Sooner or later every employer faces the same message: "I''m not well enough to come in." Knowing how Statutory Sick Pay (SSP) works helps you respond calmly and fairly. This question-and-answer guide draws on the GOV.UK pages for SSP and its eligibility rules. It is general information, not legal or payroll advice, so check the current GOV.UK pages or ask your payroll provider before acting.
1. How much is SSP, and who pays it?
GOV.UK says employees can get up to £123.25 per week. It is paid by the employer, for up to 28 weeks.
2. Who is eligible?
GOV.UK says the person must be classed as an employee (agency workers may also be entitled) and must have done some work for you. They must have been ill for at least one full working day.
3. Can someone get SSP and Statutory Maternity Pay together?
No. GOV.UK states that an employee cannot receive SSP while getting Statutory Maternity Pay.
4. What are "linked" periods of sickness?
Separate spells of illness are linked if each lasts more than one full working day and they are 8 weeks or less apart. GOV.UK adds that eligibility ends after a continuous series of linked periods lasts more than 3 years. Linking matters because it affects how the 28-week limit is counted.
5. How soon must an employee tell you?
Employees usually need to tell you they cannot work before your deadline. If you have not set one, GOV.UK gives the limit as within 7 days. Late notice can reduce the SSP they receive, so it is worth putting your deadline in writing in your absence policy.
6. When can you ask for a fit note?
GOV.UK says a fit note is required if someone is off for more than 7 days in a row, including non-working days. You may accept other evidence instead, which many small employers find simpler for short absences.
7. What should you keep on file?
Record the dates of each absence, when and how the employee told you, and any evidence you accepted. A simple log makes it much easier to spot linked periods and to answer questions later.
A short checklist
- Write down your notification deadline and where staff should report sickness.
- Decide what evidence you will accept for short absences.
- Keep a dated absence log.
- Check the current rate on GOV.UK each tax year before running payroll.
Rates and rules can change, so treat this article as a starting point and confirm the figures on GOV.UK before you rely on them.