Guidance Note
Menopause, Sick Pay and Payroll: A Practical Guide for Employers
When an employee takes time off because of menopause symptoms, employers are often left asking the same questions. This guide explains the key payroll considerations every employer should know.
Last reviewed: August 2026
At a glance
- Menopause is not a separate category for Statutory Sick Pay.
- Menopause-related sickness is processed through payroll in the same way as any other sickness absence.
- Employers may choose to record menopause-related absence separately within their HR records.
- Medical information should remain confidential and only be shared where necessary.
- Good record keeping helps support fair decision-making and demonstrates that appropriate support has been considered.
Does menopause affect Statutory Sick Pay (SSP)?
Menopause-related sickness is treated in exactly the same way as any other health condition for Statutory Sick Pay purposes. Where an employee is unable to work because of menopause symptoms, entitlement to SSP is assessed using the normal statutory rules. From a payroll perspective, there is no separate SSP category or HMRC reporting requirement for menopause.
Payroll treatment
- Applying the current SSP eligibility rules.
- Paying the correct statutory entitlement.
- Monitoring linked periods of sickness where relevant.
- Recording sickness accurately within payroll.
Payroll should continue to process menopause-related sickness using the normal Statutory Sick Pay rules in force at the time.
Important SSP changes
The Statutory Sick Pay rules changed significantly from 6 April 2026 following the Employment Rights Act 2025. Among the most significant changes were the removal of the Lower Earnings Limit for SSP entitlement and the introduction of SSP from the first qualifying day of sickness absence. If you haven't reviewed your payroll software or payroll processes since these changes came into effect, it's worth checking that your systems are applying the current legislation correctly.
Should menopause-related absence be recorded separately?
Although payroll processes menopause-related sickness in exactly the same way as any other illness, many employers choose to record the underlying reason separately within their HR records.
Doing so can help employers:
- Identify absence patterns.
- Demonstrate that reasonable adjustments have been considered.
- Support managers in having informed conversations.
- Avoid applying absence trigger points without considering individual circumstances.
- Evidence a fair and consistent approach if decisions are later challenged.
What about the Bradford Factor?
Many organisations use the Bradford Factor to monitor short-term sickness absence. While it can be a useful management tool, employers should avoid applying it automatically where menopause symptoms are known to be contributing to absence. This doesn't mean menopause-related absence should automatically be excluded from attendance procedures. Instead, managers should consider the individual circumstances, any workplace adjustments already in place, and whether applying standard trigger points would be fair and appropriate.
How should payroll teams handle menopause-related sick leave?
Payroll's role is to ensure employees are paid correctly. HR's role is to support the employee and manage workplace adjustments. Managers provide day-to-day support. Each function has a different responsibility.
Detailed medical information should normally remain with HR or the employee's manager rather than payroll.
Payroll vs HR responsibilities
| Payroll | HR / Manager |
|---|---|
| Process SSP | Support the employee |
| Process company sick pay | Agree reasonable adjustments |
| Apply statutory payroll rules | Manage attendance fairly |
| Record payroll information | Hold confidential health information |
| Ensure employees are paid correctly | Review ongoing support |
Payroll considerations when introducing menopause support
Introducing a menopause policy isn't simply an HR exercise. Payroll systems should also be ready to support the policy in practice. Before introducing or updating a menopause policy, consider:
- Are SSP calculations up to date?
- Is contractual sick pay applied consistently?
- Can your HR system record menopause-related absence separately?
- Is there a confidential process for employees to disclose menopause-related symptoms?
- Are managers trained to understand the different responsibilities of payroll and HR?
- Are workplace adjustments being documented consistently?
Getting these practical processes right first helps ensure your policy works in practice rather than simply looking good on paper.
Example
Sarah works three days a week and experiences severe menopause symptoms, including migraines and hot flushes. She is absent for two days. From a payroll perspective, the absence is processed using the normal Statutory Sick Pay rules. From an HR perspective, the absence is recorded as menopause-related, a return-to-work discussion is arranged and temporary workplace adjustments are agreed, including a flexible start time for the following four weeks. Payroll ensures Sarah is paid correctly. HR ensures she receives the support she needs.
Good record keeping
Good record keeping demonstrates that sickness absence has been managed fairly and consistently.
- Records of sickness absence.
- Return-to-work discussion notes.
- Workplace Adjustment Agreements.
- Review meeting records.
- Copies of relevant workplace policies.
- Records showing what adjustments were agreed, why they were appropriate and when they will be reviewed.
Our upcoming HR Forms Pack will include editable templates for recording menopause support discussions, Workplace Adjustment Agreements, review meetings and action plans, helping small businesses maintain professional, consistent documentation.
Key takeaways
- Menopause-related sickness is processed through payroll in exactly the same way as any other sickness absence.
- Employers may choose to record menopause-related absence separately within HR records as good practice.
- Payroll, HR and managers each have different responsibilities but should work together.
- Good record keeping supports fair decision-making and consistent absence management.
- Supporting employees through menopause benefits both your workforce and your business.
Final thought
Menopause-related sickness should never be viewed as simply a payroll issue. Payroll ensures employees are paid correctly. Managers provide day-to-day support. HR helps ensure policies are applied fairly and consistently. When these three functions work together, businesses are far better placed to support employees while meeting both their legal and commercial responsibilities.
Disclaimer: This article provides general guidance based on UK payroll practice and employment legislation at the time of publication. Payroll and employment law can change, and employers should ensure they are applying the legislation that is current at the time any decisions are made.
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