Sick leave and payroll: what must you arrange as an employer?
Your employee calls on Monday morning: off sick. Annoying, but it happens. There is just one twist: that employee isn't on your payroll, but on your payroll partner's. So who does what now? And who pays the guaranteed salary?
Here is how sick leave works under payroll and what your obligations are as the user.
Who is responsible when someone falls ill?
The payroll company is responsible. This is the key point. You can read more about the rights of payroll employees in a separate article.
Under payroll, the payroll company is the legal employer. That means:
- The payroll company pays the guaranteed salary (the wages due during illness)
- The payroll company files the illness declaration with the health insurance fund
- The payroll company manages the illness file
- You handle the practical cover on the floor
As the user, you have a different role. You are responsible operationally, but not legally. In practice? You pass the sick leave notification on to your payroll partner, and beyond that you have very little admin.
The procedure step by step
Step 1: The employee reports sick
The employee must report sick as quickly as possible. At most payroll companies the rule is: before the start of the shift, or at the latest within the first hour. You receive that notification, because the employee works on your floor.
Step 2: You pass it on to your payroll partner
Call, email or use your payroll partner's online platform. Pass on:
- The employee's name
- The date and time of the sick leave notification
- The expected duration (if known)
- Whether it is a relapse within 8 weeks
The faster you pass this on, the faster everything is sorted.
Step 3: Medical certificate
The employee must provide a medical certificate. Since 2024, an employee may skip the first illness certificate up to twice a year for a one-day absence. But take note: this only applies to companies with more than 50 employees. A smaller organisation or a longer absence? Then a certificate is always required.
The certificate goes to the payroll company, not to you. You do not have to keep any medical documents.
Step 4: Guaranteed salary
The payroll company calculates and pays the guaranteed salary. The duration depends on the status (a white-collar worker receives 30 calendar days, a blue-collar worker on a progressive basis: first 7 days, then another 7, then 14). After the guaranteed salary, the health insurance fund takes over with a sickness benefit.
What changes in 2026?
The legislation around sickness absence has been substantially adjusted in recent years. What do you need to know?
A longer relapse period
If an employee relapses within 8 weeks of returning to work (previously this was 14 days), the new illness period counts as a continuation of the previous one. The impact? You don't start counting the guaranteed salary from scratch.
Reintegration pathway
For long-term illness (more than 4 weeks), a reintegration pathway can be started. The payroll company guides this process, but you must cooperate on any adjustments to the work.
Medical certificates
The exemption for the first-day certificate (at companies with 50+ employees) still applies. Always check with your payroll partner what the exact rules are for your situation.
Guaranteed salary: who pays what?
This is one of the big advantages of payroll. When someone is ill, the payroll company pays the guaranteed salary, not you. The cost is built into the factor you pay. Curious about all the pros and cons? Read our article on the advantages and disadvantages of payroll.
Concretely:
- Employee off sick? The payroll company pays
- You pay nothing extra on top of the usual invoice
- After 30 days (white-collar) or the progressive period (blue-collar), the health insurance fund takes over
This differs from a situation where you run payroll yourself. In that case, you as the employer carry the full cost of the guaranteed salary.
After more than 15 years in Belgian payroll, we know this is an important reason many employers choose payroll. The unpredictability of sickness absence? That becomes someone else's problem.
Monitoring and misuse
What if you doubt whether the illness is genuine? Under payroll, your options are limited.
Verification doctor
The payroll company can send a verification doctor (controlearts). You can request this, but the decision rests with them. They will do it when there are signs of misuse.
Flagging
Do you notice patterns? Off sick every Monday, or always just before a busy weekend?
Report this to your payroll partner. They can then take action.
No acting on your own
You may not send a verification doctor to a payroll employee yourself. That authority lies with the legal employer.
Difference from temporary agency work
With temporary agency work through a temp agency, things work a little differently. There too the temp agency is the legal employer, so the rules are comparable. But there is a catch.
With temporary agency work, the agency can send a replacement. With payroll, you arrange the replacement yourself.
This is an important difference. Are you choosing payroll because of the lower cost? Then you have to accept that arranging a replacement during illness remains your responsibility.
Want to know more about this difference? Read our article on payroll as an intermediary or payroll versus a temp agency.
Common mistakes
Passing it on too late
Don't wait until the end of the day to pass on a sick leave notification. The sooner the payroll company knows, the better they can manage the file.
Asking for medical information
You may not ask what is wrong with the employee. That is private. You may only know: sick or not sick, and for how long (via the certificate).
Withholding wages yourself
Never do this. The payroll company decides whether and how much guaranteed salary is paid. You simply receive your invoice.
Applying pressure
Pressuring a sick employee to come in to work is not only wrong, it can also have legal consequences. Even if the person works on your floor.
Confusion about the certificate
The employee sends the certificate to the payroll company. Not to you. Many employers think they have to keep it themselves, but that is not the case.
Long-term illness and reintegration
When illness lasts longer than 4 weeks, reintegration comes into play. The payroll company is responsible for starting the pathway, but you play a part.
Adapted work
Can the employee do lighter work? Different tasks? Shorter days? You need to think along about the options within your organisation.
Communication
Stay in touch with the employee (through the payroll company). Not about medical details, but about work-related matters.
Return to work
When the employee comes back, make sure they get a warm welcome. They may not yet be working at full strength.
Tips for smooth handling
Sick leave doesn't have to be a hassle. Keep it simple:
Make the procedure clear Make sure employees know how to report sick. With you, not directly with the payroll company.
Pass it on quickly Report sick leave the same day. That saves hassle later.
Keep your own records Who, when, how long. Nothing elaborate, just an overview for yourself.
Ask when in doubt Your payroll partner has done this hundreds of times. Use that knowledge.
Arrange replacements proactively Don't wait until the last moment. You know illness happens, especially in busy periods. Read more about bringing in temporary help if you need a replacement fast.
In short
Sick leave under payroll is administratively simpler than running payroll yourself. The payroll company pays the guaranteed salary and manages the file. You pass on the notification and arrange cover on the work floor.
The most important rule of thumb? Communicate quickly and leave the admin to your payroll partner. That way everyone stays focused on what really matters.
How Recruit helps you
Calculating guaranteed salary correctly and tracking sick days? In our platform, that happens automatically.
With Recruit:
- Contracts in under 60 seconds: create trial and temporary contracts without the hassle
- Automatic wage calculation: correct pay in line with current legislation and your Joint Committee
- Dimona (immediate employment declaration) and social documents: we handle all declarations, you focus on your business
- 24/7 personal support: always a dedicated contact who knows your company
- No fixed monthly costs: pay only for what you use
Try Recruit or get in touch with our HR experts for tailored advice.
Frequently asked questions
As the user, do I have to pay the guaranteed salary?
No. Under payroll, the payroll company pays the guaranteed salary. The cost is built into the factor you pay for every hour worked.
Can I send a verification doctor if I doubt the illness?
Not yourself. You can request one through your payroll partner. They decide whether a check is carried out.
How quickly must I pass on a sick leave notification?
As quickly as possible, preferably the same day. The sooner the payroll company knows, the better they can follow up the file.
What if the employee doesn't send a medical certificate?
The payroll company follows this up. If a required certificate is missing, the guaranteed salary can be suspended. You don't have to do anything for this.
The information in this article is purely informative and does not replace professional legal or accounting advice. Employment legislation changes regularly. Always consult the current legislation or get in touch with an HR expert for advice tailored to your situation.