NY Paid Safe & Sick Leave – CSA Configuration & Employee Notice Workflow

applies to new york clients only affected teams enrollment / onboarding, payroll 📌 overview new york state requires that all employees working under a ny client receive the ny paid safe & sick leave notice of employee rights at the time of hire januscrm automates this process end to end — from capturing the employer's fiscal year configuration in the csa, to delivering the notice during employee onboarding, to notifying payroll once the employee has acknowledged receipt this article covers what needs to be set up in the csa before onboarding can proceed what the fiscal year data looks like in the client lead card how the notice is delivered and acknowledged by the employee during onboarding where completed notices are stored what payroll receives and when 🗂️ section 1 csa fiscal year configuration (operations / csa team) why this matters the ny paid safe & sick leave notice requires the employer's fiscal year start and end months to be printed on the notice this information is captured in the client service agreement (csa) during the owner info step and stored on the client lead card for use during all future employee onboardings where it appears in the csa on the owner info step of the csa, a dedicated "ny paid safe & sick leave – fiscal year configuration" section appears for ny clients it includes the following helper text "required by new york law please select the fiscal year start and end months for this client this information is necessary to ensure compliance with ny paid safe & sick leave regulations " two fields must be completed true 330,331left unhandled content type left unhandled content type left unhandled content type left unhandled content type left unhandled content type left unhandled content type both fields are required the csa cannot proceed past the owner info step until both months are selected this section does not appear for non ny clients where the data lives after signing once the csa is signed, the fiscal year values are stored on the client lead card → general tab labeled ny fiscal start month and ny fiscal end month these fields can be updated in two ways true 220,220,221left unhandled content type left unhandled content type left unhandled content type left unhandled content type left unhandled content type left unhandled content type left unhandled content type left unhandled content type left unhandled content type all direct edits to these fields are automatically logged in the lead card → logs tab and the unified notes activity tab , capturing who made the change and when editing these fields directly on the lead card does not amend or re trigger the csa it only updates the values used for future employee notice generation 🚧 section 2 enrollment gate – what blocks onboarding submission the rule before an employee application can be sent, the system verifies that the client's ny fiscal year data exists if the csa was not completed with fiscal year information, onboarding submission will be blocked what the enrollment team will see warning banner (add employee screen) ⚠ ny paid safe & sick leave fiscal information must be completed in the csa before employee applications can be sent \[go to csa] hard block on submit "ny paid safe & sick leave fiscal information must be completed in the csa before employee applications can be sent " how to resolve contact the operations team to complete the fiscal year configuration in the csa and obtain a re signed agreement once the csa is signed and the fiscal data is stored, the block lifts automatically note you can also fill it on the lead card if you have the role permission to do so this block applies only to ny clients non ny employees are completely unaffected 📋 section 3 automatic notice delivery during onboarding who receives the notice the ny paid safe & sick leave notice is automatically included in the employee application when both conditions are true the employee's work state = ny the client's wc state = ny no manual action is required from the enrollment team — the notice is attached automatically what the employee sees during onboarding the employee encounters a dedicated "ny paid safe & sick leave notice" section in their application containing three elements 1\ prefilled fiscal year fields (read only) the fiscal year dates pulled from the csa are displayed as read only fields fiscal year start — e g , february fiscal year end — e g , march the employee cannot change these values 2\ "review document" button clicking review document opens a modal displaying the full notice of employee rights protected time off the notice includes all protected uses of time off (illness, family care, safety leave, public emergencies, etc ) a leave amount table by employer size the employer's fiscal year dates prefilled at the bottom "your employer's calendar year is \[start month] to \[end month]" the employee can scroll through the full document before closing the modal 3\ acknowledgment checkbox after reviewing the document, the employee must check the following checkbox before they can proceed "i acknowledge that i have received and reviewed the ny paid safe & sick leave notice as required by new york state law " the checkbox is required the employee cannot advance to the next step of the application without checking it the system logs the employee id, timestamp, and the fiscal year values displayed at the time of acknowledgment language support the notice is delivered in the language selected by the employee in the language selector at the top of their application supported languages include english, spanish, chinese (simplified & traditional), french, russian, arabic, and 20+ additional languages 📁 section 4 document storage – where notices are saved after acknowledgment once the employee completes the acknowledgment, the system automatically generates a standalone ny notice pdf containing employee name client name fiscal start month & end month acknowledgment timestamp checkbox acknowledgment record file naming convention notice of employee rights protected time off – \[employee name] – acknowledged storage location the notice is saved to client lead card → documents important storage rules the notice is permanently stored and non editable it does not replace the full onboarding application — both documents are retained the notice remains linked to the employee record internally 📧 section 5 payroll notification what triggers the notification as soon as the employee's standalone notice is generated, the system automatically sends an email to the payroll department email details subject ny paid safe & sick leave notice – employee acknowledged attachment the standalone ny notice pdf for that employee purpose payroll uploads the document into the payroll system for compliance tracking no action is required from the enrollment team to trigger this email — it is fully automated upon employee acknowledgment 🔄 section 6 csa amendment handling if a ny client's fiscal year changes and the csa is re signed true 330,331left unhandled content type left unhandled content type left unhandled content type left unhandled content type left unhandled content type left unhandled content type left unhandled content type left unhandled content type historical notices are permanently preserved csa amendments only affect notices generated after the re sign date ✅ quick reference who does what true 220,220,221left unhandled content type left unhandled content type left unhandled content type left unhandled content type left unhandled content type left unhandled content type left unhandled content type left unhandled content type left unhandled content type left unhandled content type left unhandled content type left unhandled content type ❓ frequently asked questions q does this apply to all ny employees or just new hires? a this workflow applies to all ny employees going through the standard januscrm onboarding process q what if the employee skips the acknowledgment? a the acknowledgment checkbox is required the employee cannot advance past that step in the application without checking it q can the fiscal year fields be edited after the csa is signed? a yes, with the right role users with payroll/accounting, payroll admin, admin, or billing roles can edit the ny fiscal start month and end month directly on the lead card → general tab all edits are audit logged for active clients where a formal record of the change is needed, a csa amendment and re sign remains the recommended process q what if the client is not in ny? a this workflow is invisible to non ny clients no fiscal fields appear in the csa, and no notice is attached during onboarding q where can i find a copy of a specific employee's notice? a navigate to the client lead card → documents tab and look for the file named notice of employee rights protected time off – \[employee name] – acknowledged q does the employee need to review the document before checking the box? a they are strongly encouraged to — the "review document" button opens the full notice however, the system requires the checkbox to be checked, not a confirmed document open