Paternity Checklist - Our Tesco


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Paternity Checklist for Managers & People Managers We want you to be really clear on how you can support your colleagues who take paternity leave. Please log into OurTesco and read the information that’s there so you feel confident in managing this.

Managers are responsible for:  Understanding what their colleague needs  Ensuring their colleagues feel supported  Keeping in touch with their colleague throughout

The Key Stuff:  ‘Qualifying parents’ are eligible for paternity leave. They are:  a) the baby’s father/secondary adopter;  b) the expectant mother’s spouse, her civil partner, or partner in an enduring relationship; or

 c) the intended parents of a child in a surrogacy arrangement if they expect to be entitled to and intend to apply for a parental order.

 They can also have unpaid time off to attend 2 antenatal appointments.

People Managers are responsible for:  Guiding managers on how they can make the experience for colleagues great

 Processing paternity benefits and pay and updating payroll and personnel systems.

 Up to 50 weeks maternity or adoption leave can possibly be shared with their partner as shared parental leave

 All ‘qualifying parents’ are entitled to Enhanced Paternity pay  They need to tell us when they want to start their paternity leave at least 15 weeks before their due date/placement date.

 The leave must be taken within 56 days of the child’s birth, or in the case of  Order the Quick Guide booklet

adoption, within 56 days of the date of the child’s placement for adoption.

 If they return to work within a total of 26 weeks, their job needs to be kept open for them. If they return after this, we have to return them to a similar job with the same terms and conditions if their previous job is no longer available.

March 2016

Paternity Checklist for Managers & People Managers and Shared Parental Leave

Colleague’s Name:

Checklist Date:



Manager

Due Date: 

People Manager As soon as Possible

Log into OurTesco and go to People Policies in the Working at Tesco section and familiarise yourself with our policy and process.



Log into OurTesco and go to People Policies in the Working at Tesco section and familiarise yourself with the information there.



Ask your People Manager for a copy of Your Quick Guide to all things Family at Tesco pocket guide (be confidential if necessary).



Give the manager a copy of Your Quick Guide to all things Family at Tesco (RP2K691) pocket guide



Give Your Quick Guide to all things Family at Tesco to your colleague



Remind them to join Parents at Tesco on Yammer and Tesco Baby Club.

☐ Once the partner has had her 20 Week Scan

Confirm when the colleague would like to take paternity leave and informally discuss whether or not shared parental leave is something they’d be interested in exploring



Ask them for the Notification of Paternity Leave form (printable from OurTesco)



Paternity Leave starts For each week taken as paternity leave, process the colleague as Unpaid Absence, code PT 500.

For times when you may need to provide some extra support 

If your colleague’s partner suffers a stillbirth or miscarriage, be supportive, speak to your People Manager if you need some advice.

March 2016





Paternity Checklist for Managers & People Managers and Shared Parental Leave

Colleague’s Name:

Checklist Date



Manager

Due Date 

People Manager When the Baby is Born



Let the team know and arrange for flowers and a card to be sent

Shared parental leave requests Overview

Request form received

Agree the request

Continuous leave requested Ask for more information (Letter 5) if you wish to investigate eligibility

Discontinuous leave requested

Meet with colleague to discuss this

Agree to the request Agree alternative leave dates with the colleague (Letter 3) Reject the request

A colleague can submit up to 3 requests

Colleagues taking paternity leave(Dad’s/partners) should give you Forms B and C



Check that the colleague is entitled to Shared Parental Leave by using the checklist on OurTesco



If there are any queries regarding eligibility, please email [email protected]



If you would like to contact the partner’s employer, please discuss this with your People Manager



Do we need additional information to check that we’ve been provided with the correct information? Use Letter 5. Email [email protected] for help if needed



March 2016

Paternity Checklist for Managers & People Managers and Shared Parental Leave Email [email protected] for help regarding rationale for refusal if needed.

Holding the meeting to discuss leave You can simply send Letter 2 to your colleague to agree to their request for continuous leave.

Consider all options with the manager before refusing a request for discontinuous leave – try to accommodate requests.

Hold a meeting to discuss a request for discontinuous leave with the colleague within 14 days of receiving Form A or B.

Provide the manager with the relevant template letter.

You may wish to discuss the options with your Personnel Manager before you hold the meeting

The colleague may have already thought about solutions to any problems you anticipate so discuss these openly to see if a sensible agreement can be reached. You can:  Agree to the request in full Inform your PM and confirm in writing  Agree a different period of leave with the colleague Inform your PM and confirm in writing  Decline the request Inform your PM and confirm in writing



Common reasons for refusing are valid business reasons such as:  The leave will fall around peak periods/increased trading times  You have important planned events at the time they wish to be on leave  You will not be able to cover their role for the time they are off work  Team impact – is anyone else off sick, on leave at the same time  Customer impact



A maximum of three requests/variations can be made (if discontinuous leave is refused, and they withdraw their request, this doesn’t count as one of their three requests)

Inform your PM of the outcome of the meeting



Find out from the manager what leave has been agreed and, in the week the colleague ends their maternity or adoption leave/starts shared parental leave: Stores - complete Payroll Form ‘Shared Parental Leave’ on Host/MyActions and submit for each week taken as shared parental leave, process the colleague as ‘Time In Lieu’, Code TL-500 on HRAM, and C on ETHAF Office - complete Payroll Form ‘Shared Parental Leave’ on the payroll hub site and submit to [email protected] for each week taken as shared parental leave process the colleague as ‘Time IN Lieu’, code C on ETHAF DC’s - complete Payroll Form ‘Shared Parental Leave’ stored in the Central Forms Folder on the Top 1500 shared drive and submit to [email protected] for each week taken as shared parental leave, process the colleague as ‘Time off no pay’ on WFC

March 2016



Paternity Checklist for Managers & People Managers and Shared Parental Leave Don’t Forget Ensure they continue to feel part of the team and is considered in relevant discussions (e.g. talent, vacancies)  Keep in touch – as agreed  Include them – they’re still a team member so invite them to team days, social events etc. as appropriate  If you move roles, tell them and give the new manager a full handover Keeping In Touch Days/Shared Parental In Touch Days Make your Personnel Manager aware of any Shared Parental In Touch days (20) worked (remember they can use these to attend work e.g. meetings, training while she’s off) so that we can pay them correctly or record a day off in lieu.





Talent Meetings Ensure they are included in talent conversations and considered for suitable vacancies if appropriate. Remember if they return within 26 weeks we must give them the same job they were doing before the leave so this must be kept available.

Keeping In Touch Days/Shared Parental In Touch Days Check if they are planning to use any Shared Parental In Touch days (20) and ensure they are processed and paid correctly, or a day off in lieu is recorded Shared parental leave  If a colleague wants to change their mind after submitting Form A/B they can if: Form A/B was submitted before the birth of the baby and retracted within 6 weeks of the birth of the baby The mum’s/adopter’s partner dies They provide 8 weeks’ notice to us of a change (this counts as another 1 of their 3 requests) If a baby is born early (and your colleague had booked shared parental leave to be taken during the first 8 weeks then they can vary their leave and it doesn’t count as one of their 3 requests

Changes to their role If there are any significant changes while they are off work, make sure you tell them If her maternity leave/shared parental leave will go over the end of the holiday year, in March ask them what they would like to happen with the earned holidays – Inform your People Manager what holidays to pay/carry over by the beginning of March

March 2016





☐ ☐





Process holidays in line with the colleague’s wishes before the April pay cut-off THIS NEEDS TO BE CONFIRMED TO PAYROLL BEFORE THE PAYROLL CUTOFF IN MARCH OR THEY WILL BE PAID TO HER AUTOMATICALLY



Paternity Checklist for Managers & People Managers When the colleague on MATERNITY LEAVE and Shared ParentalisLeave

Before they are Due to Return  







Have a conversation with them about their plans to return to work (make sure you’re clear on what role they are returning to) If there has been a change of structure, ensure you take advice from your People Manager regarding this

Prepare for her return e.g. activate swipe cards, arrange retraining, provide information on new ways of working, organise job shadowing, a handover etc. It’s good to have a mini-induction prepared if they’ve been off work a while If they request to return to work on a different working pattern, follow the Flexible Working process available on OurTesco in the People Policies section or from your People Manager.

March 2016









If they are returning after a total of 26 weeks shared parental leave and their role is unavailable for them to return to, inform her manager and agree what alternative role they will do (this role must have the same terms and conditions as the role they carried out before the leave) In a redundancy situation where the job no longer exists we are legally obliged to do everything we can to provide them with a suitable role. If there are circumstances where we cannot fulfil this obligation contact the employment policy team for advice.



Paternity Checklist for Managers & People Managers Notes

Colleague’s Name

Return Date

NOTES

March 2016

March 2016