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How SAP SuccessFactors Visa and Permits Management can manage employee vaccinations

For people all over the world, getting vaccinated is one of the top priorities, and in some cases it is required for employment. (Updated January 2021) With the release of the COVID-19 vaccine, there are many organizations who will need to track vaccinations, immunizations, and health certificates for their employees.

Organizations need to very careful about how medical information is stored for their workforce. For example, in the USA, the Americans with Disabilities Act (ADA) from the Equal Employment Opportunity Commission (EEOC) website specifies that all medical information about a particular employee related to COVID-19 must be stored separately from the employee’s personnel file (See What You Should Know About COVID-19 and the ADA, the Rehabilitation Act, and Other EEO Laws: Section B.1. B.1). Additionally, under GDPR, medical information is considered a “special category of personal data” (or “sensitive personal data”) and is subject to additional controls (See Article 9 and Article 30 )

With SAP SuccessFactors Visa and Permits Management, employers can ensure that employee health information is stored securely and separately from the employee’s personnel files to comply with data privacy and anti-discrimination laws, such as ADA, HIPAA, and GDPR.

How does SAP SuccessFactors Visa and Permits Management work?

SAP SuccessFactors Visa and Permits Management’s flexible global framework for managing workforce credentials can help you design auditable business processes for employee vaccinations that can be adapted to world health and local disease control guidelines to reduce risk and exposure in the workplace.

For example, employees can submit proof as well as the costs incurred for the vaccination to their employer. An employee can also have the option to submit an exemption. In addition, automated notifications can be sent to employees to ensure that the vaccinations are completed and renewed on time. The HR administrator (or the person you designate as the team leader or facility vaccination coordinator responsible for each group of employees) can also submit the information on behalf of the employee.


Figure 1: My Requests and Documents app

Upon receiving the completed vaccination form from an employee, the HR administrator can determine whether any paid-time off needs to be processed in the HR system as in some cases for hourly employees. Once the HR administrator has verified the proof of vaccination and approved the cost for payroll reimbursement, the security team can activate the employee’s security badge for access to the company’s facilities. Then the HR administrator can finalize the vaccination certificate to ensure compliance with industry and company guidelines.


Figure 2: Business Process Flow provides transparency for all stakeholders

Furthermore, the solution’s real-time reporting tools and dashboard enable executives to monitor the end-to-end process, track costs, identify areas of risk, and make data-driven decisions to keep employees safe.

Let SAP SuccessFactors Visa and Permits Management help you manage a healthy workforce.

Where can I find more information?

For more information about SAP SuccessFactors Visa and Permits Management solution, please see:

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