An interactive demo will be available soon to guide you through enabling and using the automatic statutory pay item creation feature.

1. Log into Employment Hero.
2. Click the  Settings menu.
3. Click the Leave Settings submenu.
4. Click the Advanced Settings section.
5. Scroll down to find Automatically Create Statutory Pay in Payroll.
6. Use the radio buttons to enable the feature for specific statutory leave types:
   • Statutory sick leave
   • Statutory maternity leave
   • Statutory adoption leave
   • Statutory paternity leave
   • Statutory parental bereavement leave
7. Click the Save button.

Email notifications are sent automatically when statutory leave requests are created, edited, or deleted. The recipient depends on your payroll setup:

For DIY Payroll Organizations:

1. Navigate to your company settings.
2. Ensure the correct email address is provided in the Company Detail Settings.
3. This email address will receive all statutory leave notifications.

For AutoPay Organizations:

• Notifications are automatically sent to the UK MPY team.
• No additional configuration is required.

When submitting a statutory leave request, the system automatically performs eligibility checks:

1. Real-time Validation: Eligibility checks run in the background before submission.
2. Warning Display: If the employee is not eligible, a warning banner appears at the bottom of the leave request form showing specific reasons such as:
   • "Maternity is not possible for this applicant because they are not female"
   • "Employee is not employed for 25 weeks prior to the qualifying week"
3. Success Confirmation: If eligible, the system confirms the employee can submit the request with no issues.

When an eligible statutory leave request is approved:

1. A corresponding pay item is automatically created in the employee's payroll file.
2. The pay item appears immediately in the payroll platform under the employee form.
3. The item is included in the next pay run without manual entry.
4. Statutory leave requests no longer appear in the leave request section of pay runs as they are now directly integrated.
5. An automatic email notification is triggered to the designated payroll administrator.

When you edit an approved statutory leave request:

• Any changes to dates will automatically update the corresponding pay item in payroll.
• The updated information will be reflected in the employee's payroll file.
• An email notification will be sent about the modification.

To edit a statutory leave request:

1. Click the  Time menu.
2. Click the Leave Management submenu.
3. Click the Actions button for the relevant leave request.
4. Click the Edit button.
5. Make the required changes.
6. Click the Approve button.

When you delete a statutory leave request:

• The corresponding pay item is automatically removed from the payroll platform.
• An email notification is sent confirming the deletion.
• The leave request is permanently removed from the system.

Before Pay Run Finalisation:

• Leave requests remain editable by employers and administrators.
• Pay item status shows as "pending".
• Changes to leave requests automatically update pay items.

After Pay Run Finalization:

• Leave requests become view-only and cannot be edited.
• A lock icon appears indicating the request is locked.
• Click the lock icon to view information about why editing is restricted.
• Pay items are now processed and cannot be modified through HR.

The automatic statutory pay item creation feature has different default settings depending on your organisation type:

The automatic pay item creation feature supports all UK statutory leave types:

• Statutory sick leave - Automatically created with eligibility checking
• Statutory maternity leave - Includes gender-based eligibility validation
• Statutory adoption leave - Validates employment duration requirements
• Statutory paternity leave - Checks qualifying relationships and employment periods
• Statutory parental bereavement leave - Validates qualifying circumstances

If you experience issues with the automatic statutory pay item creation feature:

• Feature not visible: Ensure your organisation is set up for DIY payroll (not AutoPay managed services).
• Email notifications not received: Verify the email address in your Company Detail Settings is correct and up to date.
• Eligibility check failing: Review the specific eligibility reasons displayed in the warning banner and verify employee information.
• Pay item not created: Check that the feature is enabled for the specific statutory leave type being submitted.
• Cannot edit leave request: Confirm the corresponding pay item has not been processed in a finalised pay run.

To ensure successful implementation of automatic statutory pay item creation:

1. Start Gradually: Enable the feature for one statutory leave type initially to test the workflow.
2. Train Your Team: Ensure HR and payroll teams understand the new process and reduced manual requirements.
3. Verify Email Settings: Confirm notification email addresses are correct before enabling the feature.
4. Monitor Initially: Keep close track of the first few statutory leave requests to ensure the process works smoothly.
5. Plan Around Pay Runs: Be aware of pay run schedules when making changes to statutory leave requests.
6. Document Changes: Keep records of when the feature was enabled and any process changes for your team.