What happens if the placement ends after I have started adoption/surrogacy leave?

If the child’s placement ends during the adoption/surrogacy leave period (for example, you are told that the placement will not be made or the child returns to the adoption agency), you will be able to continue adoption/surrogacy leave for up to eight weeks after the end of the placement unless the period of leave would have ended earlier than that in any event.

How will my fixed-term contract impact on my adoption/surrogacy leave and pay entitlements?

Where you have a fixed term contract and qualify for adoption/surrogacy leave, you will be accorded the same entitlements as comparable staff employed on permanent contracts. If there is funding available to extend a fixed term contract, the extension will be offered regardless of the adoption/surrogacy leave. A non-renewal of contract due to reasons related to adoption/surrogacy could constitute sex discrimination.

If the contract end date falls within the period of adoption/surrogacy leave and the contract is not renewed, any College benefits due will continue up to the date of termination of the contract and will cease on termination of employment. Where you are entitled to 39 weeks Statutory Adoption Pay and there has been less than 39 weeks of adoption pay at the termination date, the College will continue to pay the remainder of the Statutory Adoption Pay. 

Where, as an alternative to adoption, the baby is the subject of a Parental Order following a legal surrogacy arrangement,   there will be no legal entitlement to Statutory Leave and Pay.  Therefore, all payments will cease on termination of employment.

What happens if the mother/partner dies shortly after a child’s birth or adoption placement?

In this instance the father or partner will be able to take Additional Paternity Leave at an earlier point and for a longer period of time.  The start date should be within six weeks of the mother/partner’s death (this can be a date in the past but not before the date of death).  If the start date is not given within six weeks, it must be provided within eight weeks of the death.  The leave can then start from the later of:

  • the date of the mother or adopter’s death, or
  • the date the member of staff informs the College that they want it to start (or have started, if a date in the past)

Leave should end no later than:

  • the child’s first birthday
  • one year after the child was placed with the adopter
  • one year after the child entered the UK

If leave has already been applied for and granted, the start and/or end dates may be changed with immediate effect if notification is given in writing within eight weeks of the mother or adopter’s death.  If the member of staff changes their mind after this time, the College must be given six weeks’ notice:

  • before the original start date or the new start date, whichever is earlier,if withdrawing an application
  • before the date varied or the new date, whichever is earlier, if varying the start date
  • before the date varied or the new date, whichever is earlier, if varying the end date

Will my fixed-term contract impact on my entitlement to Paternity/Maternity Support Leave and Pay

If your contract ends after the baby is born you are entitled to Ordinary Statutory Paternity Pay (OSPP) only (see 1.5 above) subject to meeting the qualifying conditions.  However, if you start work for a new employer, you cannot get OSPP for any week they work for them.

If the contract end date falls within the period of Additional Statutory Paternity/Maternity Support Leave and the contract is not renewed, the College will continue to pay the remainder of the Additional Statutory Paternity/Maternity Support Leave period.  However, if you start work for a new employer, you cannot get additional statutory maternity leave from their new employer for any week they work for them.

Arranging payments for casual workers

The following information explains how to submit payment forms for casual workers either electronically or by hard copy.

Electronic submission

 In order to submit forms by email:-

  1.  You should download a copy of the relevant casual form onto your own computer (or H drive), complete it on screen, and then submit it to the Payroll Office as an email attachment.
  2.  In order to collect information which is needed on the form (for example the casual worker’s personal details) you may forward the form to others at the preliminary stage, and without going through the digital authentication process, providing the final submission to Payroll Office complies with the procedures described below. 
  3.  In all instances the Joining form requires supporting documentary evidence of the person’s eligibility to work in the UK, this includes UK/EU students.  Original signed photocopies of the eligibility to work in the UK document must be retained on departmental files for inspection by the UK Border Agency should they wish to check these.  Scanned copies should be submitted with the Joining form if you opt for electronic submission of this form (please see section 3 below).
  4.  Electronic submissions will be accepted only from those who have been authorised by their faculty/department for this purpose.  A list of those currently authorised can be found here: https://workspace.imperial.ac.uk/finance/Internal/payroll/bursary-temppay_approvers.pdf
  5.  In order to ensure that electronic payment requests are genuine and secure, they must be digitally authenticated and encrypted at the final stage of submission, using the “public key infrastructure”. If you are unfamiliar with this procedure, please follow the instructions below:-
  6. To set up your own digital signature please follow the steps detailed on the ICT “Public Key Infrastructure email” web page in the following order:

             a) Obtain your certificate

    b) Back up your private key
    c) Use your certificate to send secure email
    d) Please note that digital signatures can also be installed on your homecomputer by following the steps detailed on the following ICT “Public Key Infrastructure” web page

       6.   You must send the form to the following dedicated e-mail address weeklypay@imperial.ac.uk

        7.  If you submit a casual payment form by email, please do not also submit a paper copy.  This could result in the payment being duplicated.

 Hard copy submission

The revised Casual Worker Joining and Payment forms when submitted as a hardcopy must be signed and stamped with a tri-colour stamp prior to submission to the payroll office.

In all instances the Joining form requires supporting documentary evidence of the person’s eligibility to work in the UK, this includes UK/EU students.  Original signed photocopies of the eligibility to work in the UK document must be retained on departmental files for inspection by the UK Border Agency should they wish to wish to check these.  A photocopy should be submitted with the Joining form.

What happens if the placement is delayed after I have started adoption/surrogacy leave?

If you commence you adoption/surrogacy leave at any time before the actual date of placement, you must be sure that the placement will be going ahead on the date agreed before they start their leave. If the placement is delayed for whatever reason and you have already begun your adoption/surrogacy leave, you cannot stop leave and start it again at a later date.