U.S. Supreme Court Shakes Up Individual Rights, but Will it Shake Up Employers?

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  • Employers cannot deny an employee’s request for a religious accommodation under federal law unless the employer can prove that the requested accommodation would result in substantially increased costs for the employer’s business.
  • Affirmative action in education, not employment, ends.
  • First Amendment speech protections apply to business owners providing expressive products or services, not to employees of private employers or employers’ obligations to comply with anti-discrimination laws.

Discussion

The U.S. Supreme Court recently issued three rulings implicating affirmative action, religious accommodations, and first amendment rights. Some rulings will have a bigger impact on employers than others. We summarize the cases as follows.

Affirmative Action

A pair of cases from the Supreme Court struck down the use of affirmative action in higher education. On June 29, 2023, in Students for Fair Admissions, Inc. v. President and Fellows of Harvard College and Students for Fair Admissions, Inc. v. University of North Carolina, U.S. Supreme Court ruled certain race-conscious college admissions policies violate the Equal Protection Clause of the 14th Amendment. The Equal Protection Clause prohibits discrimination based on race.

Here, the cases were brought by Students for Fair Admission (SFFA), a nonprofit which believes racial preferences in the admissions process is unconstitutional. The SFFA challenged Harvard College’s and the University of North Carolina’s (UNC) race-conscious admissions practices which are on par with the college admissions processes for higher education around the country. While Harvard, as a private college, is not subject to the 14th Amendment prohibition against race discrimination, it is subject to Title VI of the federal Civil Rights Act of 1964 as a federal grant recipient. UNC is subject to both the 14th Amendment and Title VI. Both schools argued they only considered race as a single factor alongside extracurricular activities, socioeconomic backgrounds, and military veteran status.

Ultimately the Court ruled direct consideration of a college applicant’s race in achieving diversity in higher education is unlawful. The Court looked at the then-current precedents of Gratz v. Bollinger and Grutter v. Bollinger which established the affirmative action standards currently used by colleges and universities. Gratz and Grutter ruled race could be considered on an individualized, narrowly tailored basis when the university had a compelling interest in diverse student bodies. Interestingly in Grutter, Justice O’Connor in Grutter stated “25 years from now, the use of racial preferences will no longer be necessary to further the interest approved today.” While the current rulings end existing affirmative action programs, the Court did state “nothing prohibits universities from considering an applicant’s discussion of how race affected the applicant’s life, so long as that discussion is concretely tied to a quality of character or unique ability that the particular applicant can contribute to the university.”

Notably, the rulings have no immediate impact on the legal standards that govern affirmative action and DEI programs in private employment.  The 14th Amendment does not apply to private companies, and it is Title VII of the Civil Rights Act of 1964, not Title VI, that governs discrimination in employment. The different legal frameworks, interpreting cases, and agency guidance, limit the reach of the rulings to private workplaces. Also, affirmative action programs in employment do not mean giving any group priority or preference over another.  Decisions are always to be based on merit alone. Employers cannot use race as a factor in employment decisions, the way higher education could before these rulings. Since affirmative action in employment is not the same as in education, the Harvard and UNC rulings do not directly apply to private employer action.

Religious Accommodation

Under Title VII of the Civil Rights Act, employers must reasonably accommodate all aspects of an employee’s religious observance or practice that can be accommodated without creating an undue hardship for the employer. The long-standing interpretation of what constitutes an “undue hardship” for religious accommodation stems from the Supreme Court’s 1977 decision in Trans World Airlines Inc. v. Hardison, which held that an employer did not have to provide a religious accommodation if the accommodation would impose “more than a de minimis” burden on the business, meaning more than a trivial cost. However, on June 29, 2023, the U.S. Supreme Court redefined this standard, stating that employers can only deny an employee’s request for a religious accommodation under federal law if the employer can prove that the requested accommodation would result in substantially increased costs for the business.

In Goff v. DeJoy, a postal carrier who was unwilling to work on Sundays because of his religious practices sued his employer, the United States Postal Service (USPS), alleging that it could have accommodated his observance of Sunday Sabbath without undue hardship. Initially, at the time the employee started working for the USPS, he was not required to work on Sundays. When USPS agreed to begin making Sunday deliveries for Amazon, the employee was transferred to a smaller USPS station that did not make deliveries on Sundays. However, when his smaller station also began making Sunday deliveries for Amazon, the employee’s assigned deliveries were redistributed to other workers and he was disciplined for continuing to refuse to work on Sundays. Because of this, he eventually resigned from his employment.

In reviewing the standard for denying religious accommodations under Title VII, the Supreme Court focused on the plain meaning of the term “undue hardship,” reasoning that a “hardship” is, at a minimum, “something hard to bear,” and that a hardship only becomes “undue” when it rises to an “excessive” or “unjustifiable” level. Based on these interpretations, the Supreme Court determined the appropriate burden for demonstrating that an accommodation poses an “undue hardship” requires much more than a de minimis or trivial cost for the employer. Instead, the Supreme Court stated that, in order to deny a requested religious accommodation, an employer must show that the accommodation would result in substantial costs to the overall context of the employer’s business.

The Supreme Court declined to state what specific facts would meet this heightened requirement, leaving it up to the lower courts to determine on a case-by-case basis. That said, the Supreme Court’s ruling does clarify that, in reviewing all relevant factors, employers may point to additional workplace burdens on co-workers and other employees as part of demonstrating an undue hardship, in addition to considering other accommodation options, but only to the extent that those impacts are connected to the conduct of the particular business and not tied to religious animosity.

First Amendment

On June 30, 2023, in 303 Creative, LLC v. Elenis, the Supreme Court said that the State of Colorado could not force a business providing goods and services to the public to provide “expressive” goods and services that are contrary to the beliefs of the owner of the business. As is common among most states, Colorado prohibits businesses from engaging in discrimination when they sell goods and services to the public.

Here, a limited liability company, whose owner was the sole employee, provided website design services and was looking to start creating wedding websites for the public. However, the business preemptively sued the state before offering wedding websites to the public because the owner allegedly held a sincere religious belief that marriage is only between a man and a woman and did not want to create wedding websites for same-sex couples. The parties to the lawsuit agreed that what the website’s owner would design and produce was “pure speech,” and that every website will be her “original, customized” creation. Additionally, the parties agreed that the business owner “will gladly create custom graphics and websites for gay, lesbian, or bisexual clients or for organizations run by gay, lesbian, or bisexual persons so long as the custom graphics and websites” themselves do not violate her beliefs. As such, this case should be viewed in the context of these circumstances.

The Court acknowledged that states may still protect “gay persons” and require businesses not to discriminate against them in providing public accommodations. However, the First Amendment does not allow states to compel speech in the context of expressive activity. Moreover, while the First Amendment does not protect status-based discrimination unrelated to expression, generally it does protect a speaker’s right to control their own message. The Court likened website publishing to any other medium used for expressive activity, e.g., books, videos, movies, newspapers, art, speech writing, etc. The Court further indicated that the First Amendment applies to “speakers whose motives others may find misinformed or offensive.”

While this case touches on a sensitive topic, the decision does not involve employment law.  Specifically, this ruling did not change employers’ obligations to prohibit discrimination and harassment against employees or employers’ ability to require employees to attend non-discrimination trainings. Moreover, the ruling does not change the fact that the First Amendment does not apply to employees of private employers. Further, this ruling does not eliminate a state’s ability to enforce its anti-discrimination laws.

Action Items

  1. Review any desire to deny a religious accommodation with legal counsel to ensure that the heightened standard for undue hardship is met.
  2. Have appropriate personnel trained on the requirements for reviewing religious accommodation requests.
  3. Ensure that policies and procedures are consistent with religious accommodation standards.
  4. Subscribers can call our HR On-Call Hotline at (888) 378-2456 for further assistance.

Disclaimer: This document is designed to provide general information and guidance concerning employment-related issues. It is presented with the understanding that ManagEase is not engaged in rendering any legal opinions. If a legal opinion is needed, please contact the services of your own legal adviser. © 2023 ManagEase

NLRB Changes Independent Contractor Standard

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All Employers with Employees Subject to the NLRA

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June 13, 2023

  

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  • The NLRB has returned to the 2014 FedEx Home Delivery (FedEx II)common law standard for determining independent contractor status.
  • Independent contractors must be evaluated looking at all aspects of the relationship with no one factor being decisive to determine whether the individuals render services as part of their own independent businesses.

Discussion

in The Atlanta Opera, Inc., the National Labor Relations Board (NLRB) returned to the 2014 FedEx Home Delivery (FedEx II) standard for determining independent contractor status under the National Labor Relations Act (NLRA), and overruled SuperShuttle (2019). SuperShuttle said that entrepreneurial opportunity for gain or loss should be the “animating principle” of the independent-contractor test. Atlanta Opera returned to the view that “all of the incidents of the relationship must be assessed and weighed with no one factor being decisive.” While entrepreneurial opportunity is a consideration, the NLRB asked whether the evidence tends to show that a supposed independent contractor is, in fact, rendering services as part of an independent business.

As part of the independent contractor analysis under FedEx II, the NLRB said it would consider whether the contractor (a) has a significant entrepreneurial opportunity; (b) has a realistic ability to work for other companies; (c) has proprietary or ownership interest in their work; and (d) has control over important business decisions. As part of the analysis, the NLRB considered evidence of whether the employer imposed constraints on the individual’s ability to render services as part of an independent business, such as limitations placed by the employer on the individual’s realistic ability to work for other companies and restrictions on the individual’s control over important business decisions. The NLRB also considered whether the terms or conditions under which the individuals operate are “promulgated and changed unilaterally by the company.”

Here, the NLRB found that the makeup artists, wig artists, and hairstylists who work at the Atlanta Opera are not independent contractors, but instead are covered employees. Specifically, the evidence did not show that the stylists rendered services as part of their own independent businesses. Rather, the majority of the traditional common-law factors pointed toward employee status. The employer exercised substantial control over the essential details of stylists’ day-to-day work by controlling the work done and the stylists’ schedules, including availability of breaks and overtime. Ultimately, the stylists were fully integrated into the employer’s company and productions, did not display any signifiers of engaging in an independent business, and worked in tandem with the employer’s other departments.

Action Items

  1. Review the NLRB’s decision here.
  2. Have independent contractor relationships reviewed by legal counsel for compliance.
  3. Subscribers can call our HR On-Call Hotline at (888) 378-2456 for further assistance.

Disclaimer: This document is designed to provide general information and guidance concerning employment-related issues. It is presented with the understanding that ManagEase is not engaged in rendering any legal opinions. If a legal opinion is needed, please contact the services of your own legal adviser. © 2023 ManagEase

Second Circuit: Challenge to NY Reproductive Decision-Making Law

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All Employers with NY Employees

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February 27, 2023

  

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  • There is a plausible claim that New York’s “Boss Bill” significantly interferes with an employer’s 1st Amendment right to expressive association therefore litigation can continue on this claim.
  • The Boss Bill prohibits employers from taking adverse actions against employees for their reproductive health decisions or accessing an employee’s personal information regarding their reproductive health decision making.

Discussion

In Slattery v. Hochul, the Second Circuit Court of Appeals ruled there was a plausible claim that New York’s “Boss Bill” significantly interferes with an employer’s First Amendment right to expressive association; therefore, litigation can continue on this claim. Effective November 8, 2019, the Boss Bill or Labor Law § 203-e prohibits employers from taking adverse actions against employees for their reproductive health decisions or accessing an employee’s personal information regarding their reproductive health decision making. This includes an employee’s decision to use or access a particular drug, device, or medical service like a decision to have an abortion or use contraception.

Here, a crisis pregnancy center and its president argued the Boss Bill violated their First and 14th Amendment rights to freedom of expressive association and sought an injunction prohibiting New York from enforcing the law and declaring it unconstitutional. Since the crisis pregnancy center is opposed to abortion and only hires people who share its same views on abortion, premarital sex, and use of contraception, it alleged the Boss Bill violated its speech, association, and religious rights by forcing the center to associate with employees that contradict its central message. The U.S. District Court for the Northern District of New York dismissed all of the claims. On appeal, the Second Circuit Court agreed with the dismissal of three claims but allowed the First Amendment expressive association claim to continue to litigation.

The case is still in litigation, and as of yet we do not know what impact a ruling will ultimately have on the Boss Bill. The Second Circuit Court stated the Boss Bill severely burdened the pregnancy crisis center’s ability to communicate its message by forcing an association with employees who do not share its views. Employers should continue monitoring developments in the litigation of the remaining claim in the event it ultimately changes the enforcement of the law. For now, employers must still comply with the Boss Bill.

Action Items

  1. Review adverse actions against employees for reproductive healthcare decisions with legal counsel.
  2. Subscribers can call our HR On-Call Hotline at (888) 378-2456 for further assistance.

Disclaimer: This document is designed to provide general information and guidance concerning employment-related issues. It is presented with the understanding that ManagEase is not engaged in rendering any legal opinions. If a legal opinion is needed, please contact the services of your own legal adviser. © 2023 ManagEase

Ninth Circuit: Client Employer Liability is Based on Location of Work

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Labor Contractors with CA Employees and Client Employers

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June 1, 2023

  

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  • A “client employer” is responsible for the wages of its labor contractor’s employees if they perform the regular and customary work of a business, within or upon the premises or worksite of the client employer.
  • There must be evidence of control of the premises or worksite to support client employer liability.

Discussion

In Morales-Garcia v. Better Produce, Inc., the Ninth Circuit Court of Appeal clarified that client employer liability is analyzed based on the employee’s location of work. California Labor Code § 2810.3 says that client employers are jointly liable for wages and failure to secure workers’ compensation coverage for labor contractor employees. With limited exception, a “client employer” means a business entity “that obtains or is provided workers to perform labor within its usual course of business from a labor contractor.” “Usual course of business” means the “regular and customary work of a business, performed within or upon the premises or worksite of the client employer.”

Here, farmworkers who were hired to harvest strawberries sued the produce distributor for unpaid wages because their direct employer went bankrupt. The distributor leased the land to the direct employer to grow the strawberries but did not otherwise control the terms and conditions of employment for the farmworkers. The question was whether the work was performed in the “usual course of business” for the distributor, which would make them a client employer.

The court said that the work here was not performed “within or upon the premises or worksite of the client employer.” Specifically, the distributor’s business was “separate in nature as well as location” from the business of growing the produce. Although the farmland was subleased to the labor contractor, the distributor’s sublease did not “constitute evidence of control that would render the farms the premises” of the distributor. The distributor did not have the right to exercise control over the farms, or to direct the harvesting work performed on them. The court noted that their analysis under Section 2810.3 is different from the control analysis used to determine a joint employer relationship, because Section 2810.3 focuses on where the work was performed. Ultimately, the distributor was not the client employer of the farmworkers for purposes of unpaid wages.

Action Items

  1. Have joint employer and client employer relationships reviewed by legal counsel.
  2. Subscribers can call our HR On-Call Hotline at (888) 378-2456 for further assistance.

Disclaimer: This document is designed to provide general information and guidance concerning employment-related issues. It is presented with the understanding that ManagEase is not engaged in rendering any legal opinions. If a legal opinion is needed, please contact the services of your own legal adviser. © 2023 ManagEase

California: Whistleblower Protections Expanded

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May 22, 2023

  

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  • Whistleblowers are protected from retaliation regardless of whether the employer or agency already know about the alleged violation.

Discussion

In People ex rel. Garcia-Brower v. Kolla’s Inc., the California Supreme Court said that employers can be liable for retaliating against whistleblowing employees, even if the alleged violation is not new to the employer or agency to which it is reported. California prohibits employers from retaliating against whistleblowing employees for disclosing information about suspected violations of law. Previously, “disclosure” was interpreted to mean a new violation that the employer or agency did not already know about. However, the Court determined that the protection applies regardless of whether the employer or agency already knows about the alleged violation.

Here, an employee informed the employer of unpaid wages; the employer then terminated the employee in response. The lower courts said there was no whistleblower protection because the employer already knew that it had not paid the employee’s wages. However, the California Supreme Court said that a “disclosure” can occur “without regard to whether the recipient already knew of the violation.” This interpretation is consistent with the federal Whistleblower Protection Enhancement Act, which says that an employee’s whistleblowing disclosure is protected even if the violation is already known.

Action Items

  1. Have appropriate personnel trained on whistleblowing procedures and employee protections.
  2. Review adverse employment action against whistleblowing employees with legal counsel.
  3. Subscribers can call our HR On-Call Hotline at (888) 378-2456 for further assistance.

Disclaimer: This document is designed to provide general information and guidance concerning employment-related issues. It is presented with the understanding that ManagEase is not engaged in rendering any legal opinions. If a legal opinion is needed, please contact the services of your own legal adviser. © 2023 ManagEase

Los Angeles, CA: New Rules for Individual Independent Contractors

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All Businesses with Individual Independent Contractors in Los Angeles, CA

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July 1, 2023

  

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  • Individual independent contractors in the city of Los Angeles must have written agreements with their hiring entities.
  • Hiring entities also have pay timing, recordkeeping, and anti-discrimination requirements.

Discussion

The Freelance Worker Protection Ordinance requires all businesses with freelance workers in the city of Los Angeles to have a written contract for their services. A freelance worker is an individual who is a bona fide independent contractor. The rules do not apply to freelance workers:

  • That are already required to have a written agreement for services in exchange for compensation;
  • That are already an employee of the hiring entity;
  • That agree to perform work for no pay; and
  • Of an entity that has employees other than the one individual person who is the sole legal and beneficial owner.

The rules also do not apply to entities hiring app-based transportation and delivery drivers to provide prearranged services.

Written contracts are required when there is a written or oral contract with a freelance worker that is entered into on or after July 1, 2023, if the freelance worker is entitled to $600 or more in a calendar year, either in one agreement or in the aggregate, for the same hiring entity. The contract must state: (1) the name, mailing address, phone number, and email address of both the hiring entity and the freelance worker; (2) an itemization of all services to be provided by the freelance worker, the value of the services to be provided pursuant to the contract, and the rate and method of compensation; and (3) the date by which the hiring entity must pay the contracted compensation or the manner by which such date will be determined.

There are additional requirements on hiring entities, including timely payment of contracted compensation (no later than 30 days after performed services if timing is not stated in the contract); record retention for four years of all contracts, payment records, and any other written or electronic records demonstrating compliance with the Ordinance; and no discrimination or retaliation against any freelance worker complying with or asserting their rights under the Ordinance. Freelance workers cannot waive their rights under the Ordinance.

Failure to pay required wages results in damages up to twice the amount that remains unpaid under the contract. Failure to provide a contract when requested at the outset by the freelance worker results in an additional $250 in damages. If the hiring entity violates the Ordinance in any other way, the freelance worker may recover damages equal to the value of the contract or the work performed, whichever is greater. A successful claim may also result in recovery of attorneys’ fees and costs from the hiring entity.

Action Items

  1. Review the Ordinance here.
  2. Have written agreements for freelance workers in Los Angeles prepared by legal counsel for compliance.
  3. Subscribers can call our HR On-Call Hotline at (888) 378-2456 for further assistance.

Disclaimer: This document is designed to provide general information and guidance concerning employment-related issues. It is presented with the understanding that ManagEase is not engaged in rendering any legal opinions. If a legal opinion is needed, please contact the services of your own legal adviser. © 2023 ManagEase

Colorado: Recent Legislative Updates

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Employers with Employees in CO

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  • Employees of private employers who are members of the Colorado National Guard or military reserve forces are entitled to the equivalent of three weeks of leave in a calendar year.
  • Employer premium rate for unemployment insurance is reduced by 10% for all rates in the standard premium rate schedule.
  • The POWR Act amends Colorado’s Anti-Discrimination Act by broadening the definition of harassment, providing for certain employer affirmative defenses to harassment claims, adding marital status as a protected classification, clarifying accommodation standards for disabled employees, restricting the use of non-disclosure agreements, and expanding applicable recordkeeping requirements.
  • Colorado’s Healthy Families & Workplaces Act is amended to provide for three additional qualifying reasons for employee paid sick leave.
  • Colorado’s Equal Pay for Equal Work Act is amended to include expanded transparency requirements related to job opportunities, clarification on internal transparency requirements for in-line promotions, a new limited exemption for certain employers with no physical Colorado presence, additional notice requirements for employer disclosures, and an expanded enforcement and statute of limitations provision.
  • Colorado’s Job Application Fairness Act prohibits employers from inquiring about a job applicant’s age, date of birth, and dates of attendance at or graduation from an educational institution during the hiring process, subject to limited exceptions.

Discussion

Through its 2023 legislative session, Colorado has passed several laws that either create new rights for employees or substantially amend existing laws that affect employee rights. Some changes have already gone into effect, where others will become effective as soon as August 7, 2023, so employers should work to revise their policies and practices immediately.

Military Leave – As of March 10, 2023 and under HB 23-1045, Colorado clarified that employees of private employers who are members of the Colorado National Guard or military reserve forces must be permitted to take the equivalent of three weeks off work, as compared to 15 days, in a calendar year for military training. During this leave, the employee must be able to use any paid leave or unpaid leave available to the employee.

Unemployment Insurance – As of May 1, 2023, SB 23-232 reduced the employer premium rate by 10% for all rates in the standard premium rate schedule in accordance with the Federal Unemployment Tax Act. Employers are no longer required to submit premium payment reports; however, employers must now submit wage reports.

Protecting Opportunities and Workers Rights Act – Colorado’s Protecting Opportunities and Workers Rights (POWR) Act will have significant impacts on the enforcement of the Colorado Anti-Discrimination Act (CADA). The POWR Act imposes a broader definition of harassment sufficient to constitute unfair practice and discrimination, creates new requirements for nondisclosure agreements, and imposes new recordkeeping requirements. Beginning August 7, 2023, the following changes to CADA will be effective under the POWR Act:

  • Harassment Definition“Harassment” constituting discrimination will be added as an option on charge forms as a violation under CADA. To constitute “harassment,” the challenged conduct will need to be subjectively offensive to the individual alleging harassment and objectively offensive to a reasonable person of the same protected class. This new definition departs from the previous “severe and pervasive” standard, representing a broader definition of what conduct may constitute harassment or unfair practices. Harassment will still need to meet one of the following to constitute discrimination: (A) submission to the conduct or communication must be explicitly or implicitly made a term or condition of the individual’s employment; (B) submission to, objection to, or rejection of the conduct or communication must be used as a basis for employment decisions affecting the individual; or (C) the conduct or communication must have the purpose or effect of unreasonably interfering with the individual’s work performance or must create an intimidating, hostile or offensive work environment. All harassment claims are reviewed based on the totality of the circumstances, and the amendments contain a list of factors to consider in the analysis.
  • Affirmative Defenses for Harassment ClaimsUnder POWR, an employer may assert an affirmative defense to a harassment claim if the employer must establish that it has a program in place that is reasonably designed to prevent harassment, deter future harassers, and protect employees from harassment. To show a program is sufficient under this standard, and employer must demonstrate that: (A) the employer takes prompt and reasonable action to investigate or address the alleged employment practices; (B) the employer takes prompt and reasonable remedial actions in response to complaints of discriminatory or unfair employment practices (when warranted); (C) the employer communicates the existence and details of the program to employees (whether supervisory or non-supervisory); and (D) the employee unreasonably fails to take advantage of said program.
  • Marital Status as a Protected ClassUnder POWR, marital status has been added as a protected classification under CADA, meaning employers cannot take any adverse action against an employee based on marital status.
  • Clarification on Disability DiscriminationThe POWR Act amends CADA to clarify that it is not a discriminatory or unfair practice for an employer to discharge, promote or demote, or refuse to hire an individual with a disability only whenthere is no reasonable accommodation that would allow the individual to satisfy the essential functions of the job and the disability actually disqualifies the individual from the job.
  • Nondisclosure AgreementsThe POWR Act voids new and renewed nondisclosure agreements that limit an employee’s or prospective employee’s ability to discuss or disclose alleged discriminatory or unfair employment practices unless the agreement contains certain provisions. If employers violate the restrictions, employees may sue and recover a penalty of $5,000 for each violation, in addition to actual damages, reasonable costs, and attorneys’ fees. To be compliant, any nondisclosure agreement seeking to limit discussions or disclosures of discriminatory or unfair employment practices must contain all of the following: (1) the provision must apply equally to the employer and the employee; (2) the provision must include an express statement that it does not limit the employee from disclosing the underlying facts of the alleged discrimination or unfair employment practice, including in a settlement agreement, to certain individuals such as immediate family members and attorneys, government agencies, in response to a subpoena, and as otherwise required by law; (3) the agreement must include an express statement that disclosure of the underlying facts of the alleged discrimination or unfair employment practice will not constitute disparagement; (4) the agreement must include a condition stating that if the agreement contains a non-disparagement provision and the employer disparages the employee, the employer may not seek to enforce the non-disparagement or non-disclosure provisions or seek damages against the employee; (5) any liquidated damages provisions, if included, may not constitute a penalty or punishment and the amount must also be reasonable, proportionate, varied based on the severity of the breach, and not punitive; and (6) the agreement must include an addendum attesting to the compliance with each of these requirements. The addendum must be signed by all parties to the agreement.
  • Record-Keeping Requirements Under POWR, employers are required to preserve personnel or employment records for at least five (5) years after either (1) the date the employer made or received said record, or (2) the date of the personnel action that the record pertains to or the final disposition of a charge of discrimination or any related action, as applicable. Employers must also maintain an “accurate, designated repository” of all writtenor oral complaints of “discriminatory or unfair employment practices.” These records must include the date of the complaint, the identities of the complainant and the perpetrator (if disclosed), and the substance of the complaint.

Paid Sick Leave – Effective August 7, 2023, employees will be entitled to use paid sick leave under Colorado’s Healthy Families & Workplaces Act for three new reasons (in addition to those already in effect). Specifically, SB 23-017 permits employees to also take paid sick leave (1) to grieve, attend funeral services or a memorial, or deal with financial and legal matters that arise after the death of a family member; (2) to care for a family member whose school or place of care has been closed due to inclement weather, loss of power, loss of heating, loss of water, or other unexpected events; and (3) to evacuate the employee’s place of residence due to inclement weather, loss of power loss of heating, loss of water or other unexpected events.

Colorado Equal Pay for Equal Work Act & Pay TransparencySB 23-105 brings several changes to the Colorado Equal Pay for Equal Work Act (CEPEWA), as outlined below. These amendments become effective on January 1, 2024.

  • Expanded Transparency Requirements Amendments to CEPEWA under SB 23-105 expand an employer’s obligation to provide notice related to each job opportunity’s compensation, benefits, and application closing date. Specifically, the amendments expand the notification requirement beyond providing the required information for all external job postings (i.e., hourly rate or salary range, description of benefits, and closing date), and require employers to disclose such information in other situations when an employer begins discussions about hiring for a vacant or soon to be vacant position with potential recruits, even in situations where the employer does not externally post an opening. Additionally, employers must “announce, post, or otherwise make known each job opportunity to all employees on the same calendar day and prior to the date of which the employer makes a selection decision.”
  • Clarification on In-Line Promotional Postings The amendments clarify an employer’s obligation to post internally about in-line promotional opportunities. Specifically, employers only need to internally make the disclosures described above for “job opportunities,” which specifically excludes when an employee’s role changes because of (1) a “career development” change (i.e., a change to an employee’s terms of compensation, benefits, full-time or part-time status, duties, or access to further advancement in order to update the employee’s job title or compensate the employee to reflect work performed or contributions already made by the employee), or (2) a “career progression” change (i.e., a regular or automatic movement from one position to another based on time in a specific role or other objective metrics). However, if a company position involves career progression, employers must disclose and make available to all eligible employees the requirements for career progression for the role (in addition to compensation, benefits, full- or part-time status, duties, and access to further advancement).
  • New Limited Exemption for Out-of-State EmployersUnder the amendments, theCEPEWA now provides that, through July 1, 2029, employers with physical locations exclusively located outside of Colorado and less than 15 Colorado-based employees whom all work remotely will only need to provide notice for remote job opportunities.
  • Additional Employee Notice RequirementsThe amendments require that, within 30 days after an employer selects a candidate for an open position, the employer must disclose the following information to employees who regularly work with the selected candidate: (1) the name of the selected candidate; (2) the selected candidate’s former job title; (3) the selected candidate’s new job title; and (4) how employees can apply for similar jobs in the future.
  • Updated Statute of Limitations and Enforcement The amendments expand the CEPEWA’s statute of limitations from three (3) to six (6) years, as well as require the Colorado Department of Labor (CDLE) to create a process to investigate and mediate claims of sex-based wage discrimination.

Job Application Fairness Act – Beginning July 1, 2024, Colorado’s Job Application Fairness Act (JAFA), prohibits employers from inquiring about a job applicant’s age, date of birth, and dates of attendance at or graduation from an educational institution during the hiring process. JAFA’s restrictions apply only “at the time of an initial employment application,” mirroring the limitations on inquiring as to criminal histories under the Colorado Chance to Compete Act. There are some limited exceptions to JAFA’s requirements, in instances where age needs confirmation for occupational qualification, or where such information is required under federal, state, or local law. The law does not maintain a private right of action; however, aggrieved individuals have one year to submit a complaint to the CDLE. Upon finding a violation, the CDLE will order compliance within 15 business days and assess a civil penalty increasing in severity with each subsequent violation (up to $2,500). A violation is determined based on the application not the number of individuals that have applied using the noncompliant application.

Action Items

  1. Implement policies and procedures for state-required military leave.
  2. Review and update unemployment insurance reporting procedures to be consistent with updated reporting requirements.
  3. Update anti-discrimination and harassment policies to account for revised definition of harassment.
  4. Update anti-discrimination policies to account for marital status protected classification.
  5. Have appropriate personnel trained on disability accommodation requirements.
  6. Review applicable nondisclosure agreements with legal counsel.
  7. Implement or review policies and procedures for state-required paid sick leave to account for additional qualifying reasons.
  8. Review and revise job postings and job descriptions pursuant to updated pay transparency requirements.
  9. Have appropriate personnel trained on updated pay transparency requirements.
  10. Review and update application and recruiting practices to comply with restrictions under JAFA.
  11. Subscribers can call our HR On-Call Hotline at (888) 378-2456 for further assistance.

Disclaimer: This document is designed to provide general information and guidance concerning employment-related issues. It is presented with the understanding that ManagEase is not engaged in rendering any legal opinions. If a legal opinion is needed, please contact the services of your own legal adviser. © 2023 ManagEase

Florida: New Digital Bill of Rights

APPLIES TO

Employers Who Collect Personal Data from FL Consumers

EFFECTIVE

July 1, 2024

  

QUESTIONS?

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Quick Look

  • The Digital Bill of Rights grants new rights for Florida residents related to their online and digital privacy.
  • The Digital Bill of Rights regulates which businesses can collect, process, and sell sensitive personal data.

Discussion

In June 2023, Florida’s Governor Ron DeSantis signed SB 262, creating the Florida Digital Bill of Rights (FDBR) and granting new rights for Florida residents related to their online and digital privacy. The law sets out to further regulate the different businesses that collect, process, and sell that data.  The FDBR is set to go into effect on July 1, 2024.

Specifically, the FDBR provides Florida residents with: (1) the right to control personal data, including the right to confirm, access, and delete your personal data from a social platform; (2) the right to know that your personal data will not be used against you when purchasing a home, obtaining health insurance, or being hired; (3) the right to know how internet search engines manipulate search results; (4) the right to opt out of having personal data sold; and (5) the right to protect children from personal data collection.

The new legislation focuses on data “controllers,” who are defined generally as a for-profit legal entity that conducts business in Florida, collects personal data about consumers, determines the purposes and means of processing personal data, makes in excess of $1 billion in global gross annual revenues and satisfies one of three additional criterion: (1) derives 50% or more of its global gross revenues from the sale of advertisements online, (2) operates a consumer smart speaker and voice command component, or (3) operates an app store. Because the law does not apply to businesses with less than $1 billion in gross annual revenue, the FCBR will cover only a relatively small number of very large entities.

However, the terms “processor” and “third-party” do not include these same threshold criteria as a data “controller,” so there are still compliance implications for businesses that process data on behalf of data controllers, as well as those who receive personal data in a third-party capacity, but do not otherwise satisfy the data controller threshold.

Companies that qualify as a “controller” under the law will be required to, among other things, establish secure and reliable means for consumers to exercise their privacy rights under the law, as well as obtain consumer consent to process “sensitive data” and conduct and document data protection assessments. Additionally, covered businesses and their data processors are required to implement a retention schedule for the deletion of consumers’ personal data. Controllers or processors may only retain personal data until (1) the initial purpose of the collection is satisfied, (2) the contract for which the data was collected or obtained has expired or been terminated, or (3) two years after the consumer’s last interaction with the covered business.

For organizations that are not otherwise deemed data controllers, the FDBR prohibits all for-profit entities that conduct business in Florida and collect personal data from selling a consumer’s sensitive data without first obtaining the consumer’s consent.

Action Items

  1. Review current policies, including privacy, opt-out, and data retention policies, to ensure compliance.
  2. Consult with legal counsel regarding applicable restrictions on what data is collected from consumers, as well as how that data is collected and what the company does to protect that data once collected.
  3. Subscribers can call our HR On-Call Hotline at (888) 378-2456 for further assistance.

Disclaimer: This document is designed to provide general information and guidance concerning employment-related issues. It is presented with the understanding that ManagEase is not engaged in rendering any legal opinions. If a legal opinion is needed, please contact the services of your own legal adviser. © 2023 ManagEase

Florida: Employers Prohibited from Discrimination Based on Employee “Healthcare Choices”

APPLIES TO

Employers with FL Employees

EFFECTIVE

June 1, 2023

  

QUESTIONS?

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(888) 378-2456

Quick Look

  • Florida employers cannot require proof of vaccination status or post-infection recovery, or otherwise discharge, discipline, demote, or discriminate against individuals because of their vaccination or immunity status.
  • Florida employers cannot mandate or require masks in order to gain entry to the employer’s facilities.

Discussion

Florida has passed legislation that protects individuals from discrimination on the basis of their “healthcare choices,” prohibiting certain COVID-19 related mandates. Specifically, Florida employers are prohibited from: (1) requiring individuals to provide proof of vaccination (e.g., vaccination passports) or post-infection recovery (e.g., proof of negative testing) from any disease to gain access to, entry upon, or service from such entities; (2) refusing employment to or discharging, disciplining, demoting, or otherwise discriminating against an individual solely on the basis of vaccination or immunity status; and (3) mandating or requiring masks in order to gain entry to their facilities. Under the new law, Florida employers are prohibited from mandating the COVID-19 vaccine or any other vaccine under “emergency use authorization.”

Certain limited exceptions exist for the prohibition on mandated face coverings, specifically for healthcare providers or practitioners. The Florida Department of Health (DOH) and the Agency for Health Care Administration have jointly developed standards for the “appropriate use of facial coverings for infection control,” which were released on July 3, 2023. Employers in the healthcare industry must create and post standards that conform to the DOH’s guidelines by August 1, 2023.

Action Items

  1. Review the bill here.
  2. Have policies and procedures updated for compliance.
  3. Implement face covering standards if in the healthcare industry by the August 1, 2023 deadline.
  4. Subscribers can call our HR On-Call Hotline at (888) 378-2456 for further assistance.

Disclaimer: This document is designed to provide general information and guidance concerning employment-related issues. It is presented with the understanding that ManagEase is not engaged in rendering any legal opinions. If a legal opinion is needed, please contact the services of your own legal adviser. © 2023 ManagEase

Illinois: New Expansion of Pay Disclosures

APPLIES TO

Employers with 15+ IL Employees

EFFECTIVE

January 1, 2025

  

QUESTIONS?

Contact HR On-Call

(888) 378-2456

Quick Look

  • Illinois employers with 15 or more employees must include pay scale disclosures in job postings for external and internal job applicants.

Discussion

An amendment to the Illinois’ Equal Pay Act of 2003 will bring pay transparency requirements to Illinois job postings. HB 3129 is currently awaiting the Governor’s signature and expands the pay disclosures already required under the Equal Pay Registration Certificate (ERPC) process. Under the amendment, all open job positions posted by businesses with 15 or more employees would require pay scale disclosures. This includes a wage or salary or its range, a general description of benefits and other compensation (including, but not limited to, bonuses, stock options, and incentive-based compensation).

Employers can use a good faith-estimate; a reference to previously determined ranges for the position; the actual range for employees currently holding equivalent positions; and the budgeted amount for the position. Illinois employers are allowed to include a hyperlink to a publicly viewable webpage for the required disclosures. The disclosures also apply to internal applicants for promotional opportunities. An employer has 14 days after an external posting is available to announce, post, or make known to all current employees all promotional opportunities.

All positions that are actually performed in Illinois in whole or in part and where the employee reports to a supervisor, office, or other work site in Illinois will require the pay disclosures. Violations of the law can result in fines from $250 to $10,000 depending on the number of offenses. Current or former employees have the right to file a complaint with the Illinois Department of Labor (IDOL), and IDOL will also be empowered to conduct an investigation to enforce the law. Although the law does not take effect until 2025, employers should take the time to review their current pay practices in advance of compliance.

Action Items

  1. Review current pay practices across all positions.
  2. Review and update job postings.
  3. Have appropriate personnel trained on the requirements.
  4. Subscribers can call our HR On-Call Hotline at (888) 378-2456 for further assistance.

Disclaimer: This document is designed to provide general information and guidance concerning employment-related issues. It is presented with the understanding that ManagEase is not engaged in rendering any legal opinions. If a legal opinion is needed, please contact the services of your own legal adviser. © 2023 ManagEase