Sick Pay Form Template for England and Wales

A Sick Pay Form lets employees formally document their illness-related time off work and claim Statutory Sick Pay (SSP) from their employer. It's the standard way UK workers report sickness absence and prove they qualify for sick pay under British employment law.

The form captures key details like the illness start date, expected return date, and any medical evidence (like fit notes from a GP). Employers use these forms to process SSP payments, track attendance patterns, and comply with HMRC record-keeping requirements. Most companies have their own version, but all must include the essential information needed to process statutory sick pay claims.

Use a Sick Pay Form as soon as you need time off work due to illness, especially if your absence will last more than four days. This triggers your eligibility for Statutory Sick Pay (SSP) under UK employment law. Submit the form to your employer within seven days of becoming ill to avoid any payment delays.

The form becomes particularly important when dealing with longer-term health conditions, recurring illnesses, or situations requiring medical evidence from your GP. Many employers require it even for shorter absences to maintain accurate attendance records and process company sick pay schemes above the statutory minimum.

• Basic Self-Certification Form: The standard format for absences under 7 days, requiring basic details about illness and dates
• Extended Sick Leave Form: More detailed version for longer absences, including space for medical evidence and return-to-work planning
• Company-Specific Forms: Tailored versions that combine SSP requirements with additional company sick pay schemes
• Digital Absence Recording Forms: Online versions integrated with HR systems, often used by larger employers
• Occupational Health Referral Forms: Enhanced versions for complex cases requiring specialist assessment

• Employees: Complete and submit Sick Pay Forms when taking time off due to illness, providing required details about their absence
• HR Departments: Process forms, maintain absence records, and ensure compliance with SSP regulations
• Line Managers: Review and authorize forms, manage staff absences, and coordinate return-to-work arrangements
• Payroll Teams: Use the forms to calculate and process sick pay payments according to company and statutory rules
• Occupational Health Professionals: Review forms for long-term absences and provide medical guidance when needed

• Personal Details: Gather employee name, ID number, department, and current contact information
• Absence Dates: Record the first day of sickness, expected return date, and any partial days worked
• Medical Information: Note the nature of illness, symptoms, and any medical certification if required
• Payment Details: Include salary information and any company-specific sick pay entitlements
• Supporting Evidence: Attach fit notes for absences over 7 days or other relevant medical documentation
• Signatures: Ensure spaces for employee, line manager, and HR representative signatures

• Employee Declaration: Statement confirming the truthfulness of information provided about the illness
• Absence Details: Clear section for recording start date, end date, and reason for absence
• SSP Eligibility: Confirmation of qualifying days and earnings for statutory sick pay calculations
• Medical Evidence: Section for attaching or referencing fit notes when required by law
• Privacy Notice: GDPR-compliant statement about how medical information will be processed
• Authorisation Section: Space for required signatures and dates from all relevant parties

A Sick Pay Form is often confused with a Return to Work Form, but they serve distinct purposes in managing workplace absences. While both relate to employee illness, their timing and function differ significantly.

• Purpose and Timing: Sick Pay Forms are completed at the start of illness to claim statutory sick pay, while Return to Work Forms are filled out when an employee comes back to document the absence and plan their reintegration
• Legal Requirements: Sick Pay Forms are mandatory for SSP claims and HMRC compliance, whereas Return to Work Forms are primarily internal company documents for absence management
• Content Focus: Sick Pay Forms concentrate on illness details and payment eligibility, while Return to Work Forms address workplace adjustments and future support needs
• Processing Route: Sick Pay Forms go through payroll for payment processing, but Return to Work Forms typically stay within HR for attendance monitoring