Statutory Sick Pay Guide for Employers

An introduction to this SSP Guide for small businesses, covering the period 6th April 2012 to 5th April 2013

Statutory Sick Pay Guide for Employers

Forms you may need to use

SSP1 SSP and an employee’s claim for benefit

Employers must complete this form when an employee is not entitled to SSP, or when SSP has come to an end. Where you consider that there is no entitlement to SSP, the form should be issued within 7 days of the first day that you are notified of your employee’s incapacity, or where this is not practicable, no later than the first payday immediately following this. Where entitlement to SSP has come to an end but the employee’s PIW is ongoing, you must provide form SSP1 no more than 7 days after the day on which entitlement ended.

Once completed, the form must be given to the employee immediately, as this will help to support a claim for a Social Security benefit. You can get form SSP1 here (Fill in and print this version of SSP1 if you need a copy for your records – this version cannot be saved) or there is a print version of SSP1 (Print and then fill in this version)

For employers who are based in Northern Ireland (NI) or employers elsewhere in GB who have workers in NI, there is a NI version of form SSP1.

Paper copies of form SSP1 can also be obtained by going to http://www.dwp.gov.uk/publications

SSP2 SSP record sheet

An optional form designed to help employers keep the records required by law and those which you are recommended to keep. There is an interactive SSP2 on your Basic PAYE Tools.

SC2 Employee self-certification form

Can be used by employees to certify themselves as sick for the first seven days of sickness for SSP purposes. You can use your own self-certificate if you prefer.

Using your own versions of the sickness forms

You can produce and use your own computerised or paper versions of these forms. There is no formal approval process but they must include all the information held on the approved HMRC SSP forms.

Your own version of Form SSP1

You can produce and use your own computerised or paper versions of these forms. There is no formal approval process but they must include all the information held on the approved HMRC SSP forms.

This must include:

  • First page – About this form
    • If you are an employee
    • What to do now
    • How to claim
  • Page 2
    • Notes for employee
    • Where to get help and advice
    • For more information about SSP
    • For more information about benefits
    • Part A
    • Part B – date box
    • I cannot pay you SSP because

It is not necessary to reproduce the full list of reasons for refusal. This section can be tailored to give the specific reason(s) for the rejection in each case. The corresponding reference letter should also be given.

Part C – but could limit to only showing the relevant reason

Part D – All

Part E – as with part B – but could be limited to give the specific reason for rejection and should be the same as Part B. You may also incorporate this information into Part B if that is preferred

Your own version of SSP2 – Statutory Sick Pay record sheet

This must include:

  • employees name and National Insurance number
  • a record of payment dates and the amount paid
  • the date the SSP pay period began
  • a record of any unpaid SSP with reasons

Your own version of SC2 – Self-certification form

This must include:

  • the employee name and National Insurance number
  • their first day of sickness
  • their last day of sickness
  • the last day they worked before their sickness
  • the nature of their sickness
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