Reimbursement

As an employer, AAU can receive reimbursement after 30 calendar days of continuous illness. The sickness absence must be reported to StatensHR no later than 5 weeks after the first day of absence, otherwise AAU loses the right to the reimbursement.

The reimbursement rate is per week for a full-time employee and must therefore be calculated on a part-time basis if the employee is not employed for 37 hours per week or is reported as partially sick.

The reimbursement rate changes annually and the current rate can be found on the Ministry of Employment website under the heading ‘Sickness benefit’.

Aalborg University may be reimbursed for part of the parental leave employee's salary during paid leave in connection with pregnancy, maternity, paternity and parental leave. Reimbursement can be requested from the municipality and the Parental Leave Fund, respectively.

In order for AAU to apply for reimbursement, it is a prerequisite that the person on parental leave or the responsible department notifies the HR department of the leave within the applicable deadlines.

The reimbursement rate is per week for a full-time employee and must therefore be calculated on a part-time basis if the employee is not employed for 37 hours per week or is registered as partial parental leave.

The reimbursement rate changes annually and the current rate can be found on the Ministry of Employment website under the heading ‘Parental benefits’.

The Parental Fund covers the periods of leave where the parental leave holder is entitled to full pay. This is paid per hour in relation to the employee's degree of employment.

The reimbursement rates of the Parental Leave Fund are regulated annually on the website of the State Administration.

The municipality's reimbursement to AAU for employees on wage subsidies is an hourly rate based on the agreed authorisation. The rate can be found on the website of the Ministry of Employment under the heading ‘Wage subsidies -> Wage subsidies, private/public employer (section 63, paragraph 2, no. 4)’.

Aalborg University has employees in flex jobs under several different conditions. They are divided into new and old schemes, as there are ongoing changes in the Employment Act.

Employed before 31 December 2012

Employees employed in flex jobs after December 2012 are paid according to the hours they actually work. In addition, the employee receives a flex pay subsidy directly from the municipality.

Employed before 01.01.2013

After the grant, the employee is employed for 37 hours per week, and AAU receives reimbursement from the municipality. The reimbursement is given on the basis of the minimum collectively agreed salary - if nothing else is stated in the grant from the municipality/job centre. Reimbursement is also given for; holiday pay (earned during the flex job employment), pay during illness or maternity leave, group life insurance and employer-paid pension. The authorisation indicates whether the municipality pays 1/2 or 2/3 reimbursement.

For both the new and old flex job scheme, an application is then made for a subsidy from the state - Statens Administration. For employees with the new scheme, AAU can apply for a 50% reimbursement of the actual salary expenses - however, there is a maximum salary expense per quarter from which reimbursement is granted. Which salary expenses can be included and applied for can be found together with the quarterly maximum, which is adjusted annually - see here.

For employees under the old scheme, AAU can apply for 50% reimbursement of salary expenses - after the municipality's reimbursements have been deducted - here again the maximum salary expense per quarter applies.

• Sickness reimbursement is applied for when reporting in Statens HR-fravær. HR Partnerteam notifies NemRefusion and payment is made to AAU's NemKonto.
• In the case of maternity leave, HR Partnerteam reports the leave period in NemRefusion based on the submitted notification form so that we receive the reimbursement from the municipality. The request to the Parental Leave Fund is made when the HR department prepares the ‘Parental Leave Overview’ for the employee.
• Wage subsidies are requested monthly in NemRefusion by the HR Wage Team.
• The subsidy for employees in flex jobs is requested from the municipality through NemRefusion quarterly by the HR Salary Team. The subsidy from the state is also requested by the HR Salary Team - also quarterly.

• Sickness - HR Partnerteam reports absence in NemRefusion based on information in Statens HR-fravær, approximately on the 31st day of illness and requests reimbursement approximately 8 weeks later, or if a return to work has been reported. In the event of long-term illness,
• HR Partner Team requests reimbursement every 8 weeks.
• Maternity/Paternity Fund - Reimbursement from the municipalities is received on a weekly basis, but it can take up to approximately 6-8 weeks after the request. The state subsidy via the Maternity Fund is received continuously after the first period has been applied for.
• Wage subsidies - The reimbursement is received approximately at the end of the following month on AAU's NemKonto.
• Fleksjob - The municipalities' reimbursement is received approximately 2-3 months after the end of the quarter. State reimbursement is received quarterly, approximately 3-4 months after the end of the quarter.

With the exception of the reimbursement from the Maternity Fund, all reimbursements are entered in SLS - Statens Lønsystem - as they are received in AAU's NemKonto. This means that they are posted to the account string the employee is employed in at the time of absence.

Still with the exception of the Maternity Fund, the reimbursements can be seen in Qlikview - Salary extended when they are posted. The reimbursements are entered with a different text (S = sickness, B = maternity leave, L = wage subsidy, FK = Flexjob (municipality) and FS = Flexjob (state) and the reimbursement period e.g. S:01.02.2023-05.02.2023.

Based on the first request, the parental leave fund provides ongoing monthly reimbursements, but these reimbursements are automatically posted through SLS and posted to the employee's account string. They are currently only visible in the form of an amount without text on the general ledger account 188907 - in Qlikview they appear under the code name: Maternity Fund.