The First BEM Case: From the Six-Week Threshold to Closure

Payroll notices it: a colleague has been on sick leave for more than six weeks in the last twelve months. That means Workplace Reintegration Management (BEM) is due — and in many companies, the search for the right procedure begins now. Set up the process properly once, and you have it for every case that follows.

What steps does a BEM case have?

1. **Recognize the entitlement:** Unable to work for more than six weeks within twelve months, continuously or in total (§ 167 Para. 2 SGB IX, German law). Whether calendar days or working days count has not been settled by the highest court — if in doubt, offer it early. 2. **Open a case:** A separate file, kept apart from the personnel file, with the date it was identified. 3. **Invite in writing:** Goals of the BEM, voluntary participation, who can be involved, type and scope of the data collected. A response deadline of about 14 days has proven useful. 4. **Record the response:** Consent, refusal or no response — each with a date. A refusal also closes the case properly. 5. **Hold the conversations:** First meeting, agree on measures, check in follow-up meetings whether they work. 6. **Close the case:** Goal reached, the person declines further steps, or there is no meaningful measure left. The closure is recorded in the file with a date.

What if the person declines?

Then the BEM is over for this occasion. What matters is proof that it was offered: invitation, delivery, response. If the absences later exceed six weeks again, you invite the person again.

Who takes care of it?

Usually HR or a person appointed for BEM, together with the works council or staff council and — for severely disabled employees — the representative body for severely disabled employees. If there is a works agreement on BEM, it governs the details.

How it works in EasyBGM

If an HR system is connected, absence data arrives automatically. Under “Candidates”, EasyBGM shows who has reached the threshold and who is approaching it, opens the case with one click and guides you through invitation, response, conversations and closure. The legal assessment of each individual case stays with you. The guide First BEM Case: What to Do? walks through the process at a calm pace.