California COVID-19 Supplemental paid sick leave resources and codes

New resources, including pay codes and policies, are available through ADP TotalSource® to assist you in tracking and paying out California Supplemental Paid Sick leave. Please note that the hours and earnings codes, as well as the time off policies from the 2021 California COVID-19 Supplemental Paid Sick Leave, are no longer valid. Those codes and policies should NOT be used to report 2022 supplemental paid sick leave for employees coded to California.

Background

As you are likely aware from our previous communication , California Governor Gavin Newsom recently signed into law Senate Bill 114. The law requires employers with 26 or more employees to provide supplemental paid sick leave to their covered California employees who are unable to work due to certain reasons related to COVID-19. The law is effective February 19, 2022, and applies retroactively beginning January 1, 2022, through September 30, 2022. The law also requires pay statements for California employees to reflect the total amount of supplemental paid sick leave taken by the employee, beginning with the first full pay period after the law goes into effect. For more information, please refer to recently released Frequently Asked Questions from the California Department of Industrial Relations.

ADP has set up the following to assist you with meeting the requirements to provide 2022 CA COVID-19 supplemental paid sick leave to your California employees.

The following codes have been added to ADP Workforce Now to assist you with tracking 2022 California COVID-19 supplemental paid sick leave.

Payroll Codes:

The following Hours/Earnings code (along with Quarter to Date and Year to Date accumulators) may be used to pay 2022 California COVID-19 supplemental paid sick leave. These hours will not be included in Total Hours Worked.

Hours/Earnings Code: A6

• Long Description: CA SPSL 22
• Short Description: CASPSL

Essential Time Codes (for our clients who use this feature):

If you utilize Essential Time, the following corresponding Pay Codes have been created and added to all existing Pay Classes:

• CA SPSL 2022/CA Supp Paid Sick Leave 2022: CA SPSL 2022
• CA SPSL 2022 Addl Leave/CA Supp Paid Sick Leave 2022 Additional Allotment: CA SPSL 2022 Addl Leave

Note: Both codes would be associated with Hours & Earnings code A6

Enhanced Time or ADP Workforce Manager codes:

Please contact your ADP Enhanced Time representative to have your system configured to accommodate this new legislation.

ADP TotalSourceTime Off (for our clients who use this feature):

In ADP TotalSource, the following Time Off policies are available with the required reason codes added and mapped to the appropriate Hours/Earnings, Memo Code, and Pay Code.

Practitioners are responsible for mass assigning policies, importing policy assignments, or individually assigning policies to employees.

• CA FT Supplemental PSL 2022 (with 80-hour time off award as of 1/1/2022)
• CA PT Supplemental PSL 2022 (set up as an external award policy, allowing practitioners to award the time off needed based on state requirements)

Pay Statement Display Information

For payrolls processed on or after Friday, February 25, the check message, “If no CA SPSL USED is listed, you have used zero hours,” will display for all CA employees who have not used Supplemental Paid Sick Leave Hours during 2022. This will be listed under the “Important Notes” section.

If hours are paid out using code 1XQ A6, the message will be replaced with the number of hours taken and will be displayed under the “Other Benefits and Information” section with a description of CA SPSL USED.

Please contact your HR Business Partnerif you have any questions regarding these new requirements. We are here to support you!