Produce a Statement of Employment

Solution Properties

Solution ID:

200427112218687

Last Modified Date:

Thu Feb 16 15:43:38 UTC 2023

Taxonomy Path:

Case category//How do I...//governmental/legislative compliance

Author:

[email protected]

Produce a Statement of Employment

Description

By law, if an employee's employment contract lasts for more than a month, you must give them a written statement of employment.

This statement isn't an employment contract but provides an employee with their main conditions of employment. E.g. Their notice period, SSP terms and conditions and their period of employment.

You must provide the statement of employment no later than the beginning of the employment, as one single document.

You can find further information about statements of employment at GOV.UK.

Cause

Resolution

Set an employee's terms of employment

You can record the terms of employment for each employee. Then, if any of the employee's terms change, a notification is generated to reissue a new statement of employment for the employee. To set an employee's terms of employment >

From the Employee List, double-click the required employee.
Click the Terms tab and using the drop-down menus, complete the following information:
- Notice Period
- Period of Employment
- SSP Terms and Conditions
- Statement of Employment
Click Save, then click Close.
Repeat for each employee.

Preview the statement of employment

To take a look at the statement of employment >

Click Employee, then click Statement of Employment.
Select the relevant employees and click Preview.
TIP: To highlight multiple employees hold the Ctrl key and click the employees on the list.
When you have finished close the preview.
Click Close.

Print the statement of employment

This process issues a statement of employment for all employees with a reissue status of Yes >

Click Employee, then click Statement of Employment.
Click Print and check your printer settings.
Click OK and click Close.

If you want to issue a statement of employment for an individual employee, you can do this from the Employee Record. Open the Employee Record, click the Terms tab, then click Preview.

Information on the statement of employment

Let's take a look at what the statement shows >

Statement section	Particulars on statement	Information	This information can be found in
Employment Details	You	Employee name	Employee Record > Personal
	Began employment with	Company name	Company > Settings
	On	Start date	Employee Record > Employment
	You are employed as	Employee role / job title	Employee Record > Employment
	Your place of work is	Employer's address	Company > Settings
Remuneration & Working Hours	You will be Paid	Contracted Salary	Employee Record > Employment > Salary
	Every	Pay Frequency	Employee Record > Employment
	By	Payment method	Employee Record > Employment
	You are contracted to work	No of hours	Employee Record > Employment > Salary
	Every	Period for hours worked	Employee Record > Employment > Salary
Pension	Scheme Name	Pension Scheme	Employee Record > Employment > Pension
	Date Joined	Join date	Employee Record > Employment > Pension > Edit
	Date Left	Leave date	Employee Record > Employment > Pension > Edit
Payments & Deductions	Description	Payment/deduction description	Employee Record > Employment > Pay Elements
	Hours/Units	Number of hours/units	Employee Record > Employment > Pay Elements
	Rate	Rate amount	Employee Record > Employment > Pay Elements
Period of Employment	This Employment is	Employment type	Employee Record > Terms
Notice Period	You must give	Notice period	Employee Record > Terms
Holiday Entitlement	You are entitled to	Number of Days/Hours per year (Delete as appropriate)	Employee Record > Absence > Holiday
Incapacity to Work	In addition to Statutory Sick Pay, you will receive	Company Sick Pay	Employee Record > Terms

Save the statement of employment as a file

To save the statement to file >

Click Employee, then click Statement of Employment.
Click File and complete the Save As window as follows:
- In the Save in box, enter the location where you want to save the file.
- In the File Name box, enter the name you want to give the file.
- In the Save as type box, enter the type of file you want to save the statement as.
Click Save, then click Close.

The file created holds the statement of employment for all relevant employees.

Change the reissue status

If any of the employees' terms or particulars change, the reissue status automatically changes to Yes. If you want to manually change the reissue status to No or Yes, follow these steps >

Click Employee and select the required employees.
Open the Tasks menu, click Global Changes.
Click Statements of Employment and do one of the following:
- To set the Reissue status to Yes, choose Set Statement of Employment Flag
- To set the Reissue status to No, choose Clear Statement of Employment Flag
Click Yes, then click OK.

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