Processing Statutory Absences

This chapter provides an overview of statutory absence processing and discusses how to:

Record employees absences.
Enter additional information about SSP and SMP.
View employee absence data.

Understanding Statutory Absence Processing

This section describes how to record an employee’s absence due to maternity leave, paternity leave, or adoption leave.

Eligibility Validation

Employees are entitled to receive payment for statutory absences if they meet certain criteria and conditions associated with these payments.

Global Payroll for the U.K. automatically checks some of the eligibility criteria and conditions based on the stored employee information. Other eligibility criteria must be validated before you enter the absence in the system.

Global Payroll for the U.K. calculates employees’ average weekly earnings to determine whether their earnings are at or above the LEL. Employees below the LEL are not eligible for any statutory absences. You can override the calculated value using the Override Average Earnings page.

See Overriding Employee Average Earnings.

For SAP and SPP, you must check the following eligibility criteria before recording the absence in the system:

Documentary proof of entitlement.

Employees are required to supply evidence of their entitlement to SAP and SPP. Global Payroll for the U.K. does not store this information or validate that the employee has provided documentary proof.
Notification period.
Employment conditions.

Statutory absences are only available to employees who have worked for an employer for a certain period. These conditions are not validated by Global Payroll for the U.K. for SAP and SPP.

Note. For SMP, you must use PeopleSoft Enterprise Human Resources to record some eligibility information. See the next section for details.

Recording Maternity Leave in Human Resources

For most statutory absences, you enter all the required employee information into Global Payroll for the U.K. pages. However, for SMP you must record some information using the Monitor Absence business process in Human Resources.

Navigate to the Maternity Leave page as follows: Workforce Administration, Absence and Vacation, Maternity/Parental Leave U.K., Maintain Maternity Leave, Maternity Leave.

Use this page to enter MPP start and end dates, the employee’s eligibility for SMP based on length of service, and the date that you received MAT1B notification. Global Payroll for the U.K. will not pay SMP if you have not completed the Maternity Leave page in Human Resources.

See Also

Tracking Maternity Absence Data

Processing Statutory Absence Payments for Terminated Employees

In certain situations, employees are entitled to statutory absence payments after leaving their jobs. To process such employees using Global Payroll for the U.K., you must terminate the employee in Human Resources with the Action/Reason code Termination with Pay.

Note. Ensure that you set up the terminated employees correctly so that they are not paid other regular payments, such as salary, when you run the payroll process. When you have paid the statutory absence payments that the employee is entitled to, update the Action/Reason code to stop further payments being processed.

See Also

Updating Job Data

Delivered Absence Take and Entitlements

The following table lists the absence take and absence entitlement elements delivered for the U.K.:

Absence	Absence Take	Absence Entitlement
Statutory maternity pay before 6 April 2003	SMP AT1	SMP AE1
Statutory maternity pay from 6 April 2003	SMP AT2	SMP AE2
Statutory adoption pay	SAP AT	SAP AE
Statutory paternity pay (birth)	SPPB AT	SPPB AE
Statutory paternity pay (adoption)	SPPA AT	SPPA AE
Statutory Sick Pay	SSP AT1	SSP AE1
Occupational sick pay	OSP AT1	OSP AE1 OSP AE2
Occupational maternity pay	OMP AT1	OMP AE1 OMP AE2

Note. The OMP and OSP absence takes are provided as simple templates for occupational schemes. They are not intended to be used as delivered. Defining occupational schemes is discussed in a previous chapter.

See Also

Setting Up Occupational Schemes

Delivered Absence Earnings

The following table lists the earnings delivered with Global Payroll for the U.K.:

Earnings	Description
SMP ER PAY1	SMP pay higher rate
SMP ER PAY2	SMP pay lower rate
SMP ER P OFF	SMP pay offset
SPPA ER PAY	SPP (adoption) pay
SPPA ER OFF	SPP (adoption) pay offset
SPPB ER PAY	SPP (birth) pay
SPPB ER OFF	SPP (birth) pay offset
SAP ER OFF	SAP pay offset
SAP ER PAY	SAP pay
SSP ER PAY	SSP pay
SSP ER P OFF	SSP pay offset
OMP ER PAY1	OMP pay
OMP ER P1 OF	OMP offset
OMP ER PAY2	OMP half pay
OSP ER PAY1	OSP sick pay
OSP ER PAY2	OSP half pay
OSP ER OFFST	OSP offset
OSP ER P OFF	OSP offset

See Also

Understanding Absence Schemes

Recording Employee Absences

This section discusses how to:

Record employee absence data.
Record dates and reasons for disqualification.
Record notification of absences.
Record absence certificate details.
View process details.
Enter additional absence information.
Record user defined data.
Change entitlements for absence schemes.
Override employee average earnings.
Record EWC data.
Enter adoption dates.
Override entitlement for schemes mapped in core application.

Pages Used to Enter Absence Events

Page Name	Object Name	Navigation	Usage
Absence Data	GPGB_ABS_EVENT_1	Global Payroll & Absence Mgmt, Payee Data, Maintain Absences, Absence Event GBR, Absence Data	Record general information about an employee's absence from work. Use this page to record the absence take and the absence begin and end date.
SSP Disqualification Details	GPGB_ABS_DIS_SEC	Click the SSP Disqualification link on the Absence Data page.	Record the date when and the reason why an employee is no longer paid SSP.
Notification of Absence	GPGB_NOTIFY_SEC	Click the Notification of Absence link on the Absence Data page.	Record how you were notified of an employee’s absence. Use this information for reporting purposes.
Absence Certificate Details	GPGB_ABS_CERT_SEC	Click the Absence Certificate Details link on the Absence Data page.	Record the type of certificate supplied by an employee to support the absence. Use this information for reporting purposes only. The information entered here is not used in processing statutory absence.
Process Details	GPGB_ABS_PROC_SEC	Click the Process Details link on the Absence Data page.	View information about the last time the absence was processed. It also displays the calendar group in which the absence was processed and the date when the absence was last updated. This page is display only and is intended for tracking purposes.
Additional Information	GPGB_ABS_EVENT_2	Global Payroll & Absence Mgmt, Payee Data, Maintain Absences, Absence Event GBR, Additional Information	Record additional information about an employee’s absence.
User Defined Fields	GPGB_ABS_CNFG_SEC	Click the User Defined Fields link on the Additional Information page.	Define the four fields that you can use to enter additional information about an absence.
Override/Adjust Entitlement	GPGB_OVRD_ENT_SEC	Click the Override/Adjust Entitlement link on the Additional Information page.	Change the entitlement for an absence scheme. This applies only to absences that have a per absence entitlement.
Override Average Earnings	GPGB_ABS_ERNS_SEC	Click the Override Average Earnings link on the Additional Information page.	Override an employee’s average earnings. For statutory absences, the system calculates an employee's average weekly earnings. Employees below the lower earnings limit are not entitled to paid absence. You may need to override an employee's average earnings if the system does not have sufficient earnings history for that employee.
Birth Dates	GPGB_MAT_SEC	Click the Birth Dates link on the Additional Information page.	Record data about the EWC and the actual week of confinement. You must complete this page for SMP and SPP (birth).
Adoption Dates	GPGB_ADP_SEC	Click the Adoption Dates link on the Additional Information page.	Record the date that the employee was matched with a child. You must complete this page for SAP and SPP (adoption).
Override/Adjust Entitlement for Mapped to Scheme	GPGB_OVRD_MAP_SEC	Click the Override/Adjust Entitlement for Mapped to Scheme link on the Additional Information page.	Override entitlement for the scheme to which you mapped on the Day Formula page in the core application. This applies only to absences that have a per absence entitlement. Note. The fields on this page are identical to those on the Override/Adjust Entitlement page.
Comments	GPGB_ABS_EVENT_4	Global Payroll & Absence Mgmt, Payee Data, Maintain Absences, Absence Event GBR, Comments	Enter any additional comments about an employee’s absence.

Recording Employee Absence Data

Access the Absence Data page.

Note. Some of the fields on this page are identical to those on the Absence Event Entry Detail page. You’ll find documentation for these fields in the PeopleSoft Enterprise Global Payroll 9.0 PeopleBook.

Absence Take	Select the type of absence that you require. These are the delivered take elements for U.K. statutory absences: SSP AT1 for SSP. SMP AT1 for SMP where the EWC is before April 6, 2003. SMP AT2 for SMP where the EWC is on or after April 6, 2003. SPPB AT for SPP (birth). SPPA AT for SPP (adoption). SAP AT for SAP.
Begin Date, End Date	Enter the dates of the employee absence. For SPP, employees are entitled to 2 weeks paid leave. If you enter a period spanning more than 2 weeks, only the first 2 weeks are processed as paid absence.
Partial Hours	For the statutory absence takes if you enter any partial hours during an employee's absence, then the absence won't be paid for that day. This applies regardless of the number of hours entered in the Partial Hours field.
Or Half Day	For the statutory absence takes if you select this check box, then the absence won't be paid for that day.
Or Apply to All Days	For the statutory absence takes if you select this check box, then the absence won't be paid for that day.
Absence Type	Select an absence type that you defined on the Absence Reasons page. Absence types are informational only and don't affect statutory absence processing.
Absence Code	Select an absence code that you defined on the Absence Reasons page. Absence codes are informational only and don't affect statutory absence processing.
Reason	Enter an additional reason why an employee was absent from work. Absence reasons are informational only and don't affect statutory absence processing.
Paid, Unpaid	The system sets the payment to Paid. This field doesn't affect the calculation of the statutory absences delivered as part of Global Payroll for the U.K.. You might want to use this field when setting up your own absence schemes, to determine whether an absence is paid or unpaid.
SSP Disqualification	Click to access the SSP Disqualification Details page.
Notification of Absence	Click to access the Notification of Absence page.
Absence Certificate Details	Click to access the Absence Certificate Details page.
Process Detail	Click to access the Process Details page.

Recording Dates and Reasons for Disqualification

Access the SSP Disqualification Details page

Disqualification is due to reasons beyond the scope of Global Payroll for the U.K. SSP is not payable for employees who are on strike, for example. Because the system cannot know whether an employee is on strike, this facility prevents SSP from being paid from the date that you specify.

Global Payroll for the U.K. takes into account the rules governing SSP disqualification. If an employee is disqualified from SSP for whatever reason, then all absences within 56 days of the end of that absence are also disqualified.

Date of Disqualification	Select the date when the employee was disqualified for SSP.
Reason for Disqualification	Enter the reason why an employee is disqualified for SSP.

Recording Notification of Absences

Access the Notification of Absence page.

Notified of Absence By Whom

Enter the name or relationship of the person who notified you of the employee’s absence.

Date First Notified

Select the date when you were first notified of the employee’s absence.

Time

Enter the time when you were notified of the employee’s absence.

Note. In the U.K., statutory rules state that an employee must meet the notification and certificate criteria as defined by a company in order to be eligible for SSP. For SSP, Global Payroll for the U.K. includes the formula SSP FM USER COND. You may edit this formula to include your company's additional criteria, such as notification of absence, that an employee must meet before SSP can be paid.

See Also

Defining Formula Elements

Recording Absence Certificate Details

Access the Absence Certificate Details page.

Certificate Type

Select the type of certificate that the employee holds:

Medical Certificate

Self Certificate.

Valid From, Valid To

Enter the dates the absence certificate

Note. In the U.K., statutory rules state that an employee must meet the notification and certificate criteria as defined by a company in order to be eligible for SSP. For SSP, Global Payroll for the U.K. includes the formula SSP FM USER COND. You may edit this formula to include your company's additional criteria, such as absence certificate details that an employee must meet, before SSP can be paid.

See Also

Defining Formula Elements

Viewing Process Details

Access the Process Details page.

Calendar Group ID

Displays the calendar group ID in which the absence was last processed.

Date of last update

Displays the date when the absence was last updated.

Process Date

Displays the date when the absence was last processed.

Entering Additional Absence Information

Access the Additional Information page.

Additional Information

Doctor Consulted	Select this check box if the employee has consulted his or her doctor.
Consultation Date	Select the date when the employee consulted his or her doctor.
Work Injury Related	Select this check box if it applies to the employee’s absence.
Incident Number	Enter the incident number if an employee has a work related injury.
Refer to Occ. Health Auth. (refer to occupational health authority), Counselling, Disciplinary	Select the check boxes that apply to the employee’s absence.
Pregnancy Related Illness	Select this check box if the employee has an illness related to her pregnancy. If you select this check box for an SSP absence, when you run the payroll process the system checks whether the absence is within the four week period before the EWC. If it is within this four week period, the system generates a warning and you should instead enter an SMP absence (SMP AT2). According to U.K. legislation, the MPP starts on the day after the first day of absence with a pregnancy-related illness within four weeks of the EWC. If the MPP is triggered by a pregancy-related illness, SMP can start on any day of the week (normally SMP is paid weekly starting with a Sunday start date).
Early Childbirth	Select this check box if the absence is due to early birth of the child. If the MPP is triggered by an early birth, SMP can start on any day of the week (normally SMP is paid weekly with a Sunday start date). Note. This check box is for SMP AT2 absences only. It does not apply to SMP AT1. Prior to April 6, 2003, SMP always started on a Sunday.
User Defined Fields	Click to access the User Defined Fields page.
Override/Adjust Entitlement	Click to access the Override/Adjust Entitlement page.
Override Average Earnings	Click to access the Override Average Earnings page.
Birth Dates	Click to access the Birth Dates page. Use this page to enter the EWC and the actual week of confinement. This is required for SMP and SPP (birth).
Adoption Dates	Click to access the Adoption Dates page. Use this page to enter the matching date, which is required for SAP and SPP (adoption).
Override/Adjust Entitlement for Mapped to Scheme	Click to access the Override/Adjust Entitlement for Mapped to Scheme page.

Recording User Defined Data

Access the User Defined Fields page.

User Defined Fields

You can create your own fields to further define an absence. Possible field types are Date, Decimal, Character, and Monetary. If you create a monetary field, you must specify the Currency.

Changing Entitlements for Absence Schemes

Access the Override/Adjust Entitlement page.

Entitlement

Enter the number of days or weeks by which you want to override entitlement. For example, if a new employee gives you a leaver’s statement (form SSP1(L)) completed by a former employer and the employee has used five weeks of SSP, enter 23 in the Override Entitlement field, (28 weeks statutory entitlement minus 5 weeks of SSP used).

Note. Statutory absence schemes are defined as weeks. If you define your own absence schemes, definitions may vary. For example, if you define an absence scheme, such as holiday entitlement, the definition is probably in terms of days.

Adjustment

Enter the number of days or weeks by which you want to adjust entitlement. If a new employee gives you a leaver’s statement (form SSP1(L)) completed by a former employer and the employee has used five weeks of SSP, enter -5 in the Adjust Entitlement field.

Overriding Employee Average Earnings

Access the Override Average Earnings page.

Statutory Average Earnings

Enter the amount that you want to apply as the statutory average earnings. For example, if you have a new starter with no earnings, enter the contractual amount that was calculated.

Occupational Average Earnings

Enter the amount that you want to apply as the occupational average earnings.

Note. Because you may require your occupational average earnings to be different from your statutory average earnings, Global Payroll for the U.K. provides you with two fields. You may use them for OSP schemes where the amount of pay depends on past earnings. For example, a shift worker is usually paid a combination of basic pay and overtime. If that employee is off sick, you can use the Occupational Average Earnings field to enter the employee’s overtime payments. This ensures that SSP compensates for both the employee’s basic pay and the overtime that he or she would normally have worked.

Recording EWC Data

Access the Birth Dates page.

Actual Week of Confinement

Enter the date of the Sunday in the week when the baby was born. For example, if the baby was born on Tuesday September 5 2000, the actual week of confinement is Sunday September 3, 2000.

Expected Week of Confinement

Enter the date of the Sunday in the week before the baby is due. This date is required for SMP and SPP (birth).

Note. For SMP, this date must match the one calculated by Monitor Absence in Human Resources .

Entering Adoption Dates

Access the Adoption Dates page.

Date Match Notified

Enter the matching date. This is the date that the employee received notification from the adoption agency that he or she has been matched with a child. This date is required for SAP and SPP (adoption).

Matching Week

The system automatically completes this field when you complete the Date Match Notified field.

Overriding Entitlement for Schemes Mapped in Core Application

Access the Override/Adjust Entitlement for Mapped to Scheme page.

Note. The fields on this page are identical to those on the Override/Adjust Entitlement page.

Entering Additional Information About SSP and SMP

This section discusses:

Processing SMP and stillbirths.
Additional SSP and SMP entitlement conditions.

Processing SMP and Stillbirths

This table describes how you process stillbirths using Global Payroll for the U.K.:

Entitlement Condition	Resolution	Comments
Baby is stillborn after the start of the 16^th week prior to the EWC.	SMP must be paid as normal.	It is a statutory requirement that the employee be paid SMP, as for a live birth. You do not have to record details of the stillbirth in Global Payroll for the U.K. because SMP is paid as normal.
Baby is stillborn before the 25^th week of pregnancy; that is, baby is stillborn earlier than the 16^th week prior to the EWC.	The employee is not eligible for Statutory Maternity Pay. Clear the Eligible for Maternity Pay Based on Employment Conditions option on the U.K. Maternity Leave page in Human Resources.	If the employee is absent from work, you may want to record this as an SSP absence on the Absence Data page (do not select Pregnancy Related Illness on the Additional Information page). You may also want to make a relevant comment on the Comments page.

Note. This is a manual procedure; there is no check box to record stillbirths. This decision was based on the fact that stillbirths are an emotive issue and occur relatively infrequently.

Additional SSP and SMP Entitlement Conditions

This table explains how the system handles different SSP and SMP entitlement conditions:

Entitlement Condition	Resolution	Comments
Absence is entered after an employee’s termination date. (SSP)	The system displays a warning on the Absence Data page.	The employee is not paid SSP.
Absence start date is more than 11 weeks before the EWC. (SMP)	The system displays a warning on the Absence Data page.	The employee is paid SMP as the system assumes that the birth is premature.
An employee is sick on the hire date. (SSP)	The system displays a warning on the Absence Data page.	If you enter an absence, Global Payroll for the U.K. assumes that the employee has done some work for the employer and SSP must be paid.
An employee works part of a day during an absence. (SSP)	None.	SSP is not paid for any part day that an employee has worked.
Average weekly income is less than the LEL. (SSP and SMP)	Global Payroll for the U.K. calculates the employee’s average earnings and override is included on the page.	If average earnings are below the LEL, SSP and SMP are not paid.
Birth occurs before the date that the employer was notified, or no notification has been given. (SMP)	Global Payroll for the U.K. does not pay SMP unless you enter a date in the Form MATB1 Received field on the U.K. Maternity Leave page in Human Resources.	The employee must notify the employer of the actual date of the birth and the expected date of the birth.
Employee is in continuous employment for 26 weeks prior to and including the Qualifying Week. (SMP)	Select the Eligible for Maternity based on Employment Conditions check box on the U.K. Maternity Leave page in Human Resources.	If the employee has not been in continuous employment for the qualifying period, leave the check box unselected. SMP is paid only for an employee if you select this check box.
Employee is over 65 or under 16 at start of PIW. (SSP)	The system displays a warning on the Absence Data page in the core application.	The employee is not paid SSP.
No MATB1 form. (SMP)	Global Payroll for the U.K. does not pay SMP unless you enter a date in the Form MATB1 Received field on the U.K. Maternity Leave page in Human Resources.	Enter a date in the Form MATB1 Received field on the U.K. Maternity Leave page in Human Resources.
No notification of absence 28 days after the birth. (SMP)	The system displays a warning on the U.K. Maternity Leave page if you do not enter a date in the Form MATB1 Received field on the U.K. Maternity Leave page.	Enter a date in the Form MATB1 Received field on the U.K. Maternity Leave page.
PIW spans over three years. (SSP)	None.	Global Payroll for the U.K. does not pay SSP on the date when the PIW reaches the three-year mark.
Pregancy related illness within four weeks prior to the EWC. (SMP)	The system displays a warning message if you enter an SSP absence within four weeks of the EWC.	Global Payroll for the U.K. does not pay SSP if the absence is pregnancy related and within four weeks of the EWC.

Viewing Employee Absence Data

This section discusses how to:

View absence exceptions, absence dates, and payment details.
View absence details.

Pages Used to View Absence Details

Page Name	Object Name	Navigation	Usage
Payee Absence Exceptions	GPGB_ABS_EXCEP	Global Payroll & Absence Mgmt, Payee Data, Maintain Absences, Review Absence Exceptions GBR, Payee Absence Exceptions	View absence exceptions, absence dates, and payment details for your payees.
Absence Data	GPGB_ABS_EXCEP_SP	Click the Detail link on the Payee Absence Exceptions page.	View additional details about a payee’s absence.

Viewing Absence Exceptions, Absence Dates, and Payment Details

Access the Payee Absence Exceptions page.

Exception Details Tab

The Exception Details tab displays the EmplID, Name, EmplRcd#, and an absence Description for each absent payee in the calendar group identified in the Calendar Group ID field. If you want to view additional details of a payee’s absence, click the Detail link, which takes you to the Absence Data page.

Absence Dates Tab

Access the Absence Dates tab.

The Absence Dates tab displays the Absence Start Date, Absence End Date, and the Disqualification Date for each payee absence.

Payment Details Tab

Access the Payment Details tab.

The Payment Details tab displays the Calendar Group ID, Calendar ID, Pay Group, and Segment Number for each absence payment.

Viewing Absence Details

Access the Absence Data page.

Message Set Number

This is the message set containing the messages (text) displayed in the Message Text and Explanation fields.

Message Number

This is the message number corresponding to the content in the Description and Explanation fields.

Message Text

Displays the description of the absence, as defined in the message catalog.

Explanation

Displays an explanation of the absence, as defined in the message catalog.

Notified of Absence By Whom	Enter the name or relationship of the person who notified you of the employee’s absence.
Date First Notified	Select the date when you were first notified of the employee’s absence.
Time	Enter the time when you were notified of the employee’s absence.

Calendar Group ID	Displays the calendar group ID in which the absence was last processed.
Date of last update	Displays the date when the absence was last updated.
Process Date	Displays the date when the absence was last processed.

Date Match Notified	Enter the matching date. This is the date that the employee received notification from the adoption agency that he or she has been matched with a child. This date is required for SAP and SPP (adoption).
Matching Week	The system automatically completes this field when you complete the Date Match Notified field.

Message Set Number	This is the message set containing the messages (text) displayed in the Message Text and Explanation fields.
Message Number	This is the message number corresponding to the content in the Description and Explanation fields.
Message Text	Displays the description of the absence, as defined in the message catalog.
Explanation	Displays an explanation of the absence, as defined in the message catalog.