Sick Pay Configuration - Enhanced & SSP

Enabling Sick Pay Configuration Settings

Statutory Sick Pay Configuration

Enhanced Sick Pay Configuration

Enabling Sick Pay Configurations

Once you have the People+ module, to allow the use of Statutory Sick Pay (SSP) and Enhanced Sick Pay configurations, you need to ensure the appropriate settings are enabled within your system. 

This will need to be configured by a RotaMaster Administrator. Please email our support team help@rotamasterer.co.uk to request sick pay configuration settings are enabled.

Statutory Sick Pay Configuration

• Setting the Weekly Rate
• Do not pay SSP if Fit Note is not added
• Viewing Remaining  SSP Allowances

Setting the Weekly Rate

Open Configuration > Sick Pay Configuration

Ensure you are on the 'Statutory Sick Pay Tab.'

The weekly pay is something which your organisation will be responsible for updating each year when the SSP weekly pay amount changes in line with government legislation.

The 'Total Allowance' and 'Average Weekly Earning' are prepopulated in line with current government legislation. 

For initial set-up, select the 'green plus'.

Input the 'Rate(£)' and 'Start Date', and click 'Save'.

This will then take you back to the Statutory Sick Pay Screen. 

You will also use the 'green plus' to add the new configuration each year, and once entering a new amount, the 'End date' on the only date would update automatically to end on the day before the new rate comes in to effect.

The 'blue pencil' will allow you to edit the weekly pay if the incorrect amount has been entered in error when setting up your configuration.

The 'red cross' will allow you to delete a weekly amount. Please note, if you only have one rate set up you are unable to delete. You will only be able to delete previous rates if there are several weekly rates set up.

Further in this guide 'Do not pay SSP if Fit Note is not added' is explained. 

Once you have set up your SSP configuration, you can click 'Save' OR 'Save and Exit'.

.

You will see a message confirming that your configuration has been saved successfully.

Do not pay SSP if Fit Note is not added

This option aligns with what you have defined in Configuration > Default Settings > Defaults, as the "Days before Fit Note is required".

✅ When enabled, no sick leave will be paid after your defined "days before Fit Note is required" until a fit note is recorded against the sickness episode that covers the appropriate period. Once a fit note is added to the sickness adjustment, it will recalculate based on the date on the sicknote, including backdating if necessary. 

❌ When disabled,  sick leave will be paid in line with the assigned configuration regardless of your defined "days before Fit Note is required" or if a fit note has been recorded against the sickness episode, covering the appropriate period.

Viewing Remaining  SSP Allowances

In Personnel Record>Posts>Sick Leave> Statutory Sick Pay , if you have the correct administrator permissions, you can view the remaining Statutory Sick Pay allowances.

The remaining allowance will show in either days/hours, depending on how your leave units are set up.

Qualifying days can also be configured within this screen. Qualifying days must be set to a value between 1 and 7, with the system default being 7. 

Enhanced Sick Pay Configuration

• Creating a new enhanced configuration
• Don't pay sick unless a fit note has been added
• Full Time Weekly Hours
• Units
• Look-back Period (Months)
• Use Waiting Time
• Tiered Sick Pay
• Viewing enhanced sick pay allowances

Creating a new configuration

1. Open Configuration > Sick Pay Configuration
    
   
   
2. To create a new enhanced configuration, ensure you are on the 'Enhanced Sick Pay' tab, click the 'green plus button' next to the 'Configuration Name' heading.
    
   
3. Your new configuration will open, and you can begin to set up the sick pay approach for your organisation.
4. Once you have created a new sick pay configuration, you can choose a unique name, specify the FTE weekly hours/units and define your rules & tiers for how pay should be calculated.
    
   

Don't pay unless a fit note has been added

This option aligns with what you have defined in Configuration > Default Settings > Defaults, as the "Days before Fit Note is required".
 

 
✅ When enabled, no sick leave will be paid after your defined "days before Fit Note is required" until a fit note is recorded against the sickness episode that covers the appropriate period. Once a fit note is added to the sickness adjustment, it will recalculate based on the date on the sicknote, including backdating if necessary. 
 
❌ When disabled,  sick leave will be paid in line with the assigned configuration regardless of your defined "days before Fit Note is required" or if a fit note has been recorded against the sickness episode, covering the appropriate period.

Full Time Weekly Hours

Similar to annual leave configuration, here you will define what the FTE (full-time equivalent) is for those who will reference this sick pay configuration.

Units

Configurable in both days & hours, this allows you to align your approach to sick pay calculation with your staff members' units of leave.

Look-back Period (Months)

The period that should be referenced when calculating & recalculating the value of adjustments, based on your tiered sick pay set-up.

Use Waiting Time

The amount of time for which no sickness is paid. This setting will also follow the units you have selected, either days or hours.

Waiting time is also prorated based on the individual's contracted hours.

Tiered Sick Pay

In this section, you will configure: how many years someone should have worked for your organisation before they are entitled to sick pay; what percentage of pay they are entitled to, and how many hours or days (depending on how your units are configured) are in each tier.

Years of service indicate when pay should start, for example, if no sickness is paid for the first three months, the first tier will be 0 years and 3 months.

1. Click the green plus button to the right of 'tiered sick pay'.
    
   
2. Enter the start of the tier you are looking to create, then press the green plus button to add a level within this tier.
    
   
   
   Years & Months: This is when the pay level will begin.
   Levels: This is the number of days or hours that should be paid and at what percentage.
   
   In this tier, no sickness will be paid for the first 6 months from an individual's start date. From month 6 to 1 year, the first three days of sickness will be paid at 100%.
3. You can then continue to build your tiers and levels.
   
   
   From 1 year onwards, 5 days of sickness will be paid at 100%. After this, 5 more days will be paid, but at 50%. Once you have finished building your tiers, your sick pay configuration will look something like this...
    
   
   For the above configuration:
   
   1. All sickness is paid regardless of whether a fit note is added to the episode. 
   2. Sickness is measured in days.
   3. Tiers consider a 12-month history of sickness to calculate entitlement.
   4. No waiting time is used, and sickness is paid (at the appropriate tier) from day 1.
   5. (Tier 1) The first 6 months will be unpaid; from 6 months to 1 year, three days of sickness are paid at 100%, further sickness is unpaid.
   6. (Tier 2) From 1 year to 3 years, five days are paid at 100%, five further days are then paid at 50%.
   7. (Tier 3) From year 3 to 5, ten days are paid at 100%, ten further days are then paid at 50% and a final five further days are paid at 20%.

Viewing Enhanced Sick Pay Allowances

In Personnel Record>Posts>Sick Leave> Enhanced Sick Pay , if you have the correct administrator permissions, you can view the remaining Enhanced Sick Pay allowances.

On this screen, you will see the different tiers of your enhanced sick pay, and how much allowance is remaining for each tier.