Absence Entry

Owned by Mark Holland (Unlicensed)
Last updated: Feb 19, 2024 by Heidi Shuttlewood
11 min read

Description

The Employee Absence page allows the entry and viewing of all types of absence for an employee. InPay Payroll will calculate the statutory payments to be made from the details entered.

There are 10 absence types

  1. Adoption - Periods of absence due to the adoption of a child that may be eligible for Statutory Adoption Pay
  2. Paternity (adoption) - Periods of absence to support a partner who has adopted a child that may be eligible for Statutory Paternity Pay (adoption).
  3. Shared Parental Leave (adoption) - Shared period of absence for the adoption of a child.
  4. Maternity - Periods of absence due to pregnancy that may be eligible for Statutory Maternity Pay.
  5. Paternity (birth) - Periods of absence to support a partner who has given birth that may be eligible for Statutory Paternity Pay (birth).
  6. Shared  Parental Leave(birth) - Shared period of absence due to the birth of a child.
  7. Parental Bereavement Leave - Period of absence to deal with the death of a child, if they die under the age of 18 or are stillborn.
  8. Paid Leave - Paid periods of absence due to Annual Holiday.
  9. Sickness - Periods of absence due to sickness that may be eligible for Statutory Sick Pay.
  10. Unpaid Leave - Unpaid periods of absence due to Suspension, Sabbatical, etc.

Contents

Absence Entry#Usage

Absence Entry#Adoption

Absence Entry#Paternity (Adoption)

Shared Parental Leave (Adoption)

Absence Entry#Maternity

Absence Entry#Paternity (Birth)

Absence Entry#Shared Parental Leave (Birth)

Absence Entry#Parental Bereavement Leave

Absence Entry#Paid Leave

Absence Entry#Sickness

Absence Entry#Unpaid Leave

Usage

The current entries can be viewed in a grid at the bottom of the page. These can be selected for viewing or amendment by clicking on the grid. New entries can be made directly after selecting an employee or by pressing the 'New' button.

Standard Fields

Absence Details

  • Type Of Absence - When entering a new absence select the type from this list. When amending an existing absence record this list is locked to prevent the absence type from being changed. If you entered an absence with the wrong type you will have to delete the record and enter a new one. This allows InPay Payroll to back out any payments made incorrectly and apply the correct ones. If the absence you delete is from a previous pay period, an adjustment will be made in the current period.
  • No Of Days - This box is only used to enter leave when the calculated number of days needs to be adjusted. For other absences No Of Days shows the days in the period entered to give you a cross check on the length of the period entered.
  • Start Date - All absence types require a Start Date.
  • End Date - The End Date may be left blank. If it is blank, InPay Payroll will process the absence as though it finishes at the end of the pay period being calculated. When the next pay period is calculated, InPay Payroll will process the absence to the end of the new pay period, and pay the difference to the employee. When an End Date is subsequently entered, InPay Payroll will recalculate the absence payments and adjust the employee's pay accordingly. This field will ba unavailable for Paternity cases and instead will be replaced by selecting the option of 1 or 2 weeks.

Note: The system will only calculate salary when Starting and Ending Absence using the 260 calculation - anything different to this will need to be manually calculated and overridden on the employee record.

Stop Payment Details

  • Stop Payment From Date - Enter the date you want payments to stop for this absence if this is earlier than the End Date. You must select a Stop Payment Reason or enter a Stop Payment Note to explain why you stopped payment. InPay Payroll will calculate the normal end dates for Statutory and Occupational absence payments, so you should only enter a date in this box if you want to stop payments early.
  • Stop Payment Reason - Select one of the standard reasons for why the payment was stopped. This will appear on any letter to the employee explaining why payment was stopped.
  • Stop All Payment - This box should be selected (ticked) only if you want to stop payment for the whole period. Any payment already paid will be taken back. Again you must select a Stop Payment Reason or enter a Stop Payment Note to explain why you stopped payment.
  • Stop Payment Note - Enter a note for why the payment was stopped. Again this will appear on any letter to the employee explaining why payment was stopped.

Notes

  • Notes - This box is to allow you enter any notes about the absence you wish to keep.

Adoption

This is when an employee goes on adoption leave due to adopting a child.

Adoption Details

  • Child Match Date - Enter the date the child was matched for adoption with the employee. This is usually supplied on a matching certificate. It is a mandatory entry.
  • Child Expected Date - This is the date that the child is expected to be placed with the adoptive employee.
  • Child Placed Date - This is the actual date the child was placed with the adoptive employee. It is a mandatory entry.
  • MW Date - This date is the Sunday at the beginning of the Matching Week. This date is calculated by InPay Payroll and shown here for your reference. It cannot be amended.

Additional Details 

  • Keep In Touch Days - This may be used to record how many KIT days the employee has currently taken. This has no effect on calculations.
  • Pay Daily - Checking this box will pro-rata a partial week if it falls within the pay period. For example 2 days will be paid at 2/7 of the weekly rate. This will have no effect on total, simply the amount paid in a specific period.

AWE Details 

  • AWE - This Box shows the average weekly earnings of the employee based on the statutory calculation rules. This figure will only show once the record has been saved and the payroll engine has recalculated the employee's pay.
  • AWE Override - If the company has been migrated from a prior Payroll System, it may be necessary to override the average weekly earnings, as the employee will not have their full pay history on the system. If the option is ticked the AWE figure will be picked up from this field rather than calculated by the engine, allowing statutory pay which would not otherwise be paid.
  • Offset - This box allows the statutory payment to be offset by an identical negative payment and is used in scenarios where the company wishes to continue to pay the employee as normal. Where a payment is to be only partially offset, an adjustment can be made in the Statutory Override screen.

Occupational Absence - only shows when there is an occupational adoption scheme set up

  • Do not pay Occupational Absence - check this when you don't want occupational pay to be calculated for the record.

Paternity (Adoption)

Paternity Details

  1. Leave Weeks - Due to the unique characteristic of Paternity Leave being taken over one or two weeks, this replaces the End Date field.

Adoption Details

  1. Child Match Date - Same as Adoption
  2. Child Expected Date - Same as Adoption
  3. Child Placed Date - Same as Adoption
  4. MW Date - Same as Adoption

AWE Details

  1. AWE - Same as Adoption
  2. AWE Override - Same as Adoption
  3. Offset - Same as Adoption

Occupational Absence - only shows when there is an occupational paternity (a) scheme set up

  1. Do not pay Occupational Absence - check this when you don't want occupational pay to be calculated for the record.

Shared Parental Leave (Adoption)

Adoption Details

  1. Child Match Date - Same as Adoption
  2. Child Expected Date - Same as Adoption
  3. Child Placed Date - Same as Adoption
  4. MW Date - Same as Adoption

Partner Details

  1. Notification Date - Date the employee gives notification that they will be taking ASPP.
  2. SAP Start Date - The date the child's adopter's Adoption Pay Period began.
  3. SAP End Date - The last day the adopter was paid SAP in the Adoption Pay Period.

AWE Details 

  1. AWE - Same as Adoption
  2. AWE Override - Same as Adoption
  3. Offset - Same as Adoption

Occupational Absence - only shows when there is an occupational shared paternity (a) scheme set up

  1. Do not pay Occupational Absence - check this when you don't want occupational pay to be calculated for the record.

Maternity

Birth Details

  1. Baby Due Date - Enter the date the baby is due. This is used to calculate the Expected Week of Childbirth (EWC Date) and the Qualifying Week (QW Date). This is a mandatory entry.
  2. Baby Born Date - This is the date the baby was born. It is only used for reporting purposes at this time.
  3. EWC Date - This date is the Sunday at the beginning of the Expected Week of Childbirth. This date is calculated by InPay Payroll and shown here for your reference. It is readonly.
  4. QW Date - This date is the Sunday at the beginning of the Qualifying Week. This date is calculated by InPay Payroll and shown here for your reference. It is readonly.
  5. Pregnancy Related Illness Start - This is the date the employee went off sick due to pregnancy. It is only used for reporting purposes at this time.
  6. Baby Stillborn - This indicated that the employee had a stillbirth. It is only used for reporting purposes at this time.

Additional Details 

  1. Keep In Touch Days- Same as Adoption
  2. Pay Daily - Same as Adoption

AWE Details

  1. AWE - Same as Adoption
  2. AWE Override - Same as Adoption
  3. Offset - Same as Adoption

Occupational Absence - only shows when there is an occupational maternity scheme set up

  1. Do not pay Occupational Absence - check this when you don't want occupational pay to be calculated for the record.

Paternity (Birth)

Paternity Details

  • Leave Weeks - Due to the unique characteristic of Paternity Leave being taken over one or two weeks, this replaces the End Date field.

Birth Details 

  • Baby Due Date - Same as Maternity
  • Baby Born Date - This is the date the baby was born. It is a mandatory entry for Paternity as leave cannot start until after the birth.
  • EWC Date - Same as Maternity
  • QW Date - Same as Maternity
  • Baby Stillborn - Same as Maternity

AWE Details

  • AWE - Same as Adoption
  • AWE Override - Same as Adoption
  • Offset - Same as Adoption

Occupational Absence - only shows when there is an occupational paternity (b) scheme set up

  1. Do not pay Occupational Absence - check this when you don't want occupational pay to be calculated for the record.

Shared Parental Leave (Birth)

Birth Details

  • Baby Due Date - Same as Maternity
  • Baby Born Date - Same as Paternity (birth)
  • EWC Date - Same as Maternity
  • QW Date - Same as Maternity

Partner Details

  • Notification Date - Same as Shared Parental Leave (adoption)
  • Exceeded KIT Days Work Date - Same as Shared  Parental Leave (adoption)
  • Mother Return to Work Date - The date the mother returned to work.
  • SMP Start Date - The date the child's mothers Maternity Pay Period began.
  • SMP End Date - The last day the mother was paid SMP in the Maternity Pay Period.

AWE Details 

  • AWE - Same as Adoption
  • AWE Override - Same as Adoption
  • Offset - Same as Adoption

Occupational Absence - only shows when there is an occupational shared paternity (b) scheme set up

  1. Do not pay Occupational Absence - check this when you don't want occupational pay to be calculated for the record.

Parental Bereavement Leave

Parental Bereavement Details

  • Leave Weeks - Due to the unique characteristic of Parental Bereavement Leave being taken over one or two weeks, this replaces the End Date field.

Death Details 

  • Date of Death - The date of death of the child or stillborn baby.
  • EWC Date - Same as Maternity
  • QW Date - Same as Maternity
  • Baby Stillborn - Same as Maternity

AWE Details

  • AWE - Same as Adoption
  • AWE Override - Same as Adoption
  • Offset - Same as Adoption

Paid Leave

This is when an employee is on paid leave from their employment. Please note that once the record has been applied (created in a period that has been committed), it cannot be updated.

Additional Details

  • Reason For Leave - This is the reason the employee was on leave from work. It is for reporting purposes only.

Employee Holiday Details

  • Employee Holiday Details - If the employee is active on a holiday scheme then scheme details will appear in this section.
  • Holiday Rate: If Calculated Rate is selected this field is read only. If manual is selected, enter the rate that you want to pay the employee for this absence.
  • Holiday Taken Days: Read Only.*
  • Allow Negative: Read Only.
  • Holiday Scheme: Read Only.
  • Holiday Accrued Days: Read Only.*
  • Holiday Days Left: Read Only.*

More information can be found here.

* For hourly holiday schemes these fields will be shown in hours. No. Of Days will also be shown in hours.

Sickness

This is when an employee is unable to work due to illness. SSP is not normally payable for periods of less than 4 days, but you should still record the absence to maintain a consistent record for reporting.

Additional Details

  • Sickness Reason - Select the reason the employee was off sick. This is only used for reporting purposes.

The following fields will only show if the employee is on an OSP scheme.

  • Already Paid - This is to be used for migration purposes. Use this when adding past sickness taken by an employee to enable the system to calculate how many entitlement days have been taken without paying anything on the payslip.
  • Days Not Paid OSP - This field is read only. Once the record has been saved this will display the number of days taken off sick that do not qualify to be paid OSP.
  • OSP Days Paid - This field is read only. Once the record has been saved this will display the number of days taken off sick that have been paid OSP.

AWE Details 

  • AWE - Same as Adoption
  • AWE Override - Same as Adoption
  • Offset - Same as Adoption

SSP1L Details

  • SSP1L PIW End Date - If a new employee has an SSP1L letter from a previous employment the end date of their last PIW with their previous employer will be on it. Enter it in this box. InPay Payroll will include this date in calculating SSP linking.SSP1L No Of Weeks must also be entered.
  • SSP1L No Of Weeks - Enter to number of weeks SSP the employee had in their last employment from the SSP1L letter, if the employee has one.SSP1L PIW End Date must also be entered.
  • Linking Letter PIW Start Date - If an employee has recently had benefits from the DWP they may have been given a linking letter. If they have, enter the linking date here. InPay Payroll will include this date when calculating the employee's eligibility to SSP.
  • SSP1L Requested - If an employee leaves they may request an SSP1L letter from you. Select (tick) this option if they have done so.

OSP Details This will only show if the employee is on an OSP scheme.

  • Days Paid - Shows the number of days paid in each band for this sickness record.
  • Balance - Shows the employees days remaining at each band.

Unpaid Leave

This is when an employee is on unpaid leave from their employment for reasons other than above. It could be unpaid leave like suspension or sabbatical.

  • Reason For Leave - This is the reason the employee was on leave from work. It is for reporting purposes only.