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Maternity leave management in Personio Payroll involves several key steps, particularly within the first three payroll cycles. This guide helps you navigate the process.

Information Needed

Maternity leave within the first three months with Personio Payroll

To set up maternity leave for a pregnant employee during the first three payroll months with Personio Payroll, follow these steps:

Step 1: Add the maternity time off

1. Go to the Time off tab of the employee’s profile.
2. Select the start date of the maternity leave in the calendar.
3. Add the dates and choose the time off for maternity leave.
4. Under Additional information, choose the correct time off type and fill in the necessary information. If the timeframe falls within the first three months with Personio Payroll, you additionally need to add payroll data. 
5. Send the request.

This sets the base salary to zero for the duration of the maternity leave and prorates salary before and after the time off.

Step 2: Update payroll information

Calculate the maternity pay supplement based on the average monthly net salary for each month of maternity leave. To do this, follow these steps:

Now you need to manually enter the average monthly gross salary of the last three months before maternity leave begins. To do this, follow these steps:

1. Switch to the Salary tab of the employee’s profile and open the area for Recurring compensations.
2. Choose the Compensation type for manual maternity pay and enter the payment for the first month:
   1. Effective from: Enter the first of the month as payment date (Example.: 01.03.2025, also for prorated months).
   2. Amount: Enter the previously calculated amount for the respective month.
3. Add the entry and continue until you've added the payments for each month of maternity leave.
4. To end the payments, add another payment with the amount of 0 from the month in which maternity pay should end.

Step 3: Add child information 

You can either:

• Add the child to the employee’s profile now and come back later to add more details or 
• Save the certificate confirming the pregnancy in the Documents tab and set up a Reminder to add the child as soon as all the information becomes available. 

To add the child, follow these steps: 

1. Go to the employee's profile within Personio and scroll to the Children attribute.
2. Click Edit and then, click Add child.
3. Fill in the information you have. You can add the actual birth date later, once known.
4. Save your entry.

Maternity leave after the first three months with Personio Payroll

To set up maternity leave for an employee after the first three payroll months with Personio Payroll, follow these steps:

Step 1: Add the maternity time off

1. Go to the Time off tab of the employee’s profile.
2. Select the start date of the maternity leave in the calendar.
3. Add the dates and choose the time off type for maternity leave.
4. Send the request.

This sets the base salary to zero for the duration of the maternity leave and prorates salary before and after the time off.

Step 2: Add child information 

You can either:

• Add the child to the employee’s profile now and come back later to add more details or 
• Save the certificate confirming the pregnancy in the Documents tab and set up a Reminder to add the child as soon as all the information becomes available. 

To add the child, follow these steps: 

1. Go to the employee's profile within Personio and scroll to the Children attribute.
2. Click Edit and then, click Add child.
3. Fill in the information you have. The actual birth date can be added later, once known.
4. Save your entry.