What is OSP?
Occupational Sick Pay (OSP) is a company policy that ensures employees can take sick leave while receiving a percentage of their usual pay. PayFit can automatically calculate occupational sick pay whenever an employee takes sick leave.
What is rolling OSP?
OSP entitlements typically refresh every year, how it happens can vary. Sometimes this is linked to your company leave year (holiday year), the employee’s start date, or the employee’s last period of sickness. The last option is commonly referred to as "rolling OSP".
For example, If an employee receives 5 days OSP and their last sickness leave was from 5 June 2022 to 9 June 2022, they won't have any further OSP entitlement until 5 June 2023.
How to use Rolling OSP in PayFit
While PayFit doesn't have a specific 'Rolling OSP' feature, there's a simple and effective workaround for this.
To manage OSP entitlement smoothly, you can keep records outside of PayFit, maybe in your HR software, to calculate how much OSP an employee has remaining each month. Then, all you need to do is import the adjusted OSP entitlement into PayFit to ensure the employee's remaining OSP entitlement is correct.
PayFit uses an employee's OSP entitlement at the time of their sickness. If you frequently enter sick leaves related to an earlier month, to ensure OSP entitlements are correct for even backdated sicknesses, we recommend actioning this every month.
Correct the OSP entitlement
First, download the sick leave settings template, and then import it with the corrected OSP entitlement. To do this:
From the left, choose Imports, then More imports.
Under the Leaves section, click Edit sick leave settings.
Click Download a template and open the downloaded file.
Column H displays the OSP entitlement remaining according to PayFit.
Do not adjust this column, instead, use this column to calculate how many days to be add or deduct from the employee’s total entitlement.
Once you have the number of days to add or deduct, make this adjustment in column F, OSP days per year.
As an example, in PayFit, the employee has 10 days OSP, 5 days have been used, therefore 5 days are remaining. Due to the rolling OSP policy, the employee should actually have 10 days remaining. Therefore, you should increase the total OSP entitlement. The result is that in PayFit, the employee has 15 days OSP, 5 days have been used, therefore 10 days are remaining.
Upload the completed file to PayFit then click Import data.
Check the upload is complete
To check your import is complete:
From the left, choose Imports, then Log.
Once the status is Completed, you can check the OSP entitlement is now correct.
Check the OSP entitlement is now correct
To do this:
From the left, choose Imports, then More imports.
Under the Leaves section, click Edit sick leave settings.
Click Download a template and open the downloaded file.
Ensure column H displays the correct OSP entitlement.
For more information about occupational sick pay in PayFit, please refer to this Help Centre article.