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Title: Maryland Sick and Safe Leave Process

Brief description:

The Maryland Healthy Working Families Act requires employers with 15 or more employees to provide paid sick and safe leave for certain employees. It also requires that employers who employ 14 or fewer employees provide unpaid sick and safe leave for certain employees.

Earned sick and safe leave begins to accrue on February 11, 2018, or the date on which an employee begins employment with the employer, whichever is later. An employee accrues earned sick and safe leave at a rate of at least one hour for every 30 hours the employee works; however, an employee is not entitled to earn more than 40 hours of earned sick and safe leave in a year or accrue more than 64 hours of earned sick and safe leave at any time (Maryland Healthy Working Families Act).

Methods to Consider:

  1. Grant a block of a minimum of 40 hours to the employee through a project assignment by year.
  2. Leave that accrues on a periodic basis on either a calendar or benefit year. Handling any carryover (cap) vacation based on benefit year (8/1 to 7/31) and not on a calendar year. The system does not allow cap handling by a specific annual period.
  3. Export that looks from the beginning of the year to update the Budget Assignment hours for an employee.

What’s covered in this document:

Method 1: Grant Block of Hours

  1.  Create a Sick Leave Project.
  2.  Create assignments by person.
    1.  Make sure to put in a Begin and End Date for the assignment period of one year. 
    2.  Enter a budgeted number of hours (minimum of 40).
    3.  Do NOT check the box to allow them to exceed.
  3. Annually, new assignments will need to be made, or existing assignments will need to be made, or existing assignments will need to be extended one year and an additional 40 hours added to the budgeted number of hours.

Method 2: Leave Accrual on a Periodic Basis 

The method below shows how to configure a non-calendar year.

Basic Setup

  1. Create and edit an export template like the one on this page - KC - Quick Topic - Best Practice if you accrue leave by actual hours worked.
    1. Note that you can import an existing template via instructions on this page - KC - Quick Topic - How can I share or upload an export template.
  2. Create a Sick Leave Project.
  3. Set up an accrual plan based on hours - see again KC - Quick Topic - Best Practice if you accrue leave by actual hours worked.
  4. Associate the user with the MD Sick and Safe Leave accrual plan for the current year. (People > Accruals > List > +Associate w/ Accrual Plan link)
    1. The ACCRUAL BEGIN DATE should reflect the person's hire date.
    2. The ACCRUAL END DATE will be populated when transferring hours to the Carryover plan at the end of the year.
    3. The user will accrue hours via the export/import process detailed below.

Year-End Activities

  1. Transfer any unused hours to the Carryover accrual plan.
    1. The ACCRUAL BEGIN DATE and ACCRUAL END DATE should reflect the new year.



  2. Adjust the Carryover hours if needed via the Adjust option on the left menu. Note: This screen displays how many hours are remaining in parentheses to the right of the Hours field.



  3. Associate the user with the MD Sick and Safe Leave accrual plan for the current year.



  4. Review the accrual plan associations (in January 2019, it should look like the below screenshot for users that were active in 2018).



  5. Update the export to reflect the new year.
    1. Navigate to Admin > Export.
    2. Edit the Time Template titled "Sick Leave Accrual Calculation by Hours Worked."




    3. Update the begin_date field to represent the first day of the new year (in January 2019, change this date to 1/1/2019).

Recurring Accrual Process

  1. Export the accrual file (after all timesheets for the prior period have been approved).
    1. Navigate to Admin > Export and click the blue play button next to the Time Template titled "Sick Leave Accrual Calculation by Hours Worked."


    2. In the Saved Export dropdown box, select "Sick Leave Accrual Calculation by Hours Worked."

    3. Run the export for the specific time period being calculated.



    4. Download the file and save it.


    5. Review the file to ensure accurate calculations.

  2. Import the accrual file.
    1. Navigate to Admin > Import and choose "Person Accruals" from the Type of Import dropdown menu.
    2. Find the file using the Choose File button and click Import.

Method 3: Year-to-Date Time-to-Assignment Export/Import

  1. Set up Sick Leave Project.
  2. Add Assignments to the Project or Project Task.
  3. Use the export template below and adjust as necessary. Template characteristics to consider:
    1. Hours are granted in whole amounts only - an hour is earned for every 30 hours. For example, 31 hours worked = 1 hour of leave and 1 hour to begin building toward the next 30 hours.
    2. The template begin date and project/task may need to be modified.
  4. Run the export and import it back in to update the Project assignments.
  5. Annually, the export will need to be updated for the beginning of the year and if you choose to change projects or tasks annually.

    Template: Maryland Safe and Sick Budget Update (1).csv

Additional Information

KC - Quick Topic - Best Practice if you accrue leave by actual hours worked

KC - FAQ - How do I move accrued PTO hours to a carryover plan?

KC - Quick Topic - How can I share or upload an export template



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