A maternity case that started without the paperwork
A client emails: 'Sarah's going on maternity leave next month'. No dates, no evidence. The administrator asks for the expected week of childbirth and the evidence the client needs to hold. A few weeks later a photo of a form arrives, then an email with a different start date. Meanwhile another client's employee has been off sick for weeks and nobody told the bureau until the hours sheet showed nothing.
Each case lasts many periods. Each has dates that matter, and each needs the right payments in each run until it ends. Across the bureau there are always several live at once.
Why statutory cases slip
The information starts with the employee, passes through a client who may handle such a case once every few years, and reaches the bureau late and incomplete. Cases span many runs, so they rely on the administrator remembering each period. Evidence and notice requirements are specific, and a client who does not know them sends what they think is enough.
What each employee is entitled to is determined by the rules and the client's own policies. The bureau's operational job is to gather what is needed, apply what has been decided, and keep track across the life of the case.
What poorly tracked cases cost
Payments start late or run past their end, and employees on leave are in no mood for pay errors. Recovery claims for eligible statutory payments can be missed or made wrongly. Records needed later, such as evidence held by the employer, may not exist. And each case eats administrator time in emails that a structured process would avoid.
| Case type | Key information to gather |
|---|---|
| Maternity | Expected week, start date, evidence the employer holds |
| Paternity or shared parental | Notice and dates as the employee provides |
| Adoption | Matching and placement dates and evidence |
| Sickness | Dates of absence and fit notes where relevant |
| Enhanced company pay | Client's own policy terms |
How we build a statutory pay case tracker
- Clients open a case from a simple form with the employee, case type and what they know so far. The form tells them in plain words what the bureau will need.
- The employee or client uploads evidence and notice documents, which are read into the case record and checked for the key dates.
- Each case holds its timeline: start, key dates and expected end, plus any enhanced pay the client's policy provides.
- Every run, the tracker lists the live cases for that client and the payments expected, so the administrator applies them in the payroll software.
- Missing evidence, approaching end dates, and returns to work are flagged in advance.
- Where the client is entitled to recover statutory payments, the relevant amounts are summarised per period to support the right submission.
Entitlement decisions follow the rules and the client's policies. The tracker records and prompts; your team and the client decide.
Cases that run to the end without surprises
Every live case across every client is visible in one list. Evidence is collected once, early. Payments appear in each run's checklist rather than relying on memory. Cases end on the right date. And clients who rarely deal with maternity or long sickness get clear guidance from the bureau about what is needed, which they value.
Is this how cases reach you?
- Clients tell you about maternity or sickness with no dates.
- Evidence arrives weeks after the case starts.
- Live cases are tracked in administrators' heads.
- Payments have run past a case's end date.
- Recovery amounts are worked out by hand each period.