Statutory sick pay forms and record-keeping
Employer forms for statutory sick pay including self-certification forms and keeping records of sickness absence.
There is no longer a need for employers to keep records of statutory sick pay (SSP) that has been paid. However, there is a regulation still in force, and an employer may be required to produce records to show that statutory sick pay has been paid to their employees.
Keeping records of sickness absence
You can choose how you keep records of your employees' sickness absence. HM Revenue & Customs (HMRC) may need to see these records if there is a dispute over payment of SSP.
The employer must ensure that retention and storage of such records are compliant with both data protection and GDPR. See staff records: your data protection obligations.
SSP record sheet
You can use the to record details of an employee's sickness absences. You don't have to use this form, but it will help you keep accurate records, which will ensure that you pay the correct amount of SSP.
Self-certification form
The employee's statement of sickness form or is for employees to self-certify themselves as sick for the first seven days of sickness for SSP purposes. You can use your own self-certificate if you prefer.
If an employee is not entitled to SSP
You must give the employee not entitled to SSP to tell them why they cannot get SSP from you. Use and retain a copy of form SSP1 - or your own equivalent - when your employee has had the maximum amount of SSP and needs to claim Employment and Support Allowance. Fill in this form and send it to your employee if either:
- they have been sick for four days in a row and are not entitled to SSP from you
- their entitlement to SSP stops, but they are still sick
Using HMRC's downloadable calculators
A set of is available to download straight to your computer. In addition to calculators for SSP and other statutory payments, the tools include:
- an employer database on which you can record your employees' details
- a P11 calculator that will work out and record your employees' tax, National Insurance contributions, and student loan deductions every pay day with a linked P32 Employment Payment record that works out what you need to pay HMRC
- interactive forms such as P11D working sheets
- a Learning Zone - including interactive learning material on SSP