California Employee Handbook

When your company hires employees in California, you are required to comply with federal, state, and local employment laws. There are a variety of human resources and labor policies in the workplace that differ by state. Through your employee handbook, employers can easily document and distribute the correct policies to their employees to comply with the laws of each state.

Creating your California Employee Handbook is a useful way to explain important policies and procedures, mitigate legal risk, and introduce employees to the expectations and operating practices of the organization.

Mosey has compiled the relevant policies a company with employees in California must consider.

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California Employee Handbook Policies

There are 44 state and local employee handbook policies in California.

Wage and Hour

Los Angeles Minimum Wage Policy

You are entitled to a minimum wage of $17.81 per hour, effective July 1, 2025, if you work at least two hours per week within Los Angeles city limits. Employer strictly prohibits discrimination or retaliation for inquiring about or exercising your rights under this policy.

Berkeley Minimum Wage Policy

You are entitled to receive at least the minimum wage of $19.18 per hour, effective July 1, 2025, if you work within Berkeley city limits for at least two hours per week, regardless of where your employer is located or where you live. Tips cannot be counted toward meeting this minimum wage.

Emeryville Minimum Wage Policy

You are entitled to a minimum wage of $19.90 per hour for all hours worked within the City of Emeryville if you perform at least two hours of work per calendar week within the city limits.

California Minimum Wage Policy

You are entitled to be paid at least $16.50 per hour, the minimum wage in California effective January 1, 2025. If you are a learner, you may be paid no less than 85 percent of the minimum wage rounded to the nearest nickel during your first 160 hours of employment.

California Rest Break Policy

You are entitled to a paid 10-minute rest break for every four hours worked or major fraction thereof, depending on hours worked: one break for shifts over 3.5 hours, two for shifts over 6 hours, and three for shifts over 10 hours. Rest breaks must be scheduled midway through work periods, taken in designated resting facilities, and fully compensated as hours worked.

San Diego Minimum Wage Policy

You are entitled to a minimum wage of $17.25 per hour if you work at least two hours per week within the City of San Diego, with tips excluded. If you work outside of the city, but within San Diego County, you are entitled to the California state minimum wage.

Oakland Minimum Wage Policy

You are entitled to a minimum wage of $16.89 per hour if you work at least two hours in any workweek within the City of Oakland, regardless of your employment status, effective January 1, 2025, unless otherwise provided by law. A workweek is defined as a fixed, regularly recurring period of seven consecutive days used for payroll purposes. Tips and gratuities do not count toward minimum wage obligations, and Employer must comply with California law regarding employee rights to tips. Retaliation or discrimination against employees exercising their rights under this policy is strictly prohibited.

California Lactation Break Policy

You are entitled to reasonable break time to express breast milk, which may align with existing breaks or be unpaid if additional time is needed. Employer will provide a private, secure space with necessary amenities, such as seating, electricity, and refrigeration, near your work area. Discrimination or retaliation for requesting accommodations is strictly prohibited.

San Francisco Lactation Break Policy

Discrimination or retaliation for requesting accommodations under this policy is strictly prohibited.

California Overtime Policy

You are entitled to overtime pay for hours worked beyond standard limits. This includes 1.5 times your regular rate for hours worked beyond eight in a single day, 40 in a week, or the first eight hours on the seventh consecutive workday. Additionally, you are entitled to double your regular rate for hours worked beyond 12 in a single day or beyond eight on the seventh consecutive workday. Overtime pay is calculated based on your regular rate, which includes applicable bonuses and commissions.

California Meal Break Policy

You are entitled to an unpaid 30-minute meal period when working over five hours and a second unpaid 30-minute meal period for shifts over ten hours, unless waived by mutual consent under specific conditions. On-duty meal periods require written agreements, must be compensated, and can be revoked. If compliant breaks are not provided, you will receive one additional hour of pay for each day this occurs.

California Mandatory Day of Rest Policy

You are entitled to one day of rest each seven-day workweek if you work more than 30 hours per week or six hours in a day. If the nature of job requires extended periods of consecutive workdays, you must receive equivalent rest within the same month. Voluntarily working on a seventh consecutive day is allowed and will be paid at the overtime rate. Employer prohibits requiring or retaliating against employees for exercising their right to rest.

California Reporting-Time Pay Policy

You are entitled to reporting time pay at Employer if you are scheduled to report to work but are not provided with sufficient work or are sent home early. This form of pay compensates employees who are affected by inadequate scheduling or failure of proper notice, ensuring that employees are fairly compensated for their time. Reporting time pay is calculated based on your regular rate of pay, with a minimum of two hours and a maximum of four hours guaranteed.

San Francisco Minimum Wage Policy

You are entitled to receive at least the minimum wage of $19.18, effective July 1, 2025, if you work within the City of San Francisco limits for at least two hours per week, regardless of where your employer is located or where you live. Tips cannot be counted toward meeting this minimum wage.

Santa Monica Minimum Wage Policy

You are entitled to a minimum wage of $17.81, effective July 1, 2025, if you work within the City of Santa Monica limits for at least two hours per week, regardless of where your employer is located or where you live. Tips cannot be counted toward meeting this minimum wage.

Benefits

Berkeley Commuter Benefit Policy

You are entitled to pre-tax commuter benefits if you work an average of 10 or more hours per week in Berkeley for Employer. These benefits allow you to allocate up to $125 per month of pre-tax income for qualified commuting expenses, such as transit passes or vanpool services.

San Francisco Commuter Benefit Policy

You are entitled to pre-tax commuter benefits if you work an average of 10 or more hours per week in San Francisco for Employer. These benefits allow you to allocate up to 315 per month of pre-tax income for qualified commuting expenses, such as transit passes or vanpool services. Alternatively, Employer may provide a partially or fully subsidized transit pass, covering at least the cost of a MUNI pass.

Vacation, Sick, and Safe Leaves

San Diego Paid Safe and Sick Leave Policy

You are entitled to earn one hour of Paid Sick and Safe Time for every 30 hours worked, if you work in San Diego city limits, including as a full-time, part-time, temporary, or seasonal employee.

You may use accrued paid leave for personal or family health needs, reasons related to domestic violence, or when your workplace or a family member’s school is closed for health or safety reasons. You are able to use your accrued paid leave as soon you have accrued it, there is no waiting period.

San Francisco Paid Sick Leave Policy

You are entitled to accrue one hour of paid sick leave for every 30 hours worked in San Francisco. You may begin using accrued sick leave after 90 days of employment for personal or family health needs or issues related to domestic violence, sexual assault, or stalking.

Berkeley Paid Sick Leave Policy

You are entitled up to one hour of paid sick leave per 30 hours worked, with an accrual cap of 48 hours for businesses with fewer than 25 employees, and an accrual cap of 72 hours for employees with more than 25 employees. Paid leave is accrued beginning on your first day of work and can be used for medical and safety reasons relating to you or your family members.

Oakland Paid Sick Leave Policy

You are entitled to accrue paid sick leave if you work at least two hours per workweek in Oakland, including working from home. Sick leave accrues at a rate of one hour for every 30 hours worked, capped at 72 hours, with unused hours carrying over into the following year. You can use sick leave after 90 days of employment for illness, medical care, or to care for a family member or designated person.

California Sick Leave Policy

You are entitled to earn one hour of paid sick leave for every 30 hours worked, up to a maximum 40 hours per year. After 90 days of employment you may use paid sick leave for health needs, preventive care, or issues related to domestic violence, sexual assault, or stalking.

Los Angeles Paid Sick Leave Policy

You are entitled to earn one hour of paid sick leave for every 30 hours worked, up to a maximum 48 hours per year. After 90 days of employment, you may use paid sick leave for health needs, preventive care, or issues related to domestic violence, sexual assault, or stalking.

Emeryville Paid Sick Leave Policy

You are entitled to accrue one hour of paid sick leave for every 30 hours worked if you perform at least two hours of work per week in Emeryville, are entitled to California’s minimum wage, and are employed full-time, part-time, or temporarily. You may use paid sick leave for personal or family medical needs, caring for a service animal, or addressing issues related to being a victim of domestic violence.

Santa Monica Paid Sick Leave Policy

You are entitled to accrue one hour of paid sick leave for every 30 hours worked if you work at least two hours per week in Santa Monica and are eligible for California’s minimum wage. You may begin using accrued sick leave after 90 days of employment for personal or family health needs or issues related to domestic violence, sexual assault, or stalking.

Leaves of Absence

California Military Spouse Leave Policy

Employer is required to provide employees up to 10 days of unpaid leave while a spouse is on leave from deployment during a period of military conflict.

California Family Rights Act Leave Policy

Under the California Family Rights Act (CFRA), eligible Employer employees are permitted to take up to a total of 12 weeks of job-protected leave during a 12-month period. CFRA leave itself is unpaid, but wage replacement may be provided if CFRA leave is taken concurrently with Paid Family Leave or Disability Insurance (SDI).

Eligible employees can take the leave for one or more of the following reasons:

The birth of a child or adoption or foster care placement of a child.
To care for an immediate family member (spouse, child, or parent) with a serious health condition.
When the employee is unable to work because of a serious health condition.

A “serious health condition” is an illness, injury, impairment, or physical or mental condition that causes or requires:

Any period of incapacity or treatment in connection with, or after inpatient care;
Any period of incapacity requiring absence from work, school, or other regular daily activities, of more than three consecutive calendar days;
Ongoing treatment by or under the supervision of a health care provider for a chronic or long-term health condition that is incurable; or
Restorative dental or plastic surgery after an accident or injury.

California Volunteer Emergency Responder Leave Policy

You are permitted to take job-protected leave to perform emergency duty as a volunteer firefighter, reserve peace officer, or as an emergency rescue personnel.

California Pregnancy Disability Leave Policy

You are permitted to take up to four months of job-protected leave for disability relating to pregnancy, childbirth, or related conditions.

California School Visitation Leave Policy

Employer provides employees with up to 40 hours of unpaid leave each year to participate in activities at a child’s school or daycare.

California Military Service Leave Policy

Employer provides employees who are in the Guard, Reserves, or Naval Militia with up to 17 days of unpaid leave per year for military training, drills, encampment, naval cruises, special exercises, or similar activities.

California Jury Duty Leave Policy

You are entitled to job-protected leave to serve as a juror. Unless directed otherwise by your manager, you should return to work at the completion of jury duty, even if for a partial day.

California Organ Donation Leave Policy

You are permitted to take up to 30 days of paid time-off and up to 30 days of additional unpaid time-off to donate an organ in any one-year period.

California Domestic Violence Victim Leave Policy

Employer permits victims of domestic abuse the opportunity to take unpaid time off from work in order to seek medical treatment, obtain services from a rape crisis center or domestic violence shelter, engage in counseling, or engage in safety planning or relocate.

California Volunteer Emergency Responder Training Leave Policy

If you are a volunteer firefighter, a reserve peace officer, or as emergency rescue personnel, you are entitled to take up to 14 working days of job-protected leave per year for fire, law enforcement training, or emergency rescue training.

San Francisco Parental Leave Policy

You are entitled to receive up to 100% of your weekly wages for six weeks under the San Francisco Paid Parental Leave Ordinance (SF PPLO) if you qualify for California Paid Family Leave (PFL). To be eligible, you must have 180 days of employment, work over 8 hours weekly, and perform at least 40% of your work hours in San Francisco.

California Voting Leave Policy

Employer provides to all employees as much time off as needed in order to vote. However, only two-hours are required to be paid time off.

Employer will provide 10-days notice prior to any statewide election of an employee’s right to take time off to vote in such elections.

California Bone Marrow Donation Leave Policy

Employer is required to provide employees with up to five days of paid time off within a one-year period to donate bone marrow.

California Bereavement Leave Policy

Employer is required to provide employees with five days of leave in the event of the death of an employee’s spouse, child, parent, sibling, grandparent, grandchild, domestic partner, or parent-in-law.

San Francisco Military Leave Policy

You are entitled to up to 30 days of military leave per calendar year, with supplemental pay covering the difference between your gross military pay and regular salary (excluding overtime unless regularly scheduled), if you are a military reservist or National Guard member working in San Francisco.

Expense

California Remote Reimbursement Policy

You are entitled to have necessary business expenses reimbursed.

Privacy

San Francisco Salary History Privacy Policy

You are entitled to strict confidentiality regarding your salary history at Employer. Supervisors, managers, and other personnel are prohibited from disclosing your salary history without your explicit, written authorization, except as required by law.

California Social Media Privacy Policy

Generally, Employer is prohibited from accessing your personal social media accounts and will not discipline or terminate an employee for refusing to disclose their social media login information or for denying to provide access to their social media accounts.

California Electronic Monitoring Policy

Employer may monitor your use of company-owned devices, systems, and networks, including email, internet usage, phone calls, and software. By using company resources, employees consent to monitoring and should have no expectation of privacy, even for personal use during work hours. Prohibited activities include accessing offensive material, engaging in illegal activities, violating company policies, disclosing confidential information, or using company resources for personal gain.

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