SAP Details

If you have selected the Use Full SAP Processing option on the Set Options form in the Payroll application, you can store all the details required for the calculation of Statutory Adoption Pay.

SAP is currently paid for up to 39 weeks. Each week of the adoption pay period is capped at the standard rate of SAP. It is paid as the lesser value of the standard rate of SAP, or 90% of the employee’s average weekly earnings.

You must ensure you have created an SAP type payment profile on the Payroll - Maintenance - Payment Profile form. The application can then automatically calculate an employee's SAP for the period, and maintain the relevant history.

SAP Detail Entries

General

Box

Description

Matching Date

The date on which the child is expected to be matched with the employee. Once you have entered this date, the application automatically calculates the following dates:

  • The start of the matching week

  • Latest date of continuous employment. This date must be at least 26 weeks before the Saturday in the matching week.

  • The relevant period start and end dates

  • The latest adoption pay period start date.

These dates are displayed in the appropriate boxes in the right-hand side of the form. You cannot override these dates.

Expected Placement Date

The date on which the child is expected to be placed with the employee. This cannot be earlier than the matching date.

Evidence of Matching Received

An option that indicates that you have received the declaration of family commitment. Without this option selected, the employee is not entitled to SAP. As an employer, you should keep a copy of this declaration for your own records.

Actual Placement Date

The date on which the child is placed with the employee. This cannot be earlier than the matching date.

Intended Leave Date

According to HMRC rules, the earliest an employee can leave for the adoption leave is two weeks before the Expected Placement Date or the Actual Placement Date. The application uses the Actual Placement Date to check this, unless it is empty, when it uses the Expected Placement Date.

Employees must also give at least 28 days notice of their intention to take paternity leave.

On Adoption Leave

An option that indicates whether the employee is on paternity leave. This option is activated by the entry of a date in the Intended Leave Date box. Once the employee goes on leave, select this option.

Actual Leave Date

The actual date on which the employee went on paternity leave. You can only enter this once you have selected the On Paternity Leave option. The default is the date you entered in the Intended Leave Date box.

Warning: You must enter the date of the employee's last working day, not the first day of the adoption leave.  

Weeks Worked in APP

The number of weeks, if any, that the employee worked in your employment during the adoption pay period for the current pay period. When you make an entry here, the application automatically defers payment of SAP for any weeks worked. Should the employee work for you again later on in their adoption pay period, increase this entry by the number of weeks worked in the subsequent pay period.

Trade Dispute Weeks

The number of weeks, if any, that the employee spent in trade dispute.

Returned After APP

The date on which the employee returned to your employment after the adoption pay period. If the employee returns to work early, enter the return date here to automatically cease the employee's remaining SAP payments.

Special Circumstances

An option that determines any special circumstances that might affect the entitlement to or calculation of SAP for the employee. The options available are:

  • None

  • Employee Deceased (only allowed if the employee is already on paternity leave)

  • Taken into legal custody (only allowed if the employee is already on paternity leave)

  • Outside European Economic Area (only allowed if the employee is not on paternity leave yet).

For all circumstances other than 'None' and 'Outside European Economic Area', you also enter a comment and date in the boxes alongside.

Refer to the official employer's guide to Statutory Paternity Pay (E19) for further guidance.

These fields are for information so cannot be changed

Matching Week

The Sunday of the week that the child was matched with the employee.

APP Start

The Adoption Pay Period start date which is the day after the Actual Leave Date.

APP End

The Adoption Pay Period end date calculated using the Weeks for Adoption Pay Period box on the active PAYE/NI/Stat. Payments table.

Latest Date Contin. Employ

The latest date from which the employee must have been in continuous employment with the employer. This is at least 26 weeks before the Saturday in the Matching Week.

Relevant Period Start

The relevant pay period start date associated with the Adoption Pay Period.

Relevant Period End

The relevant pay period end date associated with the Adoption Pay Period.

Earliest APP Start

The earliest start date for the Adoption Pay Period based on the Actual Placement Date.

Latest APP Start

The latest start date for the adoption pay period. This date is calculated by adding the number of weeks in the Weeks for Earliest APP Start box (on the active PAYE/NI/Stat. Payments table) to the Earliest APP Start date.

Entitlement

Use the Entitlement tab to view the estimated entitlement for the employee as well as the SAP status for actual payments.  The boxes on the tab are updated automatically by the Calculation command. If you change any of the details in the boxes, you must then run the Calculation command before the changes come into effect.

Box

Description

Calculated Average Weekly Earnings

The average gross weekly earnings of the employee in the relevant period. This is calculated automatically and cannot be amended here, but you can override it using the Override Average Weekly Earnings box.

Override Average Weekly Earnings

You can override the automatically calculated average weekly earnings for the employee by entering your own figure here. The application will prompt you to enter an override if there is insufficient payment history for the employee to determine a calculated average weekly earnings figure.

No. of Weeks (in Total) Paid TD

The total number of weeks that SAP has been paid to date.

You must only make an entry in this box when creating a new SAP record for an employee who is already on adoption leave and has therefore been paid SAP. For example, this might apply when you have upgraded from another payroll product and you already have one or more employees on adoption leave. If you make an entry here, you must also enter the corresponding amount of SAP in the box below.

The Calculation command must be run before the number of weeks entered manually comes into effect.

Amount of SAP Paid TD

The amount of SAP paid to date. As with the above box, this information is updated automatically by the application and you must only make an entry here when creating a new SAP record for an employee who is already on adoption leave and has therefore been paid SAP.

The Calculation command must be run before the amount of SAP paid to-date comes into effect.

Split-Week Payment Days B/fwd

This is applicable if the payroll group's Split-Week Payments of SMP/SAP option is selected.

This box contains the number of split-week payment days for the first week of the adoption pay period that are still to be paid. The number of split days is normally updated by the Calculation command but you can enter up to 6 days.

You should only change the box if the employee's adoption leave details were not entered in the application when the adoption pay period started. For example, this might apply when you have upgraded from another payroll product and you already have one or more employees on adoption leave. In this situation you need to work out the number of days for the first week of the current adoption pay period that are still to be paid, and update the box.

The Calculation command must be run before the number of days entered manually comes into effect.

Split-Week Payment Days TD

This is applicable if the payroll group's Split-Week Payments of SMP/SAP option is selected.

This box contains the number of split-week payment days for the adoption pay period to the end of the previous pay period. It does not include the current period's split-week payment days.

You should only change the box if the employee's adoption leave details were not entered in the application when the adoption pay period started. For example, this might apply when you have upgraded from another payroll product and you already have one or more employees on adoption leave.

The Calculation command must be run before the number of days entered manually comes into effect.

Entitlement

If you use the Estimate Entitlement command on the Action menu, the application estimates the SAP payments at the earnings related and standard rates. In each case, the columns in the grid show the number of weeks at the corresponding rate, the rate itself and the value of SAP at that rate. A line of totals is shown for both rates.

The terms 'earnings related' and 'standard' are those that correspond to 'higher' and 'lower' rates of SAP.

SAP Payment Status

This part of the form reflects the results of actual SAP payments. The number of weeks at the earnings related and standard rates, plus the weeks remaining are shown for this period (TP), for the year to date (TD) and for the year to date this period (TDTP). The amounts actually paid for the corresponding periods are also shown.

An additional line is displayed if the payroll group has Split-Weeks selected. The Split-Week Payment Days line displays the following for each employee:

  • The number of split days paid this period

  • The total number of split days paid up to the last period

  • The total number of split days paid up to the last period + this period.

Actions

The following commands are available on the Action menu associated with the SAP Details form:

Use this command

To

Relevant Period Details

Display a form showing all eight sets of relevant period values based on the entries in the SAP Details form.

Estimate Entitlement

View the anticipated SAP entitlement for the employee prior to their going on adoption leave.

 An intended leave date must have been entered.

Calculate

Calculate and display the SAP for the employee that is due to be paid this period. This is only available if the On Paternity Leave option is selected on the General tab of the SAP Details form.