Case setup & statutory rules

Case setup decides what a statutory case asks for, checks, and pays out — per pay type. Statutory rules is the read-only reference behind it: what the law sets today, and what your own leave policy is doing instead. Open Case setup from the tab on the Statutory cases page, next to Cases; reach Statutory rules from a link on Case setup's own Pay rules tab — neither has a sidebar entry of its own.

📷 Screenshot: The Case setup tab, with a pay type selected.

Case setup

A left-hand list holds the seven statutory pay types — SSP, SMP, SPP, SAP, ShPP, SPBP, SNCP — each showing "n evidence · n checks · n weeks", and a second group, Shared settings, for what every case runs on before one exists.

A pay type's tabs

• Evidence — a numbered, reorderable list of upload tasks the staff app asks for. Add an item opens an inline name + description form; ↑/↓ reorders; Remove takes it off new cases only — open cases, and every document already collected, keep it.
• Checks — the eligibility rules a case runs before a decision. Each row shows its plain-English rule, a kind badge, an on/off switch, Edit and Delete. Switching one off re-checks every open case of that type live, and adds a line to each one's activity trail. A decision already made keeps the rules that were live on the day it was made.
• Pay rules — How long it is paid for is the only editable figure, capped at the statutory maximum and badged Statutory maximum or Below statutory (anyone who qualifies is still owed the full statutory length regardless of the badge). How the amount is worked out and If they do not qualify are locked, plain-English summaries. See the statutory rules links through to the reference tabs below.
• Fields — the intake form a new case's Notice-received step asks for, grouped under four fixed sections (The event, The leave, Notice, Also asked) in one reorderable list. A lock icon marks a built-in field — it can be edited but not deleted; Add a field opens the field builder for anything extra. Changes only reach new cases; open cases keep what they started with.

📷 Screenshot: A pay type's Fields tab, with the four sections.

Shared settings

One form covering every case, in five blocks:

• Holiday accrual — three fixed, non-editable rows describing how holiday builds during statutory leave.
• Posting (ledger) — when holiday accrual posts (on the earned date, once pay is confirmed paid, or only when a handler posts it) and whether weeks reach the pay run automatically. A single case can still override this — see Controlling the payment schedule.
• Case defaults — the fallback qualifying-days-a-week figure, and how many weeks ahead a case warns that pay is about to end.
• Handling and alerts — the default handler for new cases (read-only here), and a master notifications toggle with five specific alerts underneath it: chase evidence, tell the employee the decision, confirm each week sent, warn before the pay period ends, and remind about the refusal form.
• Records and audit — how long a closed case's evidence, decisions and activity trail are kept (years and months) — HMRC expects three years after the tax year covered.

📷 Screenshot: Shared settings, with the Posting and Handling blocks.

Statutory rules

Two read-only tabs.

Rules

One row per statutory rule: its name, In force here (your figure, with the gov.uk floor or limit underneath, tinted amber on a breach), and Where you set yours — most route to a tab in Leave policy; a handful are fixed by law and show that instead. Where a rule can be overridden here directly, Record a different value asks for a value and a reason — a passive warning comes first ("This one is not yours to set"), since the right home for your own figures is Leave policy; this is only for when gov.uk has moved a figure the product hasn't shipped yet. An overridden rule shows Changed by whoever recorded it, with Reset to published to drop it. Closed periods keep whichever figure was in force on the earned date.

📷 Screenshot: The Rules tab, with an overridden row and its Reset action.

Statutory leave

A static reference table — leave type, whether it can be taken, whether it's paid (flagging where leave and pay differ — a day-one right to leave is not always a day-one right to pay), eligibility for pay, length, pay basis, and ledger record type. Across all of them the absence is protected, holiday keeps building, and the balance never moves.

📷 Screenshot: The Statutory leave reference table.