2022 CA SPSL User Guide - Evolution

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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/

 

Adding CA Standard & CA Positive Test SPSL balances to new hires

If you add new hires to the system after LinkHCM added the new SPSL Accrual Balances for your employees, you will need to add the new CA Standard SPSL & CA Positive Test SPSL Accrual Balances to your New Hires.

 

Navigate to Employee > Time Off Accruals:

  • On the ‘Details’ tab, click the Create New Record icon 2022-02-16_11h37_41.png  at the top
        • Type = CA Standard SPSL
        • Current Accrued = balance for the Time Off 
            • For Full Time EEs this will be 40 hours
            • For 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.
        • Click the Post Changes icon 2022-02-16_11h46_56.png at the top
        • Enter an Adjustment Reason  “Adding XX hours for CA Standard SPSL 2022”2022-02-17_09h20_14.png
        • Click ‘OK’
        • Click the Commit Changes icon 2022-02-16_11h47_19.png at the top2022-02-16_16h41_47.png
  • On the ‘Details’ tab, click the Create New Record icon 2022-02-16_11h37_41.png  at the top
        • Type = CA Positive Test SPSL
        • Current Accrued = balance for the Time Off 
            • For Full Time EEs this will be 40 hours
            • For 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.
        • Click the Post Changes icon 2022-02-16_11h46_56.png at the top
        • Enter an Adjustment Reason Adding XX hours for CA Positive Test SPSL 2022”2022-02-17_09h20_32.png
        • Click ‘OK’
        • Click the Commit Changes icon 2022-02-16_11h47_19.png at the top2022-02-16_16h45_11.png
              • You can then right click and select 'Copy To..' to add the same Time Off Type to multiple employees2022-03-15_16h46_19.png
                    • You can select the option 'Copy To All' to put the same Time Off Type on ALL employees
                    • You can hold down CTRL on your keyboard and click each EE you want to add this same Time Off Type to, then select 'Copy' to only apply this Time Off Type to the EEs highlighted
                          • mceclip1.png

 

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.

  • On the employee's next check (or a manual check can be entered for this correction):
        • 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
        • Select the 'General' tab, then under the Current Check Comments box enter a note detailing the date/range of dates these hours consist of and a statement "to move time off taken to CA SPSL" 
        • Click the Post Changes icon 2022-02-16_11h46_56.png at the top
        • Click the Commit Changes icon 2022-02-16_11h47_19.png at the topmceclip0.png
        • The + and - hours/pay should equal, so there will be no additional pay to the employee just a correction to their YTDs. 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 after payroll is finalized.