How to deal with a Maternity Leave Request

All pregnant employees are entitled to statutory maternity leave. Managers should follow set procedures to ensure that the expectant mother is notified of her entitlements and leave arrangements, and that due consideration is given to her health and safety in the workplace.

Notify

•Employees are encouraged to notify their manager that they are pregnant as soon as possible, however they have the right to wait until the 15th week before the expected week of childbirth.

•Notification should be in writing, and pregnant employees are required to submit a MATB1 form as confirmation of their pregnancy.

Assess

•Upon receiving notification that an employee is pregnant, conduct an assessment of any health and safety risks to the employee and their baby as soon as possible.

•Ensure that a copy of the risk assessment is shared with the pregnant employee and that it is reviewed and updated throughout the pregnancy.

Confirm

•Formally confirm with the employee the arrangements for her maternity leave, including the date she would like it to start, what maternity pay she is entitled too, the impact on her benefits, when accrued holiday will be taken, and how often you will keep in touch whilst she is on maternity leave.

•Confirm with the employee that she is entitled to take reasonable paid time off work to attend ante-natal appointments, without any requirement to make up the time.

Consider

•Consider what arrangements need to be made prior to the employee going on maternity leave, this may include arranging temporary cover for her period of absence, and notifying payroll of her maternity leave, pay entitlements and dates.

Entitlement

Pregnant employees are entitled to up to 52 weeks’ maternity leave regardless of length of service. Entitlement to 39 weeks’ statutory maternity pay is subject to qualifying criteria. The employee should submit a MATB1 form as confirmation of their pregnancy. The law requires that employees take a minimum of 2 weeks maternity leave immediately following the birth.

Keeping in Touch

Employees are entitled to work for up to 10 days during their maternity leave. These are known as Keeping in Touch (KIT) days and can only be worked by mutual agreement. The type of work to be carried out and the duration should be agreed in advance.

This document was commissioned by the National Association of Local Councils (NALC) in 2019 for the purpose of its member councils and county associations.

Every effort has been made to ensure that the contents of this document are correct at time of publication. NALC cannot accept responsibility for errors, omissions and changes to information subsequent to publication.

This document has been written by the HR Services Partnership – a company that provides HR advice and guidance to local (town and parish) councils. For more information about their services, contact them on 01403 240 205.

© NALC 2019