Westchester County Paid Sick Leave Law Effective April 10, 2019

Q: I am an employer in Westchester County.  What do I need to know about the new paid sick leave law?  If I have employees in both Westchester County and New York City, can I have one paid sick leave policy that covers everyone?

A: Westchester County recently enacted its Earned Sick Leave Law (“ESLL”), which goes into effect on April 10, 2019.  While the law is similar in many aspects to New York City’s Earned Safe and Sick Time Act (“ESSTA”), there are some important differences.  Employers who want one policy to cover employees in both locations (referred to below as a “dual policy”) can opt to offer the more generous benefit.  Alternatively, employers can create a policy with carve-outs that are applicable to subsets of employees (referred to below as a “carve-out policy”).  As explained below, the key differences between the laws are whether the law covers safe time as a permissible use of sick leave, and the definition of family member.

All Westchester County employers are subject to the ESLL – like the ESSTA, employers with five or more employees must provide paid sick time, while employers with fewer than five employees may but are not required to make the sick time paid. The ESLL covers any person employed in Westchester County for more than 80 hours in a calendar year.

Under both laws, employees earn one hour of sick leave for every 30 hours worked, up to a cap of 40 hours per year. Accrued/unused leave must be carried over to the following year.

Both laws require that employees begin earning sick leave at the beginning of employment, and allow employers to impose a 120-day waiting period after commencement of employment before sick leave can be used.

Both laws provide for the following uses of sick leave: (1) care or treatment of an employee’s mental or physical illness, injury or health condition, or preventative medical care; (2) care or treatment of an employee’s family member’s mental or physical illness, injury or health condition, or preventative medical care; and (3) closure of an employee’s place of business due to a public health emergency or an employee’s need to care for a child whose school or childcare provider has been closed due to a public health emergency. In addition, the ESSTA allows sick leave to be used for “safe time,” which is time associated with when an employee or an employee’s family member has been the victim of a family offense matter (crimes such as harassment, stalking, or assault between members of the same household), sexual offense (crimes such as sexual abuse or rape), stalking, or human trafficking.  The ESLL does not require sick leave to be used for these purposes.  Thus, a dual policy should include the use of sick leave for safe time, while a carve-out policy should only apply safe time to NYC employees

Both laws define “family member” broadly, to include an employee’s child (including the child of an employee’s spouse or domestic partner), spouse, domestic partner, parent (including the parent of an employee’s spouse or domestic partner), sibling, grandparent, grandchild, and any other individual related by blood to the employee or whose close association with the employee is the equivalent of a family relationship. Additionally, the ESLL includes the following as family members: persons formerly married to or in a domestic partnership with one another regardless of whether they still reside in the same household, persons who have a child in common (regardless of whether they have been married, domestic partners, or have lived together at any time), and persons not related by blood or affinity who are or have been in an intimate relationship with the employee, regardless of whether they have lived together at any time.  The ESLL does not define “intimate relationship,” though future guidance could address the issue.  A dual policy should consider “family member” to include all of the above categories, while a carve-out policy should specify that the additional ESLL definitions only apply to Westchester employees.

Both laws allow employers to require reasonable documentation of the use of sick time if an employee is absent for more than three consecutive work days. The ESSTA also allows such documentation for absences of more than three consecutive work days for safe time.

Unlike the ESSTA, the ESLL allows a private right of action. Employees can file complaints with the Department of Weights and Measures – Consumer Protection (the Westchester agency that will enforce the law), or bring a civil lawsuit.  Employees  may recover either three times the wages that should have been paid for each instance of undercompensated sick leave taken, or $250, whichever is greater.  Employees can also recover $500 for each instance where the employees have been unlawfully denied requested sick time.  Recovery of back pay (if applicable) and reasonable attorneys’ fees also is available.

Both laws have notice requirements. The ESSTA requires that a written notice of employee rights be provided to employees upon commencement of employment.  A form notice is available at http://www.nyc.gov.  The ESLL requires that employers provide employees with a copy of the law and a written notice of rights by June 28, 2019, or at the commencement of employment, whichever is later.  Both laws also have posting and three-year recordkeeping requirements.

To prepare for the new law, Westchester County employers should review their current sick leave policies and determine whether revisions are needed. If employers do not have sick leave policies, they should prepare to implement compliant policies by April 2019.

Jessica Rothenberg

New Jersey Becomes Tenth State to Enact Paid Sick Leave

Q.  Do I need to provide paid sick leave to employees in New Jersey?

A.  Last week, New Jersey Governor Phil Murphy signed into law the New Jersey Paid Sick Leave Act, mandating paid sick leave for full and part-time workers in the Garden State. Similar to the laws in other states, the New Jersey law provides for employees to earn one hour of paid sick leave for every 30 hours worked. Employees may use up to 40 hours of earned sick leave in a benefit year.  They may also carry over up to 40 hours of earned sick leave from one year to the next.  Earned sick leave is not paid upon termination, unless a company policy or collective bargaining agreement provides otherwise.

Employees begin to accrue sick leave on their hire date, and are eligible to use them beginning on the 120th calendar day of employment. The employee may subsequently use earned sick leave as soon as it is accrued.  Employees must be paid for earned sick leave at the same rate of pay with the same benefits as the employee normally earns, so long as the pay rate is at least minimum wage.

Earned sick leave may be used for the employee’s own health condition and time off for preventative medical care, and to take care of or coordinate preventative medical care for family members. The term “family member” is defined broadly to include the employee’s child, grandchild, sibling, spouse, domestic or civil union partner, parent, grandparent, in-law, grandparent or sibling of the employee’s spouse, domestic or civil union partner, and “any other individual related by blood to the employee or whose close association with the employee is equivalent of a family relationship.”

Employees also may use earned sick leave for absences as a result of the employee or a family member being the victim of domestic or sexual violence.  In addition, employers must allow employees to use earned sick leave for school closures and to attend school conferences.  Employees may not be subject to discipline for using earned sick leave.

If the need to use earned sick leave is foreseeable, an employer may require up to seven days of advance notice before the leave is taken. Employers must make a reasonable effort to schedule the use of earned sick leave in a manner that does not unduly disrupt the company’s operations.  If the employee uses earned sick leave for three or more consecutive days, the employer may require a doctor’s note supporting the need for leave.

Companies may not require employees to find replacements as a condition of using earned sick leave. While the employer and the employee may mutually agree to allow the employee to work additional hours or shifts to make up the missed time, employees are not required to do so.

What Employers Should Do

The Paid Sick Leave Act goes into effect on November 2, 2018, and preempts all existing city and county sick leave laws in the state. To get ready for the new Act, employers should analyze their current paid time off policies or draft a new earned sick leave policy to ensure that time off is accrued and may be used in the manner provided by the Act.  New Jersey employers also should review their record-keeping policies to make sure that they retain records documenting hours worked and earned sick leave taken by employees for at least five years.

Tracey E. Diamond