Sick Leave – Declaration, Medical Certificate and Reporting to Försäkringskassan

Around every sick absence there are a few steps the law requires: a declaration from the employee, a medical certificate from day 8, a report to Försäkringskassan (the Social Insurance Agency) when the sick case goes past day 14 and sometimes a plan for return to work. Vendion keeps track of them and reminds you.

How sick pay and the qualifying deduction are calculated is described in Sick Pay and the Qualifying Deduction.

The declaration – the employee gives it in the app

Sick pay is paid only once the employee has given a written declaration about the illness (Swedish Sick Pay Act, section 9, Gröna riksavtalet § 20 mom 2).

In the staff portal, under Tider ▸ Frånvaro (time, absence), the Lämna försäkran (give declaration) button appears on a sick absence that has started. It also says Lämna din försäkran, så kan sjuklönen betalas ut — give your declaration so sick pay can be paid.

In the Försäkran om sjukdom dialog the employee answers two questions:

1. Hur mycket var din arbetsförmåga nedsatt? – how much their working capacity was reduced: fully (100 %), or partly 75, 50 or 25 %
2. Har du sjukersättning som betalas ut medan du arbetar (socialförsäkringsbalken 37 kap. 3 §)? – whether they receive sickness compensation paid while working: no or yes

The employee does not have to say what illness they have. Once the declaration is given it says Försäkran lämnad (declaration given) with the date.

An extension of the sick absence is not a new sick report. If the sick rows follow one another day by day, one declaration covers the whole period, and the button appears only on the period's first row.

Declaration on paper. If the employee gives the declaration on paper, press Försäkran på papper mottagen (paper declaration received) on the staff record (see below).

Vendion does not withhold sick pay. Payroll data calculates sick pay as usual. Check that the declaration exists before pay goes out.

Sick follow-up on the staff record

Open the person under Personal ▸ Personal and the Frånvaro (absence) tab. The Sjukuppföljning (sick follow-up) panel shows every sick period that has started. What is done has a tick, for example Försäkran 20/10/2026 (i appen, 50 % nedsatt). What is missing has a warning and a button:

The buttons save today's date. Vendion sends nothing to Försäkringskassan: you report it yourself, with Försäkringskassan, and then record here that it is done.

The report to Försäkringskassan is reminded for everyone, also those of you running payroll in Fortnox Lön or another payroll system. It is not needed if the employment ends before day 15.

The return-to-work plan reminder starts a week before day 30. If the sick case is not expected to last 60 days, press Behövs inte.

How the days are counted

• Days are counted from the first day of the sick period. Vendion does not know which day the sick report was made, so the first sick day counts as the reporting day.
• If the person falls ill again within five days, the same sick case continues (Sick Pay Act, section 7). Day 15 and day 30 are counted in sick days across the whole sick case.
• The declaration and medical certificate apply to each sick period. The report to Försäkringskassan and the plan apply to the sick case.
• The reminders cover sick cases that were ongoing at some point in the last 60 days.

Notifications in the bell

• Sjukperioder saknar försäkran – sick periods missing a declaration
• Sjukperioder behöver läkarintyg – sick periods needing a medical certificate
• Sjukfall ska anmälas till Försäkringskassan – sick cases to report to Försäkringskassan
• Sjukfall behöver en plan för återgång – sick cases needing a return-to-work plan

The items disappear when you record the step on the staff record, or when the employee gives their declaration.

Who sees the information

Sick follow-up is health data. Only those who may see the person's pay, or who have Hantera användare (manage users) within the group's payroll permission, see the panel and can record steps. Colleagues with only scheduling permission do not see it.