Has an employee reported sick and you want to initiate an eAU request?
This article explains where and how to initiate an eAU request in the system.
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Navigate via the headline menu to Pre-Payroll, then select Absences. A list of all recorded employee absences will be displayed.
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To add a new absence, click the Add button, in the upper right corner. A new page will open where you can enter the absence details. Complete the required fields with the appropriate information.
Notice
The "Initiate eAU request" toggle is only displayed if the "Reason for absence" is set to "Sick" and the option "Did the employee consult a doctor?" is set to "Yes".
You can then select either an electronic certificate or a paper certificate.
Important
To initiate an eAU request, the absence status must be set to “Checked”. Activate the toggle if you want to initiate an eAU request.
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The timing of the request depends on the value configured under "Sick note required from day" in the company settings or individually for the employee.
Example:If the sick note requirement is set to day 4, the request will automatically be initiated by the system on "Sick note required from day" + 1 day.
For your information: The system automatically initiates eAU requests once per day.
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Before an eAU request is sent, the system performs several validations.
For example, the request will not be triggered if the employee has not yet started employment, if no social security number is recorded, if the employee has private health insurance, or if no statutory health insurance fund is assigned - a system notification will be displayed and the request will not be triggered.
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Once the eAU-request has been triggered, the absence status is automatically updated to "Requested".
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When a response is received from the health insurance fund, the status changes to "Received".
You can view the response under Notifications → Social insurance → Incoming.
The details of the response can also be viewed directly in the corresponding absence entry under Pre-Payroll.
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The responsible user must now review the reported period.
If the information matches, the absence status should be changed to "Approved".
Only after this step will the absence be considered in payroll processing.
Important
The absence type "Inpatient stay" (including partial inpatient treatment) is excluded from the eAU procedure. This is because the actual use of such treatment is only reported later by the hospital during the billing process.
As a result, this information may be transmitted significantly later (sometimes months after the employer’s request).
The following eAU response codes are currently used:
„1“ = Incorrect health insurance fund / unknown person
„2“ = Sick leave certificate - AU (new)
„3“ = Hospital (new)
„4“ = Certificate not available
„5“ = Rehabilitation / preventive care (new)
„6“ = Partial inpatient hospital treatment (new)
„7“ = Under review (new)
„8“ = Alternative certificate available (new)
„9“ = Forwarding procedure (new)
Response codes 4, 7, and 9 represent intermediate status messages.