Shift working patterns: Example

This example includes an sick period to show how a working pattern will change the qualifying days and period of incapacity calculation. Guide to qualifying for statutory sick pay (SSP)

What is calculation to work out where I am in the pattern?

Example 2  
Day 1 of working pattern employer effective date 04/01/2023
Days in working pattern 8
Employee effective date 28/09/2023
Days since day 1 268
Calc 33.5
Calc 33
Calc 0.5
Day in working pattern 4

Staffology Payroll will use the ‘Employer Effective Date’ for the working pattern Day 1.

In this example there are 8 days within the Working Pattern itself.

The employee’s effective date for the working pattern is 28/09/2023.

Staffology Payroll will calculate the amount of days between the Employers Effective date and the Employees Effective date on the working pattern which in this case is 268 days and then divide this value by the days in the working pattern which would be 8. (268/8=33.5)

Then we will round down this value and subtract from the full value. (33.5-33=0.5) and then multiply this value by days in working pattern. (0.5 x 8 = 4) This means the employee is on day 4 of their 8 day working pattern.

Day 1 of working pattern 12/02/2024
Days in working pattern 1
Date 28/09/2023
Days since day 1 -14
Calc -1.4
Calc -1
Calc -0.4
Day before end of working pattern -4
Day in working pattern 6

This calculation can handle forward and backwards calculations. For example:

  • Employers Effective date on the Working Pattern is 12/02/2024.

  • There are 10 days within the Working Pattern and the Employee effective date is 28/01/2024.

  • Staffology Payroll will calculate the different between the Employers Effective date and the Employees Effective date which in this example is -14 days.

  • This -14 days will then be divided by the 10 days in the pattern (-14/10= -1.4) Then we will round down this value and subtract from the full value (-1.4 – 1 = - 0.4) and then multiply this value by the days in the working pattern (-0.4 x 10 = -4) then there is an additional step which is Total days in pattern subtract this number (10 – 4 = 6) This means the employee is on day 6 of the pattern.

Does Pro-ration work with Shift Working Patterns?

Yes.

365 and calendar days will work as expected as these two patterns do not take in account an employees working pattern.

Example 1 – Working days in period

Employee works 4 days on and 4 days off working pattern. The effective date on the pattern and the employee started on 01/01/2025 and period paying is 01/01/2025 – 31/01/2025. This employee had sickness from the 12/01/2025 to 21/01/2025 with no linked sickness period. This employees salary is £25,000 per annum.

  • Monthly salary = 25000/12= 2083.33

  • The employee has a total of 16 days due to be worked between 1-31st January 2025.

  • The employees daily rate is £2083.33/16= £130.21

  • Between the 12/01/2025 and 21/01/2025 the employee was due to work 5 days which will be deducted from the employees pay. (£130.21 x 5 = £651.05)

Statutory Sickness Pay (SSP Statutory sick pay refers to the pay an employer must give you if you’re too ill to work. It’s paid to you by your employer for up to 28 weeks, based on certain eligibility criteria - the cost of SSP is no longer able to be recovered - SSP is no longer reported to HMRC on your EPS submissions)

The calculation for SSP is done over 7 rolling days. Staffology Payroll will work out how many days should have been worked within the week and divide the weekly statutory amount by this.

Example 1 – 12 -31st January 2025

The rolling 7 days would start on the 12th January and ending on the 18th. Within this period the employee should of worked 3 days. £116.75 / 3 = £38.92 per day SSP however the employee has 3 waiting days so the employee will receive £0.00 pay for this week.

The second rolling 7 day week starts on 19th and finishes 25th January 2025. Within this period the employee has 3 days she could of worked. £116.75 / 3 = £38.92 per day. This employee returned back to work on the 21st so is only due £77.84 total SSP.

Example 2 – 260th Pay & Deduct

Employee works 4 days on and 4 days off working pattern. The effective date on the pattern and the employee started on 01/01/2025 and period paying is 01/01/2025 – 31/01/2025. This employee had sickness from the 12/01/2025 to 21/01/2025 with linked sickness period. This employees salary is £25,000 per annum.

To calculate the employee daily rate, Staffology Payroll will work out how many days worked are within the year using the calculation below:

  • Days in pattern 8

  • Days worked in Pattern 4

  • Days worked in pattern /days in pattern 7 (4/8*7= 3.5 days average per week) Average days per week x 52 = 182 average days per year

  • Daily rate = £25000/184 days = £135.87

  • 260th Pay

  • Days worked within January is 11 days £135.87 x 11 = £1494.57 Pay

  • 260th Deduct

  • Days not worked due to sickness is 5 days £135.87 x 5 = £679.35

  • £2083.33 – £679.35 = £1403.98 Pay

Statutory Sickness Pay (SSP)

The calculation for SSP is done over 7 rolling days. Staffology Payroll will work out how many days should have been worked within the week and divide the weekly statutory amount by this.

Example 2 – 12 -31st January 2025

The rolling 7 days would start on the 12th January and ending on the 18th. Within this period the employee should of worked 3 days. £116.75 / 3 = £38.92 per day SSP. The employee has linked waiting days so due to receive £116.75 for this week.

The second rolling 7 day week starts on 19th and finishes 25th January 2025. Within this period the employee has 3 days she could of worked. £116.75 / 3 = £38.92 per day. This employee returned back to work on the 21st so is only due £77.84 SSP. Total SSP due is £194.59