Follow this guide to set up and operate statutory pay.
Overview #
paiyroll® provides 4 methods for time-off:
- Set up a simple “days entered” SSP if you’re happy to enter calculate waiting days and linked periods.
- If you want a completely automated e.g. linked, waiting days SSP, you will need to use a workflow to create a time off process. This method can be used in real time where the start and end are entered as they occur, or retrospectively (after the fact) when both start and end are known and entered together.
- Upload a spreadsheet file as a faster alternative to workflows for uploading approved processes. This method can only be used for retrospective time off.
- HR data feeds like PeopleHR and CezanneHR can be configured to load time absences and holidays automatically.
Simple “days entered” SSP #
You can use this method if you only need to enter the number of SSP days to pay after the waiting days.
- Company Setup > Pay Definitions > Add
- Create a new Pay Definition as below – making sure the Rate you use reflects the SSP daily rate for your employee’s working pattern (Google “Rates and threshold [year]” to see the latest rates) :
- Click Add
In the Pay Item Editor, select the new Sickness days pay definitions and click Create to add this pay item to the worker – the rate can also be amended here if needed:
Finally, enter the number of days in the Pay Item and click Update.
The LIve payslip will show the correct payment if you have entered everything correctly:
Workflow-based SSP, SMP or SPP #
In this scenario, an employee or their manager will request time off for the absence. If the employee requests time off, then a manager must approve the request (this is the workflow). Therefore you will need to ensure any employees that request time off via a workflow are in a department where the manager has been assigned. If you have no real department manager, then you must use a test employee as a manager.
Follow these steps:
Manager Workflow (by Administrator) #
- Add the relevant Pay Item (SSP, SMP or SPP) to the employee and the manager in the Pay Item Editor
- Either the employee requests Time off for the absence (rather like they do Holiday requests), or
- Alternatively, the department manager can submit the request on behalf of the employee. You can create, or reuse an existing, test employee to be the department manager instead of a real employee
- If you have a manager hierarchy set up, the absence request will be routed to the manager, otherwise, the request will be routed to the master Admin
- Once the request is approved, the payout is automated
Time-off workflows are completed in 2 steps:
- When the employee starts the absence, a date is entered as they will not know when the time off will finish
- The second step is when the time off ends, for example when the employee returns to work after a period of sickness
You can complete each step as it occurs in real-time, or you can complete both together if you are entering time off retrospectively.
Start the time off #
To act as the manager go to Employee setup > Update and search for the employee who is the department manager. Then select the As employee tab.
Now Click Time Off (as if you were the manager doing this):
Select the type of time-off e.g. SSP and then click New Report as Manager:
On the next screen, you will need to Select the Employee, enter a Start date and optionally a Start comment.
Check the Entitlement summary table that appears after a few moments.
If all looks correct, click Create:
The Absence time off has been approved and started. If you do not know when the employee is going to return, the time off can remain open and will automatically pay out on every pay run that occurs during the time off.
End the time off #
When a time off workflow has been started it will appear in the manager’s My tasks ready for when the end date is known. Therefore, repeat the steps above As employee but this time select My tasks to view the manager tasks:
Next, select the relevant time-off tasks for which you need to Add End As Manager:
Enter the End date, optionally any Remark and click Continue
The time-off absence process is now complete and will pay out automatically.
See the section below to view or delete time off.
Manager workflow (by Manager on the mobile App) #
This is very similar to the above administrator workflow but is completed by the manager on their mobile app.
Log into the app and click Time off
Set the Manager tasks to the absence required e.g. SSP and click New Report as Manager:
Select the Employee, Frequency and the Start date, and optionally add a Start comment and click Create:
The absence will now operate automatically.
To add an absence End Date go to My Tasks and select Add End as Manager. You will then be able to add the end date. The sickness process will have fully entered
File upload of approved processes with a Data feed #
This is a quick way to upload approved time off processes, such as SSP from a file without the need for a workflow. Note that all company workers must have a Works id.
To add the data feed, go to Company set up > Report Definitions > Add…
Select the Company and choose the required Time off Template e.g. GB Upload SSP from CSV
All workers that you will upload time off for, must have the appropriate time off Pay Item e.g. SSP. Either add these in the Pay Item Editor or an alternative is to use an Add From Test employee who can donate the SSP Pay Item automatically if required.
Click Add to add the new data feed report:
You will need a spreadsheet like this, either in CSV or XLSX format:
Download this Excel template which you can edit and use directly. You will need one row for each worker’s time off period. The yellow columns will be required the other columns are all optional. These are the default column names but can be changed if required in the report definition.
The file is uploaded in My Data feeds:
Viewing or deleting Time off Processes #
After you have entered or uploaded time off workflows, you can see them in My Processes > Report Sickness:
Note that you can delete processes only if they have not been included in an approved pay run.