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Bay Area Human Resources Services

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Bay Area Human Resources Services

2017 Legislative Update for California Employers

The California 2016 legislative session produced an array of new laws, although most were overshadowed by the presidential election.  Other overshadowing events included the federal Department of Labor’s regulations increasing the minimum salary for overtime exemptions and California’s voter proposition legalizing marijuana.

  1.  Impact of California’s Legalization of Marijuana on the Workplace

Voter Proposition 64 decriminalized certain usage of marijuana while creating considerable confusion for employers and employees.  Many questions have arisen as to whether a positive drug test for marijuana would have any impact on a going forward basis given that it could have been ingested legally, according to state law.

Employers should keep in mind that federal law continues to classify marijuana as an illegal drug.  Although not well-publicized, the new California law specifies that the rights and obligations of employers to maintain a drug free workplace, as well as policies prohibiting the use of marijuana by employees and prospective employees, continue as before.  Thus, ingesting marijuana on the job or being under the influence or otherwise impaired by it may be prohibited by employers.  Indeed, most “drug free workplace” policies contain (or should contain) reference to impairment via prescription and other legal over-the-counter medications.

  1.  Minimum Wage in California

SB 3 provides that California’s minimum wage will increase as of January 1, 2017 to $10.50 per hour for employers who have more than 25 employees.  For those with 25 or less employees, the minimum wage will remain $10 per hour until January 2018.  SB 3 further provides that future increases to the minimum wage will be based on the Consumer Price Index.

According to AB 2899, if the Labor Commissioner issues a ruling that an employer has failed to properly pay the minimum wage, the employer must post a bond in order to appeal.  The bond must be in an amount equal to the unpaid wages.  Employers should note that complaints filed with the Labor Commissioner (i.e., the Division of Labor Standards Enforcement) frequently include claims for failure to pay minimum wage when the allegations include some portion of unpaid time.

  1.  Minimum Salary Levels for Overtime Exempt Employees

Following the federal Department of Labor’s regulations increasing the minimum salary required for overtime exemption classifications under the Fair Labor Standards Act (FLSA) to $47,476 per year, employers have been busy planning how best to comply.   Then, a few weeks ago, a federal district court in Texas issued a preliminary injunction which, in effect, puts on hold the FLSA regulations that were to go into effect on December 1, 2016.  This is not yet a permanent overturning of the regulations, although regardless of the court’s decision, the current President-elect’s administration is expected to take action to “un-do” them.

Employees in California are nonetheless covered by California law regarding overtime exemption classifications.  The minimum salary for most California exemptions will be $43,680 per year as of January 1, 2017 for employers with more than 25 employees (due to the new minimum wage as described above).  The minimum salary threshold for California employers with 25 or less employees will remain $41,600 per year for 2017.  In order to maintain overtime exemption status, employees must be paid at least this minimum threshold, along with performing duties that qualify under one of the exemption classifications.

In order to qualify for the California computer professional exemption as of January 1, 2017, employees must be paid at least $42.35 per hour, $7,352.26 per month or $88,231.36 per year.

California law currently provides an overtime exemption for certain teachers at private elementary and secondary schools that requires a minimum salary of two times the state minimum wage.  A new law (AB 2230) goes into effect July 1, 2017, with the intended effect of lowering the threshold salary requirement.  The new law ties the minimum salary to salaries paid to public school teachers in the same county.

  1.  Fair Pay Requirements for All Employees

Last year, the California legislature passed the California Fair Pay Act, requiring that male and female employees be paid the same for substantially similar work.  This year, SB 1063 extended this requirement to employees of different races and ethnicity.  Employers should not be surprised by this extension since federal and California law, e.g., the Fair Employment and Housing Act, already prohibit race and national origin discrimination on the basis of all terms of employment, including compensation.

Another related bill, AB 1676, prohibits employers from defending a pay differential solely with evidence that the pay was based on the employee’s prior employment.   Many employers pay new employees whatever they were making at their prior employment, which can end up creating pay differentials between new hires and incumbents in the same (or substantially similar) positions.  This new law should serve as a cautionary note for any employer that has used a compensation strategy of paying employees whatever they said they were paid at their prior place of employment.

  1.  Payroll Record and Notice Requirements

The various technical requirements for paycheck stubs (or wage earning statements) have been a challenge to employers, sometimes resulting in the payment of penalties.  AB 2535 provides a welcome clarification.  One of the technical requirements has been that the total hours worked and hourly rate must be reflected on the paycheck stub, so a question has been how this is accomplished for salaried, overtime exempt employees.  This bill clarifies that the paycheck stubs do not need to reflect the actual hours worked for employees who are exempt from the minimum wage and overtime pay requirements.

Employers are currently required to notify employees of their eligibility under the federal Earned Income Tax Credit.  AB 1847 extends this notification requirement to include employees who may be eligible for the California Earned Income Tax Credit.

  1.  Hiring Requirements

AB 1843 adds juvenile convictions to the list of applicant background items that may not be inquired about or taken into consideration for hiring.

Federal law currently prohibits employers from requiring applicants and employees to provide more or different documentation to verify their eligibility to work in the United States than what is described on the federal Form I-9.  Employers may not refuse to accept documents that appear to be genuine.  SB 1001 makes these actions unlawful under California law.  This new law also creates specific monetary penalties.

  1.  Employment Contract Limitations

Common contractual provisions specify the applicable law to be used to enforce the agreement (e.g., the law of the State of California) and the venue for a lawsuit (e.g., San Francisco Superior Court).  Some contracts have attempted to impose the law of a more favorable jurisdiction or venue.  SB 1241 prohibits employers from imposing provisions on employees who primarily work and reside in California that apply the law of another state when the claim arose in California or that require such claims to be adjudicated in another state.  This new law pertains to arbitration, nondisclosure, confidentiality and any other employment contract.

  1.  Laws with Future Impact/Effective Dates

AB 2337 requires the Labor Commissioner to develop and publish a form on or before July 1, 2017, which describes employees’ existing rights under the Labor Code to take time off due to domestic violence, sexual assault or stalking.  When the form has been published, employers with 25 or more employees will be required to provide it to new hires and to current employees who request it.

In a similar vein, Cal-OSHA is tasked with proposing heat illness and injury prevention standards for employees who work inside.  SB 1167 requires these standards by January 1, 2019.

The Paid Family Leave weekly benefit amounts payable by the State will increase on January 1, 2018 and will eliminate the current seven-day eligibility period.

  1.  Proposed Regulations for San Francisco’s Paid Parental Leave Ordinance

The San Francisco Paid Parental Leave Ordinance will go into effect January 1, 2017, for employers with 50 or more employees, requiring eligible San Francisco employees to be paid during new child bonding leave in conjunction with the State’s payment of Paid Family Leave (PFL) benefits.  See my Workplace Wave article, posted on June 26, 2016 (at www.joblaw.com).

On December 1, 2016, the City of San Francisco published proposed regulations that describe how to administer this new ordinance.  There is presently a public comment period and presumably, the final regulations will be issued prior to January 1.

The main import of the proposed regulations is that they require employees to complete a form and provide information to their employer that establishes that they have been approved for Paid Family Leave benefits by the State and the specific amount of the weekly benefit that they will receive.  This triggers the employer’s obligation to pay the “supplemental compensation” of making up the difference in the employee’s regular pay and the amount of PFL received.  If the employee fails to provide this information, the employer would have no such obligation.

A Workplace Wave article will be published with more information after the final regulations are issued.

  1.  Employer “To Do” Items
  • Review base pay amounts for all employees to ensure the proper minimum wage and minimum salary requirements are met.
  • Audit total compensation amounts for employees by gender, race and national origin to ensure that employees are paid the same for substantially similar work.
  • Review and edit as necessary your Drug-Free Workplace policy.
  • Review your employment application and hiring process to ensure juvenile convictions are not taken into account.
  • Review all employment-related contracts and edit as necessary to ensure that the proper choice of law and jurisdiction clauses are present.

Guest Author: Mary L. Topliff, Esq. – Law Offices of Mary L. Topliff

Disclaimer: Some information contained herein has been abridged from numerous sources and may be protected by various copyright laws. Such information should not be construed as consulting or legal advice. Please contact our office for specific advice and/or referrals.

Bay Area Human Resources Services

The New I-9 Form

The U.S. Citizenship and Immigration Services (USCIS) recently made changes to the Form I-9.

The I-9 is a form required by The Immigration Reform and Control Act of 1986 (IRCA). It is used to verify all newly hired employees’ identity and legal authorization to work in the United States. The I-9 form, or also known as the Employment Eligibility Verification Form, is provided by the federal government for that purpose.  Up until now, the most recent changes to Form I-9 occurred in 2013.

What You Should Know

Employers are allowed to use either the current form or the new form through Jan. 21, 2017, after which they will be required to use the revised form.  The official start date for the new I-9 Form is January 22nd, 2017.

The revised form now includes 15 pages of instructions verses 6, but are no longer attached to the form itself.  Instead, there is now an “Instructions” tab that links you to the 15 pages of instructions (which you now must print separately).

The form remains a fillable PDF when downloaded, and includes three convenient tabs at the top of each page (Instructions, Start Over and Print). They have also added a “Click to Finish” button at the bottom of each section. When this is clicked, the form will double check to make sure that section is fully completed, and will highlight in red any missing information. Furthermore, no new “Acceptable Documents” have been added, nor have any been omitted – all remain the same.

Additional Changes

  • Section 1 Changes
    • “Other Names Used” is now “Other Last Names Used”.
    • You can now use a P.O. box in lieu of an address.
    • If there is no information to populate a field, you are required to write N/A.
    • The Employee Attestation section now offers 3 options for Alien Authorization (formerly there was only 2).
  • Preparer and/or Translator Section Changes
    • Employees must now check a box (the first box in this section) if they do not use a preparer or translator (this section was originally left entirely blank in the event a preparer or translator was not used).
    • If the employee uses a P/T, the P/T must check the second box in this section, then choose from the drop-down menu the number of preparers and translators used (if using the fillable version).
  • Section 2 Changes
    • “Employee Last Name, First Name and Middle Initial from Section 1” is now called “Employee Info from Section 1” and includes an area/dropdown for Citizenship/Immigration Status.
    • The “Acceptable Documents” section now has dropdown lists to choose from.
    • An “Additional Information” box for misc. or additional information has been added.
  • Section 3: Reverification Changes
    • Prior to January 21st, 2017 you can complete reverifications using the previous version of Form I-9, or using the revised Form I-9.  After January 21st, 2017, only the revised Form I-9 can be completed to do reverifications.
    • “Document Title” now has a dropdown list to choose from.

These are just a few of the most notable changes made to the revised I-9 form. For more information regarding what is new, please visit the U.S. Citizenship and Immigration Services I-9 Central website.

If you have questions or concerns, or would like assistance with the new I-9 form please contact our offices.

Ashley Clevenger – Associate

Disclaimer: Some information contained herein has been abridged from numerous sources and may be protected by various copyright laws. Such information should not be construed as consulting or legal advice. Please contact our office for specific advice and/or referrals.

Bay Area Human Resources Services

San Francisco Leave

In February 2007, San Francisco was the first jurisdiction to enact a paid sick leave ordinance. In the ensuing years, various other laws have been enacted, including California’s Paid Family Leave Act.  To keep up with state law, San Francisco expanded certain provisions of its own municipal law to better align it with state law. On June 7, 2016, San Francisco voters passed Proposition E, amending the city’s Paid Sick Leave Ordinance (PSLO) to include protections for employees under the PSLO that largely parallel recent State law enactments pertaining to paid sick leave. The revised ordinance takes effect on January 1, 2017.

The final regulations that describe the administration of the amended ordinance are still under review, and expected to be published at the end of its public comment period on or before January 1, 2017; however, there are certain provisions that are known. Under the amended regulations, employers with 50 or more employees are required to pay eligible employees during bonding with their new child in conjunction with the State’s payment of Paid Family Leave (PFL) benefits.

This legislation will also require employees to inform their employers when they become eligible for Paid Family Leave and to disclose the amount of their weekly benefit.  This notification then triggers the employer’s obligation to make up the difference in the employee’s regular pay and the amount of PFL received.

PSLO and PFL work together to provide up to 100% wage replacement (dependent on weekly wage caps set by city and state regulations). Through PSLO, employees may be entitled to up to 45% of regular gross weekly wages, and through PFL may be eligible to up to 55% of an employee’s regular weekly wages. PSLO and PFL wage replacement amounts are determined by city and state regulations and are subject to city and state wage caps. This supplemental compensation is available only to employees who are eligible for and receiving California Paid Family Leave benefits for new child bonding. Under the California Paid Family Leave program, the six-week leave may be taken as six consecutive weeks, or it may be spread out over up to a 12-month period (within the first year of child birth or adoption) upon the company’s approval.

More details on this ordinance are expected early in the new year.

Saul Macias, MBA, PHR – Vice President of HR Services

Disclaimer: Some information contained herein has been abridged from numerous sources and may be protected by various copyright laws. Such information should not be construed as consulting or legal advice. Please contact our office for specific advice and/or referrals

Bay Area Human Resources Services

Blog

SharedHR’s blog addresses important HR topics. We cover everything from compliance to workplace advice.

When is it time to leave a PEO?

Author: Saul Macias, MBA, PHR – Vice President of HR Services

When you were smaller, partnering with a professional employer organization (PEO) made sense. It shifted some tasks and liabilities off your shoulders and allowed you to afford to offer good health benefits to your employees. Most of all, outsourcing your human resources, benefits, and payroll gave you space to concentrate on growing your business.

Though co-employment had a role in the growth of your organization, many employers arrive at a point where it is appropriate to exit. Here are some key considerations as you decide whether to initiate that transition away from your PEO:

Benefits: Lots has changed in the world of benefits in the past couple of years. Offering benefits in-house would give you the autonomy to design, choose and manage your health and retirement benefits. The desire for greater flexibility in employee benefits can be a key driver to part ways from a PEO. (A lack of knowledge in this area, however, can often delay a PEO exit).

Service: As you grow, your business and your employees’ needs become more complex. In the midst of that complexity, you may find that your PEO lacks the expertise to drive and support your HR, benefits and payroll to meet your unique and evolving needs. Furthermore, a lack of onsite support or expertise to help you cover a multi-state or international expansion can be most challenging under a PEO model.

Cost /Scale: The average employer in a PEO has 15 employees. According to the Society of Human Resources Management (SHRM), the average HR professional supervises approximately 70 employees. Somewhere between 70 and 100 employees the economics may merit managing your benefits, payroll and HR in-house. But what will it take to build a team that can handle this role?

Co-employment: Under a PEO, one key area of managing your employees is done by a different company whose culture and identity could be very different from yours.

Once you have decided to exit, how do you make it happen?

PEO Transition: Working with an experienced partner like ABD can help you analyze and manage the critical transition away from your PEO. Our team of multi-disciplined experts can help you plan, select the best technology platform, build the required work flows, and transition into your new program while keeping daily operations running smoothly. We can also help you hire an internal team or uncover new options that offer more flexibility than a PEO, but still allow you to outsource some or all of your human resources function. Contact us today to explore the possibilities.

Disclaimer: Some information contained herein has been abridged from numerous sources and may be protected by various copyright laws. Such information should not be construed as consulting or legal advice. Please contact our office for specific advice and/or referrals.

Bay Area Human Resources Services