses. This is where the income replacement procedures comes in. The connection with digital time tracking is crucial, as much of the required information is already generated through the daily management of working hours and absences.
eAU, time tracking and income replacement procedures have different functions, but build on one another within digital absence management. The eAU process provides information on incapacity for work electronically, while time tracking documents the start and end of the absence and makes existing periods of incapacity for work available in the personnel calendar. If an assessment of relevant previous illnesses is required, this data can be used for an income replacement procedures request. The response from the social insurance provider is then assigned to the corresponding process.
With ZEUS®, the income replacement procedures function is directly connected to digital time tracking. Relevant periods of incapacity for work and previous absences are already available in the personnel calendar. If the requirements for a previous-illness request are met, ZEUS® informs the user and enables the request to be initiated directly from the relevant period of incapacity for work. Alternatively, an overview of previous-illness requests is available. The response from the social insurance provider is then processed electronically and assigned to the relevant process.
The processing status also remains transparent in ZEUS®. Different status indicators in the personnel calendar show, for example, whether a previous-illness request can be submitted, has already been transmitted, is awaiting a response or whether periods that can be taken into account have been reported. The relevant periods and the total number of days that can be taken into account can be viewed in the detailed overview. This keeps the entire process linked to the existing absence data and the respective employee.
EEL stands for ‘income replacement benefits’ and refers to the electronic exchange of data between employers and social security providers. In the context of incapacity for work, this procedure plays an important role, amongst other things, in assessing pre-existing conditions that may be taken into account. ZEUS® integrates this process directly into digital time recording. Relevant instances of incapacity for work and absences are already documented in the system and can be used for this assessment. If a pre-existing condition enquiry is required, it can be initiated directly in ZEUS® and the electronic response can then be processed within the system.
If an employee experiences several periods of incapacity for work within a specific timeframe, the question may arise as to whether previous periods of absence can be taken into account as pre-existing conditions. The EEL procedure is used for this assessment. ZEUS® helps HR managers to view relevant periods of absence in context and to identify the criteria for submitting a request. If a request regarding a pre-existing condition is possible, it can be initiated directly from the staff calendar. This means that the relevant information does not first have to be gathered from various systems.
The eAU and the EEL procedure fulfil different functions, but can be integrated within the digital absence management process. The eAU enables the electronic transmission of information regarding incapacity for work. In ZEUS®, this information is processed in conjunction with existing absence records and digital time recording. As a result, periods of incapacity for work are available in the staff calendar for further processes. If a subsequent check for pre-existing conditions that may be taken into account is required, the existing information can be used for the EEL enquiry. In this way, ZEUS® links the various process steps within a single application.
Information on current and past periods of incapacity for work is important for the EEL assessment. As these are already documented in the staff calendar within ZEUS®, they can be used directly for the assessment and processing of enquiries regarding pre-existing conditions. This means that no additional, separate process is required.
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