Everything Employers Need to Know about Maternity Leave and Pay in the UK

Maternity leave and parental leave

How long is maternity leave? Can parents of all genders take parental leave? What is parental leave pay (and how much is it)? And what are the parental leave rules – including maternity and paternity leave entitlement? This blog post answers these and many more commonly asked questions to do with maternity leave, parental leave and maternity and paternity leave pay in a way that helps businesses understand their obligations, deadlines and responsibilities.

Handle maternity leave the easy way and manage deadlines as well as taxes with Personio. Learn more here.

The Basics

How Long is Maternity Leave?

Maternity leave can normally last up to 1 year – but it’s broken down into two parts: ordinary maternity leave (the first 26 weeks) and additional maternity leave – which lasts for another 26 weeks. Mothers are required to take four weeks’ leave after their baby is born (or four weeks if they work in factory) – but beyond that, it’s up to them.

Employees can usually start the maternity leave period up to 11 weeks before the expected date of childbirth – or the day after the birth, if the child is early. And if employees are off work for a pregnancy-related illness four weeks before, then their maternity leave will begin at that point.

Is Parental Leave Just for Mothers?

Just as the definition of a parent has changed over time (same-sex partners can be parents too), neither is parental leave just for mothers. Employees don’t have to have had the baby themselves, either (those who have had a child with a surrogates and adoptions are entitled to parental leave, too). As this BBC news article explains it, “The rights apply to parents in work, including those who are adopting, same-sex couples, co-habiting couples, and couples bringing up a child together even if the baby is from a previous relationship.”

Handle Maternity Leave the Easy Way

Manage maternity leave with Personio

Personio automatically calculates the legally required maternity protection period and helps you manage the maternity protection.

Who Can Take Leave, When?

The rules are a bit complicated but, in essence, ‘Shared Parental Leave’ (SPL) as it is called, allows parents to split the leave time between them. They can also be entitled to receive Statutory Shared Parental Pay (ShPP). According to the gov.uk site:

  • You can share up to 50 weeks of leave and up to 37 weeks of pay between you.
  • You need to share the pay and leave in the first year after your child is born or placed with your family.
  • You can use SPL to take leave in blocks separated by periods of work, or take it all in one go. You can also choose to be off work together or to stagger the leave and pay.

However, employees do need to meet eligibility criteria (which are different for birth parents and adoptive parents) and more importantly from the perspective of those in HR, they also need to give notice to their employers as well as meet ‘length of employment’ criteria. Specifically, parents wanting to take SPL or ShPP must “have been employed continuously by the same employer for at least 26 weeks by the end of the 15th week before the due date”.

They can split SPL up into 3 separate blocks of leave, if they choose, and if they want to come back to work at a different date to what you originally agreed, that’s okay, but only if they give you at least eight weeks’ notice. You can also ask for the birth certificate and details of their partner’s employer.

How Much Money Are Employees Entitled to?

According to gov.uk, Statutory Maternity Pay is only paid for up to 39 weeks. Employees receive 90% of their average weekly earnings (before tax) for the first 6 weeks then £148.68 or 90% of their average weekly earnings (whichever is lower) for the next 33 weeks. The last 13 weeks (if they decide to take it) will be unpaid. (If taking ShPP they only earn the lower amount of 90% of their pay or £148.68).

It is possible for your company to choose to pay more than Statutory Maternity Pay, if you want. According to the Money Advice Service, “Some employers might offer occupational maternity pay, sometimes known as contractual maternity pay.”

The Terminology: Summarized

The Rules: What Employees Must (and Must Not) Do

The Rules Around Statutory Maternity Leave

When applying for Statutory Maternity Leave (SML) employees need to tell their employers at least 15 weeks before their due date (or as soon as possible if they didn’t know they were pregnant). You can require them to provide notice of SML in writing, but you must reply within 28 days. They also need to tell you when they want to start their Statutory Maternity Leave and Statutory Maternity Pay.

Interestingly, the people who work for you only qualify for SML if they’re an employee, not a ‘worker’ and they provide the correct amount of notice, but they are always entitled to take SML: It doesn’t matter how long they’ve been working for you, the government allows them to take SML regardless. Also, somewhat strangely, employees don’t necessarily have to provide proof of pregnancy if they’re asking for Statutory Maternity Leave, but they do have to provide proof if they’re applying for Statutory Maternity Pay.

The Rules Around Statutory Maternity Pay

For Statutory Maternity Pay (SMP)employees are also required to give at least 28 days’ notice, but they also have to earn, on average, at least £118 a week and must have worked for your continuously for at least 26 weeks before the day they have to inform you about their pregnancy (i.e. the 15th week before the expected week of childbirth).

When asking for SMP, they need to provide proof that they’re pregnant – in the form of a letter from their doctor or midwife or an MATB1 certificate. Without proof of pregnancy they cannot get SMP. Once they have provided this you must respond within 28 days and tell them how much Statutory Maternity Pay they will receive and when it will start and stop.

However, employers can also decide that employees are not eligible for SMP. There’s a form called SMP1. It has to be provided within seven days of an employee’s request to get Statutory Maternity Pay and you will need to explain why employees are not eligible, if this is the case. If they’re not eligible for SMP they might be able to get Maternity Allowance from the government instead. This is available to people who are employed but not eligible for SMP, are self-employed, or who have recently stopped working.

This maternity planner, provided by the gov.uk site helps employees work out when they must claim their maternity leave.

Ensure that Rules Are Followed

Personio helps you manage maternity leave and parental leave. Document relevant information in onlyone tool and be sure to always meet all legal requirements.

Employees Rights While on Leave

Be aware of employee rights while on leave:

  • For example, they can work for 10 paid ‘Keeping in touch days’ (KIT): But only if you agree this with them.
  • Don’t forget that they do continue to build up holiday entitlement and can take any holiday they’ve accrued (built up) before or after the maternity / paternity / adoption / shared parental leave.
  • They have the right to ask you to consider flexible working. You don’t have to say yes.
  • They are also entitled to earn leave in lieu of bank holidays, if they are normally entitled to take these as leave in addition to their standard annual leave.
  • They have the right to return if they take paternity leave, only 26 weeks of maternity / adoption / shared parental leave (if that’s taken between both parents), or 4 weeks or less of unpaid parental leave. If the employee takes more leave they’ll still have the right to their job or a similar job (with the same or better terms and conditions).
  • They have the same redundancy rights during all parental leave.
  • According to the Citizens Advice Bureau they are also entitled to pay reviews, a pension (this may change at 26 weeks), bonuses (depending on how their bonuses are normally calculated).
  • They have the right to paid time off for any antenatal appointments made on the advice of registered medical practitioners, midwives or health visitors.

Other Employee Rights that Are Sometimes Ignored

  • Don’t forget about health and safety risks. Pregnant mothers should not be exposed to heavy lifting, standing or sitting for long periods without a break, working long hours or being exposed to toxic substances.
  • It is also against the law to discriminate against an employee (or prospective employee) because of them being pregnant. This includes asking job candidates questions of a personal nature, and ensuring that employees are not being subjected to offensive comments or behavior.
  • ACAS also recommends that there is a place provided for a breastfeeding mother to sit (not a toilet).
  • They also have the right to protection against unfair treatment, discrimination or dismissal.

Things Employees Must Not Do

  • Employees cannot work for more than 10 ‘keeping in touch’ days unless they want to lose some of their maternity benefits.
  • They can’t take time off for antenatal appointments until they’ve told you about the pregnancy.

Unexpected / Unusual Rules

There are also a few interesting rules relating to parental leave and pay. For example, if a baby dies or is stillborn after the 24th week employees still qualify for leave or pay. It is a legal requirement that an adoptive parent getting Statutory Adoption Pay must take at least two weeks’ adoption leave although they can’t get SPL (but they might be able to get ‘Statutory Adoption Leave and Pay’ instead).

And the rules around Shared Parental Leave allow parents to take much shorter blocks of leave, if you agree – as long as they take at least one week at a time. For example they could work every other week during a 12-week block, using a total of six weeks of their Shared Parental Leave. Lastly, if a mother is jailed she can’t get Statutory Maternity Pay. And it won’t restart when she is discharged. (Although hopefully your employees won’t be at risk of this extreme example!).

Conclusion and Suggested Next Steps

While having an employee off work to have or adopt a baby can be stressful for employers, it can also be an opportunity for employers to demonstrate their commitment to their employees. A caring, welcoming attitude towards staff goes a long way.

However, regardless of your company’s approach to parental leave – be sure that you keep track of all the relevant documents. You might find that HR document tracking software can be incredibly helpful for your organisation, especially to ensure that the rules are followed and documented!

Easily Manage Relevant Documents

 

More Time for HR Tasks You Love

No more paper files , no more chasing for right documents: In Personio, you can save and manage all relevant documents needed for maternity leave in only one tool.

Disclaimer:

We would like to draw attention to the fact that our web offer is for non-binding information purposes only and does not constitute legal advice in the actual sense. The content of this offer cannot and is not intended to replace individual and binding legal advice that addresses your specific situation. In this respect, all information offered is without guarantee of accuracy and completeness.

The contents of our website – especially the legal articles – are researched with the utmost care. Nevertheless, the provider cannot assume any liability for the correctness, completeness and topicality of the information provided. In particular the information is of a general nature and does not constitute legal advice in individual cases. For the solution of specific legal cases, please consult a lawyer.