1Obtain MAT B1 form from employee
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
- 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.
1.1Share MAT B1 form with payroll department
Finance need this in order to pay the employee Statutory Maternity Pay during Maternity Leave.
2Draft Maternity Leave & Entitlements Letter
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.
2.1Work out the earliest date the maternity leave can begin
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
Email Subject: Maternity Leave & Entitlements
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.
3.1Receive confirmation from the employee
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
3.2Notify payroll and employee's line manager of employees requests
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
Failure to notify, could result in the wrong maternity pay being issued
4Create and issue inventory
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.
4.1Obtain signed inventory
Employee to sign and return the inventory before maternity leave commences
4.2Obtain any company property that you do not wish the employee to take on maternity leave
i.e. laptops, tablets, keys etc.
5Remember to keep in touch with the employee, as agreed in step 3.1
6Add bank holidays accrued to the Holiday Site
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
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.
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.
Add a link to your 'employee leaving' template here!