Archive for category: Blog

INFINITI HR is happy to provide Monthly State Law Updates as a service to our subscribers. These briefs provide a general description and are not meant to be all inclusive of compliance requirements. This list is not inclusive of all legislative changes for employers across the U.S. Changes may have been addressed in previous updates, which can be accessed from our blog.

Employers are encouraged to work with their Inspiring HR Consultant before making policy changes to capture the full requirements of these laws.

 Some of the notable upcoming State Changes in this issue are as follows:

CALIFORNIA

California – Rehire Program – Effective 4/16/2021

New CA legislation – SB 93 requires certain employers in the hospitality industry to offer rehire opportunities to those qualified employees who were laid off for reasons due to Covid-19 prior to January 2020.  Affected employers include hotels, event centers, building and airport service providers, airport hospitality and private clubs and specific detailed records must be maintained for 3 years.  The requirements are set to expire on December 31, 2024.

ILLINOIS

Chicago, Illinois – Vaccine Anti-Retaliation Ordinance – Effective April 21, 2021

The City of Chicago enacted the Vaccine Anti-Retaliation Ordinance which provides all workers in Chicago with rights to obtain COVID-19 vaccinations during their work hours and imposes significant penalties for employer violations who require employees to get vaccinations on the worker’s own time.

The IL COVID vaccine ordinance, as detailed in our March Update, states employers that require their workers to get vaccinated must compensate the worker at the worker’s regular rate of pay for the time the worker takes to get the vaccination, up to four hours per dose, if the vaccination appointment time is during a shift. Employers requiring that their workers get vaccinated may not require the worker to use paid time off or paid sick leave for the missed time.

The potential penalties against employers and remedies to workers are also significant. Employers found in violation of the Vaccine Anti-Retaliation Ordinance shall be liable for a fine of between $1,000 and $5,000.  Additional damages payable to employees who file a civil action for violations also apply.

The Ordinance will be lifted when the Commissioner of Public Health makes a written determination that the threat to public health posed by COVID-19 has diminished to the point that the ordinance can safely be repealed.

Illinois – Equal Pay Act – Effective April 2021

The Illinois legislature recently passed legislation amending the Business Corporations Act and the Illinois Equal Pay Act (IEPA). The IEPA is the state statute to ensure that individuals are compensated without to regard to their sex or race. While this amendment does not add any protected categories to the IEPA’s provisions, it does implement new requirements for employers.

Report EEO Data in Annual Reports to Secretary of State

This amendment requires each corporation that is required to file an EEO-1 report (100+ EE’s) to include in annual corporate reports filed with the IL Secretary State information substantially similar to employment data required by Section D of the federal EEO-1 form. The Secretary of State will publish data on the gender, race, and ethnicity of corporation’s employees on the Secretary of State’s website. This obligation applies to corporate reports filed on or after January 1, 2023.

New Equal Pay Certificate Obligation for Employers with More Than 100 Employees

New legislation requires private employers with more than 100 employees in Illinois to obtain an “equal pay registration certificate.” To obtain the certificate, the employer must provide EEO-1 data plus the total wages paid to each employee during the prior calendar year. The Illinois Wage Payment and Collection Act, which includes wages, salaries, earned commissions, and other forms of compensation.

The employer also must submit a statement signed by a corporate officer, legal counsel, or other authorized agent of the business for each county in which business has facility or employees that includes the following representations:

1. The business is in compliance with Title VII, the Equal Pay Act of 1963, the Illinois Human Rights Act, the Equal Wage Act, and the Equal Pay Act of 2003;
2. The average compensation for its female and minority employees is not consistently below the average compensation, as determined by the Illinois Department of Labor (IDOL) rules, for its male and non-minority employees within each job categories in the Employer Information Report EEO-1 report for which an employee is expected to perform work;
3. The business does not restrict employees of one sex to certain job classification and makes retention and promotion decisions without regard to sex;
4. Wage and benefit disparities are corrected when identified; and
5. The business reports how often the employer evaluates wages and benefits to ensure compliance with above-listed statute.

The certification requires the employer to certify whether it uses certain approaches in setting compensation and benefits. An employer who does not obtain a certificate or whose certificate is suspended or revoked after the IDOL investigation is subject to mandatory civil penalty equal to 1% of “gross profits.” Existing corporations must obtain certificates within three years after the effective date of the new law. Recertification is required every two years.

Illinois – Human Rights Act – Effective March 23, 2021

Illinois currently has a ban-the-box law restricting employers from asking about criminal history generally until after an interview. Illinois is now poised to join the ranks of states that either prohibit or limit employers’ ability to evaluate applicants’ and employees’ criminal conviction record, but also Illinois will implement a retaliation standard that more heavily favors employees. The Illinois legislature has amended the IL Human Rights Act and the Governor is likely to sign this legislation. These changes will make substantial changes to an employers’ hiring and employment practices. One such amendment put in place new procedures that must be followed if an employer seeks to disqualify an applicant or employee based on a criminal record;

Amendment to IL Human Rights Act Regarding Criminal Convictions

The current language in the Illinois Human Rights Act (IHRA) prohibits discrimination, harassment, and certain forms of retaliation. This recent amendment will make it a civil rights violation for employers to discriminate against individuals based upon their conviction record unless

1. There is a “substantial relationship” between the offense at issue and the individual’s employment; or
2. The individual’s employment involves an unreasonable risk to property or the safety of specific individuals or general public.

If either of these criteria are met, then the employer may consider and individuals conviction record in making an employment decision.

This amendment goes to great lengths to limit what constitutes a “substantial relationship” or “unreasonable risk”.

Substantial Relationship: Considers whether the job offers an opportunity for the same offense to occur and whether the circumstances leading to the conduct for which the individual was convicted will recur in the job.

The relevant factors to consider for either substantial relationship or an unreasonable risk to property and safety are:

1. The length of time since conviction.
2. The number of convictions that appear on an individual’s conviction record.
3. The nature and severity of the conviction and its relationship to the safety and security of others.
4. The facts or circumstances surrounding the conviction.
5. The age of the individual at the time of the conviction.
6. The evidence of rehabilitation effort.

This requires the employer to conduct a fact-specific inquiry and analyze all of the previous factors. If the employer makes a preliminary decision to disqualify the individual after considering the above factors, then the employer must notify the individual in writing of the preliminary determination.

The employer must then provide the affected individual five business days to respond before the employer engages in an interactive process and considers information provided by the applicant about why the conviction should not be considered or be dispositive before deciding to disqualify the applicant.

Suppose the employer decides to move forward to disqualify the individual. In that case, they must provide a written final notice identifying the conviction at issue, explain the basis for the decision, advise any internal procedures for requesting reconsideration, and advise the employee or applicant of the right to file a charge of discrimination.

VIRGINIA

VA – Minimum Wage Increase – Effective 5/1/2021

Barring any last-minute intervention, Virginia’s minimum wage for non-exempt employees will rise to $9.50 per hour on May 1, 2021. Employers should prepare now by reviewing pay rates and budgeting for any required increases.

In 2020, the General Assembly passed legislation to raise the minimum wage in stages to $15.00 per hour, and to eliminate certain minimum wage exceptions.

The scheduled new hourly amounts are as follows:

• Effective May 1, 2021: $9.50
• Effective January 1, 2022: $11.00
• Effective January 1, 2023: $12.00
• *Effective January 1, 2025: $13.50; and
• *Effective January 1, 2026: $15.00

Tipped minimum wage continues at $2.13 per hour. “Tipped employees” are defined as employees who regularly receive over $30.00 per month in tips.

Under the new law, employers may pay a “training wage” at 75 percent of the minimum wage for employees in on-the-job training programs lasting less than 90 days.

The law also applies Virginia minimum wage to persons:

• whose employment is covered by the Fair Labor Standards Act,
• employed in domestic service in a private home, persons normally paid on the amount of work done,
• with intellectual or physical disabilities (except those whose employment is covered by a special certificate issued by the U.S. Secretary of Labor),
• employed by an employer with less than four employees, and
• minors under the jurisdiction of a juvenile and domestic relations district court.

The Virginia minimum wage does not apply to individuals participating in the U.S. Department of State’s au pair program, those employed as temporary foreign workers, or individuals employed by amusement or recreational establishments, organized camps, or religious or nonprofit educational conference centers.

*In 2024, the General Assembly would have to re-enact the increases to $13.50 and $15.00 per hour for the years 2025 and 2026.

Employers must be aware of the expansion of these laws and how the laws affect their business.

Interested in other current employment trends? Click the link to view the recent blog: Labor Law Updates for March 2021 or check back for more on human resources, payroll, insurance, and benefits.

This article does not constitute legal advice and there are subtle variations in employment law as it pertains to this topic, depending on where your business operates. It is strongly suggested that you seek consultation or legal counsel before making decisions about policies.

 

 

As we shared with our readers previously, the Families First Coronavirus Response Act (FFCRA) expired on December 31, 2020 – and with it, the obligation for covered employers to provide emergency paid sick leave and emergency family and medical leave.

Shortly before the end of 2020, Congress extended the tax credit that accompanied use of FFCRA to employers who wanted to voluntarily provide FFCRA paid leave after December 31st, 2020 through March 31, 2021.  

The American Rescue Plan, signed into law on March 11, 2021, extends the tax credit for voluntarily providing FFCRA leave through September 30, 2021 and makes related changes. These provisions of the relief bill include the following: 

• Extends the tax credits available for employers who voluntarily provide FFCRA leave from March 31, 2021 to September 30, 2021. 
• Resets the 10-day limit for the tax credit for paid sick leave under the FFCRA beginning April 1, 2021. As a result, an employer could voluntarily provide an additional 10 days of FFCRA paid sick leave beginning April 1, 2021 through September 30, 2021, and would be eligible for a tax credit for doing so. But employers are not required to do so. 

• Provides that the tax credits are available for paid sick leave and paid family leave provided for the additional following qualifying reasons: 
  • the employee is obtaining immunization (vaccination) related to COVID-19; 
  • the employee is recovering from any injury, disability, illness or condition related to such vaccination; or 
  • the employee is seeking or awaiting the results of a diagnostic test or medical diagnosis for COVID-19 (or their employer has requested such a test or diagnosis). 

• Adds non-discrimination rules to provide that no tax credit is available if the employer, in determining availability of the paid leave, discriminates against highly compensated employees, full-time employees, or employees on the basis of tenure with the employer. This provision appears to be designed to compel employers who make the decision to voluntarily provide leave do so in an equitable manner, without discriminating against certain categories of workers. 

We recommend you discuss these changes with your HR consultant or an employment law attorney. If you decide to continue allowing FFCRA leave, update your policies and forms, and communicate the changes to your employees accordingly. 

Employers who choose to end the leave entitlement are reminded that some employees may still be entitled to leave (paid or unpaid) under other laws such as the regular Family and Medical Leave Act (FMLA), state and local laws, or company policy. 

Interested in other current employment trends? Click the link to view the recent blog: “We Want Four Day Work Weeks!” or check back for more on human resources, payroll, insurance, and benefits.

This article does not constitute legal advice and there are subtle variations in employment law as it pertains to this topic, depending on where your business operates. It is strongly suggested that you seek consultation or legal counsel before making decisions about policies.

In the wake of COVID-19, will there will be an increase of audits by the U.S. Department of Labor (DOL) to ensure decisions and actions made by employers adjusting to COVID were lawful?

Only time will tell, but INFINITI HR and our partners at Inspiring HR wants you to be prepared.  See our quick reference sheet below on how to respond if the DOL comes knocking at your door.

Click the link to view the recent blog: Labor Law Updates for February 2021 or check back for more on human resources, payroll, insurance, and benefits.

POLICY FROM MANAGEMENT: “WEAR CLOTHES TO WORK.  THANK YOU.”

As the pandemic continues, so does the need for more structured guidance for your ever-growing remote workforce. Dressing down with all-day lounge wear, gym wear and pajamas is becoming a new norm for home office attire as the pandemic rolls into months of not reporting to a formal office environment.

Why is this an issue?

A new survey from CouponFollow indicates that “business professional, business casual, and smart casual dressers all reported higher levels of productivity than those who dressed in gym clothes and pajamas. Roughly 80% of the more formal dressers said they felt productive throughout the day, compared to just 70% of those in gym clothes and 50% of those in pajamas.”

Promoting Corporate Culture at Home

Maintaining a corporate image is still important in a remote setting as videoconferencing has risen dramatically for internal team collaboration, as well as for external sales and building client rapport. The video conferencing industry is reporting that 77% of businesses are using online video communication for their remote workforce and it is predicted to continue to increase steadily through 2022, according to a report from GetVOIP. Businesses have discovered they are cutting overhead — time and travel costs — through video communication.

Without a policy addressing video communication etiquette, organizations will struggle at projecting professionalism across their remote workforce. A recent Society for Human Resource Management (SHRM) article interviewed several employment attorneys who cite their concerns. “Before COVID-19, a work-from-home dress-code policy would have seemed like a strange concept,” said Megan Toth, an attorney with Seyfarth in Chicago. “But, with the recent increase of remote workers and video-conferences, this has become a real issue for some employers.”

Here are a few key recommendations in rolling out a revised dress code and video conferencing policy for your remote workforce:

• Promote remote working as a benefit that allows for hours and standard dress code flexibility as long as performance deadlines are being met. Be clear about expectations for attendance and professional presentation for virtual meetings.
  
• Create a remote work policy addendum to your employee handbook which includes standards for home office space, technology, Wi-Fi and mobile device protocols, availability expectations, and dress code options;
• Consider a video-conferencing policy that addresses camera use etiquette including beverage and food consumption, parameters for background settings, and professional attire and grooming. Include safety language for accessing virtual “meetings” on the road and limiting outside distractions while conducting both internal and external calls.
• Ask employees to use common sense when representing your organization via video chat. Taking a video call by the pool in a swimsuit and sunglasses, while sipping a frozen drink may not align with the corporate image you want to project to the outside world.
• Rethink gender neutrality when adopting organizational work attire. Does your current dress code policy contain different standards for men vs. women? Title VII of the Civil Rights Act of 1964 prohibits discrimination based on gender identity and sexual orientation, and courts have ruled that gender specific limitations for dress codes and grooming standards where one sex imposes a greater burden is discriminatory.
• Adopt language to align with your organizational mission and vision for the wearing of clothing and accessories that openly express political or social justice views. A lot of companies are adopting policies banning this type of attire in the workplace promoting inclusivity and safe work environments.
• Enforce these policies, along with other remote work structures, fairly and consistently across your workforce to limit liability of discrimination.

“Nearly 52% of employees working remotely indicate their companies have asked them to abide by a dress code policy” according to CouponFollow. A recent Gallup poll article states “the COVID-19 pandemic has accelerated the trend toward remote work and has made companies’ policies toward it even more crucial to their success.”

Also, don’t miss out on our FREE reference tools for remote work:

• Remote Work Quick Reference Guide
• Remote Work eBook

Click the link to view the recent blog: What You Need to Know About Recruiting and Hiring Remote Workers or check back for more on human resources, payroll, insurance, and benefits.

This article does not constitute legal advice and there are subtle variations in employment law as it pertains to this topic, depending on where your business operates. It is strongly suggested that you seek consultation or legal counsel before making decisions about policies.

“In teaching others, we teach ourselves.”

Employees are willing to listen to senior leaders and commit to and strive for business success. Organizations have a unique opportunity to reach out and engage all employees more fully in driving business results. Those that promote meaningful and systemic dialogue with their employees create a partnership for success.

According to a Gallup study a typical company employee engagement starts high and declines with tenure. However, throughout the employee relationship, there are engageable moments (onboarding and training, performance feedback, career discussions, etc.). Handling these moments well can help stop the decline.

It is not enough to communicate information about the Company to employees. It also matters who shares it. Employees, both current and new, want to hear from senior management. They want to hear about what is happening with the Company without being filtered through several management layers.

A senior manager who speaks openly and honestly about the organization increases the comfort level of employees. It’s essential to build credibility with employees, and with credibility comes trust. Trust is what moves the Company forward. This level of communication encourages mid-management to understand their role better.

The reality is that people care less about working for a company and much more about working for a compelling cause. Without purpose, employees are just putting in the time. A team without a goal is a team without passion. There might be short term results, but the employee will not have the heart to go the distance. Management must satisfy this basic need to give employees a compelling purpose.

This can be done by asking employees how their jobs relate to the team’s purpose. The following are some questions a manager might ask:

1. How does our goal make you feel? (if we hear responses like proud, meaningful, connected, helpful, then we are on the right track)
2. Does our purpose make you look at your job differently?
3. Do our roles, procedures, resources, skills, and priorities support our ability to achieve our goal?
4. What can you change or do differently to better support our goal?
5. What can I change or do differently to better support our purpose?

Once employees see a clear connection between their role and their purpose, the next strategy is to help them stay focused on that purpose.

Click the link to view the recent blog: Families First Coronavirus Response Act (FFCRA) Mandate Ends 12/31/2020 or check back for more on human resources, payroll, insurance, and benefits.