Solution Properties
Solution ID:
222001000101448
Last Modified Date:
Wed Apr 09 09:11:36 UTC 2025
Taxonomy Path:
Case category//How do I...//processing
Author:
[email protected]
Record employee absence
Description

When you record absence, you must provide details of the specific type of absence. This affects the employee’s entitlement to statutory pay.

 NOTE: Excluding Statutory Sick Pay (SSP), Payroll calculates leave in whole weeks only, from the leave start date. For example: The leave starts on Wednesday. The week is Wednesday to the following Tuesday. 

Cause
Resolution

There are several different types of absence available in Payroll:

▼Maternity

If an employee is expecting a baby, she may have an entitlement to Statutory Maternity Pay (SMP). 

The entitlement for all female employees to take up to 52 weeks of maternity leave. Payment for SMP is up to 39 weeks.

▼Paternity (Birth)

An employee may have an entitlement to Statutory Paternity Pay (SPP) if they are either:

  • The biological father of a baby
  • The mother’s husband or partner, including a same-sex or civil partner
▼Paternity (Adoption)

An employee may have an entitlement to Statutory Paternity Pay (SPP) if:

  • They're the main adoptive parent’s spouse
  • They're the main adoptive parent’s partner

This includes a same-sex or civil partner.

▼Adoption

If an employee adopts a child, they may have an entitlement for to up to 39 weeks of Statutory Adoption Pay (SAP).

The employee may be adopting the child on their own or as a member of a couple. This doesn’t affect the entitlement.

▼Shared Parental Leave

The employee or their partner can end their maternity or adoption pay early. They can take the remaining leave as Shared Parental Leave. If they qualify, they can also receive Shared Parental Pay (ShPP).

The employee can take all the leave themselves, or share it. If they share it, they can even take leave at the same time as their partner. They must take SPL before the baby’s first birthday or within one year of adoption.

▼Sickness

Employers must pay an employee Statutory Sick Pay (SSP) when absent from work for more than three working days.

You pay SSP to the employee from the fourth consecutive day onwards.

Employees need to notify their employer of their extended absence promptly. They must also provide adequate evidence of their incapacity to work.

▼Parental Bereavement Leave

An employee may qualify for Statutory Parental Bereavement Pay (SPBP) if they;

  • Suffers the loss of a child under the age of 18
  • Suffers a stillbirth from 24 weeks of pregnancy

Employed parents can claim two weeks of paid leave for this period. This is subject to meeting eligibility criteria.

▼Neonatal care

If a baby needs seven continuous days of neonatal care within 28 days of birth, the employee may qualify for Statutory Neonatal Care Pay (SNCP).

▼Unpaid leave

When completing the pay run and no pay is due, you can exclude them from the pay run.

This is available from the Edit pay part of the pay run.

Selecting the Exclude Employee flag triggers the ‘Irregular Employment Payment Pattern Indicator’. This indicator tells HMRC you still employ the employee, but won’t pay them that period.

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