Information for staff

Absence report & sickness absence report

Should you due to sickness or accident be absent from work, you are entitled to continued payment of (partial) wages. However, you are expected to comply with certain obligations. These obligations are detailed in the following rules. We request that you thoroughly familiarize yourself with these instructions and would like to remind you of your responsibility to observe the relevant rules. Should you fail to do so, you may be penalized.

Reporting sick

It is of the essence that the UT is informed of your absence due to sickness or accident as soon as possible. You are therefore to observe the following rules:

  1. As soon as you know you are unable to come to work, but at any rate before 09:00, you are to call in sick with your manager or substitute manager. Staff members working irregular hours are to call in sick no later than two hours prior to the start of their work day.
    Your manager will discuss the following with you:
    1. the expected duration of your absence;
    2. any adjustments required for you to return to work;
    3. any work you can still perform;
    4. any ongoing affairs/work that needs to be taken over by a colleague;
    5. how you can be contacted.
  2. Should your manager deem this necessary, they will contact the rehabilitation coordinator. Should more substantial advice be required, you will be called up for the company doctor's surgery.
  3. Your manager will also contact you within one week of your sickness report to schedule follow-up contact appointments. Follow-up contact moments will always take place within one week of the previous contact moment.
    You are expected to keep to those appointments and inform your manager on your own initiative of any changes in your situation.
  4. Within the framework of the employer's obligation to provide sickness absence counselling and rehabilitation support, the employer (manager) is obliged by law to keep a rehabilitation file from your first day of absence. This file is of course processed in such a way that your privacy is in no way compromised.



Discuss with your manager when you are available for telephone consult and when you will be present at the listed address.


If you move house or address of treatment (e.g., being admitted to or discharged from hospital) during the sickness absence period, you are to inform your manager thereof within 24 hours.


If you want to make a holiday trip during your sickness absence, you are to consult with your manager in advance. The company doctor is always to be consulted if you want to take a holiday during your sickness absence. The holiday should be fair and reasonable.


If you go home sick during work hours due to illness or accident, you are to make sure your manager is informed immediately. All other rules listed in this procedure apply equally. If you have not recovered the following day, you are to follow the rules on reporting sick.


If you fall ill during a holiday, you are to receive treatment from a local doctor. You are also to have this doctor draw up a doctor's statement. This statement is to be submitted to the company doctor upon your return home. All other rules listed in this procedure apply equally.


Should you be incapacitated for work due to a condition requiring medical attention, you are to undergo treatment within a reasonable period and follow all instructions and medical prescriptions of your doctor.


You will do everything in your power that helps you recover and rehabilitate and will cooperate with your manager's sickness absence counselling.


During your sickness absence period, you will not perform any paid or unpaid work, except insofar as it concerns work you are instructed to do to recover your health or which can be considered suitable. You are to consult with your manager on this matter.


You are obliged by law to perform suitable work.


If you are absent sick, your manager might call you up to come to the company doctor's surgery. You are obliged to act in accordance with this call.

If you have by that time recovered, you are obliged to notify the company doctor accordingly, so as to prevent the charging on of costs.


In case of a dispute on the extent of the incapacity for work or the planned rehabilitation activities, you and your manager may both request a second opinion by the Employee Insurance Agency. This second opinion is referred to as an expert opinion. The Employee Insurance Agency's opinion is, however, not binding. The related costs (€50.00) are for the account of the party requesting the opinion.


No later than 2 weeks following the first day of absence, you and your manager will together discuss your situation to verify whether you are expected to recover in the short term. Should this be the case, you will together draft a work resumption plan. Should it be unclear when you will be able to return to work, however, your manager will consult with the rehabilitation coordinator to have the staff member be called up for a visit to the company doctor.

This visit may lead to any of the following conclusions:

  • no clear estimate can be provided on when the staff member is certain to resume their work, not even when interventions are performed. In this case the company doctor will perform a problem analysis. From that moment, the 'expected prolonged sickness absence' procedure starts to apply.
  • a clear estimate can be provided on when the staff member is certain to resume their work, for instance through performing interventions. The company doctor will list the interventions concerned. On the basis of this report, you and your manager will together draft a rehabilitation plan stating a clear final objective (the date you will return to work). The plan will be assessed no later than in the 5th week of sickness absence. Should it become clear that the rehabilitation has not been met or will not be met, the manager will consult with the rehabilitation coordinator to have a problem analysis performed as yet. You might be called up for another visit to the company doctor in this context. At any rate, from that moment, the 'expected prolonged sickness absence' procedure starts to apply.


As soon as you are partially or wholly able to resume your work, you need not await a special notice to do so. You are to do the following, however:

As soon as you know the date you will return to work, you will inform your manager accordingly. You will also report fit for work with the sickness registration official of your unit.

If an appointment has been made with the working conditions service, you are to cancel that appointment yourself. If you do not, the costs of this consult may be charged on to you.


Your manager might contact you for a sickness absence meeting. The purpose of this meeting is for the manager to obtain a clear picture of the reasons for your absence and to look into possibilities of preventing or reducing the length of your absence.

In the following cases your manager might contact you for a sickness absence meeting:

  • in case of frequent absence: you were absent 3 or more times in 12 months
  • in case of conspicuous absence: your absences show a returning pattern
  • in case of doubt about your absence
  • in case of prolonged absence
  • when there is a suspicion your absence is related to the work

Sometimes, the sickness absence meeting is preventive in nature:

  • when there is a suspicion of expected prolonged sickness absence
  • when your manager is worried about your health