Setting Up Sick Leave Accrual Policies in Friday for Philadelphia, Pittsburgh, Allegheny County, Seattle, and Tacoma #

This guide provides step-by-step instructions for configuring sick leave accrual policies in Friday for several major U.S. cities and counties with local paid sick leave requirements. PTO accrual policies are only available on the Friday Premium plan.

Important: This article provides general configuration guidance and is not legal advice. Employers are responsible for confirming employee coverage and maintaining a compliant written policy.

---

Philadelphia: Sick Leave Accrual Policy #

Overview #

• Pennsylvania does not have a statewide paid sick leave requirement for private employers.
• Philadelphia has its own local sick leave law; covered employees in Philadelphia require a separate policy.

Determine Whether Leave Must Be Paid #

• Employers with 10 or more employees: Covered employees must receive paid sick leave.
• Employers with nine or fewer employees: Covered employees must receive protected unpaid sick leave.
• All covered employers must maintain sick-leave accrual and usage records for at least three years.

Accrual Requirement #

• Accrual Rate: 1 hour of sick time for every 40 hours worked.
• Annual Accrual Cap: 40 hours per calendar year.

Configuring the Policy in Friday #

Step-by-Step Instructions #

1. Create the Policy

– Go to Time Off > Policies tab > Sick category > Create Policy.
– Name the policy:
– Philadelphia Sick Leave
– Use Philadelphia Paid Sick Leave or Philadelphia Unpaid Sick Leave as needed.

1. Select a Limited Policy: Yes

1. Select Hourly Accrual: Hourly

1. Select Qualifying Hours: Work, Overtime

– Do not select unpaid lunch or previously used PTO unless providing a more generous benefit.

1. Enter the Accrual Rate: 1 hour earned for every 40 qualifying hours

1. Set the Maximum Annual Accrual: 40 hours

1. Configure the Waiting Period:

– Waiting period: Yes
– Days: 90

1. Configure Carryover:

– Some Hours Carried Over: 40 hours

1. Set the Maximum Balance: 40 hours

1. Configure Termination Payout: No

1. Do Not Add Policy Levels: Do not use tenure levels to provide less than the required benefit.

1. Assign Covered Employees: Assign employees performing covered work in Philadelphia.

– Common exclusions: certain seasonal workers, employees hired for fewer than six months, adjunct professors, interns, specified pool employees, certain collectively bargained employees, state and federal employees, independent contractors.

1. Choose the Starting-Balance Method:

– Start from Today for new benefits.
– Manually for transferring existing balances.
– Start Retroactively if Friday has complete historical records.
– Start Date for a verified past effective date.

Recommended Philadelphia Settings #

| Setting | Value |
|————————–|—————————————-|
| Policy name | Philadelphia Sick Leave |
| Limited policy | Yes |
| Accumulation method | Hourly |
| Qualifying hours | Work and Overtime |
| Rate | 1 hour per 40 qualifying hours |
| Maximum annual accrual | 40 hours |
| Waiting period | 90 days |
| Carryover | Some |
| Carryover limit | 40 hours |
| Maximum balance | 40 hours |
| Termination payout | No |
| Policy levels | None |
| Employees | Covered Philadelphia employees |

Philadelphia Frequently Asked Questions #

• Is Philadelphia leave always paid?

– No. Employers with 10 or more employees provide paid leave; those with nine or fewer provide protected unpaid leave.

• Do part-time employees accrue leave?

– Yes, based on hours worked in Philadelphia.

• Can the employer front-load 40 hours?

– Yes, if the policy meets all requirements and current carryover rules.

• Can employees be required to find replacement coverage?

– No.

• How long must records be retained?

– At least three years.

• Is unused sick leave paid at termination?

– Not generally, unless promised by policy or agreement.

• Does this policy apply throughout Pennsylvania?

– No. Only Philadelphia, Pittsburgh, and Allegheny County have local requirements.

---

Pittsburgh: Paid Sick Days Policy #

Overview #

• Pittsburgh’s Paid Sick Days Act was amended effective January 1, 2026.
• The amended law increased the accrual rate and available balance for covered employees.

Who Is Covered? #

• Employees performing at least 35 hours of work within Pittsburgh during a calendar year.

Accrual Requirement #

| Employer Size | Accrual Rate | Maximum Balance |
|————————–|—————————————|————————|
| 15 or more employees | 1 hour per 30 hours worked in Pittsburgh | 72 hours |
| Fewer than 15 employees | 1 hour per 30 hours worked in Pittsburgh | See current city guidance |

Configuring the Policy in Friday #

Step-by-Step Instructions #

1. Create the Policy

– Name: Pittsburgh Paid Sick Days
– Category: Sick

1. Select a Limited Policy: Yes

1. Select Hourly Accrual: Hourly

1. Select Qualifying Hours: Work, Overtime (only hours worked within Pittsburgh)

1. Enter the Accrual Rate: 1 hour earned for every 30 qualifying hours

1. Set the Maximum Annual Accrual:

– 15+ employees: 72 hours
– Fewer than 15: Use city guidance

1. Configure the Waiting Period:

– Waiting period: Yes
– Days: 90

1. Configure Carryover: All Hours Carried Over

1. Set the Maximum Balance:

– 15+ employees: 72 hours
– Fewer than 15: Use city guidance

1. Configure Termination Payout: No

1. Assign Covered Employees: Employees performing at least 35 hours of work in Pittsburgh during the calendar year.

Recommended Pittsburgh Settings (15+ Employees) #

| Setting | Value |
|————————–|—————————————-|
| Policy name | Pittsburgh Paid Sick Days |
| Limited policy | Yes |
| Method | Hourly |
| Qualifying hours | Work and Overtime in Pittsburgh |
| Rate | 1 hour per 30 qualifying hours |
| Maximum annual accrual | 72 hours |
| Waiting period | 90 days |
| Carryover | All |
| Maximum balance | 72 hours |
| Termination payout | No |
| Levels | None |
| Employees | Covered Pittsburgh employees |

Pittsburgh Frequently Asked Questions #

• What changed in 2026?

– Increased accrual rate and maximum available sick-time amounts.

• Does an employee need to work full-time in Pittsburgh?

– No. Coverage begins at 35 hours worked in Pittsburgh in a calendar year.

• Do hours worked outside Pittsburgh count?

– No.

• Can the employer use an existing PTO policy?

– Yes, if it meets all requirements.

• Can employees use leave immediately?

– Employers may require a 90-day waiting period.

• Is payout required at termination?

– No, unless required by policy or agreement.

• Does Allegheny County leave apply in Pittsburgh too?

– Comply with the provision providing the greater benefit.

---

Allegheny County, Pennsylvania: Paid Sick Leave Policy #

Overview #

• Applies to employers with 26 or more employees.
• Only qualifying work performed within Allegheny County earns county sick leave.

Who Is Covered? #

• Employees performing at least 35 hours of work within Allegheny County during the calendar year.

Accrual Requirement #

• Accrual Rate: 1 hour of paid sick time for every 35 hours worked within the county.
• Annual Accrual Cap: 40 hours.

Configuring the Policy in Friday #

Step-by-Step Instructions #

1. Create the Policy

– Name: Allegheny County Paid Sick Leave
– Category: Sick

1. Select a Limited Policy: Yes

1. Select Hourly Accrual: Hourly

1. Select Qualifying Hours: Work, Overtime (within Allegheny County)

1. Enter the Accrual Rate: 1 hour earned for every 35 qualifying hours

1. Set the Maximum Annual Accrual: 40 hours

1. Configure the Waiting Period:

– Waiting period: Yes
– Days: 90

1. Configure Carryover: Some Hours Carried Over (40 hours)

1. Set the Maximum Balance: 40 hours

1. Configure Termination Payout: No

1. Assign Employees: Employees of employers with 26+ employees who perform at least 35 hours of work in the county.

Recommended Allegheny County Settings #

| Setting | Value |
|————————–|—————————————-|
| Policy name | Allegheny County Paid Sick Leave |
| Limited policy | Yes |
| Method | Hourly |
| Qualifying hours | Work and Overtime in the county |
| Rate | 1 hour per 35 qualifying hours |
| Maximum annual accrual | 40 hours |
| Waiting period | 90 days |
| Carryover | Some |
| Carryover limit | 40 hours |
| Maximum balance | 40 hours |
| Termination payout | No |
| Levels | None |
| Employees | Covered Allegheny County employees |

Allegheny County Frequently Asked Questions #

• Does the ordinance apply to employers with 25 employees?

– No, only 26 or more.

• Are only county employees counted for size?

– No, all employees count.

• Do hours outside Allegheny County count?

– No.

• What if an employee only drives through the county?

– Travel without work-related stops does not count.

• Can the employer front-load leave?

– Yes.

• Can a general PTO policy satisfy the ordinance?

– Yes, if it meets all requirements.

• Is payout required at termination?

– No.

• How long must records be retained?

– Two years.

---

Seattle: Paid Sick and Safe Time Policy #

Overview #

• Seattle’s Paid Sick and Safe Time (PSST) ordinance is more generous than Washington State law for some employers.
• Accrual and carryover rules depend on the employer’s worldwide full-time-equivalent (FTE) headcount.

Determine the Employer Tier #

| Tier | Worldwide FTEs | Accrual Rate | Carryover |
|——–|————————|——————————-|——————-|
| 1 | 1–49 | 1 hour per 40 hours worked | 40 hours |
| 2 | 50–249 | 1 hour per 40 hours worked | 56 hours |
| 3 | 250+ | 1 hour per 30 hours worked | 72 hours (or 108 for combined PTO) |

Configuring the Policy in Friday #

Step-by-Step Instructions #

1. Create the Policy

– Name: Seattle Paid Sick and Safe Time
– Category: Sick

1. Select a Limited Policy: Yes

1. Select Hourly Accrual: Hourly

1. Select Qualifying Hours: Work, Overtime (within Seattle)

1. Enter the Accrual Rate:

– Tier 1 & 2: 1 hour per 40 qualifying hours
– Tier 3: 1 hour per 30 qualifying hours

1. Set the Maximum Annual Accrual:

– Set high enough to cover expected annual work hours (e.g., 52 hours for 2,080-hour employee in Tier 1/2; 69.34 hours for Tier 3).

1. Configure the Waiting Period:

– Waiting period: Yes
– Days: 90

1. Configure Carryover:

– Tier 1: 40 hours
– Tier 2: 56 hours
– Tier 3: 72 hours (108 for combined PTO)

1. Set the Maximum Balance:

– Tier 1: At least 92 hours
– Tier 2: At least 108 hours
– Tier 3: At least 142 hours (178 for combined PTO)

1. Configure Termination Payout: No

1. Assign Employees: Employees performing covered work within Seattle.

Recommended Seattle Settings #

Tier 1 #

• Rate: 1 hour per 40 hours
• Annual accrual cap: At least 52 hours
• Waiting period: 90 days
• Carryover: 40 hours
• Maximum balance: At least 92 hours

Tier 2 #

• Rate: 1 hour per 40 hours
• Annual accrual cap: At least 52 hours
• Waiting period: 90 days
• Carryover: 56 hours
• Maximum balance: At least 108 hours

Tier 3 #

• Rate: 1 hour per 30 hours
• Annual accrual cap: At least 69.34 hours
• Waiting period: 90 days
• Carryover: 72 hours (108 for combined PTO)
• Maximum balance: At least 142 hours (178 for combined PTO)

Seattle Frequently Asked Questions #

• Which employees count for the tier?

– Worldwide FTE headcount.

• Does Seattle require a higher accrual rate than Washington State?

– Yes, for Tier 3.

• Why is the annual accrual setting higher than the carryover?

– Accrual is based on hours worked; carryover controls next year’s balance.

• Can the employer use a combined PTO policy?

– Yes, if all conditions are met.

• Is payout required at termination?

– No, not for statutory PSST.

• Does Friday automatically identify Seattle hours?

– No, employers must ensure qualifying hours correspond to Seattle work.

• Are app-based gig workers included?

– No, separate ordinance applies.

---

Tacoma: Paid Sick Leave Policy #

Overview #

• Tacoma employers must comply with both Washington State and Tacoma’s local ordinance.
• Accrual rules generally align; Tacoma’s ordinance covers some additional workers and uses.

Accrual Requirement #

• Accrual Rate: 1 hour of paid sick leave for every 40 hours worked.
• Carryover: At least 40 unused hours must carry into the following year.

Configuring the Policy in Friday #

Step-by-Step Instructions #

1. Create the Policy

– Name: Tacoma Paid Sick Leave
– Category: Sick

1. Select a Limited Policy: Yes

1. Select Hourly Accrual: Hourly

1. Select Qualifying Hours: Work, Overtime (within Tacoma)

1. Enter the Accrual Rate: 1 hour earned for every 40 qualifying hours

1. Set the Maximum Annual Accrual: No restrictive cap (set high enough to avoid stopping accrual)

1. Configure the Waiting Period:

– Waiting period: Yes
– Days: 90

1. Configure Carryover: Some Hours Carried Over (at least 40 hours)

1. Set the Maximum Balance: High enough to avoid stopping accrual

1. Configure Termination Payout: No

1. Assign Employees: All covered Tacoma employees, including those covered more broadly than state law.

Recommended Tacoma Settings #

| Setting | Value |
|————————–|—————————————-|
| Policy name | Tacoma Paid Sick Leave |
| Limited policy | Yes |
| Method | Hourly |
| Qualifying hours | Work and Overtime |
| Rate | 1 hour per 40 qualifying hours |
| Maximum annual accrual | No restrictive cap |
| Waiting period | 90 days |
| Carryover | Some |
| Carryover limit | At least 40 hours |
| Maximum balance | High enough to avoid stopping accrual |
| Termination payout | No |
| Levels | None |
| Employees | All covered Tacoma employees |

Tacoma Frequently Asked Questions #

• Is Tacoma’s accrual rate different from Washington State?

– No, both require 1 hour per 40 hours worked.

• Do I need a separate Tacoma policy?

– Not if the Washington State policy covers all required workers and uses.

• Can annual accrual be capped at 40 hours?

– No, accrual must continue based on hours worked.

• How much must carry over?

– At least 40 unused hours.

• Is payout required at termination?

– No, unless otherwise required.

• Does Friday automatically track Tacoma work location?

– No, employers must ensure qualifying hours represent Tacoma work.

---

Friday Product Notes #

Geographic Accrual May Require Manual Tracking #

• Policies for Philadelphia, Pittsburgh, Allegheny County, Seattle, and Tacoma depend on where work is performed.
• Friday’s settings allow selection of time categories but do not automatically separate hours by city or county.
• Employers with mobile or multijurisdictional employees may need separate time categories, location tracking, or manual adjustments.

Annual Accrual and Annual Usage Are Different #

• Friday controls:

– Maximum annual accrual
– Carryover limit
– Maximum balance

• Friday does not document a separate annual usage-limit setting.
• In Seattle and Washington jurisdictions, accrual continues based on all hours worked.

Waiting Periods May Require Manual Enforcement #

• Friday displays pending balances and availability dates.
• Administrators may need to enforce waiting periods during request approval.

Termination Payout Is Not Automatically Processed #

• Friday stores the payout selection but does not automatically generate the termination payment.

Removing an Employee Deletes Accrual Data #

• Removing an employee from a Friday PTO policy deletes their accrual ledger for that policy.
• Preserve required records before removing the employee.