When a member of staff is off sick, you need to know what you're legally required to pay them, and how to manage the situation fairly. Get this wrong and you risk underpaying someone, or handling absence in a way that feels unfair or inconsistent.
Here's how sick pay works and what to put in place to manage it well.
What Statutory Sick Pay covers
Statutory Sick Pay, or SSP, is the legal minimum you must pay eligible employees who are too ill to work. It's paid for up to 28 weeks, starting from the fourth consecutive day of illness, known as a qualifying period. Employees need to earn above a minimum weekly amount to qualify, and the rate itself is reviewed and can change each year, so it's worth checking gov.uk for the current figure.
Do you have to pay more than the statutory minimum?
No, SSP is only a legal minimum. Some businesses offer enhanced sick pay as part of their benefits package, paying full or partial salary for a set period before falling back to SSP. This isn't required by law, but it can help with staff retention and morale, especially in competitive job markets. Whatever you offer, it should be written clearly into contracts or your staff handbook so everyone knows what to expect.
Managing sickness absence
A clear, consistent process makes managing sickness absence much easier, and it protects you if a pattern of absence needs addressing later. Useful steps to have in place:
• A clear process for reporting sickness, including who to contact and by when
• A requirement for a fit note from a GP after seven days of absence
• Return to work conversations after any period of sickness, however short
• A way of tracking absence patterns over time, in case a wider issue needs addressing
When absence becomes a bigger issue
Occasional short-term sickness is normal, but frequent or long-term absence may need a different approach. This could mean looking at whether a health condition needs reasonable adjustments, or whether the absence pattern needs to be addressed through your usual attendance or disciplinary procedures. Handle this sensitively and consistently, and get advice before taking formal action, since dismissing someone connected to ill health carries particular legal risks if it's not handled correctly.
Frequently asked questions
The rate is reviewed and can change each year, so check gov.uk for the current weekly amount. It's paid for up to 28 weeks to employees who meet the earnings and qualifying conditions.
No. SSP starts from the fourth consecutive day of sickness, known as the qualifying period. The first three days are usually unpaid unless your own policy says otherwise.
For absences of seven days or less, employees can self-certify. Beyond seven days, you can ask for a fit note from their GP confirming they're unfit for work.