Recording a Sick Leave or Accident Absence

General Information

All staff members, particularly those on fixed-term or permanent contracts, must report their absences to their line manager and enter them into the absence management system.

If an absence due to illness or accident lasts more than three consecutive working days, a medical certificate must be uploaded to the absence management system starting from the fourth day of absence.

Key Points

  • All sick leave or accident absences must be validated by the supervisor
  • Absences ≤ 3 days: No medical certificate required
  • Absences > 3 days: Medical certificate required, to be attached directly or as soon as possible to the recorded absence
  • Partial incapacity: The entire absence period must be entered according to the medical certificate, including the indicated incapacity rate

How to Record a Sick Leave / Accident

  1. Click on “New absence”
  2. Select the appropriate reason
  3. Enter the absence period as stated in the medical certificate (if available)
  4. Specify the incapacity rate if different from 100%
  5. Attach your medical certificate if the absence exceeds 3 days
  6. Click Save

Partial Incapacity & Partial Presence

  • The system automatically detects partial incapacity

  • A complementary screen allows you to enter your partial presence, which will be visible in your personal and unit calendar

Note: Absences must be entered in uniform quarter-day blocks. If your schedule is irregular (e.g., one full day and two afternoons), you must record each segment separately using “New absence” and the reason “Partial presence due to illness/accident.”

Additional Information

  • Absences longer than 3 days without a medical certificate will trigger email reminders
  • A medical certificate may be required from the first day of absence, especially in cases of repeated absences
  • Accident cases must be reported to the Social Insurance Office following the guidelines on the dedicated page
  • Absences exceeding 30 calendar days are subject to special follow-up, detailed in the document Management Process for Ilness/Accident and Long-Term Absences (PDF)
  • Absences exceeding 90 calendar days result in a reduction of vacation entitlement, calculated as follows:

Note: In the case of a prolonged absence, the 90-day waiting period applies only during the first year of absence.