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    WFM UK: Processing Shared Parental Leave and Pay

    Overview

    This article describes the process of using the Shared Parental Leave & Pay (ShPP) functionality.

    Please note: This part of this system utilises the legacy WFM user interface


    Processing Shared Parental Leave & Pay

    • Go to HR > Employees > Employee List > search for and select an employee
    • Use the employee side menu and go to Payroll > Employee Payroll Info > Shared Parental Leave
    Fig.1 – Employee Payroll Info > Shared Parental Leave
    • Select Add New Shared Parental Leave
    Fig.2 – Add New Shared Parental Leave
    • Populate the fields required in the ‘Shared Parental Details’ screen 
    Fig.3 – Shared Parental Details
    • Select the appropriate Relationship With Child from the drop-down list and select Next
    Fig.4 – 'Relationship With Child' drop-down

    The next screen will automatically default the Baby Due date, the Relationship with Child and the Date Notice given for SPL.
     

    The screen is split into three sections, each of which are explained below:

    Leave Details

    • Populate all fields within this page 
    Fig.5 – Leave Details

    Partner's/Mother's Details

    • Depending on the Relationship with the Child selected, the appropriate details need to be filled out in the next screen for this individual
    Fig.6 – Partner’s/Mother's Details

    The final section of the screen displays the following fields: 

    • Expected week of childbirth
    • Qualifying week
    • Relevant period of earnings
    • Calculate Average earnings
    • Calculated Daily Rate
    • Pension earnings before ShPP started
    • Select Apply

     

    Fig.7 – ShPP Schedule Details

    A pop-up box will display stating that the ShPP Schedule will now be generated. 

    • Select Save 

    Shared Parental Details screen will then be displayed.
     

    Booking Shared Parental Leave

    Now the SHPL record has been created, leave can now be booked.

    To do so: 

    • Go to Payroll > Employee > Employee List > select Employee > Employee Payroll Info > Shared Parental Leave
    • Select the created Record
    Fig.8 – Shared Parental Leave Record

    The ‘Notification of Shared Parental Absence’ screen will display. 

    The seven hyperlinks at the top of the page can be used to complete the Shared Parental Leave process, each are detailed below:  

    Fig.9 – Shared Parental Absence Links

    Checking Entitlement 

    • Select the View Entitlement link to determine whether there are any issues with the entitlement

    This screen will inform if the employee is able to claim Shared Parental Pay.

    Fig.10 – Entitlement Summary

    A reason will be given for why the employee is not entitled to Shared Parental Pay. However, they may still be entitled to Shared Parental Leave.

    If the employee is not entitled due to the employee’s average earnings being under the lower earnings limit, but the employee should be entitled – for example, the employee has been TUPED – the earnings can be overridden. The details of this process are outlined later in the Override Earnings section of this article. 

    Fig.11 – Non-Entitlement Reason

     

    Booking ShPP Leave

    The ‘Notification of Shared Parental Leave’ screen shows the number of weeks available to take as leave – the Number of ShPP Weeks available to parents field, and the number of weeks taken by the Partner, see Fig.12 

    Fig.12 – ‘Notification of Shared Parental Absence’ screen
    • Select Booking ShPP Leave
    Fig.13 – Booking ShPP Leave
    • Select Add A New ShPP Leave 
    Fig.14 – Add A New ShPP Leave
    • Populate the Notification Date, Start Date and End Date
    • Select Save
    Fig.15 – ShPP Leave Details

    The screen will return to the ‘Booking ShPP Leave’ screen and the dates of leave will be displayed.

    The number of ShPP weeks will also update, and the number of ShPP weeks available to book will be reduced.
     

    Fig.16 – ShPP Leave Record

    ShPP Schedule 

    • Select the ShPP Schedule link to view the payments which will be made to the employee
    Fig.17 – ShPP Schedule Link

    The payment amounts are dependent on the Pay Basis setting to align the payments to the pay period. 

    Fig.18 – ShPP Pay

    Booking SPLIT Days 

    • Select SPLIT Days Record
    Fig.19 – Split Days Record

    Employees are entitled to a maximum of 20 days. 

    • Select Add SPLIT Days Record
    Fig.20 – Add SPLIT Days Record
    • Populate the SPLIT Start Date and SPLIT End Date
    • Save
    Fig.21 – SPLIT Days Record Details

    The SPLIT Day Pay is the Calculated Daily Rate minus the daily Statutory Payment rate.

    Payment of ShPP

    The ShPP that has been booked will be paid in the relevant tax month. The payment on the payslip should correspond to the ShPP schedule. 

    • Go to Payroll > Employee > Employee List > Find Employee > Employee Summary > View Payroll Summary

    The payment type for Statutory Shared Parental Pay has been added to the system and will be displayed within the Payslip Summary.

    Fig.22 – ShPP Payment Details

     

    Fig.23 – ShPP Payment Details in the Schedule Details

    SPLIT Days

    The SPLIT Days which have been booked will be paid as a pro-rated payment in the relevant Tax month.

    The payment on the payslip should correspond to the SPLIT Days record.

    The payment type for Split Payment has been added to the system and will be displayed on the ‘Payments’ tab within the Payslip. 

    Fig.24 – Split Day Pay in the SPLIT Days Record Screen

     

    Override Earnings

    If an employee needs to have any earnings overridden for any reason, a figure can be entered which overrides the system calculation of qualifying earnings. 

    • On the ‘Notification of Shared Parental Absence’ screen, select the Override Earnings link
    • In the ‘Override Earnings’ screen, enter the Average Earnings Override
    • Select an Average Earnings Override Reason from the drop-down menu
    • Select Save to re-generate the schedule
    Fig.25 – Override Amount and Reason

    Also See

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