How does employee reintegration work?

The reintegration of sick employees follows two tracks: track 1 (return to original or adapted work within the organization) and track 2 (suitable work with another employer). Track 1 is assessed before week 52; track 2 from the first-year evaluation onwards if track 1 offers insufficient prospects. Failure to comply with the Gatekeeper Improvement Act can lead to a wage sanction (up to 52 weeks of additional continued wage payment) — often amounting to thousands of euros. Below are the rules and tips for employers.

The short answer: two tracks

• Track 1: return to own or other work within the own organization. First attempt.
• Track 2: suitable work with another employer. When Track 1 is not feasible within a reasonable timeframe.
• Company doctor: advises both tracks, determines work capacity.
• Action Plan: draw up in week 8, together with the employee.

The Gatekeeper timeline

• Week 1: notification of illness, first contact employer–employee.
• Week 6: problem analysis by company doctor.
• Week 8: Draw up the Action Plan.
• Monthly: interim evaluation of the plan.
• Week 42: notification of illness to UWV (employer).
• Week 52: first-year evaluation — outcome determines track 2.
• Week 87: WIA application by employee.
• Week 104: end of obligation to continue paying wages.

Schedule these dates in your absence protocol — see absence protocol.

Track 1: own work or adapted work

Employer and employee seek a return to their original position or an adapted role within the company. Investigate:

• Adjusted working hours: fewer hours, different days.
• Adapted workplace: ergonomics, working from home, other location.
• Modified tasks: part of work, lighter work.
• Change of function within the organization: appropriate to limitations.

The company doctor advises on what the employee is reasonably capable of doing. The employer must offer what can reasonably be offered.

Track 2: other work with another employer

Actively implement this from the first-year evaluation (week 52) if Track 1 proves insufficient. Practical:

• The employer engages a reintegration agency.
• Job application training, job coach.
• Employee is actively applying for jobs.
• Documentation of all efforts.

The employer pays the costs of the Track 2 process — typically €2,500 – €7,500 per process.

Wage sanction: what if you don't do it right?

When processing a WIA application (week 87), the UWV assesses whether the employer and employee have taken sufficient steps. Insufficient? The UWV imposes a wage sanction: an extension of continued wage payment for a maximum of 52 additional weeks. Common causes of a wage sanction:

• Starting track 2 too late.
• Insufficient reintegration efforts documented.
• Action Plan not drawn up or drawn up late.
• No interim evaluations conducted.
• Do not engage a reintegration agency for track 2.

For an employee with a €4,000 monthly salary: 52 weeks of additional continued salary payment = ~€36,000 net salary plus employer contributions. Very expensive.

UWV Expert Opinion

In the event of a disagreement between employer and employee regarding reintegration, an expert opinion can be requested from the UWV. It costs approximately €100 and provides independent advice. Particularly useful for:

• Dispute regarding the suitability of the offered work.
• Employee refuses to cooperate with reintegration.
• Employer doubts sick leave notification.

Honest recommendation

Reintegration is not an administrative fill-in-the-blanks exercise but an active process. Appoint a good occupational health and safety service, collaborate according to the Gatekeeper framework, document all steps, and escalate to Track 2 on time. A wage penalty of €30,000+ is avoidable with proper process guidance.

For related topics: continued payment of wages during illness and incapacity for work.

Frequently Asked Questions