Sick pay is an important benefit that provides financial assistance to employees who are unable to work due to illness or injury Statutory Sick Pay (SSP) is a legal requirement in the UK, and as an employer, it is crucial to understand your responsibilities and obligations when it comes to providing SSP to your employees.
Here is a comprehensive SSP guide for employers to help you navigate the complexities of sick pay and ensure that you are compliant with the law.
1 Eligibility for SSP
To be eligible for SSP, employees must have been off work due to illness or injury for at least four consecutive days (including non-working days) They must also be earning an average of at least £120 per week Employees who are self-isolating due to COVID-19 are also eligible for SSP.
2 Notification and Evidence
Employees must notify you as their employer of their illness or injury as soon as possible, preferably on the first day of absence They should inform you of the reason for their absence and how long they expect to be off work You may require them to provide evidence of their illness, such as a doctor’s note or a self-certification form for absences of up to seven days.
3 SSP Rates and Duration
The current rate of SSP is £96.35 per week, and it is paid for up to 28 weeks You must pay SSP to eligible employees for the days they normally work, even if they are part-time or on a zero-hours contract SSP is paid in the same way as regular wages, such as monthly or weekly.
4 Keeping Records
As an employer, you must keep records of SSP payments made to your employees, including the dates and amounts paid You should also retain evidence of employee absences due to illness or injury, such as doctor’s notes or self-certification forms, as these may be required for audit purposes.
5 Backdating SSP
If an employee qualifies for SSP but fails to inform you in a timely manner, you may backdate their payment for up to three months from the date they provided notification of their illness or injury However, you should have a clear policy in place regarding the notification of absences to avoid any confusion or disputes.
6 ssp guide for employers. Weekly or Monthly Payment
You can choose to pay SSP to your employees weekly or monthly, depending on your payroll schedule However, you must ensure that you make SSP payments within the required timeframe to avoid penalties or legal action.
7 Deductions from SSP
You are not required to deduct tax or National Insurance contributions from SSP payments, as they are treated as earnings However, if an employee is receiving other benefits, such as Occupational Sick Pay, you may need to adjust their SSP entitlement accordingly.
8 SSP Reclaim
If your business has fewer than 250 employees, you may be eligible to reclaim up to two weeks of SSP for each employee affected by COVID-19 You can make a claim through the Coronavirus Statutory Sick Pay Rebate Scheme on the HMRC website.
9 Health and Wellbeing Policies
To support your employees’ health and wellbeing, you should have clear policies and procedures in place for managing sick leave and promoting a healthy work-life balance This may include offering flexible working arrangements, employee assistance programs, and occupational health services.
10 Communication and Support
Open and transparent communication with your employees is key to managing sickness absence effectively Stay in regular contact with employees who are off sick, providing updates on their absence and offering support where needed Encourage them to seek medical advice if necessary and facilitate their return to work when they are ready.
In conclusion, providing SSP to your employees is a legal requirement that comes with certain responsibilities and obligations By following this comprehensive SSP guide for employers, you can ensure that you are compliant with the law and support your employees’ health and wellbeing during times of illness or injury Remember that seeking professional advice from a legal or HR expert is always recommended to address any specific issues or concerns regarding SSP in your organization.