Run: California Paid Sick Leave Addendum (SB 616)

This addendum supplements the employer's general leave, attendance, and PTO policies for employees working in California. It is intended to reflect California's paid sick leave requirements effective January 1, 2024 under SB 616, including the minimum entitlement of **5 days / 40 hours** and the maximum annual usage cap of **10 days / 80 hours**, unless a more generous company policy applies. Where this addendum conflicts with a broader policy, the provision that is more favorable to the employee will control, except where prohibited by law.

This addendum applies to employees who perform work in California, including full-time, part-time, temporary, and seasonal employees to the extent required by California law. **California employees:** If an employee works in California, this addendum applies regardless of the employee's home office location. This addendum does not replace rights provided under the FMLA, CFRA, ADA, workers' compensation, or any applicable local paid sick leave ordinance. Where multiple laws apply, the employer will administer leave in a manner that complies with all applicable requirements.

For purposes of this addendum: - **Paid sick leave** means paid time off that may be used for the employee's own illness, injury, medical diagnosis, treatment, preventive care, or other qualifying reasons permitted by California law. - **Accrual year** means the 12-month period used by the employer to calculate sick leave accrual and usage. - **Frontload** means providing the full annual sick leave entitlement at the beginning of the accrual year instead of accruing it over time. - **Retaliation** means any adverse action taken because an employee requested, used, or attempted to use protected paid sick leave.

Eligible employees will accrue or be frontloaded paid sick leave in accordance with California law, as amended by SB 616. At a minimum, the employer will provide: - **5 days / 40 hours** of paid sick leave per year, and - a maximum usage cap of **10 days / 80 hours** per year, unless a more generous policy applies. The employer may satisfy this requirement through accrual, frontloading, or another lawful method permitted by California law, provided the employee receives at least the minimum protected amount and is allowed to use leave for all legally protected reasons. Paid sick leave will be paid at the employee's applicable rate of pay as required by law.

1. **Requesting leave**: Employees should notify their supervisor or HR as soon as practicable when the need for sick leave is foreseeable. If the need is unforeseeable, notice should be provided as soon as practicable. 2. **Method of request**: Requests may be submitted verbally, by email, or through the employer's leave management system. 3. **Documentation**: The employer may request reasonable documentation only where permitted by law and only after the employee has used sick leave for the applicable qualifying period or under circumstances allowed by law. 4. **Increment of use**: Sick leave may be used in the smallest increment the employer uses to account for absences, subject to legal minimums. 5. **Pay processing**: Approved sick leave will be paid on the next regular payroll cycle unless a shorter timeframe is required by law. 6. **Coordination with other leave**: If a request may also qualify for FMLA, CFRA, ADA accommodation, or workers' compensation leave, HR will review the request and coordinate leave administration in good faith.

**Employees** must provide timely notice when possible, use leave only for qualifying reasons, and accurately report time taken. **Supervisors** must forward leave requests to HR promptly and must not discourage, interfere with, or retaliate against protected leave use. **HR / Leave Administration** must track accrual, usage, carryover, and cap limits; provide required notices; and ensure the policy is applied consistently. **Policy holder** must maintain records and update this addendum when California law changes.

The employer prohibits interference with, restraint of, or retaliation for the lawful request or use of paid sick leave. Any employee who believes their rights under this addendum have been violated should report the concern to HR, a manager, or the Compliance Officer without fear of retaliation. Misuse of leave, falsification of records, or repeated failure to follow notice procedures may result in a documented warning or PIP, up to and including termination, consistent with applicable law and the employer's disciplinary policies. Protected leave use itself will not be treated as misconduct.

This addendum will be reviewed at least annually and whenever California paid sick leave law changes, including changes to accrual, carryover, usage caps, notice requirements, or recordkeeping obligations. The policy holder will revise this addendum as needed to remain compliant with California law and any applicable local ordinance.