Washington D.C. - Sick Paid Leave Policy for Part-Time Hourly Employees

Policy Number: DC FI-003A
Effective Date: January 13, 2025
Review Date: December 31, 2025
Version: 1.0
Department: Finance

Purpose 

The purpose of this policy is to ensure compliance with state and local laws governing sick leave for part-time hourly employees at Apollo After School Inc., effective January 13, 2025. This policy outlines the accrual, usage, and tracking of sick leave hours in accordance with the regulations of the state or city where the employee works.

Definitions

• Type (Sick or Time Off): Specifies the category of paid leave, such as sick leave or general time off, which may include vacation or personal days.

• Accrual Rate: The rate at which an employee earns paid leave, typically expressed in hours per pay period, month, or year.

• Waiting Period: The duration an employee must work before becoming eligible to accrue or use paid leave.

• Carryover: Refers to the ability to transfer unused leave from one accrual period (e.g., a year) to the next.

• Cap on Accrual: The maximum amount of paid leave that an employee can accrue at any given time.

• Cash Out: Indicates whether employees can receive payment for unused leave, either at the end of employment or periodically.

• Max Annual Usage: The maximum amount of leave an employee can use in a calendar or fiscal year.

• Reinstatement of Balance: Whether previously accrued leave balances are reinstated when an employee is rehired within a specific timeframe.

• Advance Notice: The amount of notice an employee is required to provide before taking paid leave, excluding emergencies or unforeseeable circumstances.

• Documentation Requirement: Specifies if and when an employee must provide documentation (e.g., medical certification) to justify the use of paid leave.

• Maximum Carryover of Unused Paid Sick Leave: This refers to the maximum amount of unused paid sick leave hours an employee is allowed to carry over to the next benefit year, in accordance with applicable state or local laws.

• Granted: This term in Paychex indicates the portion of accrued paid sick leave that is available for use at the time you check your balance.

Paid Leave Policy for Washington D.C.

• Type: Paid Sick Leave

• Accrual Rate: Varies by employer size:

  • 1 hour for every 37 hours worked for employers with 100 or more employees.

  • 1 hour for every 43 hours worked for employers with 25-99 employees.

  • 1 hour for every 87 hours worked for employers with fewer than 25 employees.

• Waiting Period: 90 days

• Carryover: Allowed.

• Cap on Accrual: Varies by employer size:

  • 56 hours (7 days) for employers with 100 or more employees.

  • 40 hours (5 days) for employers with 25-99 employees.

  • 24 hours (3 days) for employers with fewer than 25 employees.

• Cash Out: Not allowed.

• Max Annual Usage: Varies, based on cap on accrual. 

• Reinstatement of Balance: Yes

• Advance Notice: Reasonable, follow attendance guidelines

• Documentation Requirement: After 3 consecutive days

• Poster: https://does.dc.gov/sites/default/files/dc/sites/does/page_content/attachments/Accrued%20Sick%20and%20Safe%20Leave%20Act%20Poster.pdf 

Instructions for Employees to View their Accrued Time

Part-time employees can view their accrued and available sick leave hours through their Paychex accounts. Accrued hours reflect the total hours earned to date, while granted hours represent the hours currently available for use. 

1. Go to the Paychex - your account - Dashboard. 

2. Available balance will be displayed on the Time off tab on the first screen. 

3. For more details follow the following steps:
   

Make sure you have the Time Off option available in your dashboard, if not, go to Manage Tiles….

…and make sure Time Off is ON.

To find your accrued and granted time:

Step 1.

Step 2. 

Step 3.

Step 4. 

Employees with questions about their sick leave balance or the applicable regulations are encouraged to contact Human Resources (HR) for assistance at hrteam@apolloafterschool.com.

Poster