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Admin checklist  - what to do when? 

It might seem like you have a lot of admin and paperwork to deal with when expecting a baby, but if you know what's expected of you and when, the task shouldn't be so overwhelming. 

Most of these topics are explained in further details on other pages in this section ... just follow the path indicated!  But for some terms, you can click on the link for some more information.

When?

What?

1st – 3rd month of pregnancy                               
  • If you work:

    • look for daycare if you will be going back to work after the birth of your baby. Read more in Early parenthood > Daycare.

    • Tell your employer that you are pregnant - once you do this, you are immediately protected against being made redundant, and remain protected until one month after your maternity leave ends.

      You can hand your HR department a letter and ask that they sign it, or you can send a registered letter.

  • if you work or are on unemployment benefits, send your 'mutuelle' / 'ziekenfonds' a medical certificate (from your doctor, and indicating the expected due date) as soon as possible, and by the 7th month at the latest. They will then send you the necessary paperwork to request maternity leave pay.
3rd month of pregnancy
  • some hospitals e.g. Edith Cavell, ask that you reserve your room as of the 3rd month of pregnancy. It may be no harm to check if your hospital requires this.
6th month of pregnancy                          
  • if you are entitled to receive the Belgian:

    complete and return the necessary documents to your family allowance agency. You will still have to send the agency an 'extait de l'acte the naissance' / 'geboorteaangifte' (birth certificate) soon after the birth to complete this request
  • if you are self-employed, ask your ‘caisse d’assurance social’ /  'socialeverzekeringsfonds' (social security agency) for the free ‘titres services’/’dienstencheques’ (domestic help cheques) you are entitled to

  • if applicable, check with your 'top-up' hospitalisation insurance what their procedures are, so you know what documents you need to fill in and when

  • check the pre-admission requirements with your hospital, so you know what documents you need to fill in and when. 
7th month of pregnancy
  • if you are on a waiting list for a daycare place, confirm with them that you still need the place. They will let you know whether you have a place, are still on the waiting list, or whether they have refused the request.

  • if you are expecting twins, and haven’t already told your employer that you are pregnant, you must do so at the latest 9 weeks before the expected due date 

  • check with your mutuelle when they need to receive a medical certificate indicating the start date of your maternity leave – they may ask you to send this only once you start your maternity leave. Once you have sent the certificate, they will then send you the relevant paperwork in relation to your maternity leave rights and payments
8th month of pregnancy
  • if you are expecting a single baby, and haven’t already told your employer that you are pregnant, you must do so at the latest 7 weeks before the expected due date

  • if you haven’t already done so, confirm the start date of your maternity leave with your employer
beginning of maternity leave
  • if you haven't already done so, send your mutuelle a medical certificate indicating the start date of your maternity leave. Once you have sent the certificate, they will then send you the relevant paperwork in relation to your maternity leave rights and payments
within 15 days of the birth
  • register your baby’s birth at the commune in which he or she was born – check in advance with the commune which documents you will have to take with you for the registration of the birth. Read more in Admin and rights > Registration
within 1 month of the birth
  • if you are entitled to receive Belgian family allowance, send an ‘extrait d’acte de naissance’ / ‘geboorteaangifte’ (birth certificates) to your family allowance agency to initiate the payment of a monthly family allowance

  • send another ‘extrait d’acte de naissance’ / ‘geboorteaangifte to your mutuelle for the calculation of the end date of your maternity leave, to register your baby with your mutuelle and to receive a ‘prime de naissance’ (birth bonus) of around €300 from your mutuelle.
within 4 months of the birth
  • fathers who are employees: take advantage of your 10 days of paid paternity leave.
once mum resumes work