Statutory Sick Pay has changed. From April 2025, employees are entitled to SSP from the first day of sickness absence – not the fourth.
It might sound like a small shift, but for employers, particularly smaller businesses without dedicated HR teams, it changes how you need to manage absence, payroll and record-keeping.
The good news? With the right processes in place, it’s completely manageable. Here’s what you need to know and what you should be doing now.
What’s Actually Changed?
Previously, employees had to wait three “qualifying days” before they became entitled to SSP. In practice, that meant SSP only kicked in from the fourth day of absence.
That’s no longer the case. The waiting days have been scrapped entirely. Now, if an employee is off sick and meets the eligibility criteria, they’re entitled to SSP from day one.
The weekly rate of SSP has also changed. It’s now either the current flat rate or 80% of the employee’s average weekly earnings – whichever is lower. For lower earners, this means a reduced payment compared to the previous flat rate.
For employers, the key takeaway is this: you need to be ready to calculate and pay SSP from the very first day of absence.
Why This Matters for Employers
This change has practical implications that go beyond payroll. Here’s why it matters:
Less room for error. When SSP started on day four, there was a small buffer. Now, if an employee calls in sick on Monday morning, you need to record that absence accurately straight away – because it counts from day one.
Payroll needs to keep up. Your payroll process needs to reflect the new rules. If absence isn’t recorded promptly and accurately, you risk underpaying or overpaying SSP – both of which create problems.
Employees will have questions. Some employees may not fully understand the changes, particularly around the 80% rule for lower earners. Clear communication helps avoid confusion and disputes.
Compliance is non-negotiable. If you’re ever challenged – whether by an employee, HMRC or a tribunal – you need to be able to demonstrate that you’ve handled SSP correctly. That means accurate records and clear policies.
The Practical Challenges
Let’s be honest: for many small businesses, this change adds to an already busy workload.
If you’re relying on spreadsheets, paper forms or informal systems to track absence, things can slip through the cracks. A manager forgets to log an absence. Payroll doesn’t get the information in time. Nobody’s quite sure what the policy says.
Sound familiar? You’re not alone.
The challenge is that Day 1 SSP requires tighter processes. You need absence to be recorded from the moment it happens, and that information needs to flow through to payroll without delay.
For businesses without dedicated HR software, that means being more disciplined about how absence is reported and logged. It also means making sure everyone involved – managers, payroll, HR – understands their role in the process.
How to Get Your Business Ready
The good news is that you don’t need expensive systems or a complete overhaul to get this right. Here are the practical steps you should be taking now:
1. Review Your Absence Policy
Does your current policy reflect the new rules? Is it clear to employees when and how they need to report absence? Does it explain what they’re entitled to?
If your policy still references the old three-day waiting period, it needs updating. This is also a good opportunity to check that the rest of your absence management approach is clear and consistent.
2. Tighten Up Your Recording Processes
However you record absence – whether that’s a spreadsheet, an HR system or a shared document – make sure it captures every absence from day one.
Think about who’s responsible for logging absence and how quickly it needs to happen. If managers are the first point of contact, they need to understand that reporting absence promptly isn’t optional.
3. Communicate With Managers
Managers play a crucial role in absence management, but they’re not always clear on what’s expected of them.
Make sure they understand the Day 1 SSP changes and what it means in practice. When an employee calls in sick, what should they do? Who do they notify? How do they record it?
A quick briefing or a simple one-page guide can make a big difference.
4. Check Your Payroll Process
Your payroll team or provider needs to be calculating SSP correctly from day one. That means having accurate absence data in time for each pay run.
If there’s a gap between how absence is recorded and how it reaches payroll, now’s the time to fix it. A missed day or a delayed update could mean incorrect payments – and that creates extra work to put right.
5. Consider Your Documentation
If an employee ever disputes their SSP entitlement, or if you face questions from HMRC, you’ll need to show that you’ve handled things correctly.
That means keeping clear records of:
- When the absence was reported
- How many days the employee was off
- What SSP was paid and when
If your current approach doesn’t capture this information reliably, it’s worth tightening things up now – before you need it.
The Bigger Picture: Absence Management Done Right
Day 1 SSP isn’t just a payroll change. It’s part of a broader shift towards better, more proactive absence management.
When you’re recording absence accurately from day one, you start to build a clearer picture of what’s happening in your business. You can spot patterns – an employee who’s frequently off on Mondays, a team with higher absence rates than others, a spike in sickness after a particularly busy period.
That data helps you have better conversations. Instead of reacting to problems after they’ve escalated, you can address issues early – whether that’s offering support to an employee who’s struggling, adjusting workloads, or tackling a management issue.
Good absence management isn’t about catching people out. It’s about supporting your employees, protecting your business, and creating a workplace where people want to show up.
Day 1 SSP is an opportunity to tighten up your processes across the board – and that benefits everyone.
What You Should Do Now
To summarise, here’s your checklist:
- Update your absence policy to reflect the Day 1 SSP rules
- Review your recording processes and make sure absence is logged from day one
- Brief your managers on their responsibilities
- Check your payroll process is aligned and accurate
- Keep clear records to demonstrate compliance
It might feel like extra work now, but getting this right will save you time, money and headaches down the line.
Need a Hand?
Not sure if your policies and processes are up to date? Want someone to review your absence management approach and make sure you’re on the right track?
That’s what we’re here for.
At Supportis, we help small businesses get HR right – without the jargon, without the stress, and without breaking the bank.
Get in touch today and let’s make sure you’re ready for Day 1 SSP.
