Find out what to do when an employee is going on maternity/paternity leave.
When an employee is to go on maternity/paternity leave, you must report the leave. Then you can apply for reimbursement for the salary that you pay during the leave - and if it is unpaid leave, the employee can apply for maternity/paternity benefits.
Apply for reimbursement - new case
When an employee is going on maternity/paternity leave, you must apply for a reimbursement for the salary you pay during the leave. You will automatically be reporting a new case when applying for reimbursement.When an employee is going on maternity/paternity leave, you must apply for When an employee is going on maternity/paternity leave, you must apply for a reimbursement for the salary you pay during the leave. You will automatically be reporting a new case when applying for reimbursement. You must also report a new case if the employee is not getting paid during the maternity/paternity leave. The leave must be reported from 4 weeks before the expected due date and no later than 8 weeks after the payment has stopped. When your application for reimbursement has been approved, you will receive the money within a month.
Stopping salary payments
It is important to notify of changes to the leave, for example, when stopping salary payments, when there are holidays or when someone is on sick leave. Some information can be changed by you directly in NemRefusion, and other changes require that you contact Udbetaling Danmark.
Self-reporting: When salary payments stop
Remember to report it when you stop paying salary to the employee. You can at the earliest report this from the date the salary payments stop. Please note that people cannot apply for maternity/paternity benefits before you notify that the salary payments have stopped. The employee must apply for maternity/paternity benefits no later than 8 weeks after the salary payment has stopped. If you pay a half salary during the leave, you must stop the case on the last day that a full salary is paid. Then create a new case: Report ‘Halv løn under orlov’ (‘Half pay during leave’) on the new case.
Self-reporting: Changed date or other reason for absence
If you have reported a wrong reason for absence or a wrong date as the first day of absence, you have to annul the case and create a new one.
Notify of: Working hours, holiday, expected date of birth
If there are changes or errors in your reporting of the number of work hours or the date of the holiday starting or the date of birth, you can get this information corrected by contacting Udbetaling Danmark. Udbetaling Danmark will automatically receive salary information from the Danish Tax Agency. Udbetaling Danmark cannot change an employee’s salary information.
Report on salary payments stopping or other changes via NemRefusion
Report on holidays
Employees are entitled to take a paid holiday or a holiday with holiday pay during maternity/paternity leave, but this must be agreed upon with the employer. You must then inform Udbetaling Danmark of the holiday via NemRefusion. You cannot be reimbursed during a holiday period. This is because an employee cannot receive either salary or holiday pay while receiving maternity/paternity benefits.
Holidays lasting at least 1 week Report and apply for reimbursement again
After a week’s holiday, the leave will automatically be interrupted. If the holiday lasts for one week or more, you must therefore:
report the leave as a new case
apply for a reimbursement again if you are still paying a salary.
NB: The holiday must be taken as a single calendar week (Monday-Sunday) - also even if the working week is, for example, Tuesday to Saturday. Example: An employee takes holiday for the entirety of week 30. You must report the leave and apply for a reimbursement anew once he or she is back on leave on the Monday of week 31.
Report and apply for reimbursement once the holiday is over
You can only report the leave once the employee’s holiday is over. You can also only apply for a reimbursement if you are still paying salary.
If the employee is a mother
The holiday should also be taken during the parental leave and not during the first 14 weeks. This is because as a mother, you can only postpone the maternity benefits after the 14 weeks of maternity leave.
Report holidays via NemRefusion
If an employee takes sick leave due to pregnancy complications, you must apply for reimbursement for the maternity benefits, not the sick pay. You can receive reimbursements from the first day of absence when the employee is sick due to pregnancy. She must therefore report that she is taking time off due to illness from the first day of absence. You can then apply for reimbursement from Udbetaling Danmark.
When applying for reimbursement, you will automatically be reporting the absence. This must take place 5 weeks after the first day of absence.
Apply for reimbursement on the first day of absence
Apply for reimbursement on the first day of absence or as soon as possible - this benefits all parties. Please note that you:
can lose the chance for reimbursement if you apply later than 5 weeks after the first day of absence
Report illness via NemRefusion Go to self-service
Partial resumption of work
It is possible to agree that the employee works reduced hours during his/her leave. Then the employee’s maternity/paternity benefits will be reduced by the number of hours he or she is working. At the same time, the leave will be extended by the total number of working hours. This is called partial leave or partial resumption of work. If you report it correctly from the start, it will help to ensure that you get reimbursed for the amount that you are entitled to. If the employee is on partial sick leave, this must also be reported.
How to report a partial resumption of work
Partial leave or partial resumption of work is for situations where the employee
works while being on parental leave or
is on partial sick leave due to the pregnancy.
This may be for specific hours or specific days during a week.
If the employee wishes to extend his/her leave
An employee can extend his/her parental leave by either 8 or 14 weeks without having to agree upon this with the employer. By no later than 8 weeks after birth, you must be notified of how much leave the employee wishes to take. The employee can choose to take the extended leave without maternity/paternity benefits or to receive a lower amount each week. The latter entitles the person in question to maternity/paternity benefits during the entire leave period. If you are paying salary during the leave, then remember that you will be reimbursed less.
Postponed leave is taken after the child reaches the age of 46 weeks and before the child reaches the age of 9. Parental leave can, for example, be postponed once the employee returns to full-time work.
Postponed paid leave
If you are paying salary to the employee during the postponed parental leave, you can report the leave from the first day of absence but no later than 8 weeks after the first day of paid leave. You can also apply for reimbursement no later than 8 weeks after the last day of paid leave. When applying for a reimbursement, you will automatically be reporting a new case.
Postponed unpaid leave
You must report the leave even if the employee does not get paid. You can report this from the first day of absence - and ideally, as quickly as possible, so that the employee can apply for maternity/paternity benefits.
Dispensation from having to adhere to the deadline
It is possible to get dispensation from having to adhere to the deadline if you have applied too late due to, for example, operational issues with NemRefusion. Send documentation for the reason for the delayed application, and then we will take another look at the case.
An employee is entitled to 14 weeks of leave with maternity/paternity benefits if the child was stillborn or dies within 32 weeks of being born. The same applies if the child is adopted and dies within 32 weeks after arrival. This is called grief leave. Grief leave can begin the day after the child has died. When and how often you wish to apply for reimbursement is up to you. You can apply on a monthly or quarterly basis or after the leave has been taken.
How to report grief leave in NemRefusion
If it is grief leave for a mother:
Click on ‘Oplysninger om fraværet’ (‘Information about the absence’) in NemRefusion
Select ‘Sygeligt forløbende gravididet’ (‘Pregnancy with illness’)
If it is grief leave for a father or co-mother:
Click on ‘Oplysninger om fraværet’ (‘Information about the absence’) in NemRefusion
Select ‘Forældreorlov’ (‘Parental leave’)
The right to take grief leave also applies if the child is given away for adoption before the age of 32 weeks.
Here you can find information about legislation and how to complain.