Electronic Social Security notifications: impact on companies and employees

New digital requirements for incapacity and benefit procedures

The digital transformation of public administration continues to advance in the field of Social Security. From 1 September 2026, certain procedures relating to temporary incapacity for work, permanent incapacity and permanent non-disabling injuries will be subject to mandatory electronic communications through the Spanish Social Security Electronic Office (SEDESS).

This change, introduced by Order ISM/541/2026 of 27 May, replaces postal communications with an electronic notification system for certain groups, with the aim of streamlining administrative procedures and strengthening security.

Although the formal obligation to access these communications lies with the employee, the consequences arising from certain decisions may have an immediate impact on the company. The reform therefore affects not only those applying for or receiving certain benefits, but also companies that must manage their effects on the day-to-day operation of employment relationships.

What changes from 1 September 2026?

The main change is that certain Social Security communications will no longer be sent by post and will instead be made available through SEDESS.

Specifically, this obligation will apply to those applying for or receiving temporary incapacity benefits, as well as to notifications and communications relating to permanent incapacity procedures and permanent non-disabling injuries.

Until now, this requirement already applied to certain recipients of benefits such as birth and childcare benefits, risk during pregnancy and risk during breastfeeding. The new regulations extend the mandatory use of electronic notifications within the Social Security system.

What do employees need to do?

Those affected will need to have valid electronic identification methods, such as a digital certificate, electronic Spanish ID card (DNIe) or the Cl@ve system, enabling them to access the Electronic Office and consult the communications made available to them.

It is also advisable to keep the contact details provided to Social Security up to date, as individuals will receive notifications by email or SMS when a new communication is available.

However, these alerts do not constitute the official notification. The valid notification will be the one made available through SEDESS, meaning that employees are responsible for accessing it and checking their case file.

Why does this also affect companies?

Although notifications will be sent directly to employees, many decisions may have an immediate impact on business operations.

Receipt of a medical clearance certificate, a review of benefits, an administrative summons or a decision relating to permanent incapacity proceedings may directly affect absence management, workforce planning and the correct processing of payroll and Social Security contributions.

The immediacy of the electronic notification system will reduce communication times between Social Security and employees. However, this same speed may create discrepancies if the company is not informed promptly of a decision affecting an employee’s employment status.

In this context, one of the main risks arises from a lack of coordination between the moment the employee accesses the electronic notification and the moment that information reaches the company. A decision that is not communicated in time may result in operational issues, delays in employees returning to work, administrative errors or difficulties in workforce planning.

For this reason, companies should review their internal processes to ensure smooth communication with employees affected by these types of procedures.

A change that requires adaptation and monitoring

The digitalisation of Social Security communications represents another step forward in the transformation of public administration and reflects the aim of streamlining procedures, reducing incidents and improving efficiency in the management of benefits.

This new model also requires greater attention from those affected and appropriate coordination with companies whenever administrative decisions have an impact on the employment relationship.

The digitalisation of these procedures requires all parties involved to adapt to faster communication based on the use of electronic channels.

From 1 September 2026, the management of procedures relating to temporary incapacity, permanent incapacity or permanent non-disabling injuries will not depend solely on the progress of the administrative case. It will also require employees and companies to maintain smooth and effective communication, enabling them to respond quickly to decisions that may affect both entitlement to benefits and the employment relationship itself.