FAMILY FRIENDLY HANDBOOK

Transcription

1 FAMILY FRIENDLY HANDBOOK

2 WELCOME Kering feels passionate about ensuring all of our employees have a work life balance, and as family lies at the heart of our personal lives, we want to support you and guide you through any family changes. Our family-friendly policies have been designed to share with you the key information and procedures that relate to maternity leave, paternity leave, adoption leave, shared parental leave and parental leave. We have followed a best practice approach throughout all our family friendly policies, however; if you are employed in the Republic of Ireland, your local legislation will take precedent over the statutory entitlements described in these policies. Please note that these policies apply to all full time and part time employees, on a permanent and fixed term basis, and are aligned to Kering s Global Parental Policy. Alongside these policies your Manager and a member of your HR team will also be available to support you along the way. Please feel reassured that we will make every effort to meet with you to guide you through the process. Please take your time to read through these policies, and we look forward to hearing from you once you are ready to share your exciting news with us! 3

3 HANDBOOK CONTENTS: 1. MATERNITY LEAVE Maternity Leave Policy Maternity Leave Periods Maternity Pay Statutory Maternity Pay (SMP) Enhanced Company Maternity Pay (CMP) Multiple Births Maternity Allowance Form of Payment Reward & Benefits Annual Leave Entitlement Pay Review and Bonus Pension Staff Discount Private Medical Insurance Childcare Vouchers Season Ticket Loans External Benefits Stage 1- During Pregnancy Notification of Pregnancy Health and Safety Maternity Leave Dates Applying for Maternity Leave Changing the Start Date of your Maternity Leave Time off for Ante-Natal Care Time off for IVF Treatment Sickness Absence Overseas Travel Before your Last Working Day Stage 2- Maternity Leave Keeping in Touch (KIT) Days Stage 3- Returning to Work Flexible Working Return to Work Meeting Resignation During Maternity Leave Fixed Term Contracts Transfer of Maternity Leave Miscarriage And Finally 2. PATERNITY LEAVE Paternity Leave Policy Paternity Leave Periods Paternity Pay Statutory Paternity Pay (SPP) Company Paternity Pay (CPP) Reward & Benefits Childcare Vouchers Stage 1- Before your Baby is Born Notification of Paternity Leave Applying for Paternity Leave Time off for Ante-Natal Care Time off for IVF Treatment 4 - Handbook Contents - 5

4 Stage 2- Paternity Leave Returning to Work Miscarriage And Finally 3. ADOPTION LEAVE Adoption Leave Policy Adoption Leave Periods Adoption Pay Statutory Adoption Pay (SAP) Enhanced Company Adoption Pay (CAP) Multiple Placements Form of Payment Reward & Benefits Annual Leave Entitlement Pay Review and Bonus Pension Staff Discount Private Medical Insurance Childcare Vouchers Season Ticket Loans External Benefits Stage 1- Before Placement Adoption Notification Process Adoption Leave Dates Applying for Adoption Leave Changing the Start Date of Adoption Leave Time off to Attend Introductory Appointments Before your Last Working Day Stage 2- After your Adoption Leave Keeping in Touch (KIT) Days Stage 3- Returning to Work Flexible Working Return to Work Meeting Resignation During Adoption Leave Fixed Term Contracts Transfer of Adoption Leave Surrogacy And Finally 4. SHARED PARENTAL LEAVE Shared parental leave policy Statutory Leave Periods Eligibility for Shared Parental Leave (SPL) Continuous & Discontinuous Leave Shared Parental Pay Statutory Shared Parental Pay (ShPP) Enhanced Company Shared Parental Pay Multiple Births Form of Payment Reward & Benefits Annual Leave Entitlement Pay Review and Bonus Pension Staff Discount Private Medical Insurance Childcare Vouchers Season Ticket Loans 6 - Handbook Contents - 7

5 External Benefits Notification Process Applying for Shared Parental Leave (SPL) Continuous Leave Notifications Discontinuous Leave Notifications Confirmation of Request Variations to Shared Parental Leave Contact During Shared Parental Leave Shared Parental Leave in Touch Days (SPLIT) Returning to Work Flexible Working Return to Work Meeting Resignation During Shared Parental Leave Fixed Term Contracts And Finally 5. PARENTAL LEAVE Parental Leave Eligibility Entitlement Reward & Benefits Apply for Parental Leave Postponement of Parental Leave Returning to Work Flexible Working 8 - Handbook Contents - 9

6 1 MATERNITY LEAVE

7 1 MATERNITY LEAVE POLICY Whether this will be your first child or a welcome addition to your family, we are always happy to support you in understanding our approach to everything connected with maternity leave. This glossary is a useful first step in recognising and explaining some of the terminology and acronyms used in our documentation. Ordinary Maternity Leave (OML) The first 26 weeks of Maternity Leave. Additional Maternity Leave (AML) AWE EWC The next 26 weeks of Maternity Leave following Ordinary Maternity Leave. Average Weekly Earnings. Expected Week of Childbirth, the week that your baby is due. MATERNITY LEAVE PERIODS You are entitled to 52 weeks Statutory Maternity Leave (SML) regardless of your length of service; which includes the following: Compulsory Leave: For health and safety reasons, you must take a minimum of 2 weeks compulsory leave following the birth of your baby; however, we recommend that you take a minimum of 6 weeks leave as postnatal leave. Ordinary Maternity Leave (OML): This refers to the initial period of absence due to pregnancy and childbirth and lasts for a maximum of 26 weeks, inclusive of Compulsory Leave. OML may commence at any time from the 11th week before the EWC. Additional Maternity Leave (AML): This is additional leave which starts the day after OML ends and may continue up to a maximum of a further 26 weeks. Expected Week of Childbirth, the week that your baby is due Higher Rate SMP Lower Rate SMP Company Maternity Pay (CMP) MPP Qualifying Week (QW) Relevant Period Your Doctor or midwife will give you a MATB1 certificate around 20 weeks before your EWC; which will provide us with the EWC date and allow maternity benefits to be calculated. This is Statutory Maternity Pay set at 90% of your average weekly salary. This is Statutory Maternity Pay set at the government rate (reviewed annually every April). This is an enhanced maternity payment for those eligible during their maternity leave, where they meet the requirements. Maternity Pay Period. 15 weeks counting back from the EWC. This is the date used in the calculation and assessment of SMP. The 8-week period of earnings leading up to, and including, the qualifying week. Statutory rights (e.g. notice periods, redundancy, unfair dismissal etc.) will be preserved throughout the period of Maternity Leave. MATERNITY PAY Statutory Maternity Pay (SMP) You will be entitled to Statutory Maternity Pay (SMP) if: You have at least 26 weeks continuous service at the end of the Qualifying Week (the 15th week before your EWC). Your average weekly earnings are not less than the lower earnings limit for the payment of national insurance contributions. Your pregnancy has continued to at least 11 weeks before your EWC (or you have already given birth). You provide a MATB1 form (provided to you by your midwife) stating your expected week of childbirth. You have notified us in writing by the 15th week before you intend to start your period of maternity leave. Statutory Maternity Leave (SML) Statutory Maternity Pay (SMP) 52 weeks leave made up of a combination of OML and AML. This is the minimum amount payable during the first 39 weeks of maternity leave for staff with at least 26 weeks continuous service by the 15th week before the EWC. SMP is payable for a maximum of 39 weeks and is only payable if you are absent from work on maternity leave. SMP is payable whether or not you intend to return to work Maternity Leave - 13

8 1 The exact amount of SMP that you are entitled to receive will vary depending on your earnings, and the amount of maternity leave you take. As a general rule, you can expect to receive the following: Higher rate: SMP for the first 6 weeks equal to 90% of your average weekly earnings in the Relevant Period, which is the 8-week period leading up to and including the Qualifying Week. Lower rate: SMP for up to 33 weeks following the higher rate SMP coming to end.this is reviewed annually by the Government. More information on the SMP rate can be found here: If you receive a pay rise during your maternity leave, we will recalculate your SMP as if your pay rise had happened before the Relevant Period. This means that you may qualify for SMP if you did not qualify before, or that we owe you more SMP for your maternity leave you have already taken. If necessary, we will increase your SMP payments and pay you a lump sum to make up for your maternity leave you have already taken. This may be paid to you after your maternity leave has ended. Enhanced Company Maternity Pay (CMP) We are pleased to announce that if you have over 1 years service with Kering at 3 months before your EWC, we will enhance your maternity pay for a certain period of your maternity leave. If you have worked for us for: Between 1 and 3 years, you will receive full pay for 14 weeks Between 3 and 5 years, you will receive full pay for 20 weeks 5 years or more, you will receive full pay for 26 weeks. Your Company Maternity Pay (CMP) includes your SMP; it is not in addition to it. All length of service calculations for the purposes of Company pay, are based on length of service 3 months before your EWC. These payments are based upon your basic salary. If you receive a pay rise during your maternity leave, we will increase your CMP accordingly, from the date your pay rise takes effect. We will not pay a lump sum to cover the maternity leave you have already taken. Multiple Births In the event that you have multiple births, and you are eligible for Company Maternity Pay, we shall support you even further by offering an additional 4 weeks enhanced maternity pay, for each child born. Maternity Allowance If you do not qualify for SMP of CMP you may be entitled to claim state Maternity Allowance (MA) subject to meeting any National Insurance requirements (if applicable). If you qualify, the MA is paid for a maximum of 39 weeks. You can claim MA as soon as you ve been pregnant for 26 weeks and the payment can start 11 weeks before your baby is due. To make a claim for Maternity Allowance you can get a MA1 form from your local Job Centre Plus, or you can download a copy and get more information on the Maternity Allowance on the website. Form of Payment Your Statutory and Company maternity pay will be paid by bank transfer into the same account, and on the same day, as your normal salary and this will be communicated to you in the usual way. Your payments, including SMP, will continue to be subject to normal tax and NI deductions. REWARDS & BENEFITS Annual Leave Entitlement Your annual leave entitlement and statutory Public and Bank Holidays will continue to accrue during your entire maternity leave period. Accrued annual leave should be used before you go on your maternity leave, and dates should be booked in accordance with the Annual Leave Policy. Pay Review and Bonus Your Manager will review and rate your performance prior to the start of your maternity leave, in line with the normal Brand guidelines and timeframes. While you are away, you will be included in any salary review process, and eligible for a bonus payment, in accordance with the rules of the scheme Maternity Leave - 15

9 1 Pension If you are part of our pension scheme, we will continue to make our contributions to your pension at the same rate for as long as you receive SMP, and as long as you continue to make your contributions. Whilst you are on maternity leave, your contributions will be based on the Maternity Pay you are receiving. If you want to amend your contributions during this period, please contact a member of the HR team as soon as possible. Please refer to the pension scheme rules or speak to a member of the HR team for more information on how your pension will be managed whilst you are on leave. Staff Discount You will still be able to enjoy your staff discount when you are on maternity leave. All standard terms and conditions of the Staff Discount Policy still apply. Private Medical Insurance If you have joined the scheme and you pay additional contributions for your partner and/or dependants, your deductions will continue whilst you are receiving maternity pay. After this period, you will need to ensure that these continue to be paid and therefore; please contact the medical insurance provider directly. If payments cease, cover will also end on this date. Childcare Vouchers You will be eligible to buy childcare vouchers on your return from maternity leave, the cost of which will be deducted from your gross salary each month, therefore; making you a Tax and NI saving on each voucher. To find out more please contact a member of the HR team. If you currently have childcare vouchers, payments will continue to be deducted during your enhanced pay period, after which we will pay the monthly contributions on your behalf, through to your return date or your leave date, if you choose not to return to work. Season Ticket Loans If you have chosen to take a Season Ticket Loan as part of the flexible reward offering, you can choose to cancel your Season Ticket Loan during your maternity leave. You should return your ticket by making an application to do so with the provider. If you choose to keep your season ticket, payroll will continue to make deductions from your salary for the season ticket loan. If there is insufficient salary to make these payments, the money will be deducted from your salary when you return from maternity leave, or from any final salary owed to you if you choose not to return to work External Benefits You will continue to have access to our external benefits package including any negotiated discount rates. All rewards and benefit schemes are subject to change, and therefore; we would advise you to keep up-to-date on your entitlements and access the Reward Studio for further details. A member of the HR team will support you with understanding how your benefits may be affected during your maternity leave and statutory pay periods. STAGE 1- DURING PREGNANCY Notification of Pregnancy You must notify your Manager of your pregnancy as soon as possible to ensure that we are able to support your health and safety in the workplace throughout this period, and at the latest 15 weeks before your EWC. Health and Safety We have a duty of care for your health and safety whilst you re at work, so once we know you re pregnant we will conduct a risk assessment with you, to assess the workplace risks you may be exposed to Maternity Leave - 17

10 1 This risk assessment will be completed by your Manager or a member of the HR team with discretion and sensitivity. If your risk assessment identifies any health hazards in carrying out your normal duties, then we will take any reasonable steps to avoid those risks. This may include: Changing your working conditions or hours of work. Offering you suitable alternative work on terms and conditions that are the same or not substantially less favourable than your current ones. If it is not possible to alter your working conditions to remove the risk to your health, and there is no suitable alternative work to offer you on a temporary basis, then we may need to grant you with a period of fully paid leave, until the risks are removed. Maternity Leave Dates Your maternity leave will start on whichever date is earliest: Your chosen start date; i.e. any time after the beginning of the 11th week before your EWC. The day after you give birth, in the case of a Premature Birth. The day after you are absent from work for a pregnancy related illness, within the 4 weeks before the EWC. Applying for Maternity Leave We ask that at least 15 weeks before you intend to start your period of maternity leave (before the end of the Qualifying Week) you must notify your Manager in writing of the following: The fact you are pregnant. The date you want your maternity leave to start. The week in which your child is expected to be born. A notification form to support this is available on the online HR platform. Please ensure that you also forward your original MATB1 certificate from your doctor or midwife, which you will receive around 20 weeks before your EWC, to the HR Team as soon as possible. Once you have notified your Manager and a member of the HR team of your pregnancy, a member of the HR team will arrange to have an informal meeting with you to discuss our Maternity Policy and to answer any questions you may have. After submitting the notification form, you will receive a confirmation letter outlining your approved maternity leave dates, use of annual leave, expected return to work date and pay overview. Changing the Start Date of your Maternity Leave You may bring forward, or postpone, your planned maternity leave start date. In order to this, you will need to confirm the change in writing, giving at least 28 days notice of the new date, or as soon as is reasonably practicable. Notification should be sent to your Manager and a member of the HR team. If your baby is born before the intended start of maternity leave, your Manager and a member of the HR team should be advised in writing of the baby s date of birth. This should be done as soon as reasonably practicable, by you or someone acting on your behalf. Arrangements will then be made for maternity leave and for your maternity payments to commence from the day after the birth. Time off for Ante-Natal Care Before your baby is born, you are entitled to take paid time off to attend an ante-natal clinic or visit a Doctor, for appointments related to your pregnancy. We would recommend that you request this time off in advance with your Manager, and schedule appointments for the start of the day or end of the working day where possible. Time off for IVF Treatment We will treat medical appointments related to IVF the same as any other medical appointment under the terms and conditions of the Employee Handbook. If you are unable to work due to the effects of the treatment, and you are signed as unfit for work by your GP, we will manage this sickness absence in the same way as any other type of sickness, and in accordance with our Sickness Absence Policy. We would encourage you to speak to your Manager or a member of the HR team if you are receiving IVF treatment, so that we can ensure we re supporting you as best as possible through this time Maternity Leave - 19

11 1 Sickness Absence If you are absent from work during your pregnancy due to sickness, you will be eligible for sickness pay, in line with our Sickness Absence Policy, provided you have not already begun your maternity leave. You will need to follow the normal sickness absence reporting procedures found in our Sickness Absence Policy. On your return to work from sickness, your Manager may feel it appropriate to review your risk assessment with you, to understand whether any reasonable adjustments are needed to your role or working environment. If, however; you are absent from work due to a pregnancy-related illness after the beginning of the 4th week before your EWC, then your maternity leave will start automatically. You should still follow the same notification procedure. Overseas Travel If you have reason to travel overseas on Company business whilst pregnant, you should be aware that there are certain medical/cancellation exclusions and you must ensure that your travel insurance is adequate. You should always check with the airline and inform them of your pregnancy, as they may have certain restrictions in place. If you have any doubt about your health you should seek advice and obtain a letter from your GP, indicating that you are fit to fly. Before your Last Working Day We would like to maintain reasonable contact with you during your maternity leave period. This may be to discuss your plans and arrangements for your return to work, or simply to update you on developments at work in your absence, and to ensure you are kept informed. Before starting your maternity leave your Manager will discuss your wishes for keeping in touch during the leave, and the information that you may wish to receive; this could include promotion opportunities, internal vacancies or social events. However, you do not need to take any action or attend any events during your maternity leave if you do not wish to do so, and you are free to decide how much or little contact you wish to have during your leave. Please ensure your personal details are updated on the online HR platform. STAGE 2 - MATERNITY LEAVE Once your baby has arrived, please share the lovely news with your Manager and a member of the HR team. Throughout your maternity leave, we d love to hear from you and to find out how you, and your new addition to the family, are. This could be informally with your Manager and your team, dependent on what you are comfortable with, or we also have other opportunities for you to keep in touch, such as the below. Keeping in Touch (KIT) Days If you want to keep in touch with what s going on at work, then you can agree up to 10 KIT days with your Manager, without bringing your maternity leave or statutory payments to an end. KIT days can be taken at any time during your maternity leave, apart from the two-week period immediately following the birth. These days are useful for things such as; training, team meetings, team building events, or perhaps to work on a specific project. This does not mean that you are obliged to work, but if you wish to do so, we will discuss how you will be paid for any work that you do. Please arrange these KIT days with your Manager in advance, so they can let a member of the HR team know. Any work done on any day will count as a whole KIT Day, i.e. if you attend work for a one-hour training session then this means you have used one of your KIT Days, and you will receive your normal daily rate for working this day. KIT days will be processed through payroll and will be paid in arrears following your Manager s approval. STAGE 3 - RETURNING TO WORK We will assume that you intend to return to work following the end of your AML, unless you tell us otherwise. If you decide to return before the end of the 52 weeks, or the date you have informed us of previously, we ask you to notify your Manager in writing 8 weeks before your proposed date for returning. We will then write to you within 28 days to confirm your updated return to work date. If the necessary notice is not given, we may need to postpone your return in order to make the necessary business arrangements Maternity Leave - 21

12 1 If you would like to spend more time with your baby, and would subsequently like to delay your expected return to work date past AML, you are able to apply to take paid annual leave, or unpaid parental leave. Please follow either our Annual Leave Policy or Parental Policy for guidance on how to do this. You can return to the same job, with the same terms and conditions, following any leave during OML. If you choose to extend your maternity leave, and you return after the OML period, where possible you can return to the same role. However; where this is not possible or practical, we will ensure you can return to a similar role with terms and conditions that are no less favourable to those you had before you went on leave. Flexible Working If you wish to return on a part-time basis, or any other flexible working arrangement, we will consider your request in line with the needs of the business. If you would like to discuss this option, you should write to your Manager setting out your proposals as soon as possible, and in advance of your return date, so that there is adequate time for full consideration. Please see the Flexible Working Policy for further details. Return to Work Meeting Shortly before you are due to return to work, we may invite you to have a discussion with us about arrangements for your return, in person or by phone. We would likely discuss the following: Changes that have happened at work. Any reasonable adjustments. Any updated vocational training you may need to take. During your first week back, it will be your Manager s responsibility to reintroduce you to the business as smoothly as possible. We will give you the option to attend the Company Induction. This is completely optional, but would be a good opportunity for you to get an update on any changes that may have taken place whilst you were on maternity leave. RESIGNATION DURING MATERNITY LEAVE If you decide to resign whilst you re on maternity leave, then please put your resignation in writing. Make sure you give the right amount of contractual notice as set out in your Terms and Conditions of employment. You will be paid for any accrued but unused holiday entitlement in your final salary and all other benefits will cease. We will send you your P45 and final payslip to your home address. You will also need to return any Kering property. This will include items such as a mobile telephone, laptop, security pass, and any other items we may have loaned to you while you were working with us. Your contract with us stops on the last day of your notice, but you ll still get Statutory Maternity Pay after that date if you re eligible to receive it. FIXED TERM CONTRACTS We extend the same leave and pay entitlements to fixed term employees, dependent on your length of service. If your contract ends before your Qualifying Week, and you do not qualify for SMP, you may be able to receive Maternity Allowance instead. If your contract ceases after the Qualifying Week (15th week before the EWC) or during paid maternity leave, any Enhanced Company Maternity Pay remaining will be paid and continue to your contract end date. We will continue to pay you Statutory Maternity Pay, if you are eligible to receive this. If your contract ceases during your maternity leave, there is no automatic right to return to work, unless the contract is renewed. TRANSFER OF MATERNITY LEAVE If you wish to return to work early without using your full OML and AML, you may be eligible to share the arrangement with your spouse, civil partner or partner, or the father of your child in Shared Parental Leave. More information can be found in the Shared Parental Leave policy within this handbook. However, if you are considering this option, then please contact a member of the HR team to talk through this in more detail Maternity Leave - 23

13 1 MISCARRIAGE If you miscarry your baby, we will support you during this difficult time. If you miscarry before the 24th week of your pregnancy, then you would not be eligible for maternity leave or any associated statutory pay. However; you may need to take some time off, and this will be managed in line with our Sickness Absence Policy. If you miscarry after the 24th week of your pregnancy, then you can take your full maternity leave and be eligible for your maternity pay entitlement. If you would like to speak to someone outside of the Company, you have access to the Employee Assistance Programme (EAP) in the Retail Trust. This is a free and confidential service run by trained counsellors and is available 24 hours 7 days a week, 365 days of the year. The EAP provides advice on a range of personal matters from relationship or family difficulties, financial or taxation issues or any health related problems. The Company will never receive any information related to your calls. It is a confidential service. To use this service please call and let them know that you work for Kering. They will then be able to assist you. If you need any additional support, you can contact the HR team via myhr@kering.com and we will offer any further support and guidance to you. AND FINALLY. We hope this covers everything you need to know to help you prepare for your maternity leave. We have created a Maternity Leave Planner, available on the online HR platform, which captures all the key dates you need to remember to ensure that the lead-up to starting your maternity leave is documented Maternity Leave - 25

14 2 PATERNITY LEAVE

15 2 Paternity PATERNITY LEAVE POLICY Whether this will be your first child or a welcome addition to your family we are always happy to support you in understanding our approach to everything connected with Paternity. This glossary is a useful first step in recognising and explaining some of the terminology and acronyms used in our documentation. Paternity Leave (PL) Period of up to 2 weeks of Paternity Leave. leave must be taken in consecutive weeks and within a 56-day period, which starts either on the date of birth, or at the beginning of the expected week of childbirth, whichever is the later. If you are eligible for PL, you will also be entitled to take the following leave: Shared Parental Leave please see our policy included within our Family Friendly Handbook. Unpaid Parental Leave please see our policy included within our Family Friendly Handbook. AWE EWC Statutory Paternity Pay (SPP) PPP Average Weekly Earnings. Expected Week of Childbirth, the week that the Baby is due (beginning Sunday). This is the statutory payment at the set government rate. Paternity Pay Period. Statutory rights (e.g. notice periods, redundancy, unfair dismissal etc.) will be preserved throughout the period of Paternity Leave. PATERNITY PAY Statutory Paternity Pay (SPP) Qualifying Week (QW) PATERNITY LEAVE PERIOD This is the 15th week before your partner s EWC, and this is the date used in the calculation and assessment of SMP. As a new parent, you may want to understand more about Paternity Leave, and so this section details both what you are entitled to, and what you need to do. Please note; that this policy will also apply to any same sex partners and secondary carers. You are entitled to up to 2 weeks of Paternity Leave (PL), if: You are the biological father of the child, and are expected to have responsibility for the upbringing of the child. This also includes same sex relationships. You are the civil partner, or partner, to the child s mother, or married to the child s mother and expected to have responsibility for the upbringing of the child. This also includes same sex relationships. You will be entitled to Statutory Paternity Pay (SPP) if you are entitled to PL, as stated above. SPP is payable for a maximum of 2 weeks and is only payable if you are absent from work on paternity leave. SPP is payable whether or not you intend to return to work, and is not repayable if you do not return to work for any reason. The exact amount of SPP that you are entitled to receive will vary depending on your earnings, however; as a general rule, you can expect to receive the following: For up to 2 weeks, you will receive an agreed rate which is reviewed annually by the Government, or 90% of your average weekly earnings (whichever is lower). More information on the SPP rate can be found here: Your paternity pay will be paid by bank transfer into the same account and on the same day as your normal salary and this will be communicated to you in the usual way. Your payments, including SPP, will continue to be subject to normal tax and NI deductions. You have a minimum of 26 weeks service at the end of the 15th week before the EWC. You will take the leave for the specific purpose of caring for a new born child and supporting the mother (or for the purpose of caring for a child newly-placed for adoption and supporting the adoptive parent) Paternity Leave - 29

16 2 Company Paternity Pay (CPP) Applying for Paternity Leave We are pleased to announce that if you have over 26 week s service in Kering 15 weeks before the EWC, we will enhance your paternity pay so that you receive full pay for up to 2 weeks. Your Company Paternity Pay (CPP) includes your SPP; it is not in addition to it. All length of service related calculations for the purposes of Company pay, are based on your length of service 15 weeks before the EWC. These payments are based upon your basic salary. REWARDS & BENEFITS Your rewards and benefits will continue as normal throughout any period of paternity leave taken. Childcare Vouchers You will be eligible to buy childcare vouchers on your return from paternity leave, the cost of which will be deducted from your gross salary each month, therefore making you a Tax and NI saving on each voucher. To find out more please contact the Pay & Reward Team. If you currently have childcare vouchers, payments will continue to be deducted during any paid paternity leave period. STAGE 1- BEFORE YOUR BABY IS BORN Notification of Paternity Leave If you would like to take a period of paternity leave, please discuss your leave plans with your Manager and inform us what time off you would like to take by the 15th week before the EWC. You don t have to give a precise date when you want to take leave; instead you can give the general time, e.g. the day of the birth or 1 week after the birth. A member of the HR team can help with this if you are not sure, or if the baby is born sooner than expected. Please give your Manager as much notice as possible if you would like to change these leave dates. Please provide your HR team with a self-certification form, SC3 Becoming a Birth Parent, along with a copy of your partner s MATB1 certificate. This form will also outline whether or not you are eligible for Paternity Leave and Paternity Pay. You can access this from the HMRC website and a copy is also available on the HR online platform. In addition to this, you will also need to provide the following information: Your name National insurance number The expected week of the child s birth (EWC) or, if birth has already occurred, the actual date of birth. The length of the period of leave required and the date from which leave is requested. A declaration that: You are either the father of the child and/or the partner or husband of the mother. Are taking leave either to care for your child and/or to support the mother. You have, or expect to have, responsibility for the upbringing of the child. Time off for Ante-Natal Care Before your baby is born, you are entitled to take paid time off to attend up to 2 ante-natal appointments. We would recommend that you request this time off in advance with your Manager, and schedule appointments for the start of the day or end of the working day where possible. Time off for IVF Treatment We will treat medical appointments related to IVF the same as any other medical appointment as described in the Employee Handbook. Please notify your manager at your earliest convenience to ensure that we are able to discuss and support you during this time. If your partner is undergoing IVF Treatment, the same approach for antenatal care appointments is applied here Paternity Leave - 31

17 2 STAGE 2 - PATERNITY LEAVE Once your baby has arrived, please share the lovely news with your Manager and a member of the HR team. Returning to Work You should return to work the day after your paternity leave comes to an end. If you would like to spend more time with your baby, and would subsequently like to delay your expected return to work date, you may be able to apply to take paid annual leave, or unpaid parental leave. Please follow either our Annual Leave Policy or Parental Leave Policy for guidance on how to do this. If you need any support throughout your paternity leave, or ahead of your return to work, please contact your Manager or a member of the HR team. AND FINALLY We hope this covers everything you need to know to help you prepare for your paternity leave. Please do keep in touch throughout your paternity leave, and we look forward to meeting with you and supporting you during this time. MISCARRIAGE If your partner miscarries, we will support you during this difficult time. If the miscarriage happens before the 24th week of pregnancy, then you would not be eligible for paternity leave or any associated statutory pay. However; if your partner miscarries after the 24th week of pregnancy, you can take your full paternity leave, and be eligible for your paternity pay entitlement. You can also consider taking additional time off in line with our Absence Policy. If you would like to speak to someone outside of the Company, all our employees have access to the Employee Assistance Programme (EAP). This is a free and confidential service run by trained counsellors and is available 24 hours 7 days a week, 365 days of the year. The EAP provides advice on a range of personal matters from relationship or family difficulties, financial or taxation issues or any health related problems. The Company will never receive any information related to your calls. It is a confidential service. To use this service please call and let them know that you work for Kering. They will then be able to assist you. If you need any additional support, you can contact a member of the HR team via myhr@kering.com and we will offer any further support and guidance to you Paternity Leave - 33

18 3 ADOPTION LEAVE

19 3 ADOPTION LEAVE POLICY ADOPTION LEAVE PERIODS Whether this will be your first child or a welcome addition to your family we are always happy to support you in understanding our approach to everything connected with Adoption. This glossary is a useful first step in recognising and explaining some of the terminology and acronyms used in our documentation. Ordinary Adoption Leave (OAL) Additional Adoption Leave (AAL) Statutory Adoption Pay (SAP) Company Adoption Pay (CAP) Statutory Adoption Leave (SAL) Qualifying Week The first 26 weeks of Adoption Leave. The next 26 weeks of Adoption Leave following OAL. This is the minimum amount payable during the first 39 weeks of Adoption Leave for employees with at least 26 weeks continuous service. This is an enhanced adoption payment eligible for those during their adoption leave, where they meet the requirements. 52 weeks leave made up of a combination of OAL and AAL. This is usually the week in which a prospective adopter is notified they have been matched for adoption with a child. You are entitled to 52 weeks Statutory Adoption Leave (SAL), regardless of your length of service, which includes the following: Ordinary Adoption Leave (OAL): This refers to the initial period of absence following the date of the child s placement for adoption (whether this is earlier or later than expected) or from a pre-determined date which can be up to 14 days before the expected date of placement, and lasts for a maximum of 26 weeks. Additional Adoption Leave (AAL): This is additional leave which starts the day after OAL ends and may continue up to a maximum of a further 26 weeks. Statutory rights (e.g. notice periods, redundancy, unfair dismissal etc.) will be preserved throughout the period of Adoption Leave. You are entitled to 52 weeks of Statutory Adoption Leave if: You have been matched with a child either by an approved UK adoption agency or an overseas agency. You have agreed the child placement, and placement date with the agency (and have received official documentation for overseas adoptions). You must intend to be a primary care giver for the child. If you are a couple jointly adopting, adoption leave and related payments are only accessible to one member of the couple. Relevant Period Mother Father The 8-week period of earnings leading up to, and including, the qualifying week. The woman who gives birth to a child or the adopter. The adopter means the person who is eligible for adoption leave and/or pay; they can be male or female. The child s biological father or the partner of the mother/adopter. This can be a spouse, civil partner; or a partner who is living in an enduring relationship with the mother and the child. Please note that adoption leave is not available to both parents. If one partner is eligible for adoption leave and pay, the other may take paternity leave or shared parental leave. Please note that an adopter will not qualify for adoption leave and pay if they: Arrange a private adoption. Become a special guardian or kinship carer. Adopt a stepchild. Have a child with the help of a surrogate mother, where the intended parents are not eligible for a Parental Order. Adopt a family member. If you are in one of the above situations and would like to talk through your eligibility, please contact a member of the HR team for more details Adoption Leave - 37

20 3 ADOPTION PAY Enhanced Company Adoption Pay (CAP) Statutory Adoption Pay (SAP) You will be entitled to Statutory Adoption Pay (SAP) if you meet the eligibility criteria detailed above in addition to the following: You have at least 26 weeks service at the time you are notified of being matched with a child. You have average weekly earnings of no less than the lower earnings limit for National Insurance purposes which applies at the end of the matching week. SAP is payable for a maximum of 39 weeks and is only payable if you are absent from work on adoption leave. SAP is payable whether or not you intend to return to work, and is not repayable if you do not return to work for any reason. The exact amount of SAP that you are entitled to receive will vary depending on your earnings and the amount of adoption leave you take. As a general rule, you can expect to receive the following: Higher rate: SAP for the first 6 weeks equal to 90% of your average weekly earnings in the Relevant Period, which is the 8-week period leading up to and including the Qualifying Week. Lower rate: SAP for up to 33 weeks, following the higher rate SMP coming to end. This is reviewed annually by the Government. More information on the SAP rate can be found here: If you receive a pay rise during your adoption leave, we will recalculate your SAP as if your pay rise had happened before the Relevant Period. This means that you may qualify for SAP if you did not qualify before, or that we owe you more SAP for your adoption leave you have already taken. If necessary, we will increase your SAP payments and pay you a lump sum to make up for your adoption leave you have already taken. This may be paid to you after your adoption leave has ended. We are pleased to announce that if you have over 1 years service with Kering at least 3 months before the expected placement date, we will enhance your adoption pay for a certain period of your adoption leave. If you have worked for us for: Between 1 and 3 years, you will receive full pay for 14 weeks Between 3 and 5 years, you will receive full pay for 20 weeks 5 years or more, you will receive full pay for 26 weeks Your Company Adoption Pay (CAP) includes your SAP; it is not in addition to it. All length of service calculations for the purposes of Company pay, are based on length of service 3 months before your expected placement date. These payments are based upon your basic salary. If you receive a pay rise during your adoption leave, we will increase your CAP accordingly, from the date your pay rise takes effect. We will not pay a lump sum to cover the adoption leave you have already taken. Multiple Placements In the event that you adopt multiple children, we shall support you even further by offering an additional 4 weeks enhanced adoption pay, for each child adopted. Form of Payment Your adoption pay will be paid by bank transfer into the same account and on the same day as your normal salary and this will be communicated to you in the usual way. Your payments, including SAP, will continue to be subject to normal tax and NI deductions Adoption Leave - 39

21 3 REWARDS & BENEFITS Private Medical Insurance Annual Leave Entitlement Your annual leave entitlement and Statutory Public and Bank Holidays will continue to accrue during your entire adoption leave period. Accrued annual leave should be used before you go on your adoption leave, and dates should be booked in accordance with the Annual Leave Policy. Pay Review and Bonus Your Manager will review and rate your performance prior to the start of your adoption leave, in line with the normal Brand guidelines and timeframes. While you are away, you will be included in any salary review process and eligible for a bonus payment in accordance with the rules of the scheme. Pension If you are part of our pension scheme, we will continue to make our contributions to your pension at the same rate for as long as you receive SAP and as long as you continue to make your contributions. Whilst you are on adoption leave, your contributions will be based on the Adoption Pay you are receiving. If you want to amend your contributions during this period, please contact a member of the team as soon as possible. Please refer to the pension scheme rules or speak to a member of the HR team for more information on how your pension will be managed whilst you are on leave. Staff Discount You will still be able to enjoy your staff discount when you are on adoption leave. All standard terms and conditions of the Staff Discount Policy still apply. If you have joined the scheme and you pay additional contributions for your partner and/or dependants, your deductions will continue whilst you are receiving adoption pay. After this period, you will need to ensure that these continue to be paid and therefore please contact the medical insurance provider directly. Childcare Vouchers You will be eligible to buy childcare vouchers on your return from adoption leave, the cost of which will be deducted from your gross salary each month, therefore making you a Tax and NI saving on each voucher. To find out more please contact a member of the HR team. If you currently have childcare vouchers, payments will continue to be deducted during your enhanced pay period, after which we will pay the monthly contributions on your behalf. Season Ticket Loans If you have chosen to take a Season Ticket Loan as part of the flexible reward offering, you can choose to cancel your Season Ticket Loan during your adoption leave. You should return your ticket by making an application to do so with the provider. If you choose to keep your season ticket, payroll will continue to make deductions from your salary for the season ticket loan. If there is insufficient salary to make these payments, the money will be deducted from your salary when you return from adoption leave. External Benefits You will continue to have access to our external benefits package including any negotiated discount rates. All rewards and benefit schemes are subject to change, and therefore we would advise you to keep up-to-date on your entitlements. A member of the HR team will support you with understanding how your benefits may be affected during your adoption leave and statutory pay periods Adoption Leave - 41

22 3 STAGE 1 - BEFORE THE PLACEMENT Adoption Notification Process We advise that you notify your Manager of your adoption as soon as possible, so that they can meet with you to discuss how we can support you with this process, as well as to understand the arrangements and to discuss any potential issues anticipated, or arising, due to the adoption. Once you have notified your Manager and a member of the HR team of your request for adoption leave, a member of the HR team will arrange to have an informal meeting with you to discuss our Adoption Policy and to answer any questions you may have. Adoption Leave Dates Your adoption leave can start from up to 2 weeks before the date the child is placed with you for adoption. If you are adopting a child from overseas, adoption leave applies from the date of the child s entry into the UK, or from a predetermined date up to 28 days after the date of entry. You may also be entitled to take annual leave before starting your adoption leave, and also be eligible for Shared Parental Leave after you have finished your adoption leave but you must take at least 2 weeks of adoption leave before starting any Shared Parental Leave. Applying for Adoption Leave Within 7 days of being advised by the agency that you have been matched with a child, you must notify your Manager in writing of the following: The date you want your adoption leave to start. The week in which your child is expected to be matched. With this letter you must also include a copy of the matching certificate - this will be either the date the child joins the family or a date up to 14 days before the expected date of placement If you are adopting a child from overseas, you must inform your Manager of the date of the official notification (permission from a UK authority for an adoption from abroad) and the estimated date that the child will arrive in the UK. This must be done within 28 days of receipt of the official notification. Please complete the correct application form from the website and submit to your Manager and a member of the HR team. If you have any queries relating to the appropriate forms for your situation, please contact a member of the HR team. We may also request a letter from the adoption agency, providing your name, address and the date on which a child is to be placed for adoption. After you have submitted this form outlining your adoption leave dates, you will receive a confirmation letter outlining your approved adoption leave, use of annual leave, and expected return to work date. Changing the Start Date of Adoption Leave You may bring forward, or postpone, your planned adoption leave start date. In order to this, you will need to confirm the change in writing, giving at least 28 days notice of the new date, or as soon as is reasonably practicable. Notification should be sent to your Manager and a member of the HR team. Time off to Attend Introductory Appointments You are entitled to reasonable paid time off to attend appointments in the period between being notified of a match, and the child being placed with the family for adoption. Requests should, wherever possible, be made to your Manager at least 1 week in advance of the proposed meeting. We encourage you to arrange appointments outside your normal working hours, or where this is not possible; they should coincide with the start or end of your working day. If you are adopting a child from overseas and would like to request time off to attend appointments outside of the UK, please discuss this with your Manager and the HR team immediately and prior to making arrangements. This leave should be taken as part of your annual leave entitlement. Before your Last Working Day We would like to maintain reasonable contact with you during your adoption leave. This may be to discuss your plans and arrangements for your return to work, or simply to update you on developments at work in your absence, and to ensure you are kept in informed Adoption Leave - 43

23 3 Before starting your adoption leave your Manager will discuss your wishes for keeping in touch during the leave, and the information that you may wish to receive; this could include promotion opportunities, internal vacancies or social events. However, you do not need to take any action or attend any events during your adoption leave if you do not wish to do so, and you are free to decide how much or little contact you wish to have during your leave. Please ensure your personal details are updated on the online HR platform. STAGE 2 - AFTER YOUR ADOPTION LEAVE We are keen to hear how you are doing, so don t forget to update your Manager on your progress so we can celebrate the new addition to your family. Keeping in Touch (KIT) Days If you want to keep in touch with what s going on at work, then you can agree up to 10 KIT days with your Manager, without bringing your adoption leave or statutory payments to an end. KIT days can be taken at any time during your adoption leave, apart from the two-week period immediately following the placement. These days are useful for things such as; training, team meetings, team building events, or perhaps to work on a specific project. This does not mean that you are obliged to work, but if you wish to do so, we will discuss how you will be paid for any work that you do. Please agree to these KIT days with your Manager in advance, so they can let a member of the HR team know. Any work done on any day will count as a whole KIT Day, i.e. if you attend work for a one-hour training session then this means you have used one of your KIT Days, and you will receive your normal daily rate for working this day. KIT days will be processed through payroll and will be paid in arrears following your Manager s approval. STAGE 3 - RETURNING TO WORK We will assume that you intend to return to work following the end of your AAL, unless you tell us otherwise. If you decide to return before the end of the 52 weeks, or the date you have informed us of previously, we ask you to notify your Manager in writing 8 weeks before your proposed date for returning. We will then write to you within 28 days to confirm your updated return to work date. If the necessary notice is not given, we may need to postpone your return in order to make the necessary business arrangements. If you would like to spend more time with your child, and would subsequently like to delay your expected return to work date, you are able to apply to take paid annual leave, or unpaid parental leave. Please follow either our Annual Leave Policy or Parental Policy for guidance on how to do this. You can return to the same job, with the same terms and conditions of employment, if you return any time up to the end of your OAL period. If you choose to extend your adoption leave, and take any AAL, where reasonable or practical you can return to the same or a similar job, on terms and conditions that are no less favourable to those you had before you went on leave. Flexible Working If you wish to return on a part-time basis, or any other flexible working arrangement, we will consider your request in line with the needs of the business. If you would like to discuss this option, you should write to your Manager setting out your proposals as soon as possible, and in advance of your return date, so that there is adequate time for full consideration. Please see the Flexible Working Policy for further details. Return to Work Meeting Shortly before you are due to return to work, we may invite you to have a discussion with us about arrangements for your return, in person or by phone. We would likely discuss the following: Changes that have happened at work. Any reasonable adjustments. Any updated vocational training you may need to take Adoption Leave - 45

24 3 During your first week back, it will be your Manager s responsibility to reintroduce you to the business as smoothly as possible. We will also give you the option to attend the Company Induction. This is completely optional, but would be a good opportunity for you to get an update on any changes that may have taken place whilst you were on adoption leave. RESIGNATION DURING ADOPTION LEAVE If you decide to resign whilst you re on adoption leave, please put your resignation in writing, making sure you give the right amount of contractual notice as set out in your Terms and Conditions of employment. You will be paid for any accrued but unused holiday entitlement in your final salary and all other benefits will cease. We will send you your P45 and final payslip to your home address after the final BACS payment has been made to you. You will also need to return any Company property. This will include items such as a mobile telephone, laptop, security pass, and any other items we may have loaned to you while you were working with us. Your contract with us stops on the last day of your notice, but you ll still get Statutory Adoption Pay after that date if you re eligible for it. FIXED TERM CONTRACTS We extend the same leave and pay entitlements to fixed term employees, dependent on your length of service and meeting the eligibility requirements described above. If your contract ceases during your adoption leave, there is no automatic right to return to work, unless the contract is renewed. TRANSFER OF ADOPTION LEAVE If you wish to return to work early without using your full OAL and AAL, you may be eligible to share the arrangement with your spouse, civil partner or partner, or the father of your child in Shared Parental Leave. More information can be found in the Shared Parental Leave policies within this handbook. However, if you are considering this option, then please contact a member of the HR team to talk through in more detail. SURROGACY Our adoption policy applies to surrogate parents who meet the criteria for a Parental Order. Please contact a member of the HR team if you wish to discuss your eligibility further. Surrogacy is when another woman carries and gives birth to a baby for the intended parents. The women who gives birth to the child will be treated as the legal mother, however; parental responsibility can be transferred to the intended parents by either an adoption or parental order, following the birth of the child. Pregnant employees have the right to 52 weeks maternity leave and this is not impacted by the surrogacy arrangements. The intended parents can apply for a Parental Order after 6 weeks of the child s birth date, and before the child is 6 months old. Intended parents must be genetically related to the child to be able to apply for a parental order. Adoption leave and pay is available to eligible employees who become the legal parents following an application for adoption or parental order. Intended parents will be entitled to 2 unpaid antenatal appointments to enable them to accompany the birth mother. Adoption leave can start the day of the birth or the day after. Employees must tell their employers at least 15 weeks before the baby is due, and that they intend to take adoption leave. Adoption leave can start the day the child s born or the day after when a surrogate is used. AND FINALLY We hope this covers everything you need to know to help you prepare for your adoption leave. Please do keep in touch throughout your adoption leave, and we look forward to meeting with you and supporting you during this time Adoption Leave - 47

25 4 SHARED PARENTAL LEAVE

26 4 SHARED PARENTAL LEAVE POLICY STATUTORY LEAVE PERIODS Welcoming a new child to your family is an exciting time, and thanks to the introduction of shared parental leave, you now have the opportunity to divide almost all of the traditional maternity/adoption leave entitlement between you and your partner. This means you will be able to consider the best arrangement to care for your child during their first year, and have an opportunity to take it in turns to have periods of leave to care for your child, and/or take leave at the same time as each other. It is important to note that shared parental leave should not be confused with parental leave, which is unaffected by this policy. Parental leave is the entitlement to up to 18 weeks unpaid leave up until the child s 18th Birthday (Please see the Parental Leave Policy). To support you with the terminology and acronyms used in our shared parental leave policy, please take a look through our glossary of terms below. Shared Parental Leave (SPL) Statutory Shared Parental Pay (ShPP) Shared Parental Leave can be taken up to 52 weeks, minus any weeks of maternity or adoption leave taken. Statutory Shared Parental Pay can be paid up to 39 weeks, minus any weeks of maternity pay, maternity allowance or adoption pay. You are entitled to take your maternity, paternity or adoption leave in line with the statutory leave entitlements, however; if you are an eligible mother or adopter, you may now choose to reduce this leave and opt into Shared Parental Leave (SPL) instead. Please note; if you are the birth mother, you must take at least 2 weeks maternity leave following the birth of a child, but can otherwise choose to end your maternity leave at any stage; and equally a primary adopter can end their adoption leave once they have taken it for two weeks. If you reduce your maternity or adoption leave and subsequently your pay entitlement, the remaining leave will be available as SPL, and the remaining weeks of pay will be available as Shared Parental Pay (ShPP). You can share the leave with your partner if they re also eligible for SPL, and choose how much of the leave each of you will take. This means your partner could begin to take SPL while you are still on maternity/adoption leave as long as you have given binding notice to end this leave. SPL must be taken between the baby s birth and their first birthday (or within 1 year of adoption), and the policy allows you to request a flexible pattern of leave to your employer. You have the right to take SPL in up to 3 separate blocks but with your Manager s approval you may make a request for additional leave. You may also request to split each block into several shorter periods of work and leave. Continuous Leave Discontinuous Leave SPLIT day Unpaid Parental Leave Curtail Lower Earnings Limit A period of leave that is taken in one block e.g. four weeks leave. A period of leave that is arranged around weeks where the employee will return to work; e.g. an arrangement where an employee will work every other week for a period of three months. Shared Parental Leave in Touch Day. Separate to SPL, entitles employees to take up to 18 weeks off work to look after a child s welfare, this leave is normally unpaid. Where an eligible mother brings their maternity/ adoption leave and, if appropriate, pay or allowance entitlement to an end early. This is sometimes referred to as reducing the maternity/adoption leave period or reducing the maternity/adoption pay or Maternity Allowance period. The amount of gross weekly earnings that allow an employee to qualify for certain state benefits. This changes each April. Example: A mother and her partner are both eligible for SPL. The mother ends her maternity leave after 12 weeks, leaving 40 weeks (of the total 52- week entitlement) available for SPL. She takes 30 weeks and her partner takes the other 10 weeks before the baby s first birthday Shared Parental Leave - 51

27 4 ELIGIBILITY FOR SHARED PARENTAL LEAVE Continuous & Discontinuous Leave (SPL) To be eligible to take SPL and receive ShPP, both parents must meet certain eligibility requirements, as outlined below. To qualify for SPL, you must share primary care responsibilities of the child with either: Your husband, wife, civil partner or joint adopter. The child s other parent. Your partner (if they live with you and the child). You must also: Have been employed continuously for at least 26 weeks by the end of the 15th week before the EWC (or by the date you are matched with your adopted child). You can choose to take your Shared Parental leave as either continuous or discontinuous leave. If you request 1 continuous period of leave, you will be entitled to take this. If you choose to opt for discontinuous leave you have the opportunity to return to work for a block of time within the SPL period, whilst your partner looks after your child, and then return to your leave at a later time (but still within the SPL period). This is different to KIT days which are associated with maternity leave, and will be covered later on in the policy. You have 3 opportunities to present your period of leave notice, and could therefore have 3 separate Shared Parental Leave periods SHARED PARENTAL PAY Have average weekly earnings that are no less than the lower earnings limit for the payment of national insurance contributions for a period of 8 weeks, ending the 15th week before the EWC. For more information please see Be in employment with the Company in the week the SPL period starts. Qualify for Statutory Maternity Pay / Maternity Allowance or Statutory Adoption Pay or your partner should qualify. Notify the Company that you wish to curtail / reduce your leave and pay period. Provide adequate documentation and declarations to the Company covered in this policy During the 66 weeks before your baby is due your partner must have: Been working for at least 26 weeks (they don t need to be in a row). Earned at least 30 a week on average in 13 of the 66 weeks (they can be employed, self-employed or an agency worker). If only 1 parent in a couple is eligible to get SPL and ShPP, please don t hesitate to contact a member of the HR team to understand how this will affect your rights to these entitlements. Statutory Shared Parental Pay (ShPP) You will be eligible for Statutory ShPP if one of the following applies: You qualify for Statutory Maternity Pay or Statutory Adoption Pay. You qualify for Statutory Paternity Pay and have a partner who qualifies for Statutory Maternity Pay, Maternity Allowance or Statutory Adoption Pay. If you meet the above eligibility requirements, and you or your partner end maternity or adoption leave and pay early, then you can: Take the rest of the 52 weeks of leave as Shared Parental Leave (SPL). Take the rest of the 39 weeks of statutory pay or maternity allowance as Statutory Parental Pay (ShPP) Please remember that the mother must take a minimum of 2 weeks maternity leave following the birth, or 2 weeks adoption leave following the placement of child. ShPP is paid at the same rate as Statutory Maternity Pay (SMP), as outlined in the Maternity Policy More information on the ShPP rate can be found here: Shared Parental Leave - 53

28 4 REWARDS & BENEFITS If you receive a pay rise during your SPL leave, we will recalculate your ShPP as if your pay rise had happened before the Relevant Period. This means that you may qualify for ShPP if you did not qualify before, or that we owe you more ShPP for your SPL leave you have already taken. If necessary, we will increase your ShPP payments and pay you a lump sum to make up for your SPL leave you have already taken. This may be paid to you after your SPL has ended. If both parents qualify for ShPP, you must decide how it will be divided, and you must each inform your employer of the entitlement. If your employment comes to an end while they are still entitled to some ShPP then any remaining weeks will usually remain payable unless they start working for someone else. Enhanced Company Shared Parental Pay We are pleased to announce that if you have over 1 years service with Kering at least 3 months before the EWC, or expected placement week, we will enhance your ShPP pay for a certain period of your SPL leave. Annual Leave Entitlement Your annual leave entitlement and statutory Public and Bank Holidays will continue to accrue during your entire SPL period. Accrued annual leave should be used before you go on your maternity leave, and dates should be booked in accordance with the Annual Leave Policy. Pay Review and Bonus Your Manager will review and rate your performance prior to the start of your SPL, in line with the normal Brand guidelines and timeframes. While you are away, you will be included in any salary review process and eligible for a bonus payment in accordance with the rules of the scheme. If you have worked for us for: Between 1 and 3 years, you will receive full pay for 14 weeks Between 3 and 5 years, you will receive full pay for 20 weeks 5 years or more, you will receive full pay for 26 weeks. Your Company ShPP includes your statutory entitlement; it is not in addition to it. All service related calculations for the purposes of Company pay, is based on length of service at the date of your EWC. These payments are based upon your basic salary. Multiple Births In the event that you have multiple births, we shall support you even further by offering an additional 4 weeks enhanced ShPP, for each child born. Form of Payment Your pay will be paid by bank transfer into the same account and on the same day as your normal salary and this will be communicated to you in the usual way. Your payments, including ShPP, will continue to be subject to normal tax and NI deductions. Pension If you are part of our pension scheme, we will continue to make our contributions to your pension at the same rate for as long as you receive ShPP and as long as you continue to make your contributions. Whilst you are on SPL, your contributions will be based on the ShPP pay you are receiving. If you want to amend your contributions during this period, please contact a member of the HR team as soon as possible. Please refer to the pension scheme rules or speak to the Reward Team for more information on how your pension will be managed whilst you are on leave. Staff Discount You will still be able to enjoy your staff discount when you are on SPL. All standard terms and conditions of the Staff Discount Policy still apply. Private Medical Insurance If you have joined the scheme and you pay additional contributions for your partner and/or dependants, your deductions will continue whilst you are receiving ShPP pay. After this period, you will need to ensure that these continue to be paid and therefore please contact the medical insurance provider directly Shared Parental Leave - 55

29 4 Childcare Vouchers Applying for Shared Parental Leave (SPL) You will be eligible to buy childcare vouchers on your return from SPL, the cost of which will be deducted from your gross salary each month, therefore making you a Tax and NI saving on each voucher. To find out more please contact a member of the HR team. If you currently have childcare vouchers, payments will continue to be deducted during your enhanced pay period, after which we will pay the monthly contributions on your behalf. Season Ticket Loans If you have chosen to take a Season Ticket Loan as part of the flexible reward offering, you can choose to cancel your Season Ticket Loan during your SPL. You should return your ticket by making an application to do so with The provider the provider. If you choose to keep your season ticket, payroll will continue to make deductions from your salary for the season ticket loan. If there is insufficient salary to make these payments, the money will be deducted from your salary when you return from SPL. External Benefits You will continue to have access to our external benefits package including any negotiated discount rates. All rewards and benefit schemes are subject to change, and therefore we would advise you to keep up-to-date on your entitlements. A member of the HR team will support you with understanding how your benefits may be affected during your SPL and statutory pay periods. Notification Process We advise both parents to have early conversations with your respective employers about your leave intentions, so that you are all clear about your entitlement, what leave arrangements are being considered and how any leave will be accommodated. If you are considering SPL, we encourage you to contact a member of the HR team to arrange an informal discussion as early as possible.this conversation will provide you with the opportunity to discuss your potential entitlement, to talk about your plans, and to enable us to support you with this process. Upon receiving a notification of entitlement to take SPL, we will seek to arrange a further informal discussion with you, to talk about your intentions and how you currently expect to use your SPL entitlement. You must give at least 8 weeks notice to take shared parental leave, and each parent applies to his or her own employer. The notice is made up of 3 stages: 1. Maternity Leave Curtailment Notice: Before the mother or partner can take shared parental leave, the mother must either return to work before the end of her maternity leave, by giving the required 8 weeks notice of her planned return to work, or, provide her employer with a maternity leave curtailment notice - available on the online HR platform. 2. Notice of Entitlement and Intention: The mother or partner must provide the Company with an initial, non-binding indication of each period of shared parental leave that they are requesting. Please see Appendices 2 and 3 and the online HR platform. 3. Period of Leave Notice: You must provide the Company with written notice setting out the start and end dates of each period of shared parental leave that you are requesting. Within 14 days of your child s birth / adoption you will need to provide the Company with a copy of a birth certificate / matching certificate. You or your partner can only start Shared Parental Leave (SPL) once the child has been born or adopted. You can start SPL while your partner is still on maternity or adoption leave, as long as they ve given binding notice to end it. Continuous Leave Notifications A notification for continuous leave can be made. This means that a number of weeks can be taken in a single unbroken period of leave (for example, 6 weeks in a row). You have the right to take a continuous block of leave with a single notification, so long as it does not exceed the total number of weeks of SPL available to you, and we have been given at least 8 weeks notice. Discontinuous Leave Notifications A single notification may also contain a request for 2 or more periods of discontinuous leave. This means requesting a set number of weeks of leave over a period of time, with breaks between the leave where you return to work, for example; an arrangement where you will take 6 weeks of SPL and work every other week for a period of 3 months Shared Parental Leave - 57

30 4 Where there is concern about accommodating the notification, we may Variations to Shared Parental Leave seek to arrange a meeting to this with you, with a view to agreeing an arrangement that meets both your needs and the needs of the business. The purpose of the meeting is to discuss in detail the leave proposed, and what will happen while you are away from work. Where it is a request for discontinuous leave the discussion may also focus on how the leave proposal could be agreed, whether a modified arrangement would be agreeable to you and the business, and what the outcome may be if no agreement is reached. We will consider all discontinuous leave notification requests but we have the right to refuse this request. If the leave pattern is refused, you can either withdraw it within 15 days of submission, or can take the leave in a single continuous block. An employee may submit up to 3 separate notifications for discontinuous periods of leave. Confirmation of Request Once your Manager and a member of the HR team receive the request for SPL, it will be dealt with as soon as possible. All notices for continuous leave will be confirmed in writing. All requests for discontinuous leave will be carefully considered, weighing up the potential benefits for both of us against any adverse impact to the business. Each request for discontinuous leave will be considered on a case-by-case basis. Agreeing to one request will not set a precedent or create the right for another employee to be granted a similar pattern of SPL. You will be informed in writing of the decision as soon as is reasonably practicable, but no later than 28 days after the leave notification was made. The request may be granted in full or in part, for example; we may propose a modified version of the request. If a discontinuous leave pattern is refused, then you may withdraw the request without detriment on or before the 15th day after the notification was given; or may take the total number of weeks in the notice in a single continuous block. If you choose to take the leave in a single continuous block, you will have until the 19th day from the date the original notification was given to choose when you want the leave period to begin. The leave cannot start sooner than 8 weeks from the date the original notification was submitted. If you do not choose a start date, then the leave will begin on the first leave date requested in the original notification. You are permitted to vary or cancel an agreed and booked period of SPL, provided that you advise us in writing at least 8 weeks before the date of any variation. Any new start date cannot be sooner than 8 weeks from the date of the variation request. Any variation or cancellation notification made by you, including notice to return to work early, will usually count as a new notification reducing your right to book/vary leave. A change as a result of a child being born early, or as a result of us requesting it to be changed and you being agreeable to the change, will not count as further notification. Any variation will be confirmed in writing by the Company. CONTACT DURING SHARED PARENTAL LEAVE Throughout your shared parental leave, we d love to hear from you and to find out how you, and your new addition to the family, are. This could be informally with your Manager and your team, dependent on what you are comfortable with, or we also have other opportunities for you to keep in touch, such as the below. Shared Parental Leave in Touch Days (SPLIT) If you want to keep in touch with what s going on at work, then you can agree up to 20 days without bringing your SPL to an end or impacting your right to claim ShPP. These are known as SPLIT days, and are in addition to any KIT days taken in maternity leave. Any work carried out on a day or part of a day shall constitute a day s work for these purposes. This does not mean that you are obliged to work, but if you wish to do so, we will discuss how you will be paid for any work that you do. These days are useful for things such as; training, team meetings, team building events, or perhaps to work on a specific project. This does not mean that you are obliged to work, but if you wish to do so, we will discuss how you will be paid for any work that you do. Please agree to these SPLIT days with your Manager in advance, so they can let a member of the HR team know. Any work done on any day will count as a whole SPLIT Day, i.e. if you attend work for a one-hour training session then this means you have used one of your SPLIT Days, and you will receive your normal daily rate for working this day. SPLIT days will be processed through payroll and will be paid in arrears following your Manager s approval Shared Parental Leave - 59

31 4 RETURNING TO WORK We will assume that you intend to return to work following the end of your final period of SPL, unless you tell us otherwise. We would suggest that you can contact your Manager or a member of the HR team during your SPL, to confirm that you will be coming back on your expected return date. If you decide to return before the end of your SPL period, you should notify your Manager in writing 8 weeks before wishing to return to work, of the intended date of return. Within 28 days of advising us of the date you intend to complete your SPL, we will write to you to inform you of your expected return date. If the necessary notice is not given, we may need to postpone your return in order to make the necessary business arrangements. If you would like to spend more time with your baby, and would subsequently like to delay your expected return to work date, you are able to apply to take paid annual leave, or unpaid parental leave. Please follow either our Annual Leave Policy or Parental Policy for guidance on how to do this. On returning to work after SPL, you are entitled to return to the same job if your total statutory leave and SPL amounts to 26 weeks or less. The same job is the one that you occupied immediately before commencing your leave and the most recent period of SPL, on the same terms and conditions of employment. If your statutory leave and SPL amounts to 26 weeks or more in total, where reasonable or practical you can return to the same role, or where this is not possible, a similar role, on terms and conditions that are no less favourable to those you had before you went on leave. Flexible Working If you wish to return on a part-time basis, or any other flexible working arrangement, we will consider your request in line with the needs of the business. If you would like to discuss this option, you should write to your Manager setting out your proposals as soon as possible, and in advance of your return date, so that there is adequate time for full consideration. Please see the Flexible Working Policy for further details. Return to Work Meeting Shortly before you are due to return to work, we may invite you to have a discussion with us about arrangements for your return, in person or by phone. We would likely discuss the following: Changes that have happened at work. Any reasonable adjustments. Any updated vocational training you may need to take. During your first week back, it will be your Manager s responsibility to reintroduce you to the business as smoothly as possible. We will also give you the option to attend the Company Induction. This is completely optional, but would be a good opportunity for you to get an update on any changes that may have taken place whilst you were on maternity leave. RESIGNATION DURING SHARED PARENTAL LEAVE If you decide to resign whilst you re on SPL, then please put your resignation in writing. Make sure you give the right amount of contractual notice as set out in your Terms and Conditions of employment. You will be paid for any accrued but unused holiday entitlement in your final salary and all other benefits will cease. We will send you your P45 and final payslip to your home address. You will also need to return any Kering property. This will include items such as a mobile telephone, laptop, security pass, and any other items we may have loaned to you while you were working with us. Your contract with us stops on the last day of your notice, but you ll still get Statutory Pay after that date if you re eligible for it Shared Parental Leave - 61

32 4 FIXED TERM CONTRACTS We extend the same leave and pay entitlements to fixed term employees, dependent on your length of service. If your contract ceases during your maternity leave, there is no automatic right to return to work, unless the contract is renewed. AND FINALLY We hope this covers everything you need to know to help you prepare for shared parental leave. Please do keep in touch throughout your leave, and we look forward to meeting with you and supporting you during this time Shared Parental Leave - 63

33 5 PARENTAL LEAVE

34 5 PARENTAL LEAVE As a parent, you may need to take planned time off to care for your child or children. This might be anything from taking time off to join them in their school holidays, to taking them to visit extended family members. This policy outlines everything you need to know about parental leave entitlement and how to request it. ELIGIBILITY You will be eligible to request parental leave if: You have 1 year s continuous service, on or before the date you would like your parental leave to start. You have formal or legal responsibility for a child who is under 18 years old; or You have a child who is adopted (leave must be taken within 5 years from the date of adoption or until your child s 18th birthday - whichever is sooner); or You have a child with disabilities who qualifies for the Disability Living Allowance. You have notified us in writing. Please note that we may ask for proof of your child s age (e.g. a birth certificate) to support your application. ENTITLEMENT If you meet the eligibility criteria outlined above, you will be entitled to the following: You can take up to a total of 18 weeks unpaid leave for each child up to their 18th birthday. Leave must be taken in blocks of a minimum of 1 week, up to a maximum of 4 weeks, and the limit on how much parental leave each parent can take in a year is 4 weeks for each child. If you have a disabled child you may take your leave a day at time, or in blocks, up to their 18th Birthday. If you work part time, a week is based on your agreed working pattern. If a Bank or Public Holiday falls in the period you are on leave, you will accrue holiday in the same way as your normal holiday entitlement (where Bank and Public Holidays are contractual). If you have taken any parental leave with a past employer, this will count towards the overall limit for each child. It is your responsibility to inform us of any such leave.the Company reserves the right to check the details of such leave with your former employer. REWARD & BENEFITS Your full reward and benefits entitlement will continue to accrue during any period of unpaid parental leave. APPLYING FOR PARENTAL LEAVE Please complete a parental leave request form and submit this to your Manager, and a member of the HR team. Within 7 calendar days of receipt of your request, you will receive confirmation of the decision, outlining whether your request has been approved or declined. You must give us at least 21 days notice before you intend to start your parental leave and you are required to confirm the start and end dates of your leave at this stage. POSTPONEMENT OF PARENTAL LEAVE In exceptional circumstances, we may consider that parental leave at a particular time would be disruptive to the business, and we may ask you to postpone it for up to 6 months. If this is the case, you will be given written notification and the reason explained. Leave can then be rescheduled to a mutually agreed date. RETURNING TO WORK Following your parental leave you will return to the same role with the same terms and conditions of employment. If a significant organisational restructure occurs that affects you whilst you are on parental leave, we will keep you informed. In the event that parental leave is taken at the end of Additional Maternity or Adoption leave then you have the same rights as described in the Maternity and Adoption Policies Parental Leave - 67

35 5 Flexible Working If you wish to return on a part-time basis, or any other flexible working arrangement, we will consider your request in line with the needs of the business. If you would like to discuss this option, you should write to your Manager setting out your proposals as soon as possible, and in advance of your return date, so that there is adequate time for full consideration. Please see the Flexible Working Policy for further details Parental Leave - 69

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