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Statutory Sick Pay (SSP) - How to backpay a shift if the week has been paid?

This article will show you how to backpay a statutory sick pay (SSP) shift for an employee. It applies to the Republic of Ireland, Northern Ireland and the UK. 

This process applies to the Republic of Ireland, Northern Ireland, and the United Kingdom.

If an SSP shift was not recorded correctly before payroll was closed, you will need to follow the steps below to backpay the employee. This is a two-stage process — first reopening the correct week, then adding the payment in the current week.

Before you begin: Contact hello@alkimii.com to request that the payroll week containing the incorrect shift is reopened. Once Alkimii has done this, you can continue with the steps below.

Stage 1 — Update the Shift in Today's Roster

  1. Using the menu search bar, type "Today's Roster"
  2. Using the calendar and day functions, navigate to the week and day containing the incorrect shift
  3. Scroll to the bottom of the page and select "Remove Sign Off"
  4. Once the sign off has been removed, locate the shift that needs to be updated
    • You can find the shift using either the Shift Search or the department selector at the bottom of the screen
  5. Click on the currently logged shift
  6. Under Type, select "Absent"
  7. Under Absent Code, select "SSP – Statutory Sick Pay" from the dropdown menu
  8. Save the shift
  9. Sign off the day as per the normal process and close out the payroll again

Stage 2 — Find the SSP Cost

  1. Using the menu search bar, navigate to "Week Costs"
  2. Enter the week containing the shift you have just amended
  3. Scroll to the bottom of the page to find "Cost Details by Staff Member"
  4. Locate the employee and their SSP shift
  5. Under "Cost" column, select the value to view the breakdown for the SSP shift
  6. Make a note of this amount — you will need it in the next stage

⚠️ Updating the shift type alone will not automatically pay the employee. You must complete Stage 3 below to ensure the payment is processed.

Stage 3 — Add the Payment in the Current Week

  1. Using the menu search bar, navigate to "Week Details"
  2. In the current week, locate the employee who took the SSP shift
  3. Select "Add Payment"
  4. In the pop-up, complete the relevant fields:
    • Category: Statutory Sick Pay
    • Value: Enter the cost amount you noted in Stage 2
  5. Save