How do I process absence?

Step 1: Open the employee

1. Log in at www.mreinsteinportaal.nl on your laptop or computer
2. Go to Medewerker (Employee)
3. Click on the correct employee
4. Go to Verlof/Verzuim (Leave/Absence)

Step 2: Adjust the schedule

When an employee is sick you have two options:

• Leave the employee on the schedule and make sure no worked hours are registered under Uren (Hours)
• Remove the employee from the schedule so no worked hours can be registered

Step 3: Request the work pattern (Arbeidspatroon opvragen)

Click on the button Arbeidspatroon Opvragen (Request work pattern) under Arbeidspatroon (Work pattern).

You will now see an overview of the past 13 weeks.

Here is how to read it:

• Each dot represents one week. Green = worked, red = not worked.
• Totaal (Total) = the total number of hours worked on that day across all 13 weeks
• /13 = the average per day across all 13 weeks
• The third row (e.g. /7 or /11) = the average over only the weeks that day was worked

An employee is entitled to continued pay during illness if they worked on a given day in at least 7 of the 13 weeks. In the example, the employee worked Monday only 1 out of 13 weeks: no entitlement to continued pay. Wednesday 11 out of 13: entitled.

Step 4: Fill in the pattern and save (Arbeidspatroon opslaan)

Fill in the number of hours per day based on the /13 value from the overview. If an employee is not entitled to continued pay on a given day, enter 0. In the example above you can see this: Monday shows 0.00 and so does Sunday.

Then click Arbeidspatroon opslaan (Save work pattern).

Step 5: Register the absence (+ Verzuim)

Click + Verzuim (+ Absence) in the top right and fill in the details. The absence is now registered. The first sick day will be deducted as a waiting day. All other sick hours are paid at 95% of the gross hourly wage as filled in the work pattern.

Step 6: Register recovery

When the employee has recovered, go back to Verlof/Verzuim (Leave/Absence) and click Nog niet beter (Not yet recovered). Fill in the end date of the sick leave. From that date onwards the employee will be paid 100% of their gross hourly wage again.

Wachtdag (Waiting day)

The waiting day is deducted on the first working day on which the employee was due to work and which has hours registered. If 0 hours are shown on the date of sick leave, the waiting day moves to the next working day.

Example: the employee calls in sick on Monday, but Monday shows 0 hours. The waiting day is then deducted on Tuesday, provided the employee is still sick.

For payroll employees: the waiting day is at the employee's own expense, the next four days are for the employer, and from day six onwards for Mr. Einstein.

Have a different arrangement with more waiting days? Send an email to [e-mail].