NI to accept digital maternity proof from 1 April 2026

From 1 April 2026, you can use a digital or non‑original copy of your maternity certificate to claim Maternity Allowance or Statutory Maternity Pay in Northern Ireland. The Department for Communities has updated the medical‑evidence rules so you no longer need to hand over the original paper document. ([]())

The change is simple but helpful: the old wording that maternity certificates must be “completed in ink or other indelible substance” has been removed. That opens the door for scans, photos or print‑outs to be accepted as evidence. The rule was sealed by the Department for Communities on 9 March 2026 and takes effect on 1 April 2026. ([]())

What counts as evidence in practice? Most people will use the MAT B1 certificate from a doctor or midwife, or a letter on headed paper confirming the expected week of childbirth. GOV.UK guidance for health professionals and employers explains how MAT B1 is used to verify due dates, and long‑standing SMP rules allow employers to keep a copy rather than the original for their records. (gov.uk)

How to use this if you’re pregnant now. Ask your midwife or GP for a MAT B1 once you reach 20 weeks, take a clear photo or scan, save it as a PDF, and email it to HR or payroll with the date you want your maternity leave and pay to start. If you’re applying for Maternity Allowance from the Department for Communities instead of SMP, you can also supply a non‑original copy under the amended rules-just make sure the image is readable. For general benefit rules, the DWP technical guidance is a helpful reference. ([]())

Timings to remember so you don’t miss out. For maternity leave, tell your employer by the end of the 15th week before your expected week of childbirth. For SMP, give at least 28 days’ notice of your start date and provide medical evidence when asked. HMRC’s Statutory Payments Manual also notes MAT B1s are issued from the 20th week and ordinarily must be given to your employer within 21 days from when SMP starts, with limited extensions if there’s good reason. (nidirect.gov.uk)

If you manage payroll or a small team, this is one to action now. Update your internal guidance to accept scans or photos, and keep the records for HMRC for three years from the end of the tax year they relate to. If you operate across the UK, note that a parallel GB‑wide instrument on evidence of pregnancy was laid in Parliament on 3 March 2026-aligning your process will spare everyone confusion. (gov.uk)

If someone still asks for the ‘original’, you can point them to the Department for Communities’ 2026 rule change. It modernises the evidence requirement so non‑original copies are valid from 1 April 2026. That keeps things simple for parents and administrators while protecting the core check-confirming the expected week of childbirth. ([]())