Maternity leave pack (for administrators)

When your employee tells you she is pregnant

1. Arrange a workplace assessment.

Employers are required by law to protect the health and safety of employees who are pregnant, have recently given birth, or who are breastfeeding. Protection on these grounds starts as soon as you know your employee is pregnant, so the assessment should be a made as a priority following notification of the pregnancy.

2. Explain your employee's right to time off for ante-natal care, and that except in the case of her first appointment, the employee must be prepared to show you evidence of such appointments.

3. Explain the time scales for notification and direct your employee to the information on maternity on the Personnel Services.

At the qualifying week (15 weeks before the baby is due)

1. Check that you have issued a Maternity leave plan (62kb) university for completion

Completing the maternity plan is not a legal requirement to be able to claim maternity leave and pay, but it will give you all the information which you will need. If you can go through the form with your employee it will help you to ensure that your employee also understands her entitlements and obligations. Make sure that you use the Maternity tables (975kb) to check the correct dates for the qualifying week.

2. Check that you have received a MAT B1 form to notify you that an employee is pregnant. N.B. academic staff must send their MAT B1 forms to the divisional contacts.

MAT B1 medical certificates are issued to pregnant women at approximately the 25th week of pregnancy. However, depending on appointment dates, the date the certificate is received could be a little later. You should ask your employee to give you her certificate as soon as she receives it.

3. Ensure that you have gone through the university maternity plan with your employee to make sure you are aware of:

• her intentions with regard to returning to work,
• the date of the expected week of childbirth (EWC), and
• her intended maternity leave start date.

When you have received the MAT B1 certificate you can, check the qualifying week dates on the maternity tables or if you wish, check with the payroll section to ensure that you have the right date for the qualifying week

4. Check that you have kept a copy of the maternity plan for your records and that you have given the member of staff a copy.

5. Check that you have acknowledged receipt of the plan with an acknowledgement letter within 28 days of receiving it.

6. Discuss the employees wishes regarding arrangements for keeping contact during the maternity leave.

7. Discuss the option of 'Keeping in Touch' days, what these might entail and how payment for these will be arranged.

28 days before the intended date of commencement of maternity leave

1. Ensure that you have an up to date record of all information relating to the employee's maternity leave.

2. Check that you have notified payroll about any changes in the start date notified to you by the employee.

3. Check that you have completed and sent a payroll notification form, together with the MAT B1 certificate to payroll so that they can calculate pay and leave entitlements.

4. Confirm with your employee her expected date of return to work.

Keeping in touch and KIT days

1. Keep in contact with the employee about any changes in the workplace or regarding their employment, as previously agreed with them.

2. If 'Keeping in Touch' (KIT) days are worked, ensure that the employee is notified well in advance of these and that payment is made, as appropriate.

Changes to return to work date

1. If the employee contacts you to request a change to a return to work date, ensure that you have been given 8 weeks notice of the new date and confirm the new date in writing within 28 days of the notification.

Return to work plan

1. Consider a return to work plan, it can be difficult for an employee to return to work after a long break

Flexible working requests

1. Give serious consideration to any request for flexible working