In the United Kingdom, one of the most discussed workplace topics is Statutory Sick Pay (SSP). Employees who fall ill for a significant period often worry about how much they will earn while they are unable to work. For employers, understanding how to calculate SSP correctly is equally important to ensure compliance with employment law and to maintain fairness in payroll management. The SSP calculator is the essential tool designed to simplify this process. It ensures both employees and employers can accurately determine how much an individual is entitled to during their period of sickness.
What Is Statutory Sick Pay?
Statutory Sick Pay is a government-mandated payment that employers must provide to eligible employees who are unable to work due to illness. Unlike company sick pay policies, which can vary widely between organisations, SSP is a legal minimum standard. Its role is to ensure workers are not left without income when sickness strikes, though the amount is typically lower than regular wages.
The SSP system has been in place for decades, offering employees financial support during illness while setting a clear framework for employers. The weekly rate is reviewed and updated annually by the government to reflect wider changes in earnings and inflation.
Why the SSP Calculator Is Important
The process of calculating SSP may sound straightforward, but in practice, it can be complicated due to waiting days, linked sickness periods, and varying work schedules. This is where the SSP calculator comes in. It helps:
- Employees – Understand how much they will receive during their illness and plan their finances accordingly.
- Employers – Ensure they comply with legal requirements and avoid underpaying or overpaying staff.
- Payroll teams – Save time by applying an automated, reliable calculation method rather than manual processing.
Without a proper calculation method, there could be disputes between employees and employers, potentially leading to grievances or even legal claims.
Who Is Eligible for SSP?
Not everyone automatically qualifies for SSP. Several conditions must be met, including:
- The employee must be classed as an employee and have done some work for the employer.
- Their illness must last at least four consecutive days, including weekends and non-working days.
- They must earn an average of at least £125 per week before tax (current 2025–26 threshold).
- They must inform their employer about their sickness within the organisation’s specified time limit.
Self-employed individuals and workers on certain contracts may not be entitled to SSP, though they can claim alternative support through Universal Credit or Employment and Support Allowance.
Understanding Waiting Days
One of the most crucial parts of the SSP system is the concept of waiting days. The first three qualifying days of sickness are unpaid. Payments only begin from the fourth qualifying day. A “qualifying day” is a day the employee is normally expected to work.
For example, if an employee is contracted to work Monday to Friday and falls ill on Monday, SSP would start from Thursday. If they only worked Tuesdays and Thursdays, then only those days would count as qualifying days.
Current SSP Rates in the UK
As of the 2025–26 tax year:
- Weekly SSP rate: £118.75
- Daily rate: Calculated by dividing the weekly amount by the number of qualifying days in a week.
For example, if someone works five days a week, the daily rate would be:
£118.75 ÷ 5 = £23.75 per day
If they are entitled to 10 days of SSP after waiting days are removed, they would receive:
10 × £23.75 = £237.50
How the SSP Calculator Works Step by Step
To understand the SSP calculator, it is useful to break it down into a clear process:
- Check eligibility – Confirm that the employee earns enough, has reported their illness correctly, and has been sick for at least four consecutive days.
- Identify waiting days – Deduct the first three qualifying days of sickness.
- Work out average weekly earnings – Usually based on the eight weeks prior to illness.
- Apply the weekly SSP rate – Use the current government-set figure.
- Calculate daily rate – Divide the weekly rate by the number of qualifying days in the week.
- Multiply by eligible days – Total SSP is daily rate × number of qualifying sick days after waiting days.
Examples of SSP Calculation
Example 1: Full-time worker
- Works Monday to Friday.
- Off sick for 14 days.
- Waiting days: 3 (Monday to Wednesday).
- Eligible days: 11.
- Daily rate: £23.75.
- Total SSP = £23.75 × 11 = £261.25.
Example 2: Part-time worker
- Works 3 days per week.
- Off sick for 10 days (across three working weeks).
- Waiting days: 3.
- Eligible days: 7.
- Daily rate: £118.75 ÷ 3 = £39.58.
- Total SSP = £39.58 × 7 = £277.06.
Linked Periods of Sickness
If an employee falls ill again within eight weeks of their last sickness, the periods are “linked”. This means that waiting days may not apply the second time. The linked system prevents workers from constantly losing pay whenever they become sick in close succession. However, SSP cannot be paid for more than 28 weeks in total for linked periods.
Limitations of SSP
Although SSP provides a financial safety net, it has some limitations:
- The rate is relatively low compared to average wages.
- It may not fully cover household expenses for many families.
- Self-employed individuals are excluded.
- It is time-limited to 28 weeks.
Because of these drawbacks, many employers offer occupational sick pay schemes, which top up SSP or even pay full wages for a set period.
Why Employers Should Use an SSP Calculator
Employers are legally responsible for paying SSP correctly. Miscalculations could cause:
- Disputes with staff.
- Reputational damage.
- Non-compliance with employment law, which could attract penalties.
Using an SSP calculator ensures accuracy, saves time for payroll staff, and demonstrates fairness to employees. It is especially useful in complex scenarios involving part-time staff, irregular hours, or linked sickness periods.
The Role of SSP in Employee Wellbeing
While the SSP system is primarily a financial mechanism, it also plays a wider role in workplace wellbeing. Knowing that they will still receive some income during illness encourages employees to rest and recover properly, instead of returning to work prematurely out of financial worry. Employers benefit from this too, as it reduces the risk of illness spreading in the workplace and ensures staff return healthier and more productive.
Future of SSP and Digital Calculators
The SSP system continues to evolve. Each year, the government reviews the weekly rate, and digital SSP calculators are being refined for ease of use. With modern payroll software, SSP calculations can be integrated directly, making the process seamless for both employers and employees.
As the debate continues about whether the SSP rate should be increased to reflect modern living costs, the calculator remains an essential tool for bridging the gap between law and everyday practice.
Conclusion
The SSP calculator is more than just a mathematical tool. It represents a bridge between employee rights and employer responsibilities. For employees, it provides clarity and reassurance during periods of illness. For employers, it ensures compliance with UK employment law while maintaining trust within the workforce.
By understanding how to use the calculator, employers can avoid costly mistakes, and employees can feel confident that they are being treated fairly. Although Statutory Sick Pay is not always generous, it forms an important part of the UK’s safety net, ensuring that no worker is left entirely without support when they fall ill.
