How do I set up a Sick Policy?

CA Rules are set up you just need to select which one you would like to use Accrual Method or Lump Sum. For all other states you can customize to your state regulation or to your employer policy. See below for CA Law rule explanation.

1. Click the Time off tab in the left navigation menu
2. Click on Get Started on Sick Policy 
   1. If in California there are preset rules for CA requirements
3. By selecting CA Law Accrual Method
   1. Accrual Earning:
      1. Accrual Rate: 1 hr per 30 hrs worked
         Max balance: 80 hrs
         Max used in a year: 40 hrs
         Waiting Period: 90 days
         Reset Date: First of the year
4. By selecting CA Law Lump Sum Method 
   1. Accrual Earning:

1. 1. 1. Total Per Year: 40 hrs
         Max used in a year: 40 hrs
         Waiting Period: 120 days
         Reset Date: First of the year
2. By selecting Create Custom Sick Policy (select only if your policy is more or if you are from a different state than California)
   1. Answer the following Questions 
      1. Accrual Earning:

1. 1. 1. 1. Accrual Method:
            1. Fixed amount earned all at once
               1. Enter Years of Service
               2. Total Per Year
            2. Earned over time
               1. Hours Worked
                  1. Enter Years at Company
                  2. Total Per Year (how many hours will they earn per hours worked)
               2. Pay Period
                  1. Enter Years at Company
               3. Accrual Rate (how many hours earned per pay period)
         2. When do accrual balances reset?
            1. First of the year
            2. Anniversary Date
            3. Custom Date
         3. Add Tenure Details (see details on step 1)
         4. What are the Rules regarding when employees can use their Sick time?
            1. Do you prorate paid time off hours? (only if accrual is by Fixed amount earned all at once)
            2. Is there a waiting period before employees can use their paid time off hours?
               1. If yes enter the amount of Days
            3. Is there a max to the number of hours an employee can carry over into the next year?
               1. Enter Max Carryover Limit per Years of Service
            4. Is there a max to the number of hours an employee can have at one time?
               
               1. example: the employee can accrue up to 40hrs at a time it cannot go over 40 hrs but if they use 16 hrs their balance is now 24 hrs they can start accruing again until the balance max is met to 40 hrs again.
         5. Is there a max to the number of hours an employee can use in one year?
            1. is there a cap on how many hours can be used?
         6. Save and Continue
         7. Select all Employees that pertain to this accrual profile
         8. Save and Continue
         9. Enter Beginning Balances
            1. Enter if there has been an accrued balance (if none enter Zero)
            2. Enter if there has been used accrual hours (if none enter Zero)
         10. Save Policy. 

Note: Under California’s sick leave law there are two ways you can add the sick policy to your employees. I want to help you stay in compliance please see below to start your year off right.

Under California’s sick leave law, employees are to accrue one (1) hour of sick leave for every thirty (30) hours worked. (For example, an employee working 40 hours per week would accrue 1.33 hours of paid sick leave each week.) Accrual of sick leave begins on the first day of an employee’s employment (if an employee began working before July 1, 2015, accrual begins from that date). Employers must allow employees to carry over sick leave from one year to the next. An employer may limit an employee’s use of sick leave to Forty (40) hours or 5 days in a year. Employers may cap an employee’s total accrued sick leave at Eighty (80) hours or 10 days.

Although employees begin accruing sick leave on the day they begin working for an employer, they may only begin using accrued sick leave after they have worked a minimum of ninety (90) days for the employer.

The employer may use a different accrual method, as long as the accrual is on a regular basis and results in the employee having no less than 24 hours of accrued sick leave or paid time off by the 120th calendar day of employment, or each calendar year, or in each 12-month period and no less than 40 hours of accrued sick leave or paid time off by the 200th calendar day of employment, or each calendar year, or in each 12-month period.

An employer may satisfy the accrual requirements by providing an “Up-front” method. It cannot be less than 40 hours or 5 days of paid sick leave.

For initial hires 3 days or 24 hours must be available for use by the 120th calendar day of employment and 5 days or 40 hours must be available for use by the 200th calendar day of employment.