Pro UK SSP Calculator

Someone is off sick again, it is payday, and you are not sure whether this absence links to the last one, how many of their 28 weeks are left, or how much SSP to put on the payslip. This calculator answers all three.

Made for UK employers, payroll clerks and HR teams under the Statutory Sick Pay rules that started on 6 April 2026: SSP from the first qualifying day, no lower earnings limit, and £123.25 a week or 80% of average weekly earnings, whichever is lower. Enter each absence once and it works out qualifying days, linked periods, the weekly rate and SSP due, then flags fit notes and the 28-week limit.

▶ Easy Start Here guide included – video tutorial coming to our YouTube channel

Works in Microsoft Excel and Google Sheets, with no macros.

What it does for you

• Works out SSP due for each absence: £123.25 a week or 80% of AWE if lower, paid on qualifying days, rounded up to the penny the way HMRC tables do
• Links absences 8 weeks (56 days) or less apart and carries the 28-week count across them (the case GOV.UK's own calculator leaves to you)
• Counts qualifying days from each employee's normal working pattern
• Flags absences of more than 7 days without a fit note, and when SSP runs out (give form SSP1)
• AWE Calculator for weekly, fortnightly, four-weekly and monthly pay, plus new starters
• Printable Employee SSP Record, SSP Daily Rates table and a Dashboard with SSP by month, days lost by reason and a "What needs your attention" list
• Start Here tab with a 3-step plan and a health check

How it works (3 steps)

1. Set up once: business name and tax year on Settings (2026/27 rates are filled in)
2. Add your employees: working days and average weekly earnings
3. Log each absence: first and last day off and the reason. Check the Dashboard each payday

What's included

• UK-SSP-Calculator.xlsx: filled with fictional example data (15 employees, 20 absences) so you can see how it works
• UK-SSP-Calculator-BLANK.xlsx: an empty copy, ready for your own team
• Works in Google Sheets: upload the .xlsx to Google Drive, right-click > Open with > Google Sheets, then File > Save as Google Sheets (tested: formulas and charts kept)
• Start-here.pdf: one-page quick-start guide, including how to open it in Google Sheets

Compatibility

• Microsoft Excel 2010 or newer (Windows & Mac) and Microsoft 365
• Google Sheets (free Google account). Set File > Settings > Locale to United Kingdom for £ and UK dates
• Not designed for Apple Numbers or mobile-only editing. A computer is recommended
• No macros, add-ons or subscriptions

Instant download

This is a digital product. Nothing physical will be shipped. Your download link appears straight after checkout and is also emailed to you. Stuck or have a question? Email info@phkmedia.co.uk and I'll gladly help you set it up.

Good to know

• Cream (pale yellow) cells are for your input. White and grey cells are worked out for you, and the sheets are protected (no password) so formulas are not overwritten by mistake
• A Health check on the Start Here tab and a Check/Status column on every log flag missing or odd entries
• 2026/27 rules checked on GOV.UK (Statutory Sick Pay: employer guide; Rates and thresholds for employers 2026 to 2027) on 02/11/2026. Rates are on the Settings tab, so you can update them for a new tax year
• Dates show as DD/MM/YYYY
• FAQ: Does it run payroll or send anything to HMRC? No. It works out the SSP figure and keeps the record; you pay it through your payroll
• FAQ: Does it cover company (occupational) sick pay? No, statutory sick pay only
• FAQ: Can several people use it? Yes, in Google Sheets you can share it with your team

DISCLAIMER

This calculator is a record-keeping and calculation aid, not payroll, tax or legal advice. Check unusual cases (several jobs, agency workers, absences spanning 6 April 2026) with GOV.UK guidance or your payroll adviser. All names and figures in the example file are fictional.

Licence: Licensed for use within one business. Please do not resell, share or redistribute the files.

AI disclosure: This template and its listing images were designed by PHK MEDIA LTD with the help of AI tools. All formulas were tested and the files were reviewed and finalised by the seller.

© PHK MEDIA LTD

Licence: Licensed for use within one business or household. You may edit and print the files for that business. You may not resell, share or upload them for others.