2022 CA SPSL User Guide - TLM & Payroll

Follow

Overview:

Beginning 2/19/22 CA has passed a new version of the Supplemental Paid Sick Leave (SPSL) retroactively starting 1/1/22 - 9/30/22. This law will affect employers with 26 or more EEs

  • This leave is applicable to all EEs regardless of status, hours worked, or length of service
  • Two leave balances will be tracked
    • Standard SPSL used for COVID related reasons (quarantine, COVID vaccine appointments, COVID symptoms, COVID vaccine symptoms, caring for family members with COVID symptoms/vaccine symptoms, or child care closure due to COVID related issues)
        • Full Time EEs receive 40 hours for Standard SPSL
        • Part Time EEs receive the number of hours they are usually scheduled to work in a week. If the schedule varies, they receive 7x the average number of hours worked each day over the prior 6 months
            • If they have worked 7 days or less, they receive the number of hours worked before taking the leave
    • Positive Test SPSL used for any EE or family member that tests positive for COVID
        • Full Time EEs receive 40 hours for Positive Test SPSL
        • Part Time EEs receive the number of hours they are usually scheduled to work in a week. If the schedule varies, they receive 7x the average number of hours worked each day over the prior 6 months
            • If they have worked 7 days or less, they receive the number of hours worked before taking the leave
  • Employers can limit pay for SPSL to $511/day/employee and $5,110 total per employee
  • Additional information/resources are available on the CA DIR website: https://www.dir.ca.gov/dlse/COVID19resources/
      •  

  

Enter Accrual Balances

  • If you add new hires to the system after LinkHCM added the new SPSL Accrual Balances for the existing employees, you will need to add the new SPSL Accrual Balances to your new hires 
    • Full Time EEs
      • Select the icon Employee Changes from your dashboard, then click the link ‘Other Employee Information’2022-02-16_09h04_43.png
      • Click the Employee Information icon 2022-02-16_09h05_06.png to go to your employee’s profile2022-02-16_09h05_20.png
      • Under the Accruals widget, ensure your employee’s Accrual Profile includes the Time Offs for ‘CA Standard SPSL’ and ‘CA Positive Test SPSL’
          • Select the Actions Icon2022-02-16_09h18_55.pngon the top right of the widget, then click ‘Edit Balances’2022-02-16_09h18_15.png
            • Within the Edit Accrual Balances sub window, under both CA SPSL categories enter:
                • As of Date = 1/1/2023
                • Hours Remaining = 40
                • Comment = Adding 40 hours for SPSL 2022
                • Click ‘Save’2022-02-16_09h07_54.png
    • Part Time EEs
      • The balance for CA Standard SPSL and CA Positive Test SPSL will need to calculated at the time the PT employee requests to take these time offs, you will need to manually add these hours to their balances accordingly.
          • The reason for this is that an employee’s average number of hours worked may change from today vs when the employee requests leave, therefore their entitled time could be different. You will need to calculate the balance applicable, since Part Time EEs receive the number of hours they are usually scheduled to work in a week.
          • There is a report available in your My Saved Reports Library to help calculate the hours due to Part Time employees
                • To access the report, from your dashboard, select the icon Reports then click the link ‘Other Reports’2022-02-16_09h37_02.png
                • Within the My Saved Reports Library, select the run icon 2022-02-16_09h47_19.png next to the report named ‘CA SPSL Part Time Calculation - 2022’2022-02-16_09h08_31.png 
                      • The report takes the hours worked in the last 6 months and calculates how much the employee should be entitled to for 1 week. It caps at 40 hours, and has a column called 'Needs Manual Review?'. Any Part Time/Variable employees that have been terminated and rehired in the last 6 months will need to be manually reviewed and calculated
                          • This will take manual intervention to understand how many weeks the employee was actively working during the last 6 months since there was a gap in service
                      • Review the ‘Employee Type’ column and exclude any Full Time EEs
                      • The column ‘Average Hours Worked Per Week’ is the balance to use for Part Time employees ‘CA Standard SPSL’ and ‘CA Positive Test SPSL’ Time Offs2022-02-16_09h10_00.png
      • Once the balance needs to be applied, select the icon Employee Changes from your dashboard, then click the link ‘Other Employee Information’                       2022-02-16_09h04_43.png
      • Click the Employee Information icon 2022-02-16_09h05_06.png to go to your employee’s profile2022-02-16_09h05_20.png
      • Under the Accruals widget, ensure your employee’s Accrual Profile includes the Time Offs for ‘CA Standard SPSL’ and ‘CA Positive Test SPSL’
            • Select the Actions Icon2022-02-16_09h18_55.png on the top right of the widget, then click ‘Edit Balances’2022-02-16_09h18_15.png
            • Within the Edit Accrual Balances sub window, under both CA SPSL categories enter:
                • As of Date = 1/1/2023
                • Hours Remaining = XX
                    • The balance will vary for PT EEs based on what's been calculated
                • Comment = Adding XX hours for SPSL 2022
                • Click ‘Save’2022-02-16_09h28_40.png
  • When the ‘CA Standard SPSL’ or ‘CA Positive Test SPSL’ earnings are applied in payroll the employee’s balance will automatically be reduced
    • Note: You can limit pay for the SPSL to $511/day/employee and $5,110 total per employee

 

Correcting Hours/Pay To SPSL

If employees received Sick/Vacation/PTO hours and/or pay that was related to a COVID incident since 1/1/22, these hours and/or pay need to be moved to the appropriate "CA SPSL" codes.

  • Select the icon Manage Time icon from your dashboard, then click the link 'Current Timesheets'2022-03-15_15h16_37.png
        • Select the edit icon mceclip0.pngnext to the employee's timesheet that needs the hours corrected
        • On a day the employee does not work, select the mceclip1.png to enter hours onto that day
            • Enter a negative total Sick/Vacation/PTO hours to move the hours/pay out of that code
            • On an additional line, enter a positive total "SPSL" hours to move the hours/pay to that code
                • Choose between "Positive Test SPSL" or "Standard SPSL" based on the reason for the COVID leave
            • Click on the notes icon mceclip3.pngto enter a note detailing the date/range of dates these hours consist of and a statement "to move time off taken to CA SPSL"
            • Once all + and - hours and a Note are entered, click 'Save'

mceclip2.png

  • This will now add the time off hours entered as a negative value back to the employees current balance to credit back the time off hours used to cover their COVID leave. Once this timesheet is synced to payroll, their YTD hours/pay on their Pay Statement will also be updated