Partially paid absence
What is partially paid absence?
Partially paid absence means that the absence should only be paid for a specific part of the absence period.
This is often used for absence codes for sick leave, where the employer pays sick pay during the employer's period. After the employer's period, the absence should usually no longer generate paid hours in Capitech Flow. See article "Sick Leave and Employer's Period" for a more detailed description on how this is calculated.
In Capitech Flow, absence codes can be set up with payroll type Partially Paid and a specific duration, for example 16 days
How does partially paid sick leave work?
When an absence code for sick leave is set up as Partially Paid, Capitech Flow automatically calculates which days should be paid.
The calculation is based on:
- first day of absence in the sick leave
- the duration set on the absence code
- continuous sick leave for the employee
- previous sick leave that is linked to the absence
Absence codes for sick leave can automatically calculate pay for a specified number of calendar days from the first day of absence in continuous sick leave.
What does continuous sick leave mean?
Sick leave is considered continuous when there are not 16 calendar days or more between the absences.
For example, if an employee has self-certified sick leave followed by sick leave with fewer than 16 calendar days between them, Capitech Flow can treat this as one continuous sick leave period.
This means that the employer period can start with the self-certified sick leave, not necessarily with the sick leave.
Example of partially paid absence
If a sick note is set up as Partially paid for 16 days, Capitech Flow will calculate paid hours within the first 16 calendar days of the continuous sick leave.
Example:
Absence | Period | How is payment calculated? |
|---|---|---|
Self-certified sick leave | Day 1-3 | Can be included in the employer's period if self-certification is part of the sick leave follow-up. |
Sick leave | Day 4-20 | Paid hours are calculated until the employer's period is used up. |
After the employer's period | After day 16 | Absence is normally calculated without paid hours. |
If the self-certification and sick leave are linked, they count as one continuous sick leave period.
Absence code setup
For partially paid absence to function correctly, the absence code must be set up correctly.
For the absence code, you must check:
Field | Explanation |
|---|---|
Absence code | The code used when registering the absence. |
Type | The absence code must be set up as the correct type of absence. |
Paid by company | Must be set to Partial if only parts of the absence are to be paid. |
Duration | Indicates how many days the absence should be paid, for example 16 days. |
Names of absence codes may vary between organizations. Therefore, check your own absence codes under:
Admin > Absence > Absence codes
When can you receive a notification about errors in paid hours?
You may receive a notification if an absence is changed in a way that affects the employer's period.
This can happen, for example, if:
- a sick leave is first registered and calculated
- a self-certification is later registered prior to the sick leave
- the self-certification and sick leave are connected
- the employer's liability period therefore starts earlier than before
Capitech Flow may then notify you that there are too many or too few paid hours.
What should you do if you receive a notification?
If you receive a warning about errors in paid hours, the affected absence must be saved again.
Here's how to do it:
- Open the sick leave or absence to which the warning applies.
- Check the period and details.
- Click Save again.
- Capitech Flow then recalculates the employer's period and the column Paid again.
This is relevant if related absences have been entered or changed afterwards.
When do you need to manually check the calculation?
You should manually check the calculation if:
- self-certification is registered after sick leave
- sick leave is extended
- absence is changed retroactively
- the absence is related to previous sick leave
- a warning about too many or too few paid hours is displayed
- the employee has periods off, shifts, or other conditions that may affect the employer's period
Capitech Flow calculates automatically, but NAV's rules and internal assessments must still be used in case of discrepancies.
Frequently asked questions
What is partially paid absence?
Partially paid absence means that only parts of the absence period shall be paid. This is often used for sick leave during the employer's period.
How does Capitech Flow calculate partially paid sick leave?
Capitech Flow calculates paid hours from the first day of absence in continuous sick leave, based on the duration set for the absence code..
Why do you receive a notification about too much or too little paid absence?
You may receive a notification if an absence that is linked to other absences has been changed, and the change affects when the employer's period ends.
What do you do when paid hours are incorrect?
Open the absence and save it again. Then Capitech Flow recalculates the employer's period and the column Paid again.
Can self-certification affect partially paid sick leave?
Yes. If self-certification is linked to sick leave, the self-certification can affect when the employer's period starts.
Where is partially paid absence set up?
Partially paid absence is set up on the absence code under Admin > Absence > Absence codes.