COMMUNICATION WORKERS UNION	Tuesday, 31 October 2006 A website for CWU Counters members in the North
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Agreements

Maternity Policy Employee Guide – Post Office Ltd

An Introduction

Congratulations on your expected arrival!

This guide aims to help answer any questions that you may have during your pregnancy and also following the birth of your baby. It has been compiled with the help of those who have experienced our maternity arrangements themselves and it covers subjects such as your entitlements to leave and pay and the choices that are available to you when returning to work.

The guide is intended for individuals with an expected date of childbirth of 01 April 03 or later.

You obviously will have a wealth of things to prepare and think about between now and the birth of your child, and we hope that the guide will answer many of your questions. It is not always possible to cover every eventuality, and you should contact The Human Resources Service Centre on 0845 6016260 for further advice and guidance.

Remember too that you can also contact your local Employee Health Adviser or Employment Service Advisor for advice. Details are available from The Human Resources Service Centre.

When you cease to work on account of pregnancy you are entitled by law to receive leave and / or pay and, if you so wish, to return to work. In addition to the entitlements covered by legislation, employees who intend to return to work may qualify for the more generous entitlements of Post Office Ltd paid maternity leave.

Employees fall into several categories for the purpose of determining entitlements to maternity leave and pay, based mainly on length of service. Sections 3 to 5 provide details of the entitlements you can expect to receive, and the remaining sections contain further information you may find useful during your pregnancy and in planning any return to work.

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Mechanics of Maternity Leave and Pay

The amount of maternity leave and pay you are entitled to will depend upon your length of service. There are two type of maternity leave :

1. Ordinary Maternity Leave

2. Additional Maternity Leave.

The pay you receive will be based on either :

1. Post Office Ltd Maternity Pay (i.e. full pay)

2. Higher Rate Statutory Maternity Pay (i.e. 9/10^th Full Pay)

3. Ordinary Statutory Maternity Pay (i.e. statutory amount)

4. Maternity Allowance (i.e. statutory amount claimed from Benefits Agency)

You should put the intended start date of your maternity leave in writing to your line manager and the Human Resources Service Centre by the 15^th week prior to the date of confinement, along with your anticipated date of return. You will be asked to produce a certificate of pregnancy (MAT B1) stating the expected date your baby is due. Maternity Leave and pay can begin at any time after the start of the 11^th week before the week the baby is due. However, if you take sick leave because of your pregnancy and there are fewer than four weeks before your baby is due, you will be deemed to be on maternity leave and immediately entitled to maternity pay.

In response to your letter, the Human Resources Service Centre will :

1. Acknowledge your intended start date
2. Outline the expectation of your return to work
3. Confirm your expected date of return

Should any of this information change you must provide a minimum of 4 weeks notice to Post Office Ltd.

Whilst it will normally be convenient for paid maternity leave to commence 4 weeks before the expected week of birth, you may vary the start date to suit your own convenience provide that the paid leave does not commence earlier than 11 weeks before the expected week of confinement.

When you return to work, it will be to your previous job where practicable or to an alternative job usually at the same grade. You would lose your right to return to work if you unreasonably refuse the offer of a suitable alternative job.

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How to work out your entitlement

The flowchart below shows how you can work out your Maternity Leave and Pay entitlement. You will see that the entitlements are based on length of service and fall into 3 categories.

1. 1 years service or more entitles you to full Post Office Ltd benefits (see section 4)

2. 26 weeks service or more entitles you to Statutory Maternity Leave and Statutory Maternity Pay (see section 5)

3. Less than 26 weeks service entitles you to Statutory Maternity Leave and , where applicable, Maternity Allowance (see section 6)

PROCESS TO IDENTIFY MATERNITY LEAVE AND PAY ENTITLEMENTS

*The qualifying week is the 15^th week prior to the expected date of childbirth

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Post Office Ltd Paid Maternity Leave and Pay (including Statutory Maternity Pay)

Post Office Ltd Maternity Leave and Pay is eligible for all Post Office Ltd employees with one year’s service prior to the commencement of maternity leave. You will be eligible for paid maternity leave regardless of status or, if part-time, the number of hours you work.

The pay you can expect to receive during Post Office Ltd paid maternity leave will normally be your ordinary rate of pay for the first 26 weeks (including any allowance payable during sick leave) minus the amount of any social security benefits and any Earnings Related Supplement which you are entitled to claim.

If, however, it would be more favourable, statutory maternity pay may be paid to you for the first 6 weeks instead. Post Office Ltd maternity pay is paid inclusive of any Statutory Maternity Pay entitlement.

Maternity pay will be allowed independently of any entitlement to sick pay you may have and will not reckon against that entitlement. However the right to paid maternity leave does not mean that employees who would not otherwise be eligible for sick leave would now receive paid sick leave; neither may sick pay be claimed in respect of any period for which maternity pay is due. If you cannot produce a medical certificate of illness but nevertheless wish to stop work more than 11 weeks before the expected week of birth, you may be allowed Special Leave C (unpaid) until such time as your paid maternity leave is due to start.

However, if you take sick leave because of your pregnancy and there are fewer than 4 weeks before your baby is due, you will be deemed to be on maternity leave and immediately entitled to maternity pay.

If you wish to take a further 26 weeks Additional Maternity Leave. this should be outlined in your notification (28 days prior to the date on which you intend to commence maternity leave).

Should you wish to return to work you must do so before or at the end of the 26 week period or you will lose your right to return to work unless the 26 weeks Additional Maternity Leave has been pre-arranged.

It is important that your put the details of your maternity leave in writing to your line manager and the Human Resources Service Centre by the 15^th week prior to the expected date of childbirth, along with your anticipated date of return. Once you have provided this information Post Office Ltd will require 28 days advance notice of any changes.

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Statutory ‘Ordinary’ Maternity Leave and Pay

If you have been continuously employed by Post Office Ltd for 26 weeks or more at your qualifying week (i.e. after the 15^th week before the expected week of the birth of your baby) you will be entitled to Statutory Maternity Pay (SMP).

If you qualify for SMP you will receive :

1. 26 weeks SMP provided that you leave work before the birth and you do not return before 26 weeks are taken

2. the higher rate of SMP ( 90 per cent) of earnings for the first 6 weeks of your maternity leave (where this is higher than the lower rate of SMP), and

3. for the remaining 20 weeks the lower or ‘standard’ rate of SMP ( please contact the Transaction Services for the current details).

You should provide notice to your line manager and the Human Resources Service Centre (no later than the 15^th week before your expected date of child birth), of the date on which you intend your leave to commence from work and your anticipated date of return. You will be asked to produce a certificate of pregnancy (MAT B1) stating the expected date your baby is due. As with Post Office Ltd paid Maternity leave, Statutory Maternity Leave and pay can begin at any time after the start of the 11^th week before the week the baby is due. However, if you take sick leave because of your pregnancy and there are fewer than 4 weeks before your baby is due, you will be deemed to be on maternity leave and immediately entitled to maternity pay.

If you wish to take a further 26 weeks Additional Maternity Leave. this should be outlined in your notification to the business of your intention to take maternity leave.

Requests regarding any changes to the Maternity Leave, expected date of return or Additional Maternity Leave must be made 28 days in advance (unless it is unreasonable to do this).

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Statutory ‘Ordinary’ Maternity Leave plus Maternity Allowance

If you have been employed by the Post Office for less than 26 weeks at the 15^th week before the expected week of your confinement you will be entitled to up to 26 weeks leave. By law, two of the 26 weeks leave must be taken to cover the time immediately after the birth.

You will not qualify for Post Office Ltd paid maternity leave or for Statutory Maternity Pay. However you may be entitled to Maternity Allowance. If you are eligible for the Maternity Allowance you will have to claim it personally from the Benefits Agency (BA). The allowance is paid by the BA for a maximum of 26 weeks. You will not qualify to take Additional Maternity Leave after the Ordinary Maternity Leave has expired.

You should provide notice to your line manager and the Human Resources Service Centre (no later than the 15^th week before your expected date of child birth), of the date on which you intend your leave to commence from work and your anticipated date of return. You will be asked to produce a certificate of pregnancy ( MAT B1) stating the expected date your baby is due. When the Human Resources Service Centre receive this, they will forward a SMP1 form for you to complete and send to the Benefits Agency to claim the Maternity Allowance.

Maternity Leave cannot be taken earlier than 11 weeks before the week your baby is due. However, if you take sick leave because of your pregnancy and there are fewer than 4 weeks before your baby is due, you will be deemed to be on maternity leave.

Requests regarding any changes to the Maternity Leave, expected date of return or Additional Maternity Leave must be made 28 days in advance (unless it is unreasonable to do this).

Should you wish to return to work you must do so before or at the end of the 26 week period or you will lose your right to return to work. Absence from work may continue beyond the 26 week period on health grounds if a medical certificate is produced (normal sick pay rules will then apply).

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To return or not to return?

If you are certain that you wish to return

You may have already decided that you want to return to work. If so you should write to your line manager and the Human Resources Service Centre no later than the 15^th week prior to the expected date of childbirth.

Other options

You may find that you are not sure whether or not you wish to return after your maternity leave. If you wish to discuss the various options available please speak with your line manager or contact the Human Resources Service Centre.

Some of the options which may be available to you are:

Career Break Scheme

This enables employees to take time off up to a maximum of five years, for a number of reasons including the care of their young children. There are eligibility requirements. If you are interested, and have over one year’s service, you should contact the your local Employee Support Team for details. Career breaks are granted at the discretion of Post Office Ltd.

Job Share

This is where one full-time job is shared between two or more employees. Pay, holidays and benefits are also divided. For further details contact the Human Resources Service Centre and discuss with your line manager.

Part-time working / Term time working

In certain jobs it may be possible for you to return on a part-time basis or for your hours to be linked to school term times. Again the Human Resources Service Centre will have details of the scheme and you should also discuss any such possibilities with your line manager.

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Deferred Resignation

In order to safeguard your position, an employee who does not intend to return to work after childbirth may defer her resignation until after the birth of her child. If you defer your resignation you will be given Special Leave ‘C’ and, if entitled, paid Statutory Maternity Pay (see sections 4-6) Should you in fact resume work after the birth and qualify for Post Office Ltd paid maternity leave, further pay will be allowed retrospectively.

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Other entitlements connected with your pregnancy.

Time Off For Ante-Natal Care

Whilst you are pregnant and if on the advice of a registered medical practitioner, registered midwife or registered health visitor, you make appointments to attend a clinic etc. for ante-natal care you will be allowed time off, without loss of pay, to enable you to keep those appointments provided you tell your local manager, and show him or her your appointment card.

Time Off For Post-Natal Care

After returning to work you may be allowed time off with pay to attend appointments with a registered medical practitioner, midwife or health visitor. Again you need to show your appointment card to your line manager.

Free Prescriptions

As soon as you find out that you are pregnant you are entitled to free prescriptions. You should ask your GP or midwife to give you form FW8 and send it to your local Family Practitioner Committee whose address should be on the form. You will then be issued with an exemption certificate.

Dental Charges

You are also entitled to free dental treatment. Tell your dentist when you go for treatment and you will be issued with an exemption certificate.

Both free prescriptions and dental care continue until your child is one year old.

Child Benefit

Once you have registered the birth of your child and have a birth certificate you can claim Child Benefit from the Benefits Agency.

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Important health considerations

German Measles

Although we appreciate that having a baby is your concern and that it is up to you when you decide to let us know about your pregnancy, there are some good health reasons why you should inform your manager quite early in your pregnancy.

You may already know that it is vital that you should not contract German Measles during the early months of pregnancy. It is therefore our policy that the Human Resources Service Centre must be notified immediately when it is known that a woman in the first 4 months of her pregnancy is working in the same room as an employee who has been in contact with a case of German Measles.

Unless you have been told by your ante-natal clinic that you are immune you should, therefore, in the interests of your unborn child, let your manager know as early as possible that you are pregnant so that these precautionary measures may be taken where necessary without delay. Your manager should notify the Human Resources Service Centre as they would be aware of anyone who has recently contracted German Measles.

Reduce Health Risks

Post Office Ltd has a responsibility to ensure that pregnant women, and those who have recently given birth or are breast feeding, are not exposed to health risks whilst at work. Should you feel that your job or working environment may not be conducive to your health then you should contact the Human Resources Service Centre and / or your Health and Safety manager at once. In some cases temporary changes to working conditions or hours may be necessary. A risk assessment must be carried out, details of which can be found in the Health and Safety Manual.

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Useful contacts

Human Resources Service Centre Tel: 0845 6016260

Post Office

FREEPOST NWW1675A

SALFORD

M5 9JB

In addition, the following organisations may be useful to you either now or in the future:

Benefits Agency

Addresses and telephone numbers of local offices can be found in the Business pages of the telephone book.

The Parents at Work Association

45 Beech Street, Barbican, LONDON, EC2Y 8AD

Tel: 0207 628 3578

Offers support to working parents via a network of local support groups. Provides information on how best to find suitable childcare and will give local contacts plus advice on how to set up a support group.

National Council For One Parent Families

255 Kentish Town Road, LONDON, NW5 2LX

Tel: 0800 0185026

Offers information and advice to one parent families. Send SAE for further details including information on local groups.

The National Childbirth Trust

Alexandra House, Oldham Terrace, Acton, LONDON, W3 6NH

Tel: 08704 448707

or visit the website atpregnancyandbabycare.com

Offers information and support on pregnancy, childbirth and the early stages of parenthood and provides local support groups.

Wellbeing

27 Sussex Place, Regents Park, LONDON, NW1 4SP

Tel: 0207 262 5337

or visit the website at wellbeing.org.co.uk

A research charity dealing with many of the problems of pregnancy and birth. Send a large SAE for fact sheets giving details of your query.

National Childminding Association

8 Masons Hill, Bromley, Kent, BR2 9EY

Tel: 0208 464 6164

or visit their website at www.ncma.org.uk

Offers help, advice and information on how to find a registered childminder in your area. Ring or write to them for advice.

Pre School Learning Alliance

69 Kings Cross Road, London WC1X 9LL