Statutory Sick Pay Policy

Purpose

 

This policy outlines Sapphire DNP Limited’s (Sapphire) approach to Statutory Sick Pay (SSP) and ensures all employees understand their rights, responsibilities, and Sapphire’s obligations under current legislation.

 

Eligibility for SSP

 

• Available to all employees regardless of earnings.
• Payable from the first full day of sickness absence.
• Meet the basic criteria of being absent from work due to an illness.
• Notify us in line with this policy.
• Must have commenced work under their employment contract.

 

SSP Payment Rates

 

• SSP will be paid at the lower of:
  • 80% of the employee’s Average Weekly Earnings (AWE), or
  • The statutory weekly flat rate (£123.25 from 6^th April 2026)
• Payments will be made at least one week in arrears, providing the procedures within the policy have been adhered to.
• We will calculate your AWE based on the relevant earnings period prior to your sickness absence.

 

Reporting Sickness Absence

Employees must:

• Notify Sapphire’s support team before 10am on the first day of absence by calling 01625 539997, giving the reason for their absence and an expected return date.*
• Notify the end client of the absence an hour before the start of your start time.
• Provide a self-certificate for the first 7 calendar days within 48 hours of the qualifying absence using an SC2 form.
• Submit a GP fit note for absences lasting longer than 7 calendar days.

 

• Inform Sapphire of return-to-work date to ensure SSP is calculated correctly using this form.

*Please note we are unable to accept absence notification via email or WhatsApp unless it is reasonable under extenuating circumstances to do so.

Duration of SSP

 

• Eligible employees may receive SSP for up to 28 weeks in a rolling period, including any linked periods of sickness.
• Linked periods continue to apply where absences are separated by eight weeks or less.

 

Transitional Absence Rules (Absences spanning 6 April 2026)

Where an employee’s sickness absence starts before and continues on or after 6 April 2026:

• Employees previously ineligible due to low earnings may become eligible from 6 April 2026.
• Waiting days no longer apply from 6 April 2026; however, waiting days before this date cannot be back paid.
• Employees whose long-term sickness began on or before 21 September 2025 and continued unbroken until 5 April 2026 do not become entitled to SSP under the new rules until they have returned to work for at least 8 weeks.

 

Return to Work

 

• Employees must inform Sapphire of their return-to-work date to ensure SSP is calculated correctly, using this form.
• Sapphire may discuss with the employee reasonable adjustments, occupational health referrals and/or phased returns where appropriate or required to support health, wellbeing and safety.
• SSP can be paid during phased returns, covering days when the employee is not working due to sickness.

 

 

Exclusions from SSP

Employees are not eligible for SSP if they:

• Have received Employment and Support Allowance (ESA) within the past 85 days.
• Have already exhausted the 28-week SSP entitlement.
• Are found via our disciplinary procedure to be abusing this policy.

 

For the avoidance of doubt, Sapphire does not operate any contractual/enhanced sick pay schemes.

We are committed in ensuring we support employees during unexpected periods of absence. The continued health, wellbeing and safety of all our employees is of paramount importance to us. Should you have any questions regarding this policy please contact our support team by calling 01625 539997.

 

Failure to follow reporting procedures set out in this policy may delay SSP payment, and/or eligibility for SSP.