In November 2025, a VACO member—a medium-sized tire service company—reported an employee sick to the absenteeism insurance company. The entrepreneur assumed that this report was sufficient to start the process. What he did not know was that in his situation, the occupational health and safety service also had to be informed immediately. This double reporting is mandatory when the occupational health and safety service and the absenteeism insurance are not linked.
In this case, there was no such link, which meant that the occupational health and safety service only took action six weeks later.
The two routes: when do you report where?
Route 1 –A separate occupational health and safety service contract and separate absenteeism policy
Do you have two separate policies?
Then, when reporting sick on day 1, you must take two actions:
-
-
Report to the occupational health and safety service
-
Reporting to the absenteeism insurer
-
If you fail to do so, the occupational health and safety service will be unable to analyze the problem in a timely manner, and you run the risk of delays, fines, or your benefits being suspended.
Route 2 – Single Absenteeism Package (insurer + occupational health and safety service linked)
Do you have a single integrated Absenteeism Package, in which occupational health and safety services are part of the insurance?
In that case, one notification to the absenteeism insurer on day 1 is sufficient.
The insurer automatically forwards the sick note to the occupational health and safety service.
This prevents double administration—but only if the link is actually included in your contract.
If you have taken out a VACO Absenteeism Package, all you need to do is report the absence via the absenteeism portal.
In that case, the sick report will be forwarded to the occupational health and safety service via a link.
Always report sick within 48 hours!
Route 1 or 2, sick leave must always be reported within 48 hours.
If this does not happen, the excess period of the absenteeism insurance will only commence on the date of notification instead of on the first day of illness.
What went wrong in this case?
Because the member thought he was in route 2 (one system), he only reported the claim to the insurer. In reality, he had two separate contracts.
As a result:
-
-
the occupational health and safety service arrived six weeks too late
-
it was not possible to prepare a timely problem analysis
-
no reintegration advice was given
-
the statutory absence protocol was not followed
-
The insurer concluded that the legal steps had not been followed in a timely manner and therefore rightly suspended the payment.
How was it resolved?
After the member contacted them, the occupational health and safety service became involved. They determined that no viable opportunities for reintegration had been missed in the first few weeks. On that basis, the insurer was able to resume payments retroactively—but this positive outcome is not a given.
What can VACO members learn from this?
1. Know which route you are on
-
-
If you have a separate occupational health and safety service contract and a separate absenteeism policy → submit two reports.
-
If you have one integrated contract→ one notification is sufficient.
-
A misunderstanding in this regard can have direct consequences for benefits and compliance with the Gatekeeper Improvement Act.
If you have a separate occupational health and safety service contract and a separate absenteeism policy, it is necessary to submit an absenteeism overview from the occupational health and safety service every month when there are sick employees, in the first week of the month following the month for which the payment is to be made.
2. First day of illness = crucial
The first day of illness determines the entire reintegration process. Reporting too late always works against you.
3. Not sure? Just check!
Many entrepreneurs do not know exactly how their contract is structured.
A quick phone call to VACO Insurance Services prevents a lot of hassle, delays, and risks.
Why we share this
At VACO Insurance Services, we have noticed that awareness of absenteeism processes has declined in recent years. By sharing anonymous practical examples, we want to help members prevent problems rather than having to solve them after the fact.
Want to know more or need help?
Entrepreneurs with questions about their absenteeism insurance or sick leave reporting process can always contact the VACO Insurance Service via: 010 - 288 4423 or info@vacoverzekeringsdienst.nl, also for help in converting your separate policies to the VACO Absenteeism Package.
Jeffrey Hoffer
Account Manager VACO Insurance Services
Jeffrey.Hoffer@schoutenzekerheid.nl
06 – 2528 8220
