Understanding UK Sick Leave Policies: What Employees and Employers Need to Know

Sick leave is an essential aspect of employee rights and workplace management in the UK, but navigating the policies around it can sometimes be confusing. This guide will break down everything you need to know about UK sick leave policies—from statutory requirements to employer best practices—helping both employees and employers ensure compliance and create a supportive work environment.

1. What Is Statutory Sick Pay (SSP)?

In the UK, Statutory Sick Pay (SSP) is the minimum amount employers are legally required to pay eligible employees who are off work due to illness.

• Who Is Eligible? Employees qualify if they’ve been off sick for four consecutive days or more (including weekends and non-working days) and earn at least £123 per week.
• How Much Does SSP Pay? SSP is currently set at £109.40 per week (as of 2023) and is payable for up to 28 weeks.
• When Does SSP Begin? It starts on the fourth day of illness. The first three days are considered “waiting days,” during which SSP is not paid.

For employees earning less than the threshold or not meeting other criteria, SSP may not be available, but they can seek financial support through Universal Credit or other assistance.

2. Self-Certification vs. Doctor’s Sick Notes

Employees can self-certify for sick leave up to 7 consecutive days, which means they can inform their employer of their illness without needing a doctor’s note.

• Self-Certification: For the first 7 days, employers should accept self-certification. Many companies provide a template form, or employees can write a simple note with their illness dates and anticipated return date.
• Doctor’s Sick Notes: If the illness extends beyond 7 days, employees will need a medical sick note (also known as a “fit note”) from a qualified healthcare professional to continue receiving SSP or other company-provided sick pay.

3. Company Sick Pay Policies

While SSP is the minimum, many UK employers offer Company Sick Pay (CSP), a more generous policy that varies from one organisation to another.

• What’s the Difference? Company Sick Pay typically offers full or partial wages during sick leave for a specified period, often dependent on employment duration.
• Check Your Employment Contract: Employees should review their contracts or employee handbooks to understand their entitlements, as CSP policies vary widely across companies.

4. Supporting Mental Health During Sick Leave

In recent years, mental health has been increasingly recognised as a valid reason for taking sick leave. Employees are entitled to the same SSP or CSP policies for mental health as they would be for physical health issues.

• Getting a Sick Note for Mental Health: Employees can discuss their mental health concerns with their GP to obtain a sick note if needed.
• Returning to Work: Employers should provide a supportive and flexible return-to-work process, such as phased returns or remote working options, to ease the transition back.

5. Managing Sick Leave: Employer Responsibilities

Employers in the UK have a responsibility to manage sick leave in a fair and compliant manner:

• Respect Privacy: Employers can ask for reasonable details regarding the illness but should respect employee privacy and not demand excessive information.
• Be Consistent: Establish a consistent sick leave policy that is fair and transparent. This helps avoid confusion and potential discrimination.
• Communicate Clearly: Keep employees informed of their rights and any actions they need to take if they’re off work due to illness, such as providing updates on the expected duration of their absence.

6. What Employees Need to Do When Taking Sick Leave

Employees have responsibilities too when it comes to sick leave:

• Notify Your Employer Promptly: Inform your employer as soon as possible about your illness, ideally before the start of the workday.
• Provide Documentation if Needed: If your illness continues beyond 7 days, provide a sick note from a doctor. You may also need to fill out any self-certification forms provided by your employer for shorter absences.
• Keep Your Employer Updated: If your return date changes, let your employer know as soon as possible.

7. Returning to Work: Best Practices for Employees and Employers

A smooth transition back to work benefits both parties, and these practices can make the process easier:

• Conduct a Return-to-Work Meeting: Many employers offer a brief return-to-work meeting to discuss any adjustments or support needed.
• Phased Returns: For employees recovering from a serious illness, phased returns (gradually increasing hours or responsibilities) may be beneficial.
• Flexible Working: Remote or flexible working options may also help employees transition back comfortably.

8. Sick Leave During COVID-19 and Other Public Health Crises

The COVID-19 pandemic brought several temporary changes to sick leave policies in the UK, including self-isolation guidance and SSP eligibility adjustments.

• Isolation and SSP: Employees were entitled to SSP from day one if they needed to self-isolate due to COVID-19. While these rules have since been relaxed, the experience highlighted the importance of flexible sick leave policies.
• Remote Consultations for Sick Notes: Remote or phone consultations are now more common, making it easier to get sick notes when needed without visiting a GP in person.

FAQs: UK Sick Leave Policies

Understanding sick leave policies helps create a fair and supportive workplace. Employees can focus on recovery, while employers can ensure compliance and maintain a positive work culture.

For more information on getting an official medical sick note, visit Health Works to schedule a convenient online consultation and receive your sick note quickly and professionally.