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Note that this article is only relevant for you if your company is located in Germany.

Use the automatic eAU retrieval via the DATEV Integration

This article describes how you can automatically retrieve electronic sick certificates (eAU) via the DATEV integration. The eAU function needs to be set up in Personio and DATEV before you can use it.

Before you get started

To use the DATEV integration, you or the person responsible for payroll accounting must have the appropriate access rights. You can find out which additional permissions you need to view the eAU status of other employees in the section below.

You can also find further information in our article on frequently asked questions round using the eAU.

How does the eAU work?

Once this functionality has been set up in Personio and DATEV, whenever an absence request is made due to illness, the eAU will be automatically retrieved from the statutory health insurer by Personio via the DATEV integration and saved in Personio. Notifications are sent whenever the status of the eAU request is updated. You can find further information below on when these will be triggered. This fully automates the eAU process. 

Please note:
Note that the eAU request is made from the first day of a time off. This request is not linked to the setting that controls the point from which a certificate is required.

Example:
If the eAU was created by a doctor on the day that the time off was entered, the eAU information will usually be available in Personio on the following day. 

For which employees is the eAU relevant?

The eAU retrieval is not relevant for all employees:

Insured with statutory health insurance eAU can be used
Privately insured eAU cannot be used
Insured with other (non-private) health insurance eAU can be used

Please note:
Employees with private health insurance should continue to follow the usual process of uploading their medical certificate manually.

Furthermore, automatic eAU retrieval only takes place under certain conditions. For further information on these conditions, please refer to the article Setting up the DATEV integration.

eAU status

The status of the eAU request can be viewed within the time off, or more precisely, within the respective approval request. To view the status of other employees, you will need the following:

  • Permissions to create or edit the respective absence type under Settings > > Organization > Employee Roles > Permissions > Absence.
  • View permissions for medical certificates under Settings > Organization > Employee Roles > Permissions > Documents > Medical Certificates.
Status: Pending
Status: Confirmed

eAU Status in Individual Reports

The individual reports give you the opportunity to get an overview of the status of all eAU applications. The eAU status column allows you to see at a glance which eAUs for your employees are pending, confirmed, or not required. This involves the following steps:

  1. Navigate to Analytics > Create report and click Use Classic Builder.
  2. In Set Report Details , select Report Type > Time Period. 
  3. When selecting the date of the report, we recommend using the month or week period.
  4. Under the table columns, select the Health insurance type and location attribute.
  5. Under Collection: Time off Types (6 columns), select the corresponding time off type (for example, illness) to display the inability to work.
  6. Under Set condition, filter for Germany-based employees with public health insurance, using the attributes Location and Type of health insurance.
  7. Click Create Report to generate the report and get an overview of the eAU Status column.

Approvals

Time offs can be approved as usual. This approval is independent of the eAU. If a purely automated eAU retrieval takes place, separate approval of the certificate is no longer required. If the employee also uploads a sick certificate manually, a separate approval workflow should be created for this.

Reminders

Employees who are eligible to retrieve an eAU (those with statutory and other (non-private) health insurance) will no longer receive a reminder to upload a sick certificate. Employees with private health insurance will continue to receive this reminder. However, all employees still have the option of uploading a document via the certificate upload.

Notifications

The following people will receive email and direct account notifications regarding eAU retrievals and their status:

Status of the time off request Notifications
The time off request has not yet been approved and all approvals are still required. The first person in the approval step is notified about the eAU.
The time off has been approved by one person and one further approval is required. The person responsible for the current approval step will be notified about the eAU.
The time off was approved on all steps and no further approvals are required.  Only the last person in the approval step is notified about the eAU.
When entering the time off, the approval was skipped and no further approval is needed. Only the last person in the approval step is notified about the eAU. 
A time off is entered for which no approval rule has been set. If someone enters an absence for themselves, no notification is sent. If someone enters an absence for another person, the person who created the absence will be notified.
The time off was entered via the API, without an approval workflow. The Admin whose profile was first created in Personio will be notified about the eAU.
The absence was entered via the API, using an approval workflow.
 		 Only the last person in the approval step is informed about the eAU.

Please note:
▶ If an error occurs while retrieving the eAU or if no eAU is available, you will be notified accordingly. 
▶ ︎︎Whenever the eAU request is updated, notifications are always sent to the employees for whom an absence period has been entered.

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