Recording Statutory Adoption pay (SAP)

Once the employer has provided evidence from the adoption agency, you can enter their leave details. Sage will assess the employee and determine if they’re eligible

Entering the leave details

You enter the details of the adoption leave when you process the pay run. You enter this in the ABSENCES screen.

NOTE: Employees can't take holiday or get holiday pay while on adoption leave. However, you can arrange with your employee to take it before or after adoption leave.

▼Steps to enter leave

Select Pay Runs from the menu bar.
Select Process Pay Run for the required pay run.
Check the pay date is correct, then select Next.
Select the relevant employee, then select Add Absence and Adoption.

Complete the following details:

Item	Description
Matching Date	Enter the date when the adoption agency told the employee that they matched with a child.
Documentation Received	Has the employee notified you of their intention to take adoption leave? Have you seen their proof of adoption? Choose Yes.
Placement Date	Enter the date the adopted child starts living with the employee on a permanent basis.
Start Date	Enter the date the employee wants to start their adoption leave. NOTE: Start Date can’t be more than 2 weeks before Placement Date
End Date	Enter the date the employee wants the adoption leave to end.
Pension Earnings	If any SAP payment should be pensionable earnings, select this check box. For more information about pensionable earning, read Common pension terms.
Qualifying Earnings	If any SAP payment should be qualifying earnings, select this check box. For more information about qualifying earnings, read Common pension terms.

Payroll calculates SAP in whole weeks only, from the adoption start date. For example, the adoption starts on Wednesday. The week is Wednesday to the following Tuesday.

Select Save.

There may not be enough information to calculate the average weekly earnings (AWE). This option appears:

Issue Certificate SAP1	If the employee doesn't qualify for SAP due to earnings below £123 (24/25) or £125 (25/26), select the SAP1 link. Then give her the form.
Manually set the AWE value	You may have changed Payroll systems part-way through the tax year, meaning this information is held in your previous software. You can select Manually set the AWE value and enter the figure. It is your responsibility to calculate this.

Select Save.
Complete the pay run as normal.

Pensions

Employers need to keep paying pension contributions while employees are on adoption leave. Base these contributions on the employee's pay before their leave. You can set the pension contribution to a fixed amount in the pay run using the Manage contributions option. When the employee returns, you can change it back. For more information, read How to handle employer pension contributions for employees receiving statutory pay.

Stop the SAP payment

If the employee returns to work early, change the return date in the absence record.

CAUTION: Don't delete the adoption record. This will cause Payroll to issue a refund.