External SiFa: Hourly Costs for SMEs — Market Overview and Alternatives

DGUV Regulation 2 obligates companies to appoint an occupational safety specialist (SiFa) — either internally or externally. For small and medium-sized enterprises (SMEs), the external solution is often the more economical choice, because developing the qualification internally under Section 7 SiFaAusbV requires both time and training investment. External SiFas in the market typically charge hourly rates between 90 and 180 euros, depending on qualifications, industry, and engagement model.

This article explains which cost components determine the hourly rate of an external SiFa, how the minimum care hours under DGUV V2 determine total demand, which hidden costs are frequently overlooked — and how the CIVAC Officer-as-a-Service model delivers transparency and cost predictability.

Before hourly rates can be compared, the total number of hours required must be established. DGUV Regulation 2 distinguishes two forms of care: standard care (basic care plus event-driven care) and alternative care for companies with up to 50 employees.

Under the standard care model, basic care hours depend on the type of operation and employee count. Companies in DGUV care group I (high risk, e.g. manufacturing) require 2.5 SiFa hours per employee per year. In care group III (low risk, e.g. office operations) the figure is 0.5 hours. A manufacturing company with 200 employees therefore needs 500 basic care hours annually — plus event-driven hours for restructurings, new work procedures, or accident events.

This hour count multiplied by the hourly rate gives the SiFa budget. At 500 hours and a rate of 120 euros, that amounts to 60,000 euros per year for basic care alone. Further information on the role of the occupational safety specialist can be found on the CIVAC role page.

The hourly rate of an external SiFa is not a flat fee but is made up of several components. Qualifications: A SiFa qualified under SiFaAusbV with additional industry-specific expertise (e.g. chemicals, construction) commands higher rates than one without a specialism. Industry and risk level: In the chemical or construction industry, SiFa work requires specialist knowledge, which drives up the market price.

Regional differences: In major cities and economically strong regions, hourly rates are typically 15 to 20 per cent above the national average. Contract term: Framework agreements over twelve months enable lower hourly rates than one-off engagements. Travel costs: These are often billed separately and can be significant for rural locations. Documentation effort: If the SiFa is responsible for preparing inspection logs and the annual plan themselves, this time will also be charged.

The communicated hourly rate of an external SiFa often covers only the actual time on site. The following items are frequently invoiced separately or are not explicitly listed in the proposal:

• Travel time and travel costs (0.30–0.42 euros/km or on an actual-cost basis)
• Preparation and follow-up time for inspections
• Preparation of risk assessments (may require several hours per assessment)
• Annual work plan and annual report
• Participation in meetings of the Occupational Safety and Health Committee (ASA) pursuant to Section 11 ASiG
• Advisory services for specific events (accident, conversion, new machinery)

Companies that compare only the hourly rate without defining the overall scope frequently experience budget overruns in the second half of the year. A transparent model with a monthly flat rate and a clearly defined scope of services creates cost predictability.

Companies with up to 50 employees may be able to use the alternative care model under DGUV V2 Annex 3, subject to certain conditions. This requires that the business owner personally participates in a DGUV motivational measure and subsequently uses advisory services from the professional association. The external SiFa obligation is not completely eliminated but is significantly reduced.

The alternative care model is generally not applicable for companies with between 50 and 500 employees. The standard care hours apply here without restriction. The decisive factor is the company group assignment made by the responsible professional association — this should be obtained before any cost calculations are made.

CIVAC supports companies in identifying the appropriate care model. Normative requirements from DGUV regulations can be queried via the AI assistant in the workspace — with a confidence score and direct source references. This does not replace legal advice but provides structured initial orientation.

The open market offers external SiFas through recruitment agencies, occupational safety service providers, and independent consultants. Quality varies considerably: qualifications, industry experience, and documentation practices are not standardised. In addition, the employer incurs effort for selection, contract drafting, and ongoing management.

The CIVAC Officer-as-a-Service model delivers a qualified SiFa appointed in writing from the certified partner network — including the CIVAC workspace for documentation. The total cost is predictable on a monthly basis, with no travel-cost surprises or hourly buffers. Appointment document, signed, filed, verifiable. The CIVAC SLA: contract, person, and document within two working days.

For companies that also require a fire protection officer or other roles in addition to the SiFa, all officers can be managed via the same workspace — significantly reducing the administrative burden on management.

Section 5 ASiG obliges the employer to appoint an occupational safety specialist. The obligation to appoint applies in principle to all companies, regardless of size — only companies using the alternative care model have limited scope. The appointment must be made in writing and must clearly define the SiFa's area of responsibility.

Without a written appointment document, there is no formal proof that the obligation under Section 5 ASiG has been fulfilled. In the event of an inspection by the occupational safety authority or following a workplace accident, the absence of this document may be treated as a breach of organisational duty, exposing the employer to personal liability under Section 130 OWiG.

The appointment document must contain at minimum: name and qualifications of the SiFa, date of appointment, description of duties, reporting line, freedom from instruction in technical matters, and signatures of both parties. CIVAC generates this document using a standardised template and stores it in an audit-proof manner in the workspace.

Four criteria are decisive when selecting an external SiFa. Qualifications: Evidence of completed SiFa training under SiFaAusbV, supplemented where necessary by industry-specific expertise. Professional experience: At least three years of practical SiFa work in comparable companies. Documentation practice: Which system does the SiFa use for inspection logs, risk assessments, and deployment-time records? Proprietary solutions without an export function pose a risk.

Availability: Can the SiFa respond promptly when event-driven care is required — for example, following an accident or during a business expansion? Availability constraints are more common with independent consultants than with structured service offerings.

CIVAC assesses all partners in the certified network against these criteria. Companies that source an external SiFa through CIVAC receive not only the person but also the workspace infrastructure for all documentation — from a single source.

Costs for external SiFas are fully deductible as business expenses. They are not a capital investment but ongoing operational expenditure for workplace health and safety. This applies to both hourly fees and monthly flat rates under the Officer-as-a-Service model.

Important for bookkeeping: the distinction between basic care and event-driven care should be shown on the invoice, as it is relevant for evidence submitted to the professional association. An invoice that shows only hours and hourly rate without differentiating the type of service rendered complicates subsequent documentation.

CIVAC invoices in the Officer-as-a-Service model show the type of service, period, and activity category separately — compatible with DATEV charts of accounts and the requirements of internal financial audits.

Anyone who wants to keep the costs of an external SiFa predictable needs three things: a clear service description, a transparent pricing model, and a documentation infrastructure that automatically generates the DGUV V2 compliance record. All three are included in the CIVAC model.

The first step is to clarify the scope of care: which DGUV care group applies, how many basic care hours are required, and which event-driven situations can be expected in the current year? CIVAC supports this analysis in the initial consultation. Licence the workspace for your internal officers — or have our officers appointed.

Turn reading into action. Contact CIVAC at info@civac.de or via the contact form on civac.de for a no-obligation initial discussion about the cost structure of your SiFa obligation.