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    Welcome to the Labor and Employment Law Update where attorneys from SmithAmundsen blog about management side labor and employment issues. We cover topics including addressing harassment and discrimination in the workplace, developing labor law, navigating through ADA(AA), FMLA and workers’ compensation issues, avoiding wage and hour landmines, key legislative, case law and regulatory changes and much more!
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    The Labor and Employment Law Update is provided for information purposes only, and should not be construed as legal advice on any subject matter, nor should it be construed as creating an attorney client relationship. Do not send confidential information or facts about a legal matter. The opinions of this blog's contributors do not reflect the opinions of SmithAmundsen LLC as a whole. See the disclaimer page for further information.

“Convicts Shall Apply” – So Says the State of Minnesota (And Illinois is Likely Next)

Contributed By Jeffrey A. Risch

In line with a minority but growing trend, on May 13, 2013 Minnesota enacted the Criminal Background Check Act.  The new law, effective January 1, 2014, restricts an employer’s ability to request any criminal history (including actual convictions) from a job applicant.  The new law allows employers to only consider or require disclosure of an applicant’s criminal history until after the applicant has been selected for an interview, or if there is not an interview, before a conditional offer of employment is made.  Violations will be investigated and monetary penalties assessed, exclusively by and through the Minnesota Department of Human Rights.  Exceptions do exist for employers who have a statutory duty to inquire, request and consider criminal convictions or histories. Minnesota joins other states like Massachusetts and Hawaii with the so-called “BAN THE BOX” legislation directed at private and public employers.  And, Illinois is likely next…

Illinois’ proposed Employee Background Check Act (HB 3005), would prohibit any employer, on the face of an employment application or through any other means, from inquiring into, considering or requiring disclosure of the criminal record or criminal history of a candidate for employment until the candidate has been selected for an interview by the employer or, if there is not an interview, before a conditional offer of employment is made to the candidate.  However, such restrictions would not apply to employers who are required to exclude candidates from employment because of municipal, state, or federal law or regulation.  Also, under the proposed law, if an employer hires a candidate pursuant to the law, the employer shall have a rebuttable presumption in any legal proceeding against the employer regarding the employment of the candidate that the employer performed its due diligence and acted in good faith in hiring such candidate. The Illinois Department of Labor would investigate and assess monetary penalties for willful and knowing violations.

All employers should pause and carefully review their applications as well as their hiring practices.  The “one size fits all” approach is done (and has been for quite some time) for multi-state employers.  Also, under EEO and anti-discrimination laws, most employers are strictly prohibited from using criminal convictions or histories as a per se basis to deny employment or other opportunities in the workplace.

SmithAmundsen LLC continues to monitor such developments on a local, regional and national basis for our clients and contacts.

New October 1, 2013 Deadline for Employers to Notify Employees of Health Care Coverage Options

Contributed by Rebecca Dobbs Bush 

In January, the DOL delayed the March 1, 2013 effective date of the notice requirements in Section 18B of the Fair Labor Standard Act to late summer or fall of 2013.  On May 8th the DOL clarified the delay in a technical release and provided guidance on a new October 1, 2013 deadline.

Employers must now provide current employees with notice of health care coverage options available through the ACA Exchange no later than October 1, 2013.

Additionally, beginning October 1, 2013, employers must provide new employees with notice of health care coverage options available through the ACA Exchange “at the time of hiring.”  For 2014 the DOL will consider an employer to have given notice “at the time of hiring,” if the notice is provided within 14 days of the new employee’s start date. 

The DOL’s technical release also includes model notices that employers can use to comply with the notice requirements. 

However, stay tuned as this guidance and the model notices are temporary as to what the DOL will consider compliance with Section 18B of the FLSA and will only remain in effect until formal regulations or additional guidance is issued.  See the full text of the DOL Technical Release No. 2013-02.

In today’s technical release, the DOL also issued guidance on a new model COBRA Election Notice.  The new model COBRA Election Notice includes language informing the qualified beneficiary that there may be other coverage options available through the Health Insurance Marketplace and the possibility of being eligible for a tax credit.  See the Redline Version of the COBRA Model Election Notice.

D.C. Circuit Court of Appeals Strikes Down NLRB Posting Requirement

Contributed by Jeffrey A. Risch, Esq.

On May 7, 2013, the U.S. Court of Appeals for the District of Columbia Circuit held that the National Labor Relations Board’s (NLRB) regulation requiring businesses to post notices of worker rights to engage in pro-union activities, or be subject to punishment, violates federal labor law. (Nat’l Ass’n of Mfrs. v. NLRB, D.C. Cir., No. 12-5068, May 7, 2013).

Writing for the Court, Justice Raymond Randolph held that the National Labor Relations Act (NLRA) precludes the NLRB from forcing employers to post in workplaces government speech through threat of unfair labor charges and/or the tolling of the NLRA’s statute of limitations in cases in which an employer failed to display the required notice.

The “post or else” notice communicated, among other points, to employees that they have the right to:

  • organize a union to negotiate with their employer about wages, hours and working conditions;
  • form, join or assist a union;
  • bargain collectively with their employer;
  • discuss wages and benefits and other terms or conditions of employment or union organizing with co-workers or a union;
  • strike and picket, depending on the purpose or means of the strike or the picketing; and
  • choose not to do any of these activities, including joining or remaining a member of a union.

Although the decision did not directly address the NLRB’s authority to promulgate such rules under Section 6 of the NLRA, the concurring opinions (Justices Karen LeCraft Henderson and Janice Rogers Brown) added that they would also find that Congress did not intend “to authorize a regulation so aggressively prophylactic as the posting rule.”

In short, this is indeed a psychological blow to BIG Labor. Most importantly perhaps, this may take some of the proverbial wind out of the NLRB’s sails and its decidedly pro-labor agenda.

For now, employers can ignore, remove or cover up this posting. The longer term effects remain to be seen.

A Step Towards Clarity: NLRB Petitions U.S. Supreme Court for Review of Noel Canning Decision on Invalidity of President Obama’s Recess Appointments

Contributed by Beverly Alfon

On April 25, 2013, the National Labor Relations Board filed a petition asking the U.S. Supreme Court to review a decision that a federal appeals court issued earlier this year in Noel Canning Div. of Noel Corp. v. NLRB, 705 F.3d 490 (D.C. Cir. 2013).  In Noel Canning, the appeals court held that President Obama’s recess appointment of Sharon Block (D), Terrence Flynn (R) and Richard Griffin (D) to the NLRB was unconstitutional.  Without the valid appointment of those three members, the Board did not have a quorum and could not act lawfully.  The appeals court decision called into question the validity of every NLRB decision issued since January 4, 2012 (when President Obama appointed these members) — including controversial rulings that reversed long-standing precedent.   Nonetheless, as we discussed a few weeks ago, the NLRB has continued to conduct business as usual, leaving politicians clamoring for resolution and employers uncertain about the true effect of the D.C. Circuit’s decision.

The issues presented for review before the Supreme Court are “(1) whether the president’s recess-appointment power may be exercised during a recess that occurs within a session of the Senate, or is instead limited to recesses that occur between enumerated sessions of the Senate; and (2) whether the president’s recess-appointment power may be exercised to fill vacancies that exist during a recess, or is instead limited to vacancies that first arose during that recess.” In its petition, the NLRB argues that the president’s recess appointment authority is not limited to intersession recesses and that the president may fill a vacancy that exists during a Senate recess, even if the vacancy did not arise during that recess.

The NLRB also asserts that the D.C. Circuit’s decision would have “serious and far-reaching consequences,” including numerous presidential recess appointments made long before 2012, and therefore, any decisions rendered under such constitutionally flawed Boards.  The NLRB notes in its petition that there is no time limit on petition for review of Board rulings and further warns that the appeals court decision “also threatens a significant disruption of the federal government’s operations — including, most immediately, those of the National Labor Relations Board.”

Assuming that there are no extensions sought and granted, opposition to the certiorari petition is due May 28, 2013. Typically, a petition filed at this point in time would not be considered for review until after the Court’s summer recess, during the Court’s first conference in September 2013. However, it is possible that the response to the petition will be filed early and the Court may decide on whether or not to grant certiorari before summer recess.

Employer’s Prompt Investigation and Action Prevents Liability For Retaliation and Co-Worker Harassment Claims

Contributed by Jon Hoag

Once again, the court has reiterated that employers can avoid liability by promptly investigating and remedying claims of harassment.  In Jensen v. Styrolution Am. LLC, Judge Guzman of the Northern District of Illinois dismissed a retaliation and harassment complaint against the employer based on proof that the employer took prompt remedial action when it learned about allegations of harassment.

Jensen claimed that he was harassed by a male co-worker, Hefele.  Jensen reported the incidents to his immediate supervisor, who intervened.  Jensen admitted that the harassment would stop for a while, but he claimed it would eventually continue.  Jensen complained to his immediate supervisor when the harassment began to escalate and the complaint was communicated to upper management and human resources.  Human resources conducted an investigation and determined that both individuals had violated the company’s policies.  After the investigation, the employees were assigned to work different shifts and did not have any further dealings or interactions.  There were no further complaints of harassment. 

The court found that the employer properly intervened and took reasonable measures to put a stop to the harassment.  When the harassment picked back up and escalated, the supervisor reported the matter to upper management.  Most importantly, the employer conducted an investigation and took remedial action.  The court stressed that a prompt investigation is the hallmark of reasonable corrective action.  Furthermore, the employer’s findings through its investigation showed that the employer’s reason for terminating Jensen – violation of company policy – was honest.  As such, Jensen could not establish that he was retaliated against for complaining about harassment.

The courts do not require employers to make wise, accurate and well-considered decisions to avoid liability when making adverse employment decisions (although it doesn’t hurt).  The courts will look to see if the employer conducted a prompt and reasonable investigation to show that the employer’s lawful reason for the adverse action was honest.

Immigration Reform Bill Revealed and the Debates are On…

Contributed by Sara Zorich

Last week the “Border Security, Economic Opportunity, and Immigration Modernization Act” (S. 744) was introduced.  Since then, there have been a series of congressional hearings to discuss the provisions of the Act.  It is clear from the hearings that there are strong opinions on the bill from many communities that would be affected.  In general, the bill proposes sweeping reform to the country’s broken immigration system.  A summary of the main sections covered by the bill is as follows:

  • Border Security – improving border security including increased surveillance and patrol
  • Legalization and Legal Immigration – work authorization and path to citizenship for individuals currently in the United States with unlawful status; requirement to pay back taxes as part of the application process
  • Legal Immigration – overhaul of the current system for family and employment based immigration
  • Mandatory E-Verify and Increase/Additional Penalties – all employers would be required to use the E-Verify system for employment verification in addition to the Form I-9 within the required phase in periods; employers with more than 5,000 employees would be phased in within 2 years, employers with more than 500 employees will be phased in within 3 years and all employers within 4 years; significant fines from $3,500 – $7,500 per worker for knowingly hiring or continuing to employ unauthorized aliens and fines for failure to comply with E-Verify use requirements; establishes the potential for an electronic Form I-9 in conjunction with E-Verify
  • H-1B Visa Reform – increasing the current cap for the H-1B visa category, additional regulations aimed to curtail alleged H-1B abusers by requiring “H-1B dependent employers” to pay significantly higher wages and modification of application/posting requirements for all H-1B employers
  • New W-Visa Program for Lower-Skilled Workers – new visa category for foreign workers to perform services or labor for registered employers in registered lower skilled positions; the number of visas in this new category would fluctuate annually and is dependent on unemployment rates, job openings, bureau recommendations and additional data
  • Agricultural Job Opportunities – current undocumented farm workers will have an opportunity to obtain legal status

Employers should be aware that the congressional hearings have begun and nothing in the current bill is set in stone.  The bill is certain to go through rounds of revisions before it is set for any vote before the Senate or the House of Representatives.  However, at least thus far, mandatory E-Verify is a pillar of the bill and its continued inclusion seems certain.

Since, in recent years, the government has only increased its enforcement of I-9 and immigration compliance, employers should consider reviewing their current processes and policies in advance of any implementation of mandatory E-Verify.  Further, as a reminder, employers MUST utilize the new Form I-9 (Rev. 03/08/13)N no later than May 7, 2013.  Starting on May 7, 2013, employers are not allowed to use prior versions of the Form I-9 for employment verification of new employees.

FLSA Case No Longer Justiciable When the Lone Plaintiff’s Individual Claim Becomes Moot

Contributed by Caryl Flannery and Molly Arranz

This week, in a 5-4 decision written by Justice Thomas, the U.S. Supreme Court ruled that a Fair Labor Standards Act case is no longer justiciable when the lone plaintiff’s individual claim becomes moot—even if there were collective-action allegations in the complaint.  Genesis Healthcare Corp. v Symczyk, — S. Ct. —, Case No. 11-1059, (April 16, 2013). 

Laura Symczyk worked as a nurse at facility owned by Genesis.  After her employment ended, she filed a collective action complaint in federal court claiming that Genesis Healthcare’s practice of automatically deducting pay for employee breaks, whether or not the employee worked during the break, violated the Fair Labor Standards Act (FLSA).  The FLSA permits employees to file “collective actions” on behalf of themselves and other “similarly situated” employees.  Unlike a Rule 23 class action case, however, each employee must affirmatively join a collective action. 

When answering Symczyk’s complaint, Genesis tendered a Rule 68 offer of judgment for $7,500 (the maximum amount that Symczyk could have recovered for alleged unpaid wages), together with reasonable attorneys’ fees, costs and expenses “as the Court may determine.”  The offer of judgment included a caveat that it would expire in 10 days.  When Symczyk did not respond to the Rule 68 offer in the stated time, Genesis moved to dismiss the suit, arguing that the offer of full satisfaction left Symczyk without an interest—a personal stake—in the case.   The district court agreed, finding Symczyk, the only plaintiff, no longer possessed an actual controversy, and dismissed the case as moot. 

The Third Circuit reversed.  Though the Court of Appeals conceded that no other plaintiff had yet opted into the lawsuit, that the offer fully satisfied Symczyk’s claims and that under Third Circuit precedent, the offer—whether or not accepted—generally triggers the mooting of the claim, it found that these strategic “pick off” offers should not frustrate the goals of collective actions.

Plaintiffs’ attorneys and employee unions and groups from around the country sided with the Third Circuit.  In numerous amicus briefs, they advanced arguments that employers should not be able to buy their way out of these FLSA actions by “picking off” the first plaintiff before any other employees could join or prior to briefing of conditional certification.  In response, employer groups filed their own amicus briefs arguing that employers should not have to defend themselves against claims by absent parties for injuries that were only theoretical. 

The Supreme Court reversed the Third Circuit, holding that once the claim of a sole representative in a collective action becomes mooted by an offer of judgment, the case can be dismissed for lack of subject matter jurisdiction.  There is no longer a case or controversy.  The Court emphasized that “the mere presence of collective-action allegations in the complaint cannot save the suit from mootness once the individual claim is satisfied.”  Significantly, the Supreme Court did not resolve a Court of Appeals split on whether an unaccepted offer that fully satisfies a plaintiff’s claim is, in itself, sufficient to render the claim moot—claiming that this argument had been waived.

Initially, employers are claiming victory.  Collective and class actions have become an expensive thorn in the sides of employers and a favored tool of disgruntled employees, aggressive government agencies, and plaintiffs’ attorneys looking to maximize the return on their investments.  This decision can be read to provide a clear tool for short-circuiting a collective action.  Moreover, the decision reinforces the concept that conditional certification of a collective action is not nearly as significant as certification of a Rule 23 class action.  

Yet, this decision may also be seen as employers winning a battle—but not the war.  For a few reasons, the dissent’s statement that this case is “the most one-off of the one-offs” rings true.  The dissent recognized the reality of the case: that Symczyk walked away with nothing—the Rule 68 offer was never accepted, such that her case was dismissed without any recovery for her.  The majority’s opinion flowed from the failed premise, the dissent advanced, that an unaccepted offer of settlement rendered a plaintiff’s claims moot and relieved her of all interest in a case.

Likely, the savvy plaintiffs’ attorney will simply take her cues from this decision in at least two ways: filing (even a perfunctory) motion for conditional FLSA certification or class certification at the time of filing the complaint—before the defendant even has a chance to make a Rule 68 offer; and/or, by pleading less clear recovery, including equitable relief, such that an employer will have difficulty putting together a Rule 68 offer to satisfy the individual plaintiff, fully.  In addition, the majority’s holding did not address the question of whether an offer not accepted moots a claim, so the far-reaching implications many had hoped for are not found. 

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