Statutory cases

A statutory case tracks a period of statutory pay from notice through to payment — evidence, an eligibility decision, and a weekly payment schedule, all on one case. Open Statutory cases from the sidebar, under Today.

Seven kinds of statutory pay are covered:

📷 Screenshot: The Statutory cases board.

Starting a case

Click Start a case. Give:

• A case reference (suggested for you; must be unique).
• The statutory pay type and the employee.
• Whatever that pay type needs to open the case — for family leave types, this includes the route (for example, birth or adoption), which decides the key date and the evidence the case will ask for.
• Notice received — the date they told you, and how it arrived (staff app, phone call, email, in person, letter, or other).

A live Opens as summary shows the pay type, weeks, and the first evidence item before you confirm. Click Start the case — it opens on Notice received.

📷 Screenshot: The Start a case dialog, with the Opens as summary.

The board and list

The Cases tab opens as a Board of five columns, one per stage, each with up to 10 cards and a count; Load more brings in the next 10. Switch to List for a filterable table instead — Open, Awaiting evidence, Awaiting decision, In payment, Closed, or All. Your choice of view is remembered. A second tab, Case setup, holds the per-pay-type evidence, checks, pay rules and intake fields behind every case — see Case setup & statutory rules.

An evidence outstanding notice appears above the board or list whenever one or more cases are waiting on evidence — Show them filters straight to those cases.

A case's stages

Every case moves through the same five stages: Notice received, Eligibility, Decision, Outcome, Closed. The stepper on the left of a case shows where it's up to; earlier stages stay open to view.

📷 Screenshot: A case page, with the stepper and Eligibility stage open.

To the right of the stage content sits the action container — a status pill, the one primary thing to do next (for example, Add evidence · n outstanding on Eligibility, until every item's in, then Move on to Decision), and, once there's more than one thing you could do, Everything else at this stage · n to expand the rest. Below that, Owner right now shows who's handling this particular stage — falling back to the case's overall handler until someone's set — with a picker to hand it to someone else on the case.

Notice received

How the case was opened — the date, how it arrived, and the details you gave when starting it, grouped by section. Edit lets you correct these while the case is still open to it.

Eligibility

• Evidence requirements — a numbered list, each with a state (Waiting, Received, or Never due). Mark received, Never due, or Undo an item you've received. Add evidence or Email an upload link to the employee.
• Eligibility checks — a numbered list of the rules this pay type applies, each showing pass/fail/not-applicable and a The rule disclosure. A manual check has a toggle for you to confirm it; the rest check themselves once their evidence is in.

Decision

Record the outcome — Eligible, Not eligible, or Company pay — with an optional note:

• Eligible or Company pay unlocks the Outcome stage.
• Not eligible carries straight into Issue the refusal letter: a deadline (the statutory +7-day window), and either Record only or Attach now with To/Cc/Bcc and a pre-filled subject and message — both editable before you send, explaining that the form lets the employee claim support instead. The case can close with no payment schedule at all.

Leave is always granted regardless of the pay decision. Reopen the decision clears the recorded verdict and returns the case to Decision, if you need to redo it.

📷 Screenshot: The Record the decision dialog, with the three outcomes.

Outcome — the payment schedule

Once eligibility is recorded, a weekly schedule is built automatically, with the calculation shown for each week — commencing date, payable-on date, amount, and status. From here you can:

• Set by hand a week's amount, with a reason, while the schedule is still a draft.
• Send a due week once you've checked it — this sends its dates to the pay run; your payroll software works out the actual pay.
• Post n due weeks to the pay run in one go, from the Payment schedule panel (⋮ menu, or the header action on this stage).

Weeks already paid or in a pay run are locked — a correction posts forward instead of editing what's already there. A week with a correction proposed against it carries its own badge — Pending approval, Approved or Rejected — showing the old and new amount. See Controlling the payment schedule below for cancelling, resuming, correcting or rechecking the whole thing.

Holiday keeps building while an employee is on statutory leave — that's the law, not a setting — and is posted for each paid week. For anyone on irregular hours, Holiday accrued week by week (⋮ menu) shows the week-by-week detail, with a Post now action per week and a bulk Post n waiting weeks; on a fixed-hours contract there's nothing to itemise, since the year is already set on their profile.

📷 Screenshot: The Outcome stage, with the payment schedule grid.

Closed

How the case ended, and how long its evidence, decisions and activity trail are kept. A case that's just been closed can be undone for a short window afterwards. Once weeks were cancelled and nothing is voided, this stage also offers Reopen and resume payments — see Controlling the payment schedule below.

Controlling the payment schedule

Once a case has a schedule, extra controls sit alongside it — most open a live preview first, so the copy always matches what's about to happen.

Below the schedule grid, on the Outcome stage:

• Recheck the calculation reprices the schedule against a different average weekly earnings figure. A live preview shows how many unpaid weeks reprice, and any net delta on locked weeks, as you type the new figure. Weeks already paid or sent to the pay run are corrected forward rather than edited. If locked weeks would come out overpaid, choose what happens to the money already paid — write it off, take it back in one go on the next pay run, or take it back over the remaining weeks.
• Correct a week of pay is for a week that's already been paid. Pick the week, what it should be, and why — the difference posts forward on the next pay run; the original entry is never edited. Post it straight to the pay run, without approval is offered to everyone, but only actually skips approval if you're set up to for this case — the confirmation afterwards says which happened either way. Approve/ Reject icon buttons sit next to a week still waiting on a correction decision; the same choice is also on the case's ⋮ menu, for deciding it from outside the row.
• End payments early closes the case once someone's returned to work, their employment's ended, their entitlement's used up, they've transferred to another payer or benefit, or they've withdrawn — cancelling whatever's left unpaid. It closes the case with the same 15-second undo window as any other close.

📷 Screenshot: The Outcome stage's action row — Recheck, Correct, End early.

From the case's ⋮ menu, once a schedule exists:

• Payment schedule opens the whole schedule as a slide-over — the same grid, plus Post n due weeks to the pay run, and, mutually exclusive, Cancel posting or, once posting is cancelled, Resume posting.
  • Cancel posting asks how far it reaches, off a live preview of counts and amounts: Future weeks only, Everything not yet paid, or Everything, including weeks already paid. The schedule stays on screen as a reference regardless of scope. Cancelling a paid week raises an Adjustment › Deduction for the amount — created pending, and recovering nothing until it's approved there; there's no way to cancel a paid week without one. A reason is required, and a second step restates exactly what's about to happen before you confirm.
  • Resume posting turns weekly posting back on. If weeks fell due while it was cancelled, choose Post all skipped weeks now — they reach the next pay run together — or Skip past weeks — post from today forward only, for weeks that were already paid outside Bitmosys. Skipped weeks stay visible as reference and never post.
• Change how it posts overrides the leave policy's posting rules for this one case only: when holiday accrual posts (on the earned date every week, once the week's pay is confirmed paid, or only when a handler posts it) and whether weeks reach the pay run automatically. Leave either setting on Leave as policy to keep following the company rule; a reason is required either way, and Return this case to the policy clears an active override.

📷 Screenshot: Cancel posting, with the three scopes and their preview counts.

On the Closed stage, once weeks were cancelled and nothing is voided, Reopen and resume payments brings a case back — for one closed by mistake, closed on the wrong case, an employee who hasn't returned after all, or new information that changed the outcome. Nothing already paid is edited; both the close and the reopen stay in the trail.

Sending the case back

Send this case back is available at any stage except Notice received and Closed, for when a case needs to return to an earlier point — it asks for a note explaining why.

Comments, notes and activity

The right-hand rail on a case holds:

• Add a note — internal, or a message to the employee.
• Comments — a thread you can @mention people on the case in.
• Activity — a timeline of everything that's happened on the case, most recent first.

Other case actions

From the case page's ⋮ menu: Assign to me, Watch or Stop watching, Edit the leave details, Edit employee details; once a schedule exists, the payment-schedule items covered in Controlling the payment schedule above; Export the case pack — downloads a ZIP of the case summary, schedule/timeline/custody CSVs, and every file in the evidence locker; Close this case (or Undo close); Void this case (or Undo the void, once voided); and Delete this case. Every action here is logged to the case's activity trail.

Void this case is for a case opened in error, a duplicate, notice withdrawn, the wrong employee, or leave that never started. Documents, the custody log and the whole trail stay exactly as they are; the case header shows a red Voided tag next to the stage tag, and voiding can be undone. Voiding is blocked once money is out — end the payments early instead.