Maternity Leave - UK

HR - Process Bliss

All you need to run a successful maternity leave process - correct as of 25th July 2019.

This process features on our list of 25 processes every business needs.

1Obtain MAT B1 form from employee

Importance: Essential

The pregnant employee must produce a MAT B1 form after their 20 week midwife appointment.

The MAT B1 (Maternity Certificate) form is a form issued and signed by the midwife stating the pregnant persons:

- Full Name
- Address
- DOB
- National Insurance Number
- Expected week of child birth
- Date of examination
- NMC Personal ID Number
- Signature of the midwife

This certificate must be presented in order to claim Statutory Maternity Pay or Maternity Allowance.

Upload complete MAT B1:

1.1Share MAT B1 form with payroll department

Importance: Essential

Finance need this in order to pay the employee Statutory Maternity Pay during Maternity Leave.

2Draft Maternity Leave & Entitlements Letter

Importance: Essential

You are required by law to write to the employee, confirming their maternity leave & entitlements.

Use the letter template and fill in the blanks with the correct information.

The MAT B1 form has some info on it that you may need to refer to.

Maternity Leave & Entitlements Letter Template.docx
Upload drafted letter:

2.1Work out the earliest date the maternity leave can begin

Importance: Essential

The earliest that maternity leave can start is the beginning of the 11th week before the expected week of child birth.

Use gov.uk/plan-maternity-leave to work out the earliest date that the employee's maternity leave can commence.

The expected week of child birth can be found on the MAT B1 (Maternity Certificate) form.

3Issue the Maternity Leave & Entitlements Letter

Importance: Essential

Email Subject: Maternity Leave & Entitlements

Dear_____________________

Thank you for informing the company of your pregnancy and providing your MAT B1 certificate.

Please find attached a letter confirming your maternity leave and entitlements.

Please confirm the following in writing.

- the date you wish to commence your maternity leave
- the duration you would like to take maternity leave for/return to work date
- how you would like the company to 'keep in touch' with you

If you have any questions, then please let me know.

Upload a copy of the signed letter:

3.1Receive confirmation from the employee

Importance: Essential

Employee to confirm:

- the date they wish to commence their maternity leave
- the duration they would like to take maternity leave for/return to work date
- how they would like the company to 'keep in touch' (KIT) with them

KIT method (phone/email):
How often to KIT (weekly/monthly):
Employee KIT contact details:
Duration of leave:
Commencement of leave:

3.2Notify payroll and employee's line manager of employees requests

Importance: Essential

Let payroll know for commencement of maternity pay and the line manager so they can plan around the employee's leave.

- the date the employee wish to commence their maternity leave
- the duration the employee would like to take maternity leave for/return to work date
- how the employee would like the company to 'keep in touch' with them

3.3Keep payroll and employee's line manager informed of any changes to the maternity leave and KIT arrangements

Importance: Essential

Failure to notify, could result in the wrong maternity pay being issued

4Create and issue inventory

Importance: Optional

Complete an inventory list, writing in any company property that will be taken home by the employee during their Maternity Leave i.e. laptops, tablets, keys etc.

Inventory Template.docx

4.1Obtain signed inventory

Importance: Optional

Employee to sign and return the inventory before maternity leave commences

Upload signed inventory:

4.2Obtain any company property that you do not wish the employee to take on maternity leave

Importance: Optional

i.e. laptops, tablets, keys etc.

5Remember to keep in touch with the employee, as agreed in step 3.1

Importance: Essential

6Add bank holidays accrued to the Holiday Site

Importance: Essential

When an employee is on maternity leave they accrue the bank holidays they have missed while on leave.

Add a link to you holiday site here!

7Conduct a return to work meeting

Importance: Optional

When an employee returns to work, it is a good idea to welcome them back with a return to work meeting to inform them of any structure change, agree the work task they will be set etc.

8If the employee wishes to change their working hours or employment contracted terms when returning to work for maternity leave - please refer to your 'flexible working request' template.

Importance: Optional

Add a link to your 'flexible working request' template here!

9If the employee decides not to return after maternity leave - please refer to your 'employee leaving' template.

Importance: Optional

Add a link to your 'employee leaving' template here!

Try Process Bliss for free

Start your free trial today.