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Statutory Sick Pay (SSP) management

Updated

Available for the following EmploymentOS plans: Lite, Plus, Unlimited, Essentials, Engage, Elite
Available for the following user access levels: Manager, Admin 

Statutory Sick Pay (SSP) management in Employment Hero allows you to create, view, and maintain all SSP records for your UK employees in one place. This ensures compliance with UK statutory requirements, provides clear warnings as employees approach SSP limits, and keeps all documentation and calculations centralised and up to date with Payroll.

Before you start, make sure your organisation has SSP access enabled and you have the necessary permissions to manage statutory pay records.

This article explains how to:


 


 

Manage Statutory Sick Pay (SSP) records

This section covers how to add, edit, delete, and view SSP records for your employees, including handling attachments, notes, and statutory warnings.

Steps to create, edit, or delete SSP records
  1. Log in to Employment Hero.
  2. On the left-hand side navigation menu, click on People.
  3. Click on People List.
  4. Click on the employee you wish to add SSP.
  5. On their employee profile, scroll down to the Pay & Compensation tile.
  6. Click on View more.
  7. Select Statutory Pay to open the SSP records list for your employees.
  8. To add a new SSP record:
    1. Click the Add button.
    2. Choose Statutory Sick Leave from the dropdown.
    3. Fill in the required fields, including sickness period dates and pay adjustment. The "Basic Pay Adjustment" field will default to "Reduce basic pay by statutory Amount" (you can change this if needed).
    4. Review the automatically calculated SSP amount. If available, click the blue information icon next to the amount for a detailed calculation breakdown.
    5. Expand Advanced options to configure qualifying days, override Average Weekly Earnings (AWE), or mark as "Do not pay SSP" (DNP). If you select DNP, you must provide a reason.
    6. Attach supporting documents or add notes as needed. Uploaded attachments are immediately clickable for download or viewing.
    7. Click Save to add the SSP record. It will now appear in the list.
  9. To edit an existing SSP record:
    1. Find a record with status Current or DNP and click the pencil (edit) icon.
    2. Update any fields as needed, including dates, pay adjustments, advanced options, attachments, or notes.
    3. Click Save to apply the changes. All updates sync with Payroll.
    4. Records with status Processed are view-only and cannot be edited.
  10. To delete an SSP record:
    1. Find a record with status Current or DNP and click the delete icon.
    2. Confirm the deletion in the dialogue box. The record will be removed and payroll updated.
    3. Records with status Processed cannot be deleted.
  11. To view or download attachments and SSP1 forms:
    1. Open the relevant SSP record from the list.
    2. Click any attachment or SSP1 form to view or download it directly.
    3. If "Do not pay SSP" is selected with a valid reason, an SSP1 form is automatically attached.
  12. As an employee approaches 23 weeks of SSP, a warning will appear. At 28 weeks, you will be blocked from adding further SSP records, ensuring compliance with statutory limits.
  13. All changes are automatically synced with Payroll for accurate pay runs and reporting.

Further information

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What happens if I try to add overlapping SSP periods?

If you enter SSP dates that overlap with an existing record, a field-level error will appear under the date range field, and you will not be able to save the record until the overlap is resolved.

Can I edit or delete processed SSP records?

No, once an SSP record has been processed in a pay run, it becomes read-only and cannot be edited or deleted. All fields, including dates, are locked for these records.

How are attachments handled in SSP records?

You can upload, view, and remove attachments when creating or editing an SSP record. Uploaded files are immediately clickable for download or viewing. SSP1 forms are auto-attached when "Do not pay SSP" is selected with a valid reason.

What warnings will I see as employees approach SSP limits?

A warning appears when an employee approaches 23 weeks of SSP. At 28 weeks, you cannot add further SSP records, and payments are automatically stopped to ensure compliance.