Payroll (Cloud)

Step-by-step guide

Employee's sickness records can be imported in bulk whether it's a new sickness or sickness history that has already been processed and paid in your previous payroll software.

We have one template to use for sickness, but the content will depend on whether you are importing historical or new absences. You will only use the reference of Sick-Paid for historical absences, typically during your initial payroll implementation, then you should use Sick for your regular payroll processing. 

Contents

• Importing Historical Absence
• Importing New Absence

Importing Historical Absence

The dates imported for sickness history will count towards an employee's sickness entitlement. It's important to only add the history of relevant absences here, for example do not include discretionary pay that is not factored in to their usual entitlement. You also do not need to include a history of absences if they do not relate to the employee's entitlement, for example if it is outside of the entitlement window (e.g. from 3 years ago) but you can import the records if you want them held in the system. 

• Pay ID / Employee Code - enter the employee RTI Payroll ID or Employee Code depending what you use in the system and which template (ensure you change the header to reflect which you are using)
• Absence type - enter Sick-Paid for sickness that has already been processed in payroll but needs to be recorded historically so it is included in future sickness calculations.
• Start Date - the first day of the sickness record
• End Date - the last day of the sickness record

Once you have the file ready go to Employees > Import.

+ New Import

• Your reference (optional)
• New employee behaviour - as you are not creating new employees with this import please select Ignore these records, this will ignore any records which have incorrect/ non existent Employee/ Pay ID
• Existing employee behaviour - leave the default Update system values

Click Create

You can drag and drop your file or Browse files > Start import

Any errors and a log will be displayed. Please note that a line containing an incorrect Employee Pay ID has not been imported.

As I have imported Absence Type Sick-Paid it will show on the Employee's record and will be included in any following sickness calculations (for example no waiting days if the next sickness is withing the 8 week linking period) however, the system will not calculate SSP for those dates.

Absence history import worked examples:

Employee A was paid 3 weeks of normal sickness pay absence in July, which is in the current fixed year window. This needs to be imported because it will need to be deducted from their remaining entitlement. 

Employee B had 6 days unpaid sickness leave in August but their rolling year window only needs to refer back to November. This does not need to be imported to support the entitlement calculation (but can be if you want the record). 

Employee C has a current, ongoing absence of 6 weeks and is entitled to 12 weeks full company sick pay only. Their rolling window from the start of this absence goes back to April of the previous year. Any sickness within that period needs to be imported to ensure their 12 weeks are calculated correctly. 

Importing New Absence

As an example we are importing 16-20 June is Mon - Fri for the same employee as above. And Mon - Fri is this employee's work pattern.

• Pay ID / Employee Code - enter the employee RTI Payroll ID or Employee Code depending what you use in the system and which template (ensure you change the header to reflect which you are using)
• Absence type - enter Sick for any new sickness that needs to be processed
• Start Date - the first day of the sickness record
• End Date - the last day of the sickness record

Go to Employees > Import.

+ New Import

• Your reference (optional)
• New employee behaviour - as you are not creating new employees with this import please select Ignore these records, this will ignore any records which have incorrect/ non existent Employee/ Pay ID
• Existing employee behaviour - leave the default Update system values

Click Create

You can drag and drop your file or Browse files > Start import

Created new import:

The sickness record has been added.

And it's calculating 5 days SSP as it is linking with the previous sickness.

Click here or more guidance on Statutory Sick Pay (SSP) and Absence.