- Setting Up Local Paid Sick Leave Policies in Friday for California Cities Emeryville, Santa Monica, West Hollywood, and Long Beach Special-Industry Leave
Setting Up Local Paid Sick Leave Policies in Friday for California Cities Emeryville, Santa Monica, West Hollywood, and Long Beach Special-Industry Leave #
This guide provides step-by-step instructions for configuring paid sick leave and related leave policies in Friday for the following California cities:
- Emeryville
- Santa Monica
- West Hollywood
- Long Beach (special rules for hotel and concessionaire workers)
Note: PTO accrual policies are only available on the Friday Premium plan.
This article provides general configuration guidance and is not legal advice.
Emeryville: Paid Sick Leave Policy Setup #
Emeryville has a local paid sick leave ordinance that supplements California’s statewide requirements. Employers must follow whichever rule provides the greater benefit to employees.
Determine the Employer-Size Tier #
Small Businesses #
- Definition: 55 or fewer employees working within Emeryville
- Minimum Accrual: 48 hours of paid sick leave
Large Businesses #
- Definition: 56 or more employees working within Emeryville
- Minimum Accrual: 72 hours of paid sick leave
California’s statewide law may require a higher total balance than Emeryville’s local limits. Use the most generous applicable balance requirement.
Emeryville Accrual Requirement #
- Accrual Rate: 1 hour of paid sick leave for every 30 hours worked
- Covered Employees: Full-time, part-time, and temporary employees
- Usage: Employees may use accrued leave up to the applicable balance limit
Configure the Policy in Friday #
Step-by-Step Setup #
- Create the Policy
– Go to Time Off > Policies tab > Sick category
– Click Create Policy
– Name: Emeryville Paid Sick Leave
- Select a Limited Policy
– When prompted, select Yes for a limited policy
- Select Hourly Accrual
– Choose Hourly as the accumulation method
- Select Qualifying Hours
– Select Work and Overtime
– Only count hours worked within Emeryville for employees in multiple jurisdictions
- Enter the Accrual Rate
– Set 1 hour earned for every 30 qualifying hours
- Set the Maximum Annual Accrual
– Configure at least 80 hours or 10 regular workdays, whichever is greater
– Examples:
– 8-hour workday: 80 hours
– 10-hour workday: 100 hours
– 12-hour workday: 120 hours
- Configure the Waiting Period
– Accrual begins at employment start
– Set a 90-day waiting period for use
- Configure Carryover
– Select All Hours Carried Over
- Set the Maximum Balance
– Enter at least 80 hours or 10 regular workdays, whichever is greater
- Configure Termination Payout
– Select No (unless employer policy requires payout)
- Do Not Add Policy Levels
– Do not use seniority levels to provide less than the legal benefit
- Assign Employees
– Assign only covered employees working within Emeryville
Recommended Emeryville Settings #
| Setting | Value |
|————————|————————————————————-|
| Policy name | Emeryville Paid Sick Leave |
| Limited policy | Yes |
| Accumulation method | Hourly |
| Qualifying hours | Work and Overtime in Emeryville |
| Rate | 1 hour per 30 qualifying hours |
| Maximum annual accrual | At least 80 hours or 10 regular workdays |
| Waiting period | 90 days for use |
| Carryover | All |
| Maximum balance | 80 hours or 10 regular workdays, whichever is greater |
| Termination payout | No |
| Policy levels | None |
| Employees | Covered Emeryville employees |
Emeryville Frequently Asked Questions #
- Does Emeryville cover part-time employees?
Yes, including full-time, part-time, and temporary employees.
- What is the difference between small and large employers?
– 55 or fewer employees: small business
– 56 or more employees: large business
- Why use an 80-hour minimum balance?
California’s law may require a more generous balance than Emeryville’s local thresholds.
- Can employees use all available accrued leave?
Yes, up to the legal minimum.
- Can the employer front-load leave?
Yes, if both Emeryville and California requirements are satisfied.
- Is payout required at termination?
No, unless employer policy requires it.
- Does Friday automatically identify Emeryville hours?
No, employers must ensure qualifying time is tracked appropriately.
Santa Monica: Paid Sick Leave Policy Setup #
Santa Monica requires more paid sick leave than California’s statewide minimum for many employees.
Determine the Employer-Size Tier #
- 25 or fewer employees: Minimum 40 hours of paid sick leave
- 26 or more employees: Minimum 72 hours of paid sick leave
The ordinance covers full-time, part-time, and temporary employees.
Santa Monica Accrual Requirement #
- Accrual Rate: 1 hour of paid sick leave for every 30 hours worked
- Alternative: Employers may front-load the required amount at the start of the year
Configure the Policy in Friday #
Step-by-Step Setup #
- Create the Policy
– Name: Santa Monica Paid Sick Leave
– Category: Sick
- Select a Limited Policy
– Select Yes
- Select Hourly Accrual
– Select Hourly
- Select Qualifying Hours
– Select Work and Overtime (within Santa Monica)
- Enter the Accrual Rate
– Set 1 hour earned for every 30 qualifying hours
- Set the Maximum Annual Accrual
– For both employer sizes, enter 80 hours or 10 regular workdays, whichever is greater
- Configure the Waiting Period
– Set a 90-day waiting period for use
- Configure Carryover
– Select All Hours Carried Over
- Set the Maximum Balance
– Enter 80 hours or 10 regular workdays, whichever is greater
- Configure Termination Payout
– Select No
- Assign Employees
– Assign all covered employees working in Santa Monica
Recommended Santa Monica Settings #
| Setting | Value |
|————————|————————————————————-|
| Policy name | Santa Monica Paid Sick Leave |
| Limited | Yes |
| Method | Hourly |
| Qualifying hours | Work and Overtime in Santa Monica |
| Rate | 1 hour per 30 qualifying hours |
| Maximum annual accrual | At least 80 hours or 10 regular workdays |
| Waiting period | 90 days for use |
| Carryover | All |
| Maximum balance | 80 hours or 10 regular workdays |
| Termination payout | No |
| Levels | None |
Santa Monica Frequently Asked Questions #
- Does Santa Monica cover temporary employees?
Yes.
- How is employer size determined?
By the number of employees in Santa Monica (25 or fewer, or 26 or more).
- Can the employer front-load leave?
Yes. Use a Fixed method with the required amount.
- Why isn’t the maximum balance only 40 or 72 hours?
California’s law may require a more generous balance.
- Does Friday have a separate annual usage cap?
No, only accrual and balance fields are documented.
- Is payout required at termination?
Not generally, unless employer policy requires it.
- Must Santa Monica employers post a notice?
Yes.
West Hollywood: Compensated and Uncompensated Leave Policy Setup #
West Hollywood’s minimum-wage ordinance requires:
- 96 compensated hours per year
- 80 uncompensated hours per year
These hours may be used for sick leave, vacation, or personal necessity. Part-time employees receive proportional amounts.
Note: Create two separate Friday policies for compensated and uncompensated leave.
Policy 1: West Hollywood Compensated Leave #
Step-by-Step Setup #
- Create the Policy
– Category: Paid Time Off
– Name: West Hollywood Compensated Leave
- Select a Limited Policy
– Select Yes
- Choose the Accumulation Method
– Method: Fixed
– Amount: 96 hours
– Frequency: Calendar Year
- Configure the Waiting Period
– Select No
- Configure Carryover
– Review current city rules before selecting
- Set the Maximum Balance
– At least 96 hours
- Configure Termination Payout
– Legal review required (may be treated as vacation/PTO under California law)
Policy 2: West Hollywood Uncompensated Leave #
Step-by-Step Setup #
- Create the Policy
– Category: Other or Personal Day
– Name: West Hollywood Uncompensated Leave
- Select a Limited Policy
– Select Yes
- Choose Fixed Accumulation
– Method: Fixed
– Amount: 80 hours
– Frequency: Calendar Year
- Configure the Waiting Period
– Select No
- Configure Carryover
– Review current city rules before selecting
- Set the Maximum Balance
– At least 80 hours
- Configure Termination Payout
– Select No
Part-Time Employees #
- Provide proportional hours based on a 40-hour-per-week employee
– Example: 20 hours/week = 48 compensated + 40 uncompensated hours/year
- Friday does not automatically prorate fixed policies; manual adjustments may be needed
Recommended West Hollywood Settings #
Compensated Policy
| Setting | Value |
|————————|————————————————————-|
| Policy name | West Hollywood Compensated Leave |
| Category | Paid Time Off |
| Limited | Yes |
| Method | Fixed |
| Amount | 96 hours for full-time employees |
| Frequency | Calendar Year |
| Waiting period | No |
| Carryover | Confirm current city rule |
| Maximum balance | At least 96 hours |
| Termination payout | Legal review required |
| Employees | Covered West Hollywood employees |
Uncompensated Policy
| Setting | Value |
|————————|————————————————————-|
| Policy name | West Hollywood Uncompensated Leave |
| Limited | Yes |
| Method | Fixed |
| Amount | 80 hours for full-time employees |
| Frequency | Calendar Year |
| Waiting period | No |
| Carryover | Confirm current city rule |
| Maximum balance | At least 80 hours |
| Termination payout | No |
West Hollywood Frequently Asked Questions #
- Is leave only for sickness?
No, it can be used for sick leave, vacation, or personal necessity.
- How much leave for full-time employees?
96 compensated + 80 uncompensated hours per year.
- Are part-time employees covered?
Yes, proportionally.
- Can I combine the two policies?
Not recommended; use two separate policies.
- Should the compensated policy be categorized as Sick?
Paid Time Off is usually clearer.
- Is unused compensated leave paid at termination?
Possibly; legal review required.
- Does the same rule apply to city contractors?
Yes, for vendors under the Living Wage Ordinance.
- Does Friday automatically prorate for part-time?
No; manual adjustments may be required.
Long Beach: Special Paid Sick Leave for Hotel and Concessionaire Workers #
Long Beach has special ordinances for:
- Certain hotel workers
- Certain concessionaire workers at Long Beach Airport and Convention Center
These ordinances apply in addition to California’s statewide rules.
Long Beach Hotel Workers #
- Requirement: At least five days of sick leave per year
Suggested Friday Setup #
| Setting | Value |
|————————|————————————————————-|
| Policy name | Long Beach Hotel Worker Sick Leave |
| Category | Sick |
| Limited policy | Yes |
| Method | Fixed |
| Frequency | Calendar Year |
| Amount | At least five regular workdays (convert to hours) |
| Waiting period | Confirm current ordinance |
| Carryover | Confirm current ordinance |
| Maximum balance | At least five regular workdays + required carryover |
| Termination payout | Confirm employer policy and ordinance |
| Employees | Only qualifying hotel workers |
- Examples:
– 8-hour workday: 40 hours
– 10-hour workday: 50 hours
– 12-hour workday: 60 hours
Important: Review Long Beach Municipal Code Chapter 5.48 and current hotel-worker notice for details.
Long Beach Concessionaire Workers #
- Requirement: Minimum compensation and paid sick days for covered workers
Suggested Friday Setup #
| Setting | Value |
|————————|————————————————————-|
| Policy name | Long Beach Concessionaire Worker Sick Leave |
| Category | Sick |
| Limited policy | Yes |
| Accumulation method | Confirm current ordinance |
| Qualifying hours | Covered concessionaire work |
| Waiting period | Confirm current ordinance |
| Carryover | Confirm current ordinance |
| Maximum balance | Confirm current ordinance |
| Termination payout | Confirm current ordinance |
| Employees | Only covered concessionaire workers |
Note: Review Long Beach Municipal Code Chapter 16.60 or obtain city guidance before finalizing settings.
Long Beach Frequently Asked Questions #
- Does Long Beach have a general citywide sick-leave law?
No, only special rules for certain hotel and concessionaire workers.
- Which hotels are covered?
Check Long Beach Municipal Code Chapter 5.48.
- How many sick days for covered hotel workers?
At least five per year.
- Should I enter 40 hours?
Only for an 8-hour workday; convert based on the employee’s schedule.
- Are all airport employees covered by the concessionaire ordinance?
No, only covered concessionaire workers.
- Can Friday automatically identify covered workers?
No, administrators must assign policies appropriately.
- Why are some settings marked for legal review?
Public summaries may lack detail for all required fields.
- Do California statewide rules still apply?
Yes; use the most generous applicable rule.
Friday Product Notes #
Fixed and Hourly Policies #
- Hourly policies: Calculated from selected tracked-time categories
- Fixed policies: Provide a set amount on a schedule (weekly, monthly, annually, etc.)
Work Location Tracking #
- Friday does not automatically determine work location for tracked hours.
Accrual vs. Usage #
- Friday supports annual accrual ceilings and maximum balances.
- No separate annual usage-limit field is documented.
Waiting Periods #
- Friday may display pending balances and availability dates but may not block requests; manual enforcement may be required.
Termination Payout #
- Friday stores the payout selection but does not automatically process the payment.
Part-Time Proration #
- Fixed policies do not automatically prorate based on employee schedules; manual adjustments may be needed.
For further details on California’s statewide paid sick leave, refer to the relevant Friday knowledge base article. Always review local ordinances and consult legal counsel as needed before finalizing policies.
