The FravĂ¦r (Absence) form is used to register self-certified sick leave, paid leave taken to care for a sick child, holiday, and various other types of leave of absence with pay. When the Absence form is opened, a complete overview over which types of absence can be registered / applied for will display.
If the absence form does not show the appropriate absence code for the required type of paid leave, the form Permisjon og tidsbegrenset redusert stilllingÂ (Leave of absence and limited part time positions ) can be used instead. NB! When using this form, it is imperative to state in the comments area that the application concerns leave with full pay!
Forms pertaining to absence can be processed by heads of department who work within human resources.
Medically certified sick leave should not be registered in PagaWeb. The medical certificate must be submitted instead to the head of department, as before, and the head of department/substitute head will ensure that it is registered in PagaWeb. The head of department also forwards the medical certificate to the pay roll section.
In the menu to the left, you will find Skjema/oppgaver (Forms/Tasks). Click on the tab Nytt skjema (New form). You open the FravĂ¦r (absence) form by clicking on it. Click on the green cross to register a new absence. A dialogue box opens, where you can enter the details of the absence.
When the form is completed, click the Send-button at the bottom, and choose Til godkjenning (For approval)Â to forward the form to the head of department.
Attachment: If the absence requires documentary evidence, you should send the documentation to the head of department/substitute head, who will ensure that it is registered in ePhorte and cross-referenced to Form ID (Skjema ID) in PagaWeb. The ePhorte case number is registered in the comments area of the form in PagaWeb.
Concurrent absences: If you try to register an absence for a period where an absence has already been registered, you will be notified. In some cases, however, you will be allowed to register concurrent absences. Click OK to confirm that you have read the message and forward the registration as usual. However, you cannot use the self-certification form if you are on simultaneous partial sick leave. In that case, you will need to submit a medical certificate signed by a doctor.
Ă…rsak (Reason): Clicking in the Reason field causes a list of the various types of absence to be displayed. The most important rules regarding the use of these codes are listed below:
Syk ved egenmelding (Self-certification of absence) (120)
Self-certification of absence is when employees notify their employers that they are unable to come to work due to illness or injury, without submitting a medical certificate. In order to be entitled to use the self-certification form, the employment must have lasted for at least two months.
The University of Bergen is part of the IA-agreement (agreement on a more inclusive working life), which means that all employees can practice self-certification of illness or injury for up to 24 days within any 12-month period. This means that self-certification of absence can, for example, be used for 24 individual days.
Self-certification of absence cannot be used for more than 8 days per case of absence within a 16-day period. If another absence due to illness occurs within the 16-day period, the previous self-certification days will also be included. Once all 8 self-certification days within the 16-day period have been taken, the employee will have to come back to work for 16 consecutive calendar days before being permitted to use self-certification of absence again.
Please note that employees cannot use self-certification of absence if they are on partial sick leave.
If illness or injury continues beyond the self-certification days, employees must contact their doctor. Self-certification days taken prior to receipt of a doctorâ€™s note count as spent self-certification days and should always be registered.
Employees with a chronic illness:
In cases of chronic illness leading to a considerable number of days away from work, an application for an exemption of the employerâ€™s statutory period of paid leave (the first 16 calendar days of a longer sick leave) should be sent to NAV (Norwegian Labour and Welfare Administration). This can be applied for by the employee, or the employer (the University of Bergen) on the employeeâ€™s behalf. The employee will receive a letter from NAV regarding chronic illness, which must be submitted to the head of department for registration in the universityâ€™s salary and personnel system.
Svangerskapsrelatert egenmelding (Self-certification of sick leave related to pregnancy) (125)
If the absence is due to pregnancy-related problems, the University of Bergen can apply for reimbursement for the entire employerâ€™s statutory period of paid leave. The university cannot demand that employees divulge this information, but employees are encouraged to comply. The university will then apply to be exempt from the employerâ€™s period starting from and including the first day of absence. Employees will be notified by NAV.
Avviklet/registrert ferie (Taken/registered holiday) (210)
All holiday is registered under absence code 210, regardless of whether it is paid or unpaid.
You may change the dates for your holiday after the holiday has been approved by the head of department. To do this, open a new FravĂ¦r (absence form), click on the green cross and fill in the new dates. Delete the previously registered holiday absence, then send the absence form to your head of department for new approval.
Holiday for part-time employees: Paga estimates holiday for part-time employees based on the assumption that they work the same hours every day over a five-day week.
Employees holding a 50 % position and working every day will register holiday in the same way as full-time employees. However, employees holding a 50% position with variable work days – for example, working two days one week and three days the following week – will need to keep track of how much holiday they are entitled to take. The following link offers some examples of how to register holiday: Registration of holiday for part-time employees in PagaWeb.
Negative holiday pay: Holiday pay is calculated in June. If an employee works more hours in June than the usual working hours on which their holiday pay is calculated, their payslip for June will display a negative holiday pay. In such cases, they will receive a form from the payroll section advising them of how many days they need to reduce their holiday by in order to avoid having their pay reduced. The form must be returned to the payroll section by 31st August at the latest to avoid any reduction in salary. The number of holidays taken/to be taken in the year should be registered in the Absence (FravĂ¦r) form.
Tjenestefri m/lĂ¸nn m/seniortiltak (Leave of absence with pay/senior initiative – â€śsenior daysâ€ť) (270)
Senior days should be registered under absence code 270. Senior days that have not been taken before the end of the year, cannot be carried over to the following year.
Part-time employees taking out senior days: Senior days for part-time employees are estimated based on the assumption that they work the same hours every day over a five-day week. Part-time employees who do not work the same hours every day will need to keep track of how many senior days they are entitled to take out. Senior days are registered in the same way as holiday: Registration of holiday for part-time employees in PagaWeb.
Omsorgspermisjon fĂ¸dsel m/lĂ¸nn (Paid parental leave) (430)
All employees are entitled to 2 weeks paid leave in connection with the birth of a child, according to the rules of the Working Environment Act, Â§ 12-3. Adoptive parents are entitled to 2 weeks leave in connection with taking over custody of a child, according to the rules in the Working Environment Act, Â§ 12-3. During this leave, full or proportionate salary will be paid according to the joint provisions, Â§ 11.
Documentation: Confirmation of the due date must be submitted to the head of department/substitute head. He/she will make sure the documentation is registered in ePhorte and cross-referenced to Form ID (Skjema ID) in PagaWeb. The ePhorte case number is registered in the comments area of the form in PagaWeb.
Sykt barn/barnepasser (Sick child/child minder) (470)
Employees caring for children under the age of 12 have the right to use the self-certification form when the child or the child minder is ill. In order to qualify for the right to stay home with a sick child, employment must have commenced at least one month earlier. The right to paid leave of absence to take care of a sick child under the age of 12 applies until the end of the calendar year when the child turns 12. In order for self-certification of absence to take care of a sick child to be permitted, the childâ€™s name and date of birth must be registered in PagaWeb, if you have not already done so. The form for personal and family information should be used to register information about children in PagaWeb. If half a day has been taken to care for a sick child, the absence should be registered as 50% in the field for absence % in the Absence form (FravĂ¦r).
- Employees caring for 1-2 children under the age of 12 are entitled to up to 10 days leave of absence if a child or the child minder is ill. Single parents are entitled to up to 20 days leave of absence, in which case approval from NAV (Norwegian Labour and Welfare Administration) is required.
- Employees caring for 3 or more children under the age of 12 are entitled to up to 15 days leave of absence if a child or the child minder is ill.
- Single parents are entitled up to 30 days leave of absence, in which case approval from NAV (Norwegian Labour and Welfare Administration) is required.
- Employees with children under the age of 18 with a chronic illness or a disability are entitled to an additional 10 paid days for each chronically ill or disabled child. Employees must obtain a ruling from NAV in order to be entitled to these extra days.
Ammepermisjon med lĂ¸nn (Paid breastfeeding leave) (490)
Breastfeeding leave may be applied for beyond 9 months after the birth. However, evidence of active breastfeeding must be submitted in the form of a statement from a doctor or midwife. The department will ensure that this documentation is registered in ePhorte under the same case number as the parental leave.
Velferdspermisjon med lĂ¸nn (Paid compassionate leave) (510)
Compassionate leave may be granted on a number of grounds. Up to 12 working days can be permitted. At the employeeâ€™s request, and where the work schedule allows, the employer may consent to a flexible use of these days.
Permisjon ved eksamen/lesedager til eksamen (Leave of absence in connection with exams/preparation for exams) (780)
Employees planning to sit for an exam are entitled to 1 day to prepare for the exam for every 2 study points involved. These study days must be taken immediately before the exam. The employer and the employee must agree in advance when the study days are to be used.