Best practices to avoid a blockage of your reimbursement

Processing anomalies related to your employees’ declarations of incapacity for work

As part of your reimbursement requests, the processing rules for certain anomalies in your declarations of incapacity for work are evolving:

• You will no longer receive a schedule of working hours (grille horaire) requesting additional information when the number of declared hours for incapacity for work exceeds the employee’s monthly working hours. In such cases, the CCSS will directly ask you to correct your declaration by adjusting the salary data and/or the information regarding the incapacity for work.
• For all other anomalies detected during the processing of reimbursements for the Employers' Mutual Insurance (Mutualité des employeurs - MDE), you will continue to receive a schedule of working hours, although in an adapted format.

Types of letters

How to improve the processing of your reimbursement requests

To ensure fast processing and avoid additional correspondence, please follow these best practices:

• Declare the exact number of working hours corresponding to the actual basic remuneration paid (not a monthly average of 173 hours).
• Include hours related to:
  • basic remuneration;
  • statutory leave;
  • compensatory allowances for unemployment due to extreme weather/cyclical economic factors;
  • absences due to incapacity for work borne by the employer;
  • statutory public holidays.
• Exclude overtime hours.

Rounding rule for hours

The grid applies arithmetic rounding:

• round up if minutes reach or exceed 30;
• round down if minutes are below 30.