30.026 Policy Statement

Eligibility Requirements for Employee Maternity Pay

Female staff currently working at least 50% time and who have worked at least 50% time for the previous four continuous years (seasonal/intermittent positions excluded) are eligible for full pay for up to six weeks. 

This benefit is available to natural and adoptive mothers and the primary care giver in a same-sex domestic partnership.  The benefit is available as of the date of birth of the child for birth and as of the date of placement for adoption.  Same-sex domestic partnerships require submission of Declaration of Domestic Partnership and Certificate of Residency forms.  In the event that both partners in a same-sex domestic partnership work at Brown and meet the eligibility requirements, only one is eligible to receive the maternity benefit, at the couple’s election.

Procedure for Employee Maternity Pay

Employee Maternity Pay begins on the date of the birth of the child or date of placement for adoption of a child age 16 years or younger. Once the leave is approved in Workday, eligible employees will have a new Time Off option called “Maternity Benefit.”  The Maternity Benefit Time Off should be entered into Workday the same way employees request sick or vacation days.  In addition, for a natural birth, a Physician's Statement must be received any time before or at least within 15 calendar days after the leave was processed. For an adoption, proof of the placement for adoption must be received any time before or at least within 15 days after the leave was processed.

Coordination of Employee Maternity Pay with Other Pay and Benefits

Staff members receiving Employee Maternity Pay may not simultaneously receive sick or vacation time; however, sick and vacation time will continue to accrue. For employees who work less than 12 months per year, the maternity benefit only replaces wages for normally scheduled workdays.  If all or a portion of benefit occurs during your off period, you will not receive the pay for those days unless you would normally be scheduled to work those days.  This six week leave will count toward any FMLA entitlement and run concurrently with eligible FMLA/RIPFML. Please see HR policy 20.043 to determine any FMLA/RIPFML eligibility.

This policy does not affect an employee's eligibility for Rhode Island Temporary Disability Insurance (RITDI).

Departmental Maternity Reimbursement

Departments may be reimbursed for the cost of hiring replacement staff, if needed, to cover the absent staff member's duties. Departments may be reimbursed for up to six weeks of the actual cost of a replacement (salary plus the fringe benefit rate). This reimbursement will not exceed six weeks of the staff member's base pay (cost of salary without the fringe benefit rate); is restricted to work performed within the six weeks following the date the child is born or adopted; and is only available to a department when the staff member on leave is eligible for Maternity Pay. If the regular staff member chooses to extend the leave beyond six weeks, the department assumes all financial responsibility for any replacements.

The Departmental Maternity Reimbursement is processed by the Benefits Office. Departments must complete and submit the Maternity Benefit Reimbursement Form to the Benefits Office within 30 days of the end of the six week period following the birth or adoption of the child.

Related Documents/Information/References
Maternity Benefit Reimbursement Form
Declaration of Domestic Partnership Form
Certificate of Residency Form  

Revised: January 25, 2013

Contact:  Benefits Office, benefits_office@brown.edu, 401-863-2141