On September 10, 2014, the Governor signed into law a bill that requires a minimum of three paid sick days per year for employees. The new law applies to all employers, regardless of size. Here are five essential points employers must understand to begin the process of meeting their obligations under the new law.
1. How much paid sick time must employers provide employees?
Starting on July 1, 2015, any employee who works in California for 30 or more days within a year is entitled to paid sick days. Employees accrue paid sick days at the rate of one hour for every 30 hours worked, beginning at the start of their employment. Employees can use accrued paid sick days beginning on the 90th day of employment.
2. Does this apply to all employers, and when do employers need to comply with this new sick leave requirement?
The law applies to all California employers, regardless of size. It also covers all employees, part-time, full-time, exempt, and non-exempt. Leave may be taken by employees for diagnosis, care, or treatment or preventative care for an employee or an employee’s family member, and victims of domestic violence and sexual assault.
The law takes effect on July 1, 2015. However, it is advisable for employers to start taking action and revising handbooks and leave policies in the beginning of 2015.
Accrued paid sick days carry over to the following year of employment. Employers may limit an employee’s use of paid sick days to 24 hours or three days in each year of employment.
Employers do not have to provide additional accrual or carry over if the full amount of leave is received by the employee under the employer’s leave policy which at least provides for the minimum requirements under the law.
3. Can employers limit the use of paid sick leave or cap the amount of accrual?
Limits on amount of leave used in one year: Employers may limit the use of sick leave at 24 hours or three days of paid sick leave, or equivalent paid leave or paid time off, for each 12 month period based on the employee’s year of employment, a calendar year, or rolling 12-month basis.
Limits on amount used in one day: An employee may determine how much paid sick leave he or she needs to use, but the employer can set a reasonable minimum increment not to exceed two hours that the employee must use each time.
Cap of accrual of total paid leave: In addition, employers can cap the accrual of paid sick leave to 48 hours or 6 days.
Employers may not require that employees obtain a replacement worker to fill their position in order to take the leave. Employees are required to provide reasonable advance notice if the time off is foreseeable, otherwise employees must provide notice of the need for leave as soon as practicable.
4. Does accrued but unused sick leave have to be paid out to an employee upon separation from employment?
No, an employer is not required to provide compensation to an employee for accrued, unused paid sick days upon leaving employment. However, if an employee leaves employment and is rehired by the employer within one year, previously accrued and unused paid sick days must be reinstated. The employee is entitled to the previously accrued and unused paid sick days and to accrue additional paid sick days upon rehiring.
5. What documentation and written requirements does the new law impose on employers?
The law requires that employers provide an employee with written notice setting forth the amount of paid leave available. This information must be included on the employee’s pay stub, or may be provided to the employee in a separate writing given to the employee on the employee’s pay date. In addition, the law amends Section 2810.5 of the Labor Code and adds the following language that must be provided on the employee’s wage notice: “That an employee: may accrue and use sick leave; has a right to request and use accrued paid sick leave; may not be terminated or retaliated against for using or requesting the use of accrued paid sick leave; and has the right to file a complaint against an employer who retaliates.”
In addition, the law requires employers to document and keep records of the hours worked and paid sick days accrued and used by an employee for at least three years. Employees (as well as the Labor Commissioner) have the right to access these records. Failure to keep the required records creates a presumption against the employer that the employee is entitled to the maximum number of hours provided for under the law.