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Intuit
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Statutory Sick Pay in PaySuite

Statutory Sick Pay (SSP) is paid to employees who are unable to work because of illness. This is the legal minimum you must pay your employee.

SSP is paid at the same time and in the same way as you would pay wages for the same period. As an employer, you are responsible for paying SSP to employees who meet certain qualifying conditions. See Eligibility and Form SSP1 for employee qualifications (and exceptions) for SSP.

Note: You cannot reclaim SSP for sick leave anymore.

An employee is paid for the number of Qualifying Days they are absent. The first 3 Qualifying Days are known as Waiting Days. The employee does not recieve SSP for these days. The waiting days do not have to be working days. See Statutory Sick Pay (SSP): employer guide  for more details about SSP.

There are two ways to process SSP known as SSP Offset and adding absence SSP.

The first process is known as SSP Offset. This is used for employees who are in receipt of a normal monthly salary or weekly wage, and for whom, if SSP were to be added to their normal pay would benefit from receipt of SSP (i.e. it would be advantageous for them financially). The most common treatment for these Employees is to “offset” any SSP values against their Basic pay, so that effectively the SSP amount is merely for recording purposes. It is not actually being paid to the Employee, nor are they having their salary reduced by the amount, it is merely acting as an in-out recording entry, with their gross payment being unaffected by the SSP value.

The second process is to create the absence for the employee. This is generally used for employees who are not paid a fixed salary or wage, but instead are paid according to the hours that they work. Their payslip each period will reflect the number of hours they have actually worked and are being paid for. For these workers, because they are not being paid for the hours when they were unable to work due to incapacity, the value of any SSP due needs to be added to their payslip in order to pay them for the time they were unable to work. These SSP values are not offset against any basic payments, and therefore the SSP value will increase their overall gross pay value for the period.

Setting the default SSP for the company

The default SSP  for the company will be used if a specific SSP treatment has not been specified at employee level; this is chosen at the point of setting up the payroll.  You can review and change this option after setting up your payroll by following the steps below:

  1. Select Employees on the left pane.
  2. Select Payroll Settings in the top right corner.
  3. Under the Default Employee Settings section, select the Offset SSP checkbox as required.
  4. Save.

Setting the SSP at an Employee Level

The specified SSP at Employee level will override the default treatment selected in Payroll Settings.

  1. Select Employees on the left pane.
  2. Select the applicable employee.
  3. Select the Payment & Deductions tab from the left menu.
  4. Select the Offset SSPcheckbox as required.
  5. Save.
  6. If you wish to amend the Offset SSP item on other employees, use the dropdown menu to select the relevant employee.
  7. Save.

Entering an Absence Record for an Employee

  1. Select Employees on the left pane.
  2. Select the applicable employee.
  3. Select Absences from the left menu.
  4. Select the Absence Type as Statutory Sick Pay and enter the Start Date. Select Create New Absence.
  5. Enter the relevant information in the fields provided.

    PaySuite will calculate the average weekly earnings automatically.  Only use the Override Average Weekly Earnings field when applicable to do so.  This should be used in instances such as new payrolls whereby not enough history has been built up in order for the software to calculate the average weekly earnings, and therefore the amount needs to be manually entered. If you are unsure when the employee’s sick leave will end you can choose to set the end date to an appropriate day and then amend the absence record as the sick leave progresses in duration or ends.

  6. Select Save.
  7. If you need to amend the End Date on an Employee’s SSP absence record, enter the absence record as above and select the entry under the Existing Absence Records.

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