Philadelphia Extended Leave Notice - City Law

Labor and Employment Pennsylvania 3 Minutes Read · published February 05, 2026 Flag of Pennsylvania

In Philadelphia, Pennsylvania, employers must understand how to notify workers about extended leave rights arising from local ordinances and overlapping state or federal laws. This guide explains practical notice methods, who enforces leave-related rules in the city, and steps employers and employees should follow when a leave extends beyond routine sick time. It summarizes notice timing, posting and written-distribution options, complaint pathways, and sample action steps for HR teams and small businesses operating in Philadelphia.

Notice requirements and who must be informed

Employers should provide clear written notices to employees about eligibility, duration, and procedures for extended leave that overlap with earned sick time, family leave, or other protected leave. Notices may be provided via employee handbooks, individual written notice at hire, or conspicuous workplace postings for all staff. Where municipal earned-sick-time or workplace rules apply, employers should follow the City of Philadelphia guidance and posting templates provided by the city.View city guidance[1]

Provide notices in the primary language(s) of your workforce when feasible.

Penalties & Enforcement

Enforcement for leave-notice failures or related earned-sick-time violations in Philadelphia is handled by designated city offices and may overlap with federal enforcement for FMLA-covered employers. Exact penalties and fine amounts depend on the specific ordinance and enforcement action; if exact monetary amounts are not listed on the cited municipal page, they are noted as not specified on that page below.

  • Fines: not specified on the cited city guidance page; see the city enforcement page for procedures and possible civil penalties.Enforcement office[2]
  • Escalation: first, follow-up notices and administrative orders; repeat or continuing violations may result in increased enforcement actions or referral to civil proceedings — specific ranges are not specified on the cited page.
  • Non-monetary sanctions: administrative orders to comply, required corrective notices to affected employees, injunctive relief or court actions may be sought by the city or complainants.
  • Enforcer and complaints: the Philadelphia Commission on Human Relations and designated city departments accept complaints and manage investigations; see the commission page for contact and filing instructions.Commission contact[2]
  • Federal overlap: employers covered by the federal Family and Medical Leave Act must follow FMLA notice and recordkeeping rules; the U.S. Department of Labor provides required employer notices and guidance.FMLA guidance[3]
If municipal penalty amounts are absent from the city page, contact the enforcement office for current fines and remedies.

Applications & Forms

The city does not publish a single universal "extended leave" application form for employers; filing a workplace complaint or requesting enforcement is typically done through the Commission on Human Relations complaint process or through department-specific complaint forms. For federal FMLA notices and model forms, use the U.S. Department of Labor templates.FMLA forms[3]

How to notify employees (practical steps)

  1. Review applicable laws: identify municipal earned-sick-time rules, city ordinances, and whether FMLA or Pennsylvania statutes apply to your workforce.
  2. Prepare written notices: include eligibility, duration, documentation required, point of contact, and how to apply for extensions or accommodations.
  3. Distribute notices: post conspicuously, provide individual written notice at hire and upon leave events, and keep records of delivery and acknowledgments.
  4. Train supervisors: ensure managers can identify leave requests, direct employees to HR, and avoid retaliatory actions.
  5. Handle complaints: follow the city complaint intake steps and cooperate with investigations; timely responses can reduce escalation.
Keep documented proof of notice distribution and any employee acknowledgments.

FAQ

Who must receive an extended-leave notice?
Any employee who is eligible for municipal earned sick time, covered family leave, or similar protected leave should receive written notice; employers should provide notices at hire and when a leave request is made.
Does Philadelphia require a specific poster or form?
The City of Philadelphia provides guidance and posting templates for earned-sick-time; employers must follow city posting rules where applicable. See the city guidance for the required posting and materials.City posting guidance[1]
Where do employees file a complaint if notice is not provided?
Employees file complaints with the Philadelphia Commission on Human Relations or the department specified in the ordinance; the commission's website lists complaint procedures and contacts.Commission complaint page[2]

How-To

  1. Identify which laws apply to your workforce (city earned-sick-time, FMLA, state rules).
  2. Create a concise written notice template covering eligibility, documentation, and contact points.
  3. Post the notice in common areas and deliver individual notices to affected employees.
  4. Keep records of distribution and respond promptly to employee questions or complaints.

Key Takeaways

  • Provide written notices at hire and when leave is requested.
  • Keep records of notices and acknowledgments to reduce enforcement risk.

Help and Support / Resources

  1. [1] City of Philadelphia - Earned Sick Time program
  2. [2] Philadelphia Commission on Human Relations
  3. [3] U.S. Department of Labor - FMLA

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