How to Use the Child Related Pay Screen

The child related absence entry screens are made up of series of tabs and fields within the tabs depending on the child related absence.

Episode - The tab holds the essentials dates and information about the instance of the birth/adoption period and is required to be completed for all child related absences.
Weeks - This tab will be available for Shared Parental Pay to allow for the entry of the weeks of pay required since these are not always concurrent dates
Payments - This tab details the weekly payments generated by the data entered in the Episode and Weeks (where applicable) and is view only.

The following describes each field for each child related absence with the Episode tab. Complete the screen according to the descriptions before moving onto Generating Payments.

Expected Week of Childbirth (EWC)

This is the week the child is due to be born as detailed on the MATB1 or letter from the payee's doctor. This date comes through from the first pop up window as described in Adding/Editing/Deleting a Child Related Absence. Once the date has been entered, it cannot be changed. If an incorrect date has been entered, the SMP record will need to be deleted and re-entered. This date is essential for all the calculations for determining the entitlement and payment of SMP.

Date Proof of Pregnancy Received

This is to record the date of when proof of the pregnancy is received and is a mandatory field. The date entered should be 21 days prior to when the pay periods should start. If the date is less than 21 days, the payee has not given enough notice of the proof of pregnancy. This means the payee does not qualify for SMP. A status of Not Qualified will be recorded and the payments will not be generated unless the status is manually updated to Qualifies.

Baby Born Date

To record when the baby was born. The baby born date must be after the start date of the maternity pay period. This field will be required if the baby is born prior to the 11th week before the EWC and SMP. This is because SMP cannot usually start prior to the 11th week before the EWC unless it is a premature birth.

Date Notice to Start SMP Received

This is to record the date of when written notice was given to the employer to commence SMP. This is normally given at the same time as when proof of pregnancy is received. The entered should be 28 days or more prior to the Maternity Pay Period Start date. If the date is less than 28 days, the payee has not given enough notice to start maternity. This means the payee does not qualify for SMP. A status of Not Qualified will be recorded and the payments will not be generated unless the status is manually updated to Qualifies.

MPP Start Date

The date the payee wishes to start her maternity pay period. The date must be after the 11th week before the EWC unless it is a premature birth (see Baby Born Date). This date can be amended as long as no payments have yet been paid in a pay batch. If amending the date, the SMP episode payments must be re-generated. Click Calculate and then click Save.

SMP Weeks

This is the number of SMP weeks that will be generated for payment. The number of weeks is defaulted from the statutory parameters for the given tax year. The number of weeks entered cannot exceed the statutory maximum and cannot be less than 2 weeks. The number of weeks can be updated should the mother wish to return to work early. If amending the weeks, the SMP episode payments must be re-generated. Click Calculate and then click Save.

MPP End Date

A calculated date based on the MPP start date and the SMP Weeks entered.

Payment Based On

The child related absence no longer has to start on a Sunday. The payment can be based on the payee's normal pay date. The default option is Weekly to base the payments starting on a Sunday. Once a payment has been generated and paid in a pay batch, this selection cannot be changed.

Average Weekly Earnings (AWE)

This is a system generated field that determines the payee's average weekly earnings based on the statutory rules. This figure is generated when the Calculate button is pressed.

Override

If the system does not have enough pay periods to determine the average weekly earnings or that you wish to override the generated value, check this checkbox to indicate you wish to override the system generated value.

Override Amount

If the Override checkbox is checked, this field will be visible. This is to enter the 100% value that you wish the system to base the statutory payment on.

Qualifying Week (QW)

This is a generated date and is the 15th week before the expected week of childbirth and is used in the calculation of the AWE.

Earliest Employment Start Date

This is a generated date and is the date the payee must have started employment to qualify for the child related absence and is based from 26 weeks prior to the QW.

Actual Start Date

This is a generated date and is the payees employment start date.

Earliest Termination Date

This is a generated date and is the latest employment end date that the person could still qualify for the child related absence and is based from the QW.

Status

Once the Calculate button has been pressed, the system will determine the if the payee qualifies for the child related payment based on the data entered/generated. The status is either Qualifies or Does not Qualify.

Reasons for Not Qualifying

The reasons for not qualifying are automatically selected based on the rules where a status of Does Not Qualify is determined. Multiple reasons can be generated depending on the circumstances. These can be amended manually.

Expected Week of Match (EWM)

This is the week the child is due to be born as detailed on adoption paperwork. This date comes through from the first pop up window as described in Adding/Editing/Deleting a Child Related Absence. Once the date has been entered, it cannot be changed. If an incorrect date has been entered, the SAP record will need to be deleted and re-entered. This date is essential for all the calculations for determining the entitlement and payment of SAP.

Surrogacy

A flag to indicate if the adoption was through surrogacy and affects the validation of the APP start date.

Date of Placement

To record when the child was placed. The date of placement must be after the expected week of match.

Date Notice to Start SAP Received

This is to record the date of when written notice was given to the employer to commence SAP. The entered should be 28 days or more prior to the Adoption Pay Period Start date. If the date is less than 28 days, the payee has not given enough notice to start adoption pay. This means the payee does not qualify for SAP. A status of Not Qualified will be recorded and the payments will not be generated unless the status is manually updated to Qualifies.

APP Start Date

The date the payee wishes to start the adoption pay period. The payee can start APP no earlier than 14 days prior to the date of placement and no later than the day after date of placement. This date can be amended as long as no payments have yet been paid in a pay batch. If amending the date, the SAP episode payments must be re-generated. Click Calculate and then click Save.

SAP Weeks

This is the number of SAP weeks that will be generated for payment. The number of weeks is defaulted from the statutory parameters for the given tax year. The number of weeks can be updated should the carer wish to return to work early. If amending the weeks, the SAP episode payments must be re-generated. Click Calculate and then click Save.

APP End Date

A calculated date based on the MPP start date and the SAP Weeks entered.

Payment Based On

The child related absence no longer has to start on a Sunday. The payment can be based on the payee's normal pay date. The default option is Weekly to base the payments starting on a Sunday. Once a payment has been generated and paid in a pay batch, this selection cannot be changed.

Average Weekly Earnings (AWE)

This is a system generated field that determines the payee's average weekly earnings based on the statutory rules. This figure is generated when the Calculate button is pressed.

Override

If the system does not have enough pay periods to determine the average weekly earnings or that you wish to override the generated value, check this checkbox to indicate you wish to override the system generated value.

Override Amount

If the Override checkbox is checked, this field will be visible. This is to enter the 100% value that you wish the system to base the statutory payment on.

Qualifying Week (QW)

This is a generated date and is the 15th week before the expected week of match and is used in the calculation of the AWE.

Earliest Employment Start Date

This is a generated date and is the date the payee must have started employment to qualify for the child related absence and is based from 26 weeks prior to the QW.

Actual Start Date

This is a generated date and is the payees employment start date.

Earliest Termination Date

This is a generated date and is the latest employment end date that the person could still qualify for the child related absence and is based from the QW.

Status

Once the Calculate button has been pressed, the system will determine the if the payee qualifies for the child related payment based on the data entered/generated. The status is either Qualifies or Does not Qualify.

Reasons for Not Qualifying

The reasons for not qualifying are automatically selected based on the rules where a status of Does Not Qualify is determined. Multiple reasons can be generated depending on the circumstances. These can be amended manually.

Expected Week of Childbirth (EWC)

This is the week the child is due to be born. This date comes through from the first pop up window as described in Adding/Editing/Deleting a Child Related Absence. Once the date has been entered, it cannot be changed. If an incorrect date has been entered, the SPP record will need to be deleted and re-entered. This date is essential for all the calculations for determining the entitlement and payment of SPP.

Baby Born Date

To record when the baby was born. SPP can only be paid once the baby is born/adopted.

Date Notice to Start SPP Received

This is to record the date of when written notice was given to the employer to commence SPP. The entered date should be 28 days or more prior to baby born date. If the date is less than 28 days, the payee has not given enough notice to start paternity pay. This means the payee does not qualify for SPP. A status of Not Qualified will be recorded and the payments will not be generated unless the status is manually updated to Qualifies.

PPP Start Date

The date the payee wishes to start the paternity pay period. The date must be on or after the baby born date. This date can be amended as long as no payments have yet been paid in a pay batch. If amending the date, the SPP episode payments must be re-generated. Click Calculate and then click Save.

SPP Weeks

This is the number of SPP weeks that will be generated for payment. The number of weeks is defaulted from the statutory parameters for the given tax year. The number of weeks entered cannot exceed the statutory maximum. The number of weeks can be updated should the carer wish to return to work early. If amending the weeks, the SPP episode payments must be re-generated. Click Calculate and then click Save.

PPP End Date

A calculated date based on the PPP start date and the SPP Weeks entered.

Payment Based On

The child related absence no longer has to start on a Sunday. The payment can be based on the payee's normal pay date. The default option is Weekly to base the payments starting on a Sunday. Once a payment has been generated and paid in a pay batch, this selection cannot be changed.

Average Weekly Earnings (AWE)

This is a system generated field that determines the payee's average weekly earnings based on the statutory rules. This figure is generated when the Calculate button is pressed.

Override

If the system does not have enough pay periods to determine the average weekly earnings or that you wish to override the generated value, check this checkbox to indicate you wish to override the system generated value.

Override Amount

If the Override checkbox is checked, this field will be visible. This is to enter the 100% value that you wish the system to base the statutory payment on.

Qualifying Week (QW)

This is a generated date and is the 15th week before the expected week of birth and is used in the calculation of the AWE.

Earliest Employment Start Date

This is a generated date and is the date the payee must have started employment to qualify for the child related absence and is based from 26 weeks prior to the QW.

Actual Start Date

This is a generated date and is the payees employment start date.

Earliest Termination Date

This is a generated date and is the latest employment end date that the person could still qualify for the child related absence and is based from the date of birth.

Status

Once the Calculate button has been pressed, the system will determine the if the payee qualifies for the child related payment based on the data entered/generated. The status is either Qualifies or Does not Qualify.

Reasons for Not Qualifying

The reasons for not qualifying are automatically selected based on the rules where a status of Does Not Qualify is determined. Multiple reasons can be generated depending on the circumstances. These can be amended manually.

Expected Week of Childbirth (EWC)

This is the week the child is due to be born/matched. This date comes through from the first pop up window as described in Adding/Editing/Deleting a Child Related Absence. Once the date has been entered, it cannot be changed. If an incorrect date has been entered, the ShPP record will need to be deleted and re-entered. This date is essential for all the calculations for determining the entitlement and payment of SMP.

Adoption

An indicator if the ShPP episode is for an adoption.

Baby Born/Match Date

To record when the child was born/adopted. The baby born date must be after the EWC. This field is mandatory as ShPP cannot start unless the child is born/matched.

ShPP Weeks

This is the number of ShPP weeks that will be generated for payment. The number of weeks entered cannot exceed the statutory maximum. If amending the weeks, ensure that the Weeks tab is updated with the amendment and re-generate the payments. Click Calculate and then click Save.

Payment Based On

The child related absence no longer has to start on a Sunday. The payment can be based on the payee's normal pay date. The default option is Weekly to base the payments starting on a Sunday. Once a payment has been generated and paid in a pay batch, this selection cannot be changed.

Average Weekly Earnings (AWE)

This is a system generated field that determines the payee's average weekly earnings based on the statutory rules. This figure is generated when the Calculate button is pressed.

Override

If the system does not have enough pay periods to determine the average weekly earnings or that you wish to override the generated value, check this checkbox to indicate you wish to override the system generated value.

Override Amount

If the Override checkbox is checked, this field will be visible. This is to enter the 100% value that you wish the system to base the statutory payment on.

Qualifying Week (QW)

This is a generated date and is the 15th week before the expected week of childbirth and is used in the calculation of the AWE.

Earliest Employment Start Date

This is a generated date and is the date the payee must have started employment to qualify for the child related absence and is based from 26 weeks prior to the QW.

Actual Start Date

This is a generated date and is the payees employment start date.

Earliest Termination Date

This is a generated date and is the latest employment end date that the person could still qualify for the child related absence and is based from the QW.

Status

Once the Calculate button has been pressed, the system will determine the if the payee qualifies for the child related payment based on the data entered/generated. The status is either Qualifies or Does not Qualify.

Reasons for Not Qualifying

The reasons for not qualifying are automatically selected based on the rules where a status of Does Not Qualify is determined. Multiple reasons can be generated depending on the circumstances. These can be amended manually.

Partner First Name/Surname

The partner who is sharing the ShPP needs to be entered as this information is submitted to the HMRC on the FPS.

Partner NI Number

This is the partner's NI Number and is an optional field.

Date of Death

If the partner dies, the payee can receive up to 39 weeks of the shared parental pay rather than the maximum of 37 weeks.

The following describes the Dates tab which is only available to ShPP. ShPP is not necessarily paid in consecutive weeks. ShPP can be paid in blocks of 1 week or more within a 52 week window of when the child was born/adopted.

Field descriptions of the Dates tab
No of Weeks	This is the number of weeks to be paid in block of weeks. There must be at least 1 row or more. The total number of weeks added in all the rows must add up to the ShPP in the Episode tab. The number of weeks can be decreased in a block up to the number of weeks already paid. Whenever amending the weeks, the episode must be re-calculated to update the Payments tab.
Start Date	This is the start date of each block of ShPP weeks to be taken. The dates must be sequential. For example, the payee wishes to take a 2 week block, then come back to work for 3 weeks and then have another 2 week block. The second block of weeks start date cannot be before the first block of weeks.
End Date	This is a calculated date based on the start date of the block of weeks and the number of weeks in the block.

The following describes the fields in the Payments tab. The column header labels will change depending on the child related payment type.

Field descriptions of the Payments tab
Pay Date	This is the pay date on which the payments will be made. If the pay group has a frequency of monthly or 2 weekly there could be multiple weeks with the same pay date.
Week	This is the week number of the child related payment. The same week number could be shown if the higher and standard rate is being paid within the same week where the Payment Based On is by normal pay date.
Week Start Date	This is the child related week start date.
Week End Date	This is the child related week end date.
Status	If the child related week has been processed in a pay batch, this will display as Paid else it will be Pending.
Type	Displays if the week is paid at the higher or standard rate.
Amount	The amount paid for that week.

Any values that are displayed in the Payments tab will automatically be included in the relevant pay period pay batch that the payee appears in. If the payments are prior to the current pay period and have yet to be paid, it will be necessary to process an adjustment batch for the relevant period. The alternative is that the Pay Period Start Date should be amended to the current pay period.

Any automatically generated payments cannot be amended in the Pay Batch Manual stage. If an adjustment is required, an adhoc row will need to be applied and selecting the relevant child related pay code. It is important that the child related pay code is selected for any manual adjustments, so that employer recoveries will automatically be applied.