This section will show you how and where to set-up absence recording for Maternity (SMP), Paternity (SPP), Additional Statutory Paternity Pay (ASPP) and Adoption Leave (SAP).
You can access ‘Absence Recording’ by highlighting the employee name on the payroll home-screen. Then select the ‘Employee’ menu along the top of the software and choose ‘Absence Recording’.
Paying Sick Pay (SSP) and recording a holiday absence is not done via this screen and is instead done when you pay the employee on the ‘Open and Pay Screen’.
You can also access the ‘Absence Recording’ section by selecting the employees name on the payroll home-screen and clicking on the absence recording short-cut button pictured here:
Please note: As of April 2014 Sick Leave (SSP) is no longer recoverable.
Setting up SMP (Statutory maternity pay)
When a female employee goes on Maternity, they should provide a medical reference called a ‘MAT B1‘ form, which will give you information on expected dates of birth etc.
- Select the employees name down the left hand side of the payroll.
- Go into ‘Employee’ > ‘Absence Recording’.
- Click the ‘Add New’ button.
- Select ‘SMP’ from the ‘Order Type’ drop down box.
- Enter in the expected date of the baby into ‘Expected Date’.
- An actual date is not needed as the employee would normally go off before the actual date the baby is born.
- Enter in the day they are leaving to go on maternity leave in the ‘Leave Start’ box.
- Tick the ‘MAT B1 Provided’ box, as you will need to keep any medical references on file.
- Set the ‘Basic Pay Adjustment’:
- Reduce Standard basic pay by Statutory Pay: This option reduces the basic pay by the SMP amount, thus giving you the same gross total pay, just a combination of SMP and ‘Basic Pay’.
- Do not Pay Basic Pay: This option will clear the employees ‘Basic Pay’ to 0.00, leaving only the automatically calculated SMP amount.
- Pay Basic Pay as entered: This option allows you to pay whatever you want to the employee in ‘Basic Pay’.
- Finally, click ‘Save’.
Remember that if the ‘Leave Start’ date for the SMP is mid-week, the SMP won’t take effect until the week after as SMP needs a full 7 days before it can take effect.
Setting up SPP (Statutory Paternity pay)
There are two types of Paternity Pay, Statutory Paternity Pay (SPP) and Additional Statutory Paternity Pay (ASPP). Ordinary Statutory Paternity Pay (SPP) is the normal paternity leave, where the employee can take two weeks of leave. Additional Statutory Paternity Pay (ASPP) is the additional paternity leave, where the father can take some of the mothers 39 weeks of maternity leave.
Setting up SPP When a male employee leaves on SPP, they should provide a medical reference called a SC3 Slip, which will give you information on expected dates of birth etc.
- Select the employees name down the left hand side of the payroll
- Go into ‘Employee’ > ‘Absence Recording’
- Click the ‘Add New’ button
- Select ‘SPP’ from the ‘Order Type’ drop down box
- Enter in the expected date of the baby into ‘Expected Date’
- Enter the day the baby was born in the ‘Actual Date’ box
- Enter in the day they are leaving to go on paternity leave in the ‘Leave Start’ box
- Tick the ‘SC3 Slip Provided’ box, as you will need to keep any medical references on file
- Set the ‘Basic Pay Adjustment’:
- Reduce Standard basic pay by Statutory Pay: This option reduces the basic pay by the SMP amount, thus giving you the same gross total pay, just a combination of SMP and ‘Basic Pay’.
- Do not Pay Basic Pay: This option will clear the employees ‘Basic Pay’ to 0.00, leaving only the automatically calculated SMP amount
- Pay Basic Pay as entered: This option allows you to pay whatever you want to the employee in ‘Basic Pay’ alongside
- Finally click ‘Save’
Remember that if the ‘Leave Start’ date for the OSPP is mid-week, the OSPP won’t take effect until the week after as OSPP needs a full 7 days before it can take effect.
Setting ASPP (Additional Statutory Paternity Pay)
When a male employee leaves on ASPP, they should provide a medical reference called a SC Slip, which will give you information on expected dates of birth etc.
- Select the employees name down the left hand side of the payroll
- Go into ‘Employee’ > ‘Absence Recording’
- Click the ‘Add New’ button
- Select ‘ASPP’ from the ‘Order Type’ drop down box
- Enter in the expected date of the baby into ‘Expected Date’
- Enter the day the baby was born in the ‘Actual Date’ box
- Enter in the day they are leaving to go on additional paternity leave in the ‘Leave Start’ box
The leave start date must be 20 week after the baby was born
- Tick the ‘SC Slip Provided’ box, as you will need to keep any medical references on file
- Enter in the ‘SMP Start Date’ – this will be the day the Mother left to go on maternity leave
- Enter in the ‘Return to Work Date’ – this will be the date the mother returned to work. The leave start date of the ASPP cannot be earlier than the date the partner has returned to work.
- Set the ‘Basic Pay Adjustment’:
- Reduce Standard basic pay by Statutory Pay: This option reduces the basic pay by the SMP amount, thus giving you the same gross total pay, just a combination of SMP and ‘Basic Pay’.
- Do not Pay Basic Pay: This option will clear the employees ‘Basic Pay’ to 0.00, leaving only the automatically calculated SMP amount
- Pay Basic Pay as entered: This option allows you to pay whatever you want to the employee in ‘Basic Pay’ alongside
Remember that if the ‘Leave Start’ date for the ASPP is mid-week, the ASPP won’t take effect until the week after as ASPP needs a full 7 days before it can take effect.
