Your HR Questions, Answered
Clear, expert answers to the most common UK HR questions. Written for business owners, managers, and HR teams who need practical guidance.
Leave & Absence
(9 questions)What is the Bradford Factor and How is it Calculated?
The Bradford Factor is an HR formula (S x S x D) used to measure employee absenteeism, where S is the number of separate absence spells and D is the total days absent. It highlights frequent short-term absences as more disruptive than longer single periods off work.
How Does Statutory Sick Pay (SSP) Work in the UK?
Statutory Sick Pay (SSP) is the legal minimum payment UK employers must make to eligible employees who are off sick. From April 2026, SSP is paid from day one of sickness at £123.25 per week (or 80% of average weekly earnings if lower) for up to 28 weeks.
How to Calculate Holiday Entitlement for Part-Time Workers in the UK
Part-time workers in the UK are entitled to the same 5.6 weeks of paid annual leave as full-time workers, calculated pro rata. Multiply 5.6 by the number of days worked per week. For example, 3 days per week gives 16.8 days of annual leave.
How to Manage Employee Absences Effectively in the UK
Effective absence management in the UK requires a clear written policy, consistent trigger points (such as the Bradford Factor), return-to-work interviews, and an understanding of your legal obligations around SSP, disability adjustments, and protected characteristics.
What is TOIL (Time Off in Lieu) and How Does it Work?
TOIL (Time Off in Lieu) is compensatory time off given to employees who have worked additional hours beyond their normal schedule, instead of receiving overtime pay. It is a flexible alternative commonly used by UK employers where employees 'bank' extra hours worked and take them as leave later.
What is a Fit Note and How Does it Work in the UK?
A fit note (Statement of Fitness for Work) is a medical document issued by a GP, hospital doctor, or other approved healthcare professional advising whether an employee is not fit for work or may be fit for work with adjustments. It is required when sickness absence exceeds 7 calendar days.
What are the UK Bank Holidays in 2026?
England and Wales have 8 bank holidays in 2026: New Year's Day (1 Jan), Good Friday (3 Apr), Easter Monday (6 Apr), Early May Bank Holiday (4 May), Spring Bank Holiday (25 May), Summer Bank Holiday (31 Aug), Christmas Day (25 Dec), and Boxing Day (28 Dec, substitute).
How to Conduct a Return-to-Work Interview in the UK
A return-to-work interview is a short meeting between a manager and employee after any period of sickness absence. It should welcome the employee back, check they are well enough to work, update them on anything they missed, and document the conversation. It is the most effective absence management tool available.
What is Shared Parental Leave in the UK?
Shared Parental Leave (SPL) allows eligible parents to share up to 50 weeks of leave and 37 weeks of pay after the birth or adoption of a child. The mother must curtail her maternity leave to create SPL, which either parent can take in blocks with 8 weeks' notice.
HR Technology
(2 questions)What is the Best HR Software for Small Businesses in the UK?
The best HR software for UK small businesses handles leave management, onboarding, employee records, and UK compliance out of the box. Key factors include GDPR compliance, Bradford Factor support, statutory holiday calculations, and affordable per-employee pricing.
How to Set Up an HR System for a Small Business in the UK
Setting up an HR system for a UK small business involves establishing core policies (absence, disciplinary, grievance), choosing HR software that handles UK compliance, setting up employee records management, and building onboarding and leave management processes. Start with the essentials and build from there.
Onboarding & Offboarding
(1 question)Compliance & Legal
(12 questions)What are the Legal Requirements for Employee Records in the UK?
UK employers must maintain employment records including contracts, payroll data, absence records, and right-to-work evidence. Records must comply with UK GDPR, be stored securely, retained for appropriate periods (typically 6 years after employment ends), and made available to employees upon request.
How to Conduct a Fair Redundancy Process in the UK
A fair redundancy process in the UK requires a genuine business reason, fair selection criteria, individual consultation with affected employees, consideration of suitable alternative employment, and correct redundancy pay calculations. Collective consultation rules apply when making 20 or more redundancies within 90 days.
How to Conduct a Right to Work Check in the UK
A UK right-to-work check involves verifying an employee's original identity documents before their first day of work. Employers can use manual document checks, the Home Office online checking service, or an Identity Service Provider (IDSP). Failing to conduct checks can result in civil penalties of up to £60,000 per illegal worker.
ACAS Disciplinary Procedures: 5-Step Process [2026 Guide]
The ACAS Code requires 5 steps: investigate, inform the employee, hold a meeting, decide the outcome, and offer an appeal. Not following the Code can mean a 25% uplift in tribunal awards. Here is what employers must do at each stage.
How to Write a Disciplinary Letter in the UK
A UK disciplinary letter must clearly state the alleged misconduct, reference the relevant policy, include the date, time, and location of the disciplinary hearing, inform the employee of their right to be accompanied, and enclose any evidence. It should follow the ACAS Code of Practice on Disciplinary and Grievance Procedures.
What is Garden Leave in the UK?
Garden leave is a period during an employee's notice where they remain employed and paid but are not required to attend work or perform duties. It is used to protect business interests by keeping the employee away from clients, colleagues, and confidential information during their notice period.
How to Write a UK Employment Contract
A UK employment contract must include a written statement of employment particulars from day one, covering job title, pay, hours, holiday entitlement, notice periods, pension, sick pay, and disciplinary/grievance procedures. The Employment Rights Act 1996 sets out the mandatory terms that must be provided.
How to Handle Flexible Working Requests in the UK (2026)
From April 2024, all UK employees have the right to request flexible working from day one of employment. Employers must consult with the employee and respond within 2 months. Requests can only be refused for one of 8 specified business reasons. Employees can make 2 requests per 12-month period.
How to Calculate Notice Periods in the UK
The UK statutory minimum notice period is 1 week for each complete year of service (up to 12 weeks maximum). Employees must give at least 1 week's notice regardless of service length. Contractual notice periods often exceed the statutory minimum and take precedence when they are longer.
What HR Records Must UK Employers Keep?
UK employers must keep payroll records (current year + 3 years), right-to-work documents (employment + 2 years), working time records, SSP records (3 years), and pension auto-enrolment records (6 years). All records must comply with UK GDPR, with general employment files retained for 6 years after termination.
How to Run a Fair Grievance Procedure in the UK
A fair UK grievance procedure follows the ACAS Code of Practice: the employee raises a written grievance, the employer holds a meeting within 5 working days, investigates the issues, communicates the outcome in writing, and offers a right of appeal. Failure to follow the Code can increase tribunal compensation by up to 25%.
What is TUPE and How Does it Protect Employees?
TUPE (Transfer of Undertakings (Protection of Employment) Regulations 2006) protects employees when a business or service transfers to a new employer. Employees transfer automatically on their existing terms, dismissals connected to the transfer are automatically unfair, and the new employer inherits all employment liabilities.
Payroll & Tax
(6 questions)How to Calculate Employer National Insurance Contributions in the UK
UK employers pay Class 1 National Insurance contributions at 15% on employee earnings above the Secondary Threshold (£5,000 per year for 2025/26). This is in addition to the employee's own NI contributions and is a significant payroll cost that businesses must budget for.
What is the UK National Minimum Wage in 2025/26?
The UK National Minimum Wage from April 2026 is £12.71 per hour for workers aged 21 and over (the National Living Wage). Employers face penalties of up to 200% of arrears for non-compliance.
How to Calculate Maternity Pay in the UK
Statutory Maternity Pay (SMP) in the UK is paid for 39 weeks: 90% of average weekly earnings for the first 6 weeks, then £194.32 per week (from April 2026, or 90% of earnings if lower) for the remaining 33 weeks. The qualifying week is the 15th week before the expected week of childbirth.
How to Set Up Pension Auto-Enrolment for Your Business
UK employers must automatically enrol eligible workers into a qualifying workplace pension scheme. Eligible jobholders are aged 22 to state pension age, earn at least £10,000 per year, and work in the UK. Minimum total contributions are 8% of qualifying earnings (3% employer, 5% employee).
What is the Employment Allowance in 2025/26?
The Employment Allowance lets eligible employers reduce their employer Class 1 National Insurance liability by up to £10,500 per year (2025/26). It is claimed through payroll software and reduces your PAYE bill. Single-director companies with no other employees are not eligible.
What Are the SSP Changes in April 2026?
From 6 April 2026, SSP is payable from day one of sickness (removing the 3 waiting days), the Lower Earnings Limit is abolished so all employees qualify, and the rate becomes £123.25/week or 80% of average weekly earnings — whichever is lower.
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