Statutory Sick Pay (SSP): employer guide
You can offer more if you have a company sick pay scheme (you can’t offer less). Company schemes are also called ‘contractual’ or ‘occupational’ sick pay and must be included in an employment contract.
Holiday (or ‘annual leave’)
Statutory annual leave is accrued while the employee is off work sick (no matter how long they’re off) and can be taken during sick leave.
The weekly rate for Statutory Sick Pay (SSP) is £87.55 for up to 28 weeks. It is paid:
- for the days an employee normally works - called ‘qualifying days’
- in the same way as wages - eg on the normal payday, deducting tax and National insurance
Use the SSP calculator to work out the actual amount, eg for a daily rate.
When to start paying SSP
SSP is paid when the employee is sick for 4 days in a row (including non-working days). You start paying SSP from the fourth day (if they normally work that day).
You don’t usually pay SSP for the first 3 qualifying days unless they’ve been off sick and getting SSP within the last 8 weeks.
When to stop paying SSP
Usually SSP stops when the employee comes back to work or no longer qualifies.
You must keep records for HM Revenue and Customs (HMRC), including:
- all sickness periods lasting at least 4 days
- your SSP payments
- any weeks you didn’t pay and why
Use form SSP2 for this.
Keep all records for 3 years from the end of the tax year they relate to.
3. Eligibility and form SSP1
To qualify for Statutory Sick Pay (SSP) employees must:
- have an employment contract
- have done some work under their contract
- have been sick for 4 or more days in a row (including non-working days) - known as a ‘period of incapacity for work’
- earn at least £111 a week
- give you the correct notice
- give you proof of their illness, only after 7 days off
Employees who have been paid less than 8 weeks of earnings still qualify for SSP. Use the sick pay calculator work out how much to pay them.
Employees can qualify for sick pay from more than one job.
They could also qualify in one job but be fit for work in another, eg if one job is physical work that they can’t do while ill but the other is office-based.
Employees don’t qualify for SSP if they:
- have received the maximum amount of SSP (28 weeks)
- are getting Statutory Maternity Pay or Maternity Allowance - there are special rules for pregnant women and new mothers who don’t get these payments
- are off work for a pregnancy-related illness in the 4 weeks before the week (Sunday to Saturday) that their baby is due
- have taken 3 years or more ‘linked periods’ of sickness - where 4 or more days of sickness happen within 8 weeks of each other
- were in custody or on strike on the first day of sickness (including any linked periods)
- are working outside the EU and you’re not liable for their National Insurance contributions
- received Employment Support Allowance within 12 weeks of starting or returning to work for you
Use the SSP calculator to check eligibility.
You must send an employee form SSP1:
- within 7 days of them going off sick, if they don’t qualify for SSP
- within 7 days of their SSP ending, if it ends unexpectedly while they’re still sick
- on or before the beginning of the 23rd week, if their SSP is expected to end before their sickness does
They can apply for Employment and Support Allowance instead.
If your employee thinks this is unfair, they can appeal to HM Revenue and Customs - the form tells them how to do this.
If you know an employee will be off for more than 28 weeks, you can complete SSP1 in advance. This means they can apply for Employment Support Allowance immediately.
4. Notice and fit notes
The employee should tell you they’re sick within your own time limit (or 7 days if you don’t have one). You don’t have to pay Statutory Sick Pay if they don’t meet these time limits.
You can’t insist notice is given in person or on a special form.
Fit notes and asking for proof
After 7 days off sick you can ask the employee for a fit note from their doctor. This used to be called a sick note.
You can’t withhold SSP if the employee is late sending you a fit note.
If your employee is off sick frequently or for a long time, HM Revenue and Customs (HMRC) has information about getting medical advice.
5. Help with sick pay
Reclaiming Statutory Sick Pay
You can’t reclaim Statutory Sick Pay (SSP) for sick leave after 5 April 2014.
You may be able to reclaim SSP for a previous tax year if a high proportion of your employees were off sick at the same time. You can reclaim the difference if SSP was more than 13% of your Class 1 National Insurance in a tax month.
How to reclaim
Calculate how much you’ll get back using your payroll software. How you reclaim the payments depends on how you reported payroll in the relevant tax year.
If you were reporting payroll information in real time (RTI), include the amount you’re reclaiming in an Employer Payment Summary (EPS).
Otherwise, you should complete and return an SP32 form to HM Revenue and Customs (HMRC).
If you’re insolvent
HMRC will pay SSP for any employee who continues to work for you if they were sick when you became insolvent. Tell your employee to contact the Statutory Payment Disputes Team.
Statutory Payment Disputes Team
Telephone: 03000 560 630
Find out about call charges.
If their sickness continues and you terminate their contract, give them a completed SSP1 form so they can claim Employment Support Allowance instead.