Overview
This function uses the DATEV interface to automatically check whether an electronic certificate of incapacity for work (eAU) is available at a German health insurance fund for an employee’s sick note. Please note that eAU queries can only be carried out by administrators with an active DATEV token.
Configuration of Absence Types
You can now create absence types for various scenarios (e.g. work accidents, inpatient stays, or rehabilitation). You can specify whether an eAU can be requested for an absence (e.g. for illnesses from the fourth day onwards) or whether this can be documented without an eAU.
To configure these settings go to Settings and then to Absence Types:
- Select “New Absence Type” if you want to create a new category.
- Make sure that under the Permissions the option “Activate eAU request” is enabled
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Existing absence types can be adjusted using the “Edit” button to retroactively activate the eAU function there. Please also ensure that under the Permissions the option “Activate eAU request” is enabled. (see above)
- New absence types must be correctly mapped in the integration settings.
Step 1: Sick Note Submission by Employees
Employees submit their sick note as usual via the absence function:
- Go to Absences and click + Request Absence.
- Select the type Illness
- Set the time period and confirm the entry.
If necessary, authorized roles can also create the sick note on behalf of the employee.
Step 2: Viewing the Updates
- Go to Payroll → Updates
- Select the relevant sick note
The HR Admin must be logged in with their DATEV credentials. Otherwise, a warning message will appear. (“DATEV sync not available”)
Step 3: Synchronizing and Requesting eAU
Two central actions are now available in the side menu:
- Synchronize absence: Links the entry to the DATEV payroll
- Request eAU: Initiates the digital query with the health insurance fund
Step 4: Status Tracking
Both HR admins and employees can view the current status of the request at any time transparently in the respective absence entry.
eAU request pending
The eAU has not yet been requested by the HR admin
eAU request in progress
The request was successfully transmitted to the health insurance fund via DATEV. It typically takes 4 to 14 days for the certificate to be made available.
eAU confirmed
The electronic certificate of incapacity for work was retrieved via DATEV and fully matches the reported sick days. No further steps are required.
eAU not found
The health insurance fund found no certificate for this period. This can happen e.g. if the doctor’s appointment has not yet taken place or the employee is privately insured. It typically takes 4 to 14 days for the certificate to be made available.
eAU incorrect insurer details
The request cannot be processed because the insurance data stored in the employee’s Factorial profile is incorrect or outdated. Please check the personal data in the system (first name, last name, etc.) and try again.
A problem was detected:
A technical error occurred during communication with DATEV or the health insurance fund.
eAU data mismatch
The electronic certificate of incapacity for work was retrieved via DATEV, but the period stored in Factorial does not match the data in DATEV.
