When an employee informs you that they are pregnant, they should do so at least 15 weeks before the baby is due and they must inform you of when they want to start their maternity leave.
Statutory Maternity Leave is 52 weeks and is made up of the first 26 weeks being Ordinary Maternity Pay and the second 26 weeks being Additional Maternity Pay. Employees don't have to take 52 weeks of Maternity Leave.
Statutory Maternity Pay is payable for up to 39 weeks.
To pay Statutory Maternity Pay you need to create a pay run. Select the employee that is due the SMP from within the payrun and click the blue "actions" button. You will then need to select "pay statutory leave" as pictured below.
Once you have done this you need to select the statutory leave category - Statutory Maternity Leave from the drop down menu. You will then get the following screen.
Here you will need to fill in:
Baby's due date: Enter the date the baby is due to be born.
Start Paying SMP: This is the very first date that SMP is going to start being paid. This needs to be entered for the first pay run only and then the system holds onto the calculation for the next pay run. It only needs to be populated once. When you go into the pay run for the next period it populates the from and to date for the next batch of SMP payment.
If you have migrated payroll systems or have already paid SMP then you will need to tick the box SMP already paid and also ensure that you enter the date that you started paying SMP in the Start Paying SMP date field.
Weeks to Pay: Here it shows the number of SMP weeks payable.
Set Employer Pension Protection: Whilst the employee is on maternity leave they receive the same benefits as they would if they were at work, this includes employer's pension contributions. To facilitate this you need to tick the box to calculate the amount of pension you are going to be paying per pay schedule. You can check how much you have previously paid by checking prior pay runs.
Manually enter Average Weekly Earnings: This would generally only be used if you began paying SMP from a prior payroll platform. You can tick this box and you will be able to enter the average weekly earnings gross figures.
Once you have filled in the above information you need to click "Check Eligibility". You will then see if the employee is eligible. The below screen shows you an eligible employee.
You can view the log of eligibility by clicking on the blue high lighted words "View log".
The amount of SMP to pay will show in the field under the log.
You will then need to decide which action you are going to take:
Pay only Statutory amount: will just pay SMP and reduce the earnings in the pay run.
Reduce earnings by statutory amount: will pay the SMP and earnings but reduce the earnings by the SMP amount so in effect the employee is getting their normal pay made up of SSP and earnings.
Add Statutory amount to earnings: will pay SMP on top of earnings.
When you have selected the action press "Apply" and the SMP will be added to the pay run.
Keeping In Touch (KIT) days are days that an employee can work while on Maternity leave and get paid for, for up to 10 days. These days are not compulsory and both the employee and employer should agree the arrangements of them including the pay and the type of work to be carried out. To see how to pay Keeping in Touch Days click here.
If you choose not to pay SMP, tick the box and then select the reason that you are choosing not to pay from the drop down menu underneath the tick box. You will have the below options to choose from.
If you have chosen not to pay SMP when you finalise the pay run you will need to go to the employee's leave balance on the employee details page and click on the link SMP1 form. The link will take you to the Jobcentre Plus Statutory Maternity Pay form. This should be completed and given to the employee with the original Maternity Certificate MAT B1 that she gave to you to enable her to apply for Maternity Allowance.
To view your Statutory Maternity Pay NI Deductions Summary go to Reports > P32 Report > then click on NI Deductions Summary tab.
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