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Sick Leave (Accrual) Overview

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  • setup
  • PSL
  • FFCRA
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  • Accrue
  • Vaccine
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Overview

Updated 01/26/2023

 

3rd party link Disclaimer: These links are being provided as a convenience and for informational purposes only; they do not constitute an endorsement or an approval by [The author] of any of the products, services or opinions of the corporation or organization or individual. [The author] bears no responsibility for the accuracy, legality or content of the external site or for that of subsequent links. Contact the external site for answers to questions regarding its content.

 

Employees may need to take sick leave, which is an unforeseen absence from work, to take care of their personal health. Employers may grant the employee a number of sick leave days for this purpose. Currently, there are no federal requirements for paid sick leave, however, some states, counties, and cities have enacted legislation requiring that employers provide their employees with a number of sick days that accrue over time.

Click on the links below for more information

 

This article provides an overview of sick leave accrual plans as they're used and set up in Avionté. The links and webinars below, as well as the attached PDF, provide further details.

 

Disclaimers
Auto-Insert Accrual Plan
Avionté's Standard Sick Leave Accruals
Simplified Sick Leave Plans
 Plans that are not automatically applied
 Exclude Cities in a County
Sick Leave Support Series Articles
Checklist
Accruals Setup Video
Change Log

 

 

Disclaimers

Many Sick and Safe Time laws vary depending on business size.  Avionté’s sick leave accruals are set to the highest rate.

 

All of Avionté’s sick leave accruals display fractions of hours as they are earned.

Avionté’s standard sick leave accruals for cities will map to the city listed on the employee’s assignment work-site address.

Avionté’s standard sick leave accruals do not automatically apply to employees working in any of the qualified jurisdictions.

 

Avionté’s standard sick leave accruals do not automatically zero-out an employee’s balance after they expire nor do they reinstate hours after an employee is hired.

Information may vary per State. Please consult your local, state, federal laws and/or legal counsel to ensure full compliance.

 

Auto-Insert Accrual Plan

To have standard active sick accrual leave plans inserted automatically (accrual bank plans do not auto- insert) on the employee accrual when closing a time entry batch:

  1. Navigate to Start Page > Actions Menu > Admin Tools > Category = System

  2. Double-click Config Option. The System | Config Option window displays.

    mceclip0.png

  3. Click the Config Option By FKName tab.

  4. In the Property column search cell, search for AFterTimeEntryBatchCloseSP

  5. Click the ConfigOptionValue cell to enter a value.

  6. Enter "STD_InsertEmployeeAccrual_Sickleave" into the cell.

  7. Tab off the field to save the value. When time entry batches are closed, employee accruals will now add automatically.

Please note: 

  • This Config Option will not automatically insert the accrual plan for employees who are being processed for non-W2 transactions.  
  • This Config Option will auto-insert on the employee for all standard accrual plans that are active in Admin Tools.  It works for standard, Avionté-created sick leave accruals, but not Custom Accrual Plans OR Bank Plans.

 

Avionté’s Standard Sick Leave Accruals

Avionté provides accrual/bank plans according to paid sick leave according to state, county, and city requirements.

 

 

Simplified Sick Leave Plans

  Location Accrual Plan Effective Date Hours to Accrue 1 hour Days before Use Gap Days Max Hours Use in 1 yr Max Accrual Balance Yearly Limit Allowed Carry Over Hours

STATE

 Arizona Sick Leave_AZ 7/1/2017 30 90 270 40 80 40 40
California Sick Leave_CA 7/1/2015 30 90 365 24 48 48 48
Connecticut Sick Leave_CT 1/1/2012 40 85   40 40 40 40
Colorado CO Public Health Emergency Leave 1/1/2021 80 0 365 80 80 80 Unlimited
Colorado Sick Leave_CO 1/1/2021 30 Begins to accrue on an employee’s start date or on the law's effective date, whichever is later. 180 48 48 48 48
Maine Sick Leave_ME 1/1/2021 40 0 365 40 40 40***** 40
Maryland Sick Leave_MD 01/01/2018 30 106 259 64 64 40 40
Massachusetts Sick Leave_MA 7/1/2015 30 90 365 40 40 40 40
Michigan Sick Leave_MI 3/29/2019 35 90 0 40 Unlimited 40 40
Nevada (Leave) Sick Leave_NV 01/01/2020 .01923/hour 90 90 40 Unlimited Unlimited 40
Nevada NV Single-Dose Vaccination Leave
NV Two-Dose Vaccination Leave		 06/09/21 N/A - preloaded
1 Dose: 2
2 Dose: 4		 0 0 1 Dose: 2
2 Dose: 4		 1 Dose: 2
2 Dose: 4		 1 Dose: 2
2 Dose: 4		 Unlimited
New Jersey Sick Leave_NJ 10/29/2018 30 120 183 40 Unlimited 40 40
New Mexico NM Sick Leave 07/01/2022 30 0 0 64 64 64 64
New York Sick Leave_NY 9/30/2020 30 Must wait until 01/01/2021 before use Law doesn’t specify reinstatements 56 Unlimited 56 Unlimited
New York NYS Single-Dose Vaccination Leave 03/12/2021 4 0 0 4 4 4 0
New York NYS Two-Dose Vaccination Leave 03/12/2021 8 0 0 8 8 8 0
New York NY COVID-19 Paid Sick Leave 03/8/2020 0 0 0 112 112 112 0
New York NY COVID-19 Child Vaccination Leave 11/02/2021 0 0 0 12 12 12 0
Oregon Sick Leave_OR 1/1/2016 30 90 180 40 80 40 40
Rhode Island Sick Leave_RI 7/1/2018 35 180 135 24 Unlimited 24 Unlimited
Vermont Sick Leave_VT 1/1/2017 52 365 365 24 Unlimited 24 Unlimited
Washington Sick Leave_WA 1/1/2018 40 90 365   Unlimited Unlimited 40
Washington, D.C. Sick Leave_DC 11/13/2008 37 90 365 56 56 56 Unlimited
CITY Berkeley, CA Sick Leave_CA_Berkeley 10/1/2017 30 90     72 Unlimited 72
Emeryville, CA Sick Leave_CA_Emeryville 7/2/2015 30 90 365   72 Unlimited 72
Los Angeles, CA Sick Leave_CA_LosAngeles 7/1/2016 30 90 365 48 72   72
Los Angeles, CA LA City FT Vaccine Leave - 1 Dose
LA City FT Vaccine Leave - 2 Dose		 01/01/2021 N/A - preloaded
1 Dose: 12
2 Dose: 16		 Must work for employer 60 days before use N/A 1 Dose: 12
2 Dose: 16		 1 Dose: 12
2 Dose: 16		 1 Dose: 12
2 Dose: 16		 Unlimited
Los Angeles, CA LA City PT Vaccine Leave - 1 Dose
LA City PT Vaccine Leave - 2 Dose		 01/01/2021 N/A - preloaded
1 Dose: 12
2 Dose: 16		 Must work for employer 60 days before use N/A

Prorated:

1 Dose: 12
2 Dose: 16

Prorated:

1 Dose: 12
2 Dose: 16

Prorated:

1 Dose: 12
2 Dose: 16

 Unlimited
Oakland, CA Sick Leave_CA_Oakland 3/2/2015 30 90 365   72 Unlimited 72
San Diego, CA Sick Leave_CA_SanDiego 7/11/2016 30 90 180 40 80   Unlimited
San Francisco, CA Sick Leave_CA_SanFrancisco 2/5/2007 30 90 365   72 Unlimited 72
San Francisco, CA (Public Health Emergency Leave) San Francisco PHEL 10/1/2022 N/A 0 N/A 80 80 80 Unused leave does not carry over
Note:

You will need to determine if employees should have this plan assigned to them. If so, start by making the plan active on the Employer> Accrual tab in Admin Tools.

Then make the plan active on each employee that is eligible. For part-time or variable employees, you can reduce the amount of leave by editing the “initial balance” field on the employee accrual.
Santa Monica, CA Sick Leave_CA_SantaMonica 1/1/2017 30 90   40 48 48 40
West Hollywood, CA Sick Leave-West Hollywood CA 1/1/2022 40 90 365 96 192 96 Unlimited
Chicago, IL Sick Leave Chicago IL 7/1/2017 40 180 90 40 Unlimited 40 20
Duluth, MN Sick Leave_MN_Duluth 1/1/2020 50 90 90 40 Unlimited 64 40
Minneapolis, MN Sick Leave_MN_Minneapolis 7/1/2017 30 90 90   80 48 80
St Paul, MN Sick Leave_MN_StPaul 7/1/2017 30 90 90   80 48 80
Bloomfield, NJ Sick Leave_NJ_Bloomfield 7/1/2015 30 90 180 40 Unlimited 40 40
East Orange, NJ Sick Leave_NJ_EastOrange 1/7/2015 30 90 180 40 Unlimited 40 40
Elizabeth, NJ Sick Leave_NJ_Elizabeth 3/2/2016 30 90 180 40 Unlimited 40 40
Irvington, NJ Sick Leave_NJ_Irvington 1/28/2015 30 90 180 40 Unlimited 40 40
Jersey City, NJ Sick Leave_NJ_JerseyCity 1/24/2014 30 90 180 40 Unlimited 40 40
Montclair, NJ Sick Leave_NJ_Montclair 3/4/2015 30 90 180 40 Unlimited 40 40
Morristown, NJ Sick Leave_NJ_Morristown 1/11/2017 30 90 180 40 Unlimited 40 40
New Brunswick, NJ Sick Leave_NJ_NewBrunswick 1/6/2016 35 120 180 40 Unlimited 40 40
Newark, NJ Sick Leave_NJ_Newark 6/21/2014 30 90 180 40 Unlimited 40 40
Passaic, NJ Sick Leave_NJ_Passaic 1/1/2015 30 90 180 40 Unlimited 40 40
Paterson, NJ Sick Leave_NJ_Paterson 1/8/2015 30 90 180 40 Unlimited 40 40
Plainfield, NJ Sick Leave_NJ_Plainfield 7/15/2016 30 90 180 40 Unlimited 40 40
Trenton, NJ Sick Leave_NJ_Trenton 3/4/2015 30 90 180 40 Unlimited 40 40
New York, NY Sick Leave_NY_NYCity 4/1/2014 30 120 180 40 Unlimited 40 40
Philadelphia, PA Sick Leave_PA_Philadelphia 5/13/2015 40 90   40 Unlimited 40  
Philadelphia, PA Sick Leave Philadelphia Covid Leave 3/10/2022 NA NA NA 40 40 NA 40
Austin, TX Sick Leave_TX_Austin 10/1/2018 Didn't go into effect yet            
Dallas, TX Sick Leave_TX_Dallas 08/01/2019 30 0 180 64 64 64 64
San Antonio, TX Sick Leave_TX_San Antonio 12/1/2019 30 0 180 64 Unlimited 64 64
Seattle, WA Sick Leave_WA_Seattle 9/1/2012 30 180 213 72 Unlimited Unlimited 72
Spokane, WA Sick Leave_WA_Spokane 1/1/2017 30 90   40 Unlimited   40
Tacoma, WA Sick Leave_WA_Tacoma 2/1/2016 40 180 180 40 Unlimited 24 24
Pittsburgh, PA Sick Leave_PA_Pittsburgh 3/15/2020 35 90 180 40 40 40 40
COUNTY Allegheny County, PA Allegheny PA Sick Leave 12/15/2021 35 Begins to accrue on an employee’s start date or on the law's effective date, whichever is later. 0 40 40 40 40
Cook County, IL Sick Leave Cook IL 7/1/2017 40 180   40 Unlimited 40 20
Los Angeles County, CA LA County FT Vaccine Leave – 1 Dose (4 hours) N/A N/A 0 0 4 4 4 0
Los Angeles County, CA LA County FT Vaccine Leave – 2 Dose (8 hours) N/A N/A 0 0 8 8 8 0
Los Angeles County, CA LA County PT Vaccine Leave – 1 Dose (calculated) N/A N/A 0 0 Based on formula** Based on formula** Based on formula** 0
Los Angeles County, CA LA County PT Vaccine Leave – 2 Dose (calculated) N/A N/A 0 0 Based on formula** Based on formula** Based on formula** 0
Montgomery County, MD Sick Leave Montgomery MD 10/1/2016 30 90 270 80 Unlimited 56 56
Bernalillo, NM Sick Leave_ Bernalillo NM 10/1/2020 32 90 365 56 56 56 56
Westchester County, NY Sick Leave_NY_Westchester 3/30/2019 30 90 270 40 40 40 40

 

 

Please note:  The Nevada plan is not exclusively a sick leave plan.  However, since it operates much like other legislated sick leave plans, Avionté has delivered it as an accrual plan and documented it above. 

 

** Formula Calculations for LA County, CA Vaccine Leave

PT employees’ hours are based on their normally scheduled work hours over the two-week period preceding the injection. It will be 1/10th of the average number of hours worked.

An example would be if they worked an average of 35 hours the pervious two weeks. The 1-dose plan would allow 3.5 hours. The 2-dose plan would allow 7 hours.

 

 

**** Additional information for CA 2022 Covid 19 Supplemental Sick Leave (Primary and Secondary)

  • Full-time employees, those considered full-time by the employer, or those who worked or were scheduled to work, on average, at least 40 hours per week in the two weeks preceding the date the employee takes CSPSL are entitled to 40 hours of CSPSL.
  • Part-time employees with fixed weekly schedules are entitled to the total number of hours normally scheduled for one week, not to exceed 40 hours.
  • Part-time employees on variable schedules are entitled to seven times the average number of hours worked each day in the six months preceding the date the employee takes CSPSL, not to exceed 40 hours. If the employee has worked for the employer for less than six months, the total length of their employment is used, unless the employee has been employed for seven days or less. In that case, the total number of hours worked is used.

 

***** Additional information for Maine 2022 Yearly Accrual:

  • The Maine Sick Leave Yearly Accrual cannot exceed 40 hours.
    • 40 Hours = Prior carry-over + accrual hours in the current year [deplete hours do not impact]

  • Explanation: Maine requires the sick leave plan to do the following:

    When rolling over 40 hours of unused accrued Earned Paid Leave from one year to the next, the employee will not accrue any additional hours until the following year, but only if the employee rolls over less than 40 hours.

  • Example: An employee rolls over 8 hours of unused accrued Earned Paid leave from 2021. In the present year 2022, the employee is only entitled to accrue up to 32 additional hours of Earned Paid Leave, regardless of how much leave the employee uses in the current year.

     

Plans that are not automatically applied

Plans such as COVID plans and Public Health Emergency leave do not apply automatically to the employee. To use these plans, set the plan to active in admin tools and then add the applicable plan to the employee under payroll/accruals.

Relevant plans include:

  Location Accrual Plan Effective Date Hours to Accrue 1 hour Days before Use Gap Days Max Hours Use in 1 yr Max Accrual Balance Yearly Limit Allowed Carry Over Hours

STATE

 California CA 2022 Covid 19 Supplemental Sick Leave Primary **** 1/1/2022 40 0 0 Initial Balance 40 Initial Balance 0
California CA 2022 Covid 19 Supplemental Sick Leave Secondary **** 1/1/2022 40 0 0 Initial Balance 40 Initial Balance 0
Colorado CO Public Health Emergency Leave 1/1/2021 80 0 365 80 80 80 Unlimited
New York Sick Leave_NY 9/30/2020 30 Must wait until 01/01/2021 before use Law doesn’t specify reinstatements 56 Unlimited 56 Unlimited
New York NYS Single-Dose Vaccination Leave 03/12/2021 4 0 0 4 4 4 0
New York NYS Two-Dose Vaccination Leave 03/12/2021 8 0 0 8 8 8 0
New York NY COVID-19 Paid Sick Leave 03/8/2020 0 0 0 112 112 112 0
New York NY COVID-19 Child Vaccination Leave 11/02/2021 0 0 0 12 12 12 0
CITY Los Angeles, CA Sick Leave_CA_LosAngeles 7/1/2016 30 90 365 48 72   72
Los Angeles, CA LA City FT Vaccine Leave - 1 Dose
LA City FT Vaccine Leave - 2 Dose		 01/01/2021 N/A - preloaded
1 Dose: 12
2 Dose: 16		 Must work for employer 60 days before use N/A 1 Dose: 12
2 Dose: 16		 1 Dose: 12
2 Dose: 16		 1 Dose: 12
2 Dose: 16		 Unlimited
Los Angeles, CA LA City PT Vaccine Leave - 1 Dose
LA City PT Vaccine Leave - 2 Dose		 01/01/2021 N/A - preloaded
1 Dose: 12
2 Dose: 16		 Must work for employer 60 days before use N/A

Prorated:

1 Dose: 12
2 Dose: 16

Prorated:

1 Dose: 12
2 Dose: 16

Prorated:

1 Dose: 12
2 Dose: 16

 Unlimited
San Francisco, CA (Public Health Emergency Leave) San Francisco PHEL 10/1/2022 N/A 0 N/A 40 40 40 Unused leave does not carry over
Note:

You will need to determine if employees should have this plan assigned to them. If so, start by making the plan active on the Employer> Accrual tab in Admin Tools.

Then make the plan active on each employee that is eligible. For part-time or variable employees, you can reduce the amount of leave by editing the “initial balance” field on the employee accrual.
COUNTY Los Angeles County, CA LA County FT Vaccine Leave – 1 Dose (4 hours) N/A N/A 0 0 4 4 4 0
Los Angeles County, CA LA County FT Vaccine Leave – 2 Dose (8 hours) N/A N/A 0 0 8 8 8 0
Los Angeles County, CA LA County PT Vaccine Leave – 1 Dose (calculated) N/A N/A 0 0 Based on formula** Based on formula** Based on formula** 0
Los Angeles County, CA LA County PT Vaccine Leave – 2 Dose (calculated) N/A N/A 0 0 Based on formula** Based on formula** Based on formula** 0

 

Exclude Cities in a County

If there are any cities in the county that shouldn’t get the sick leave accrual plan to accrue for, a Supplier Property will be created.

  1. Go to the Supplier / Company that you would like to exclude Cities from.
  2. On the Detail tab, go to the Supplier Properties section
  3. Check if a property already exists; if not then add the necessary Property
    1. Click here for adding a new Property
    2. Example using the Property: Cook IL County Excluded Cities_14031

      mceclip0.png

  4. Click Edit button to add/edit the Cities to exclude

    1. Value column = comma separated list of all the cities in that county to exclude from the accruing


      mceclip1.png

  5. Enter commas between each City name.  
    1. Do not try to 'Check Spelling' since it may change your City names
  6. Verify the City names
  7. Click OK

    mceclip2.png

 

Sick Leave Support Series Articles

A support series of articles that outlines how to set up sick leave has been added to the Knowledge Base. See the direct links below for more information about a specific section.

 

 

Checklist

Ensure your Avionté application is able to handle sick leave accruals by confirming the following:

  • Transaction Types have been set up and added to the Accrual plan.
  • Accrual Plans have been activated.
  • DRMs have been activated.
  • Self-Hosted clients must contact Avionté Technical Services to request sick leave procedures and DRM processing methods be made available.
    • Hosted clients do not need to request sick leave procedures be made available, as these procedures and processing methods will automatically install to environments.
  • Worksite address contains the correct city name. 
  • Pay stub has been verified. If using a custom pay stub, request the necessary changes to the custom pay stub.
  • Accrual-related user permissions have been specified.
  • Ensure general compliance (outside of the Avionté application) has been met.

 

Accruals Setup Video

 

 

Change Log

 

Change Log Date Change Log Description
11/07/2022 Added information for "Plans that are not automatically applied", moved expired D.C. plan to Sick Leave (Accrual) Expired Plans
09/27/2022 Added new San Francisco Public Health Emergency Leave and updated Colorado to have a max accrual of 48 hours.
07/01/2022 Bernalillo County, NM Plan Update = 56 hours to accrue, use & carryover
06/09/2022 Connecticut Max Accrual Balance = 40 hours & West Hollywood and Maine Plan Updated
05/03/2022 Removed the Detailed Accruals by City or County
04/15/2022 Added NY Covid-19 child vaccination law
03/22/2022 Removed expired MA Covid Sick Leave & moved Canada Plans to new article
03/08/2022 Updated MA Covid Sick Leave end date
03/04/2022 Updated Maine sick leave, added British Columbia sick leave
02/26/2022 Added new CA 2022 Covid 19 Supplemental Leave (Primary & Secondary)
02/21/2022 Added Expiration Date for the Federal - US (Covid 19 OSHA Sick Leave)
02/03/2022 Updated BC (Canada) Covid Leave Plan
01/31/2022 Added OSHA Sick Plan
01/17/2022 Added West Hollywood updates
01/10/2022 Added NY Covid-19 Paid Sick Leave
12/03/2021 Updated MA Covid Leave end date (from 9/30/21 to 04/1/22)
12/02/2021 Added Allegheny, PA updates
11/29/2021 Added NYC Sick Leave updates
08/13/2021 Added Ontario, British Columbia, Nevada & Los Angeles COVID Plans
07/22/2021 Added section for 'Exclude Cities in a County'
07/02/2021 Added MA Covid Plans (FT, PT, and Var)
03/28/2020 Article created

 

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