Cornwall, Devon, Dorset Police Alliance: Frequently Asked Questions

It is important that you speak to your line manager as soon as possible. This is particularly important, as they are best placed and equipped to offer and provide you with the support you may require over throughout your pregnancy.

In most cases, it is preferable to follow up any conversation in writing to your line manager as soon as possible. A Notification of Intention to take Maternity Leave will need completing after week 21 of your pregnancy. This will enable your line manager to immediately instigate their responsibilities

If you know when you intend to commence your maternity leave period, please take the opportunity to complete and submit your Notification of Intention to take Maternity Leave Form, as soon as possible. Please note this form should be submitted no later than the 25th week of the pregnancy to ensure entitlement for Statutory Maternity Pay (SMP) is processed.

Please see the Maternity Leave Step by Step for guidance on the process, additional information and relevant forms for completion.

It is important that you speak to your line manager as soon as possible. This is particularly important, as they are best placed and equipped to offer and provide you with the support you may require in the course of the adoption process.

In most cases, it is preferable to follow up any conversation in writing to your line manager as soon as possible. A Notification of Intention to take Adoption Leave will need completing within seven days of the issue of the Matching Certificate/Parental order/Local Authority notification (or as soon as reasonably practicable). This will enable your line manager to immediately instigate their responsibilities

Please note: in exceptional circumstances, where it is not reasonably practicable for the individual to give seven days’ notice, the notice should be given as soon as possible. The individual must give at least 28 days’ notice of the date on which adoption leave is to commence, to qualify for Statutory Adoption Pay. This may vary where the period from matching to placing the child is less than 28 days.

Please see the Adoption Leave Step by Step for guidance on the process, additional information and relevant forms for completion.

Your MATB1 with your Notification of Intention to take Maternity Leave form needs to be forwarded to the relevant HR Operations – Admin team (either Dorset or D&C) who will update your employment record accordingly. They will then provide the Payroll Team with your MATB1 so that it can be used as confirmation when calculating your maternity pay.

The earliest that you can start your maternity leave is 6 months into the pregnancy.

The earliest that you can start your adoption leave is 14 days before the date the child starts living with you (date of placement).

It is important that you keep your line manager informed on the progress of your pregnancy. In addition, you will need to inform HR and Payroll of an early birth so that your statutory maternity pay will be adjusted according to the date of the birth, but Police maternity pay will remain due the day after the date put on the MATB1 form.

Your maternity leave must start as per the date stated on the MATB1 at the latest.

In order for you to qualify for Statutory Adoption Pay, you must give the Force notice at least 28 days' notice of the date on which adoption leave is to commence. It is however appreciated this may vary where the period from matching to placing the child is either a) less than 28 days or b) you experience problems in the placement.

In such cases, you should discuss any concerns with your line manager and the HR Operations - Admin team as soon as the delays become known.

The minimum period you can be off for is 2 weeks, but you can have up to 15 months however you can only have 12 months off after the birth of the baby. You can be in receipt of pay for up to 39 weeks. From week 40 until your return to work, is classed as unpaid maternity leave.

There are 2 different options which are made up in the following ways, 26 weeks full pay followed by 13 weeks Statutory Maternity Pay (SMP) or 21 weeks full pay,10 weeks half pay and 8 weeks SMP. The total value equals the same amount payable for either option.

During Maternity leave you will continue to be paid monthly. Normally you receive 12 equal payments of your annual salary. However, the pay during Maternity leave is calculated on the weekly / daily basis so you will see small changes to the monthly amount depending on whether it is a 28, 30 or 31 day month.

There are 2 different options - 26 weeks full pay and 13 weeks Statutory Maternity / Adoption Pay (SMP/SAP) only OR 21 weeks full pay, 10 weeks half pay and 8 weeks SMP/SAP. The total value equals the same amount payable for either option.

Maternity / Adoption pay is calculated including any contractual payments such as weekend and shift allowance. Weekend allowance should be claimed up to your last working day as the values of the previous 12 months claims will be calculated into the maternity / adoption pay. Please note there is no requirement to continue to claim weekend allowance once you have commenced your maternity / adoption leave.

You can be in receipt of pay for up to 39 weeks. From week 40 until your return to work, is classed as unpaid maternity leave.

There are 2 different options which are made up in the following ways, 26 weeks full pay followed by 13 weeks Statutory Maternity Pay (SMP) or 21 weeks full pay,10 weeks half pay and 8 weeks SMP. The total value equals the same amount payable for either option. The same applies to adoption leave and pay.

All payments made during leave are subject to normal Income Tax, national insurance and pensions contributions, and are taken at the appropriate rates.

All your voluntary deductions will continue until there is no pay to take the deductions from.

You will remain in the pension scheme during your leave unless you opt out and the normal rules of opting out will apply.

When in receipt of Statutory Maternity / Adoption Pay the pension contribution then becomes a percentage not the full pension amount as per normal salary.

If you do not 'Opt-Out' and go into a period of unpaid Maternity / Adoption leave, then you have the option to buy back the lost pension payments as if you had still been working. This results in not having a break in service on your pension record.

Payroll will contact you to confirm if you wish to buy back any lost pension.

You will continue to accrue annual leave entitlements, including public/bank holidays, whilst on maternity / adoption leave. Accrual is based on your hours immediately prior to the commencement of your maternity or adoption leave.

It should be noted that in circumstances where an your maternity/adoption leave does cross over two annual leave years, all accrued but untaken annual leave, from the point of the maternity/adoption leave period commencing and the end the annual leave year in which the maternity/adoption leave started, will also be carried forward for use at the end of the maternity/adoption leave period.

Other than in exceptional circumstances, normal carry forward procedure allows for a maximum of up to five working days (pro rata for part time) into the next leave year. You will be encouraged to use any annual leave accrued for the current leave year up to the point of your maternity or adoption leave commencing. This is particularly important in cases where the maternity or adoption leave period crosses over two annual leave years.

Where for operational/work related reasons it is not possible for you to take their accrued annual leave ahead of their maternity/adoption leave, and where the maternity/adoption leave period crosses over two leave years, the individual in these exceptional circumstances with the appropriate level of authorisation, will be allowed to carry forward all of the accrued but untaken annual leave from the year in which maternity/adoption leave commenced into the next annual leave year.  Please note: the carry forward also applies to leave for the purposes of public/bank holidays.  Please see below specific information on the management of police officer public/bank holidays.

When planning to return to the workplace following maternity or adoption leave, you should, with agreement of your line manager, look to take, in the weeks immediately following maternity or adoption leave and prior to return to work, any accrued but untaken annual leave outstanding from the period of maternity / adoption leave and the duration of the maternity / adoption leave period.

Where for operational/work related reasons this is not possible, you and your line manager must agree a plan to ensure additional leave carried forward is taken at the earliest opportunity.

Police officers with less than 15 years’ service must ensure that for each year where Police Regulation annual leave entitlement is less than the statutory 28 days, the appropriate number of public/bank holidays (including any substitute days) must also be taken as paid public/bank holiday leave to ensure the officer receives the correct statutory entitlement for the year in question.

All of these provisions can be carried forward, as per Force guidance.

A KIT / SPLIT day is designed to enable the parent to maintain contact and keep up to date with what has been happening in the workplace. They can also be used to attend training courses, meetings, complete a project.

A mother cannot work or use a KIT day within the 2-week period following the birth of their child; this includes any work performed at home. KIT days will also not be paid whilst an individual is in receipt of full maternity leave pay.

You are entitled to carry out up to 10 ‘Keeping in Touch’ (KIT) days without bringing your maternity leave to an end. There is no obligation to work these days and it will not affect eligibility for statutory or occupational maternity pay (SMP/OMP).

Any hours/days worked will be paid at the normal rate and be offset against SMP/OMP, as the combination must not exceed the individual’s normal pay. KIT days should be arranged, in advance, with the line manager; the individual should complete and submit a Keeping in Touch Days Request Form from the link on page 1 of the Step by Step. KIT days are for payment only not RRD / TOIL or Flexi.

The line manager must ensure that a completed ‘Keeping in Touch’ Days Form is submitted to Payroll, every time a KIT day is worked, to ensure you are paid on each occasion. Please ensure this is submitted prior to the 10th of each month to be captured in that months payroll.

Any work carried out on a day, constitutes a day’s work for the calculation of the 10 days under the regulations, however an individual shall be paid the appropriate rate and for the number of hours performed on that day.  For any hours worked as a KIT day you cannot earn more than your normal hourly rate. If you are in receipt of full pay, then you will not receive any pay. If you are in receipt of SMP then you will receive your hourly rate minus the SMP value for the hours worked

Please use the Keeping in Touch Days Request Form to request a KIT / SPLIT day, via your line manager.

If you resign during a period of maternity/adoption leave, when considering final pay arrangements, payment will be made for any accrued but untaken annual leave owed to the individual (including public/bank holidays) up to and including the last day of service. 

The average notice period is 4 weeks but this can depend on pay scale, please ensure you check this.

You should not be required to attend court whilst on maternity or adoption leave unless in exceptional circumstances. For example, where you are involved in a case which depends on your involvement. IN such circumstances, the Force will contact you to discuss arrangements and attendance, where possible.

In most cases, it will be the courts request and not that of the Force.

In most cases there is nothing you need to do. However, where you are serving or employed in a role which may require your services (e.g. prosecution statement, etc.), you will need to notify your line manager of any intention to leave the country. 

This will not inhibit your ability to travel, but instead, enable the Force to put in place appropriate provisions in your absence, where reasonably possible to do so.

A Return to Work from Maternity Leave form will be sent to you along with the letter outlining your maternity pay. This form needs to be completed in consultation with your line manager and returned to HR Operations - Admin at least 1 month prior to your return to work. What is referred to as return to work is the date you wish to stop maternity leave and start to receive full pay, this may not relate to the actual day you physically return to work as you may be taking annual leave prior to this date. The form does cover the difference in dates.

Statutory Maternity pay must be paid in full weeks so if your Maternity leave for example if it started on a Thursday you must finish your Maternity leave on a Wednesday. If you do not complete a week then the payment will be rounded back to the end of the previous full week and no payment will be made for the odd days.

This is dependent on the situation. It is vital that you discuss any changes to the circumstances pertaining to your return to with your line manager in liaison with HR Operations – Admin and Payroll so that there is no impact on your pay.

In normal circumstances, all individuals returning from a period of maternity or adoption leave, should seek to provide not less than 28 days’ notice of their intention to return to work.

It is the responsibility of your line manager, in liaison with yourself, to carry out a full risk assessment prior to your return to the workplace.

This will ensure they identify any post pregnancy/birth complications or adjustments that need to be made to the workplace environment or your working hours / conditions in order to support you back to work. It is important that you engage in this process so as to ensure the most appropriate level of support is put in place and any risks are identified / mitigated.

This responsibility will sit with a number of individuals.

You are responsible for ensuring you provide timely updates to your line manager, HR Operations – Admin and Payroll on the circumstances of your return to work, normally not less than 28 days prior to your return to work date.

HR Operations – Admin will ensure your employment record is updated to reflect your return to work and the Payroll Team will reinstate any normal pay arrangements.

Your line manager must also ensure the relevant Resource Management Unit, Duties or CMCU Resource Planning team are aware of your return to work, updating GRS or the applicable rostering system, as appropriate.

Line managers of operational officers and staff returning from maternity leave should ensure the returner is placed on ‘non-threshold’ for their first week back at work to enable them time to facilitate back into the workplace.

The line manager must finally ensure they reinstate any ICT access prior to your first day back. Details on who to email is within the relevant Step by Step procedural guidance.

When planning to return to the workplace following maternity or adoption leave, you should, with agreement of your line manager, look to take, in the weeks immediately following maternity or adoption leave and prior to return to work, any accrued but untaken annual leave outstanding from the period of maternity / adoption leave and the duration of the maternity / adoption leave period.

Where for operational/work related reasons this is not possible, you and your line manager must agree a plan to ensure additional leave carried forward is taken at the earliest opportunity.

If you resign during a period of maternity/adoption leave, when considering final pay arrangements, payment will be made for any accrued but untaken annual leave owed to the individual (including public/bank holidays) up to and including the last day of service. 

The average notice period is 4 weeks but this can depend on pay scale, please ensure you check this.

You should consider whether you require new uniform, including a potential assessment of their body armour, if applicable, and contact the applicable central stores, as required. Where this is not possible, you should liaise with your line manager regarding any uniform or kit you require to undertake your role. As part of your risk assessment, your line manager will also determine what is needed with you and what is appropriate pertaining to your specific circumstances, following your period of maternity or adoption leave.

It is important that you arrange, in liaison with your line manager, any mandatory training courses or refreshers prior to or within the immediate weeks following your period of maternity leave. Your line manager may need to discuss this with Learning & Development.

Discussions should include consideration regarding fitness, PST training and any other mandatory training that you require to undertake your role.

If you need to enquire directly with Learning & Development, you can contact them via the following email address:

Devon & Cornwall Police - adminserviceslearninganddevelopment@devonandcornwall.pnn.police.uk
Dorset Police - learning-and-development-admin@dorset.pnn.police.uk 

If you are considering returning to work on a flexible working arrangement, it is important that you complete and submit a flexible working application to your line manager, following any prior discussion with them, as soon as possible.

You can obtain a flexible working application from this site, via your HR Operations – Admin team or your line manager. Any requests for flexible working should be submitted at least 28 days prior to the end of your maternity leave unless there is agreement for you to work informal family friendly hours for up to three months.

For assistance in completing the application, please contact the TU, Federation, support groups or HR Operations – Admin.

Following discussions with your line manager, try to create a pattern that suits your own needs as well as being able to support your current role in a meaningful way. Bear in mind if you work shifts you may still be expected to cover a variety of shifts (Early, late and Nights etc.)

You must ensure you allow at least three months prior to the end of maternity leave for commencement and completion of the flexible working process. Line managers must ensure that completed, approved flexible working requests are submitted to the relevant HR Operations – Admin team at least 28 days prior to the end of maternity leave.

All maternity regulation can be found on the HR Maternity Step by Steps under the Your Leave Provisions page.

Both Forces now provide individuals to opportunity to work family friendly hours upon their return to work, following a period of maternity or adoption leave. This would not normally exceed three months and is to enable you and your line manager the opportunity to explore a working arrangement that meets both your personal needs and those of the business, subject to a formal flexible working arrangement.

In all circumstances, such an arrangement must be discussed and agreed with your line manager prior to your return to the workplace. This is an informal local arrangement to accommodate family needs.

If you are continuing to breastfeed upon your return to work, we can seek to support you in ensuring you undertake the process required as and when needed.

You should discuss with your line manager the need for you to express. Your line manager will then make arrangements for you in respect of, but not limited to:

• a secure and private location for your to express, including reasonable time away from your duties to do so
• a secure and appropriate location to store milk
• what other arrangements you might require to enable you to express as required.

In the event you are not comfortable discussing with your line manager, you should contact the relevant HR Operations - Admin team, who will be able to advise on the most appropriate steps or seek additional advice from appropriate specialists. 

In all cases, we will do our very best to support you!

The Force does not provide a dedicated childcare service. You can obtain details of local childminders via the Gov.uk website: https://www.gov.uk/find-registered-childminder 

Where you may be experiencing any problems with childcare, you should discuss this with your line manager as soon as possible to see what they can do to support you. This may include adjusted hours, working remotely, making up lost hours at a more convenient (and agreed) time, or if the matter persists longer term, discussing the option of flexible working.

You must ensure you allow at least three months prior to the end of maternity leave for commencement and completion of the flexible working process. Line managers must ensure that completed, approved flexible working requests are submitted to the relevant HR Operations – Admin team at least 28 days prior to the end of maternity leave.

All maternity regulation can be found on the HR Maternity Step by Steps under the Your Leave Provisions page.

Both Forces now provide individuals to opportunity to work family friendly hours upon their return to work, following a period of maternity or adoption leave. This would not normally exceed three months and is to enable you and your line manager the opportunity to explore a working arrangement that meets both your personal needs and those of the business, subject to a formal flexible working arrangement.

In all circumstances, such an arrangement must be discussed and agreed with your line manager prior to your return to the workplace. This is an informal local arrangement to accommodate family needs.