How to handle temporary parental leave (VAB) with the new reporting requirements

In February, there is a higher reporting of temporary parental leave for the care of sick children (vab) compared to other months of the year. This period is therefore referred to as “vabruari” (even though March has, in recent years, surpassed February). This makes it a good opportunity for you as an employer to review your internal routines for handling absences, especially with the new reporting requirements that came into effect at the beginning of the year.

New Reporting Rules Effective from January 1, 2025

Starting January 1, 2025, new rules for reporting absences in connection with the employer's declaration (AGI) will apply.

Temporary parental leave (vab) is one of the types of absence covered by the new law. It is therefore essential, both for you as an employer and for your employees, to ensure your internal routines are in place for a smooth reporting process until the information reaches the Swedish Social Insurance Agency (Försäkringskassan). Follow these four steps to streamline your absence reporting:

1. Ensure Employees Report Their Absences Correctly 

A user-friendly and accessible time reporting system, for example Azets Cozone makes reporting easier. It should be easy for employees to get it right!

2. Clarify the Manager's Role as Approver 

The approver must review and ensure that absence reporting is not overlooked or incorrectly registered. This control step is crucial to avoid incorrect reporting.

3. Meet the Information Requirement for Absences in the AGI 

As an employer, you are required by the new law to inform employees that you have reported their absences. This can be easily done by noting the reported absence on the employee's payslip and indicating that the absence has been declared to the Swedish Tax Agency (Skatteverket). 

Tip for reading! -  The Importance of Reading and Understanding Payslips

4. Provide Försäkringskassan with Absence Information 

The new absence reporting requirements also include passing the information on to Försäkringskassan, which will use it in its efforts to prevent benefits fraud.

If the declaration process feels like a tedious task, we are always here to help you with it.

If any uncertainties arise regarding the absence, Försäkringskassan will contact the concerned employee. This is another reason why the information should be clearly stated on the payslip, as it helps the employee if an investigation is needed.

Common Questions from Employees About VAB

Even with excellent internal routines, employees will still have questions about temporary parental leave for the care of sick children (vab). Here are some common questions to prepare you:

Question: When should an employee notify the employer about VAB?

Answer: The need for VAB can arise unexpectedly, so it should be reported to the employer as soon as possible. For planned leave with temporary parental benefit, such as a child health center (BVC) visit, notification should be given at least a week in advance, if possible.

Question: Which employees are entitled to report VAB and receive compensation from Försäkringskassan?

Answer: As of July 1, 2024, Försäkringskassan expanded the rules, allowing parents to transfer parental benefit days to individuals other than the child's parents or equivalent guardians. This means that grandparents and family friends can also take VAB and receive compensation.

Question: What if an employee forgets to report VAB in their timesheet or needs to correct a previously reported absence?

Answer: The employee should notify their manager and payroll department of any corrections as soon as possible. The correction should be handled in the next available payroll cycle. However, it is not possible to correct VAB already reported in the AGI for a closed period. If absence information needs to be corrected after submission, employers can make adjustments directly with Försäkringskassan.

Absence information will be reported to Skatteverket for the month in which it is registered in the payroll and included in the AGI reporting. If Försäkringskassan conducts a review, the employee will handle any inquiries together with the agency.

Does this process feel overwhelming? We at Azets can support you throughout the entire reporting process or provide expert advice on specific absence management issues. Feel free to reach out to us!