Migrate Statutory Sickness Absences

For Statutory Sick Pay (SSP), only absences that end within 56 days of the Absence Processing Start Date need to be migrated.

Although you can load more history, for reporting requirements or to process occupational schemes, it doesn't impact the calculation of SSP for future absences.

It is possible that an absence that needs to be migrated is linked to one or more previous absences. In that case, there are two possibilities:

You can migrate all the absence records for the entire chain.
Migrate only the last absence in the chain. In this case, additional information is required for that absence. When using this migration option, please note:
- If the start date of the first absence record is changed, the override information will be lost.
- You should ensure that the transition date is before the start date of the earliest absence being loaded. It is suggested that a date of 1-Jan-1951 is used.
- For customer currently using the SSP solution the transition date will be when you want to start processing in the new way.
- You must set up absences including type, plan, and elements with an effective date earlier than the date of the first absence to be migrated.

Additional data entry is available specifically for data migration and is located on the Absence Case page in the legislative information area.

If you don't wish to enter the overrides for each individual entry through the UI, you can use the HDL functionality. You need to:

Load the absences into the application. This will automatically create any required SSP cases.
Identify the case reference that requires the override fields updated and use it to do an HDL upload to the override fields in the associated cases.

SSP Additional Data Fields

Field Name	Description
Consumed Waiting Days	When you use a single absence for migration then this field describes the number of waiting days that have already been used by previous absences. The days will be processed in this migrated absence. Note: This field will be evaluated only on the first absence if it is part of a chain of linked absences.
Consumed SSP Weeks	If the employee has consumed SSP entitlement before the migrated absence record, then it is specified here. It is used to calculate the 28 weeks limit.
Original Start Date	If the sickness has a long history of linked absences, which aren't migrated, provide the start date of the first linked absence. It is used to calculate the 3 years limit and overrides the application determined value. Note: It can be entered on any linked absences, but the one entered on the last absence record in the chain is the one that is taken into account.
Disqualified Reason	If the employee was not entitled to SSP for the absence being migrated, enter the certificate name that indicates the reason for disqualification. For example, LEL not reached or On Strike. Note: The certificate applies to the full absence chain.
Number of Normal Scheduled Days for First Week	If the employee has an absence during the first week of hire the application is unable to determine the normal schedule. The user can enter here the number of days for the employee’s normal schedule.
Disable Earnings Check	If you select this check box, the application does not check against the lower earnings limit (LEL), and assumes that the LEL is exceeded. Use this to bypass the LEL check for periods where payment data is not available.

When you load absences using the HDL, the application processes them by checking the eligibility to SSP. If the employee is found eligible, it calculates the entitlement and generates the relevant calculation card. The processing takes into account the additional fields on the absence case. If a disqualification reason is entered, the application generates a non-payment certificate on the absence case.

Note: When the migrated absences are processed, the entitlement is calculated as if they were created using the UI. Also since the SSP calculation is based on a schedule, you need to ensure that either a normal or an SSP-specific work schedule exists for the employee. If it doesn’t, the employee’s working hours stored on the assignment are used instead.

SSP Examples

In these examples, it is assumed that the Absence Processing Start Date is the 01 January 2017.

Scenario	Dates	Additional fields required	Result
Sick Leave before 56 days from the Absence Processing Start Date	3/10/16 to 12/10/16	Not required as calculation of entitlement is irrelevant for subsequent SSP processing.	SSP Entitlement is calculated based on work schedule Calculation card is created
Sick Leave within 56 days from Absence Processing Start Date No link to any previous absence All SSP eligibility conditions are met	5/12/16 to 17/12/16	If the NIable Pay is initialized (see below), select the Disable Earnings Check to 'No'. Otherwise, select 'Yes'.	SSP Eligibility conditions are met SSP Entitlement is calculated based on work schedule (Mon-Fri) Waiting days = 3 SSP days = 7 (1.2 SSP weeks) Calculation card is created
Sick Leave within 56 days from Absence Processing Start Date No link to any previous absence Failed LEL check	5/12/16 to 17/12/16	Disqualified Reason: 'LEL not reached'	Certificate “LEL not reached” is generated SSP Entitlement is set to 0 Calculation card is created
Sick Leave within 56 days from Absence Processing Start Date Absence linked to a previous one Only last absence is migrated	21/11/16 to 30/11/16 5/12/16 to 17/12/16	Only the last absence is created using HDL. Consumed SSP weeks: '1' Original Start Date: '21/11/16' Consumed Waiting days: '3' Disable Earnings Check: 'Yes'	SSP Eligibility conditions are met SSP Entitlement is calculated taking into account information entered. SSP days = 10 (2 SSP weeks) Note: No waiting days as they have already been taken. Calculation card is created
Sick Leave within 56 days from Absence Processing Start Date Absence linked to a previous one. Only last absence is migrated Maximum of 28 weeks has been exhausted	14/3/16 to 30/11/16 5/12/16 to 17/12/16	Only the last absence is created using HDL. Consumed SSP weeks: '28' Original Start Date: '14/3/16' Consumed Waiting days: '3' Disable Earnings Check: 'Yes'	Certificate “Maximum 28 weeks paid” SSP Entitlement is set to 0 Calculation card is created
Ongoing sick leave	5/12/16 – open-ended	Disable Earnings Check: 'Yes'	SSP Eligibility conditions are met SSP Entitlement is calculated: Waiting days = 3 SSP days = 140 (or 28 weeks) Unpaid days = 120 (or 24 weeks) Calculation card is created Note: No calculation in payroll will take place before Absence Processing Start Date. The portion of absence before that date is ignored.