people.sick-leave·version 1.0.0·draft1 to verify
Record sick leave and arrange cover
The absence is recorded from the first day, the sick-leave certificate is verified in the e-Health system, cover is arranged, and pay is split correctly between the employer and VID.
When to use
An employee reports sickness or a sick-leave certificate appears. Not for planned absence — use people.vacation-request. Not for ending the employment — use people.offboard-employee. If the sickness is work-related (accident at work), also open people.workplace-safety-lv after S1 — this playbook alone is not enough for a work accident.
Before you start
- The employee's contract and normal working time are in the people module (pay is computed from these).
- You know what the employee was working on — the cover decision in S3 depends on it.
- The company can see certificates in the e-Health system for this employee (one-time consent is normally
What a run requires3
- Approval · S3 · ownerthe run stops until a named person records the decision
- Approval · S6 · ownerthe run stops until a named person records the decision
- Irreversible · S6an agent never closes it alone
Any step can wait until a date and reopens by itself; every closed step leaves evidence (a note, a link, a number).
The trail8 steps
Record the absence from the first reported dayagent
Create the absence in the people module: employee, first day of illness, "sick leave — certificate pending", who reported it and when.
Done when the absence record exists with the first day and the report timestamp.
⛔ Do not wait for the certificate to start the record — the certificate often arrives days later, but the absence and the pay split are counted from the first day of illness.
Check for a certificateagent
Look in the e-Health system for a sick-leave certificate for this employee and period. If none is visible, note it and re-check daily; ask the employee to confirm they have seen a doctor.
Done when the certificate number and its period are written on the absence record, or "none yet, checked <date>" is recorded.
Decide coverownerneeds approval · owner
Approval · S3 · owner — the run stops until a named person records the decision
Show the pending work: customers to answer, deadlines in the next two weeks, tasks only this person can do. Propose cover: a named colleague, the owner, postponement, or the agent holding the routine parts.
Done when each pending item has a named owner or an explicit "postponed to <date>".
Arrange the coveragent
Tell the named colleagues what they cover and until when; move or reassign the tasks in the tasks module; set an out-of-office or a redirect on the sick employee's mailbox only if the owner approved it.
Done when every pending item is either reassigned in the tasks module or marked postponed with a date.
Compute the pay splitagent
From the certificate period and the employment data, split the days: the days the employer pays (the first days of sickness at the statutory percentage of average earnings — ⚠ verify the exact employer-paid period and percentage, likumi.lv, Law "On Maternity and Sickness Insurance") and the days paid by VID from the state budget. Write both on the absence record as a payroll note.
Done when the payroll note shows the day ranges and the amounts basis, and the next payroll run will pick it up.
Submit the data to VIDagentneeds approval · ownerirreversible
Approval · S6 · owner — the run stops until a named person records the decision
Irreversible · S6 — an agent never closes it alone
For the period paid by VID, prepare the employer's submission with the employee's data and the sick-leave days (electronic declaration, vid.gov.lv). Show the owner the summary; on approval, submit.
Done when the submission receipt (reference, date) is saved on the absence record.
⛔ Filing with wrong days is hard to correct and delays the employee's benefit — read the day ranges back from the certificate, not from S1's report.
Watch for the certificate changingagent
Long absences get extended certificates; a new certificate can change the end date. Re-check the e-Health system when the current certificate's end date passes.
Done when either a new certificate is recorded and S5/S6 re-run for the new period, or the employee returns and the absence is closed with the last day recorded.
Close and hand backagent
When the employee returns: close the absence, confirm the payslip shows the employer-paid days, confirm the VID benefit was granted (or flag it if not), and thank the covering colleagues.
Done when the absence record shows first day, last day, certificate reference, payroll note and VID receipt.
Checks — how we know it worked
- The absence record shows the first day of illness as reported on day one, not the date the certificate appeared.
- The certificate in e-Health covers the paid period — read the dates back from the certificate itself.
- The payslip for the month shows exactly the employer-paid days from S5, nothing more.
- Every pending item from S3 has a named cover or a recorded postponement — nothing is simply dropped.
- A VID receipt exists for every period beyond the employer-paid days.
If it goes wrong
| Symptom | Response |
|---|---|
| No certificate appears within a week | Ask the employee directly; if they cannot obtain one, the absence may not be payable as sick leave — flag to the owner before payroll runs. |
| Certificate period differs from the reported first day | The certificate governs; recompute S5, correct the payroll note before the run, and note the discrepancy on the record. |
| Cover did not hold — work stalled | Do not silently absorb it; re-open S3 with the owner and record what slipped and why. |
| VID rejects or delays the benefit | Compare the submitted days against the certificate line by line; fix and resubmit once, then escalate to the owner with the receipt and the rejection reason. |
| Employee returns too early or relapses | Treat the relapse as a new absence with its own record; do not extend the old one silently. |
What each step leaves behind
- S1the absence record exists with the first day and the report timestamp.
- S2the certificate number and its period are written on the absence record, or "none yet, checked <date>" is recorded.
- S3each pending item has a named owner or an explicit "postponed to <date>".
- S4every pending item is either reassigned in the tasks module or marked postponed with a date.
- S5the payroll note shows the day ranges and the amounts basis, and the next payroll run will pick it up.
- S6the submission receipt (reference, date) is saved on the absence record.
- S7either a new certificate is recorded and S5/S6 re-run for the new period, or the employee returns and the absence is closed with the last day recorded.
- S8the absence record shows first day, last day, certificate reference, payroll note and VID receipt.
Evidence to keep
Report timestamp and first day · certificate number and period from e-Health · the S3 cover decision (who decided, when) · the payroll note with day ranges · the VID submission receipt · the closing record with the last day.
How this playbook improves
After every 10 runs ask: how long from report to recorded absence and to named cover — and which step waited? Did any payroll run need a correction because of S5? Was any VID submission rejected? A new version changes the step that caused the wait or the error, and says so in its change note.
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