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Manage Statutory Adoption Pay (SAP) in eOS Payroll

Updated

Available for the following HR Classic plans: Not provided
Available for the following plans: Not provided
Available on Payroll
Available for the following users: Admin

Statutory Adoption Pay (SAP) can now be managed directly within eOS Payroll for UK businesses. You can create, view, edit, and delete SAP records for employees without switching systems, ensuring payroll remains the single source of truth and helping you meet HMRC compliance requirements.

This article explains how to:

View Statutory Adoption Pay records

This section explains how to find and review all SAP records for an employee, including eligibility status and payment details.

Steps to view SAP records for an employee
  1. Log in to Employment Hero.
  2. Go to Payroll > Employee Files.
  3. Select the employee whose SAP records you want to view.
  4. Navigate to the Statutory Pay tab.
  5. Scroll to the Statutory Adoption Pay section (located below Statutory Paternity Pay).
  6. Review the SAP records table. If no records exist, you will see "No statutory adoption pay records found." If records exist, you will see columns for Start date, End date, SAP paid £, SAP due £, KIT days, Status, and Notes. Icons for editing, deleting, and downloading payment records are available as appropriate.

Add a new Statutory Adoption Pay record

This section guides you through recording a new SAP entitlement for an employee, including eligibility checks and advanced options.

Steps to add a new SAP record
  1. Log in to Employment Hero.
  2. Go to Payroll > Employee Files and select the employee.
  3. Open the Statutory Pay tab and scroll to Statutory Adoption Pay.
  4. Select Add and choose Statutory Adoption Pay from the pay category dropdown.
  5. In the SAP entry form, complete the required fields:
    • Tick the surrogacy adoption checkbox if applicable. The second date field will update to "Baby due date" if selected, or "Matching date" if not.
    • Enter the start date and matching date/baby due date.
    • Average weekly earnings will auto-populate from payroll. Tick Override if you need to enter a different amount.
  6. Click Check eligibility to run the eligibility check. A badge will indicate if the employee is eligible or not. If eligible, the payment schedule will display calculated amounts. If not eligible, the "Do not pay SAP" box is auto-ticked and the HMRC SAP1 form is attached.
  7. Complete any additional fields, such as notes (maximum 250 characters), advanced settings (e.g., employer pension protection, SAP adjustments, lump sum payments), and upload supporting documents if needed.
  8. Click Save to add the record. If you wish to cancel, select Cancel and no record will be saved.

Edit an existing Statutory Adoption Pay record

This section explains how to update details for an existing SAP record, or view it in read-only mode if it has already been processed in a pay run.

Steps to edit or view an SAP record
  1. Log in to Employment Hero.
  2. Go to Payroll > Employee Files and select the employee.
  3. Open the Statutory Pay tab and scroll to Statutory Adoption Pay.
  4. Find the record you want to edit and select the pencil icon. The entry form will open with current values pre-filled.
  5. If the record has been included in a pay run or has paid status, the form will be read-only and cannot be edited. Otherwise, make your changes as needed.
  6. Click Save to update the record. The table will refresh with your changes.
  7. To download a payment record, use the download icon in the Actions column.

Delete a Statutory Adoption Pay record

This section covers how to remove an SAP record that is no longer needed, provided it has not been included in a pay run or marked as paid.

Steps to delete an SAP record
  1. Log in to Employment Hero.
  2. Go to Payroll > Employee Files and select the employee.
  3. Open the Statutory Pay tab and scroll to Statutory Adoption Pay.
  4. Find the record you wish to delete and select the bin icon. If the icon is disabled, the record cannot be deleted.
  5. Confirm the deletion when prompted. The record will be removed from the table.

Further information

Get help from the Employment Hero Community

If you are looking for further ideas, try our community.

What happens if an employee is not eligible for SAP?
If the eligibility check shows the employee is not entitled, the "Do not pay SAP" checkbox is automatically ticked and the HMRC SAP1 form is attached for you to provide to the employee.
Can I upload supporting documents to an SAP record?
Yes, you can upload files in the Attachments section of the SAP entry form. Uploaded files can be removed if needed.
Why can't I edit or delete some SAP records?
Records included in a pay run or with paid status are read-only and cannot be edited or deleted. The pencil and bin icons will be disabled for these records.
What is the maximum length for notes?
The Notes field allows up to 250 characters. If you exceed this limit, you will see a validation message and must shorten your note before saving.
How does surrogacy adoption affect SAP entry?
Ticking the surrogacy adoption checkbox changes the second date field to "Baby due date" and updates the eligibility calculation accordingly.