P4 Software / cifraHQ

Certificate Intake

Certificate Intake

When an employee presents a medical certificate, HR enters it into CifraHQ for the system to compute the employer/CSS day split and track the annual balance.

Where to find it

Go to Payroll > Incapacity > Certificates.

Submitting a new certificate

  1. Go to Payroll > Incapacity > Certificates and click New Certificate.
  2. Fill in the certificate form:
Field Required Description
Employee ID Yes GUID of the employee - use the employee search
Certificate Number No Number printed on the official medical certificate
Cause Yes Common Illness, Maternity, Occupational Risk, or Occupational Illness
Start Date Yes First day of incapacity (dd/MM/yyyy)
End Date Yes Last day of incapacity (dd/MM/yyyy)
Days Certified Yes Number of working days certified
Issuing Doctor No Doctor's name as printed on certificate
Issuing Facility No Hospital or clinic name
  1. Click Save. The certificate is created in Submitted state.

Decreto Ejecutivo 1/1954: Employees must present the medical certificate within 48 hours of the incapacity start. CifraHQ does not enforce this deadline in the UI, but recording the submission date is important for audit purposes.

Computing the employer/CSS split

After a certificate is created in Submitted state, click Compute Split on the certificate detail page (or use the row action from the list). The engine:

  1. Reads the employee's current IncapacityBalance for the current year.
  2. Looks up the cause-specific employer waiting days from the Incapacity Policy.
  3. Calculates how many of the certified days fall within the employer waiting period vs. the CSS subsidy period.
  4. Checks if the employee's annual allotment (default 18) has been exhausted.
  5. Writes EmployerPaidDays and CssPaidDays back to the certificate.

See Payday Split for the full calculation logic.

Reviewing the split

After Compute Split runs, the certificate detail page shows:

Field Description
Days Certified Total days on the certificate
Employer Days Days the employer pays at 50% of daily rate
CSS Days Days covered by CSS subsidy at 60%
Cause Cause code and label

The Summary Strip at the top of the detail page shows these same values as KPIs.

Approving a certificate

Once you have reviewed the split and verified the documentation:

  1. Click Approve on the certificate detail page.
  2. Confirm the prompt.

The certificate moves to Approved state. The employee's IncapacityBalance is updated:

  • DaysUsedEmployerPaid += EmployerPaidDays
  • DaysUsedCssPaid += CssPaidDays

Only approved certificates reduce the annual balance. Submitted certificates do not affect the balance until approved. This lets HR review before the balance is consumed.

Rejecting a certificate

If the documentation is insufficient or the certificate is invalid:

  1. Click Reject on the certificate detail page.
  2. Confirm the prompt.

The certificate moves to Rejected state. It does not affect the annual balance. The employee can submit a corrected certificate as a new record.

Document upload

Attach the scanned certificate image using the DocumentUrl field (available via API). UI document upload from the certificate detail page is planned for a future release.

Editing a submitted certificate

Certificates in Submitted state can be edited via the API (IncapacityCertificate/CreateOrUpdate). Once Approved or Rejected, the certificate is locked. To correct an approved certificate, reject it and create a new one with the correct data.

Row actions from the certificate list

Action Available when Effect
Open Always Navigate to certificate detail page
Compute Split Submitted Run the employer/CSS split calculation
Approve Submitted Approve the certificate and update balance
Reject Submitted Reject the certificate (no balance impact)
Delete Not Paid Hard delete the certificate record

Related: Overview - Payday Split - Policy Setup - Annual Reset

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