*Update 03.01.2023 additional information added (footnote 4) on sick leave away from the place of employment.**Update 18.12.2022: Having struggled to find the correct email addresses to send a sickness certificate or declare an accident, we have found using PMO Mobile 2.0 [1] on a smart phone to be a bit more user friendly.* If you are sick during your annual leave [2] it is possible to have those days credited to your sysper quota but the rules are different from those for being at work and the deadlines are tighter [1]
You require a certificate from the first day and must inform the medical service and send the certificate within 48 hours.
| At work | On annual (or maternity) leave | |
| Certificate required | longer than 3 calendar days [2] | within 48 hours [3] |
| Certificate to be sent | within 5 calendar days | within 48 hours |
There are always situations where meeting a deadline is not possible and in those cases, please speak to someone at medical absences [2]to provide details and justification for the delay, you might be successful in having the deadline extended: annual leave is precious, do what you can to enjoy it!
Please note that if this sickness relates to an accident then in addition to the medical certificate, you need to submit an accident declaration [3] form (within 10 working days) in order to have all costs reimbursed at 100% instead of the usual 85%.
Also, for those of you already on sick leave but who would like to be away from your usual place of residence, there is a process [4] for this, so check out your options.[4]
Generation 2004 is here to support you, do not hesitate to contact [5] us if you need any help.
[1] Note also that staff and their families covered by the JSIS also have accident insurance and can also request direct billing (e.g. that hospital bills are paid by the JSIS and that you then sort out the accounts afterwards). Here is more information [6].
[2] different conditions [2] for those absent without a medical certificate for more than 12 days in total over the previous 12 months, and before or after annual leave [7].
[3] Calculation of the 48h deadline: [8] 1st day of incapacity = 24h – 2nd day of incapacity = 48h.
Have this information saved in the drafts of your personal email in order to act within the 48-hour limit while on holiday:
2 emails needed:
1) to your line manager add email address to your draft so that you have it ready
2) to the Medical absences service (HR.D.6) within 48 hours and submit a copy of your medical certificate mentioning that you are on annual leave and including the following information:
• your name and surname;
• your personnel number;
• the start and end date of both sickness and annual leave;
• the exact address where you are staying during the absence period;
• your contact details during the absence period (mobile/phone number, fax, address, e-mail, etc.);
• the name, address and contact details of the doctor who wrote your certificate (name, address, phone/email).
HR.D.6
Brussels: HR-BXL-CONTROLES-MEDICAUX@ec.europa.eu
Luxembourg: HR-LUX-CONTROLES-MEDICAUX-CONGES-SPECIAUX@ec.europa.eu
Ispra: HR-ISP-CONTROLES-MEDICAUX-CONGES-SPECIAUX@ec.europa.eu
[4] *Update 03.01.2023* The Medical Service has very kindly supplied a frequently asked questions (FAQs) on the process for medical visits abroad [9] [Voyage pour examen ou traitement médical (VME [8])] They said that while a request ideally has a response within 2-3 days, it is an option reserved for serious illness, accident or surgery. Feel free to contact them or us if your particular circumstances don’t fit there.
Also, we add here Commission Decision introducing implementing provisions on absences as a result of sickness or accident (No 92-2004 / 06.07.2004 [10]) for information. it Please don’t get stuck!