Ogletree Deakins

Quick Hits Starting with ACA reporting for 2024, employers and health insurance providers are only required to send Forms 1095-B and1095-C to covered employees upon request. Employers can distribute Forms 1095-B and1095-C electronically. Employers now have ninety days to respond to 226-J letters. Paperwork Burden Reduction Act The Paperwork Burden Reduction Act (H.R. 3797) amends the ACA by eliminating the mandate for employers and health insurance providers to automatically distribute…

Quick Hits The EU Platform Work Directive took effect on December 1, 2024, but EU member states have until December 2, 2026, to implement it into national law and develop appropriate guidance for the classification of platform workers as independent contractors versus employees. The directive imposes obligations on digital platforms using automated decision-making or automated monitoring systems that go above and beyond the requirements of the EU AI Act. The…

Quick Hits California prohibits employers from discriminating against workers who suffer workplace injuries or who have filed or made known their intention to file a claim for compensation under an employer’s workers’ compensation insurance policy. Discrimination can include discharging, threatening to discharge, or retaliating against a worker in any manner for filing or making known an intention to file a workers’ compensation claim. Penalties for discriminating against a worker for…

Quick Hits The Warehouse Worker Injury Reduction Program (WWIRP) applies to all employers that directly or indirectly employ at least 100 employees at a single warehouse distribution center or at least 1,000 employees at one or more warehouse distribution centers in New York. Effective June 1, 2025, the WWIRP mandates that all covered employers create and implement formal injury reduction programs that identify and minimize risks of musculoskeletal injuries in…

Quick Hits New state laws on paid leaves, discrimination protections, child labor, medical marijuana, and workplace safety are set to take effect on January 1, 2025. Employers may want to take note of these new laws and compliance obligations. California California has several laws set to take effect on January 1, 2025, including laws expanding protections against unlawful discrimination; prohibiting mandatory workplace meetings to discuss political or religious matters, including…

Quick Hits The Fifth Circuit Court of Appeals invalidated an SEC order approving a Nasdaq rule that would have required public companies to maintain a certain number of board members from underrepresented demographic groups or explain why they failed to do so. The diversity rule never took effect while it faced legal challenges during the past three years. The SEC could appeal the Fifth Circuit’s decision to the Supreme Court…

Quick Hits DHS’s new final rule expands DHS’s authority to conduct site visits and impose penalties on employers that fail to follow the requirements of the program. The final rule expands H-2 worker flexibility and portability, includes expanded grace periods at the beginning and end of the H-2 petition validity period, and establishes the ability of an eligible H-2 nonimmigrant worker to begin working for a new employer upon the…

Quick Hits Illinois enacted a law prohibiting discrimination against employees who must care for family members at home. The law will not require employers to make accommodations or modifications to reasonable workplace rules and policies to allow employees to fulfill their caregiving responsibilities. The law will take effect on January 1, 2025. On August 9, 2024, Governor JB Pritzker signed House Bill (HB) 2161, Illinois’s family caregiver discrimination legislation, adding…

Quick Hits Under Mexico’s Chair Law, the main obligations for employers are: (i) having enough seats with a backrest for employees’ use, and (ii) avoiding prohibiting employees from taking seated breaks when the nature of the works allow it. Noncompliance with the Chair Law could trigger fines. The Chair Law’s General Content and Employers’ Main Obligations Employers in the service and retail industries, and similar sectors, are the main covered…

Quick Hits Ontario’s Working for Workers Acts (Four, Five, and Six) have introduced changes to the ESA and the OHSA, impacting sick leave policies, job posting transparency, and workplace safety regulations. Some changes are already in force; others are coming in 2025 and 2026, including stricter job posting requirements. The proposed Working for Workers Six Act, 2024 includes unpaid leave provisions for child placement and long-term illness, as well as…

Quick Hits DHS’s new final rule amends and updates the regulatory definition and criteria governing “specialty occupation” adjudication, codifies existing policies related to deference to prior adjudications, and clarifies circumstances requiring the filing of a new or amended H-1B petition. The final rule expands H-1B cap exemption benefits by updating the definitions of “nonprofit research organization” and “governmental research organization,” and it extends the timeline for F-1 cap-gap where there…

Quick Hits On December 4, 2024, the Maine Department of Labor released final regulations for the state’s paid family and medical leave program. Employers must start payroll withholdings for the state’s paid family and medical leave program on January 1, 2025. Employers can apply for a private plan substitution after April 1, 2025, and must submit payroll contributions until a private plan substitution is approved. Payroll deductions for Maine’s paid…

Quick Hits Starting in 2025, the SECURE 2.0 Act allows participants ages sixty to sixty-three to make “super-catch-up contributions” of up to $10,000 or 150 percent of the regular catch-up limit. Employers may need to amend their retirement plans by the end of 2024 to accommodate the new super-catch-up contributions or clarify their implementation. The introduction of super-catch-up contributions will require significant updates to payroll and recordkeeping systems to track…

Quick Hits The Connecticut Appellate Court ruled that phrases like “recent college graduates” in job postings are not inherently age-discriminatory under Connecticut law, providing clarity for employers while underscoring the value of careful drafting to avoid litigation risks. The court rejected the Connecticut Commission on Human Rights and Opportunities’ argument that the phrase “recent college graduates” served as a proxy for age discrimination, as there was no factual basis to…

Quick Hits The January 2025 Visa Bulletin shows no change from last month’s bulletin for employment-based categories for dates for filing. Final action dates show slight advancement for EB-2 and EB-3 for some countries/categories. USCIS will honor dates for filing for I-485 adjustment of status applications filed in January 2025. USCIS has announced that it will accept Form I-485, Application to Register Permanent Residence or Adjust Status, from foreign nationals…

Quick Hits On December 9, 2024, the State Department updated the J-1 Exchange Visitor Skills List, revising the countries subject to the two-year foreign residence requirement. J-1 visa holders from China, India, and other countries may see a significant reduction in restrictions depending on the changes in their respective skills lists. The change, which took effect immediately, is retroactive, potentially allowing J-1 visa holders who were previously subject to the…

Quick Hits On November 21, 2024, OFCCP released “A Guide to Combatting Harassment in the Construction Industry,” providing information and resources for federal construction contractors and subcontractors. OFCCP’s guide is prepared in a Q&A chart format detailing the agency’s responsibilities, generally, and discussing harassment examples, obligations related to combatting harassment in the construction industry, worker rights, and best practices for maintaining harassment-free workplaces. OFCCP’s guide follows similar guidance from the…

Quick Hits Generally, under the FLSA, employers must pay exempt employees their guaranteed salary during business closures caused by inclement weather, as deductions for employer-caused absences are not permitted. Employers are typically required to pay nonexempt employees for all hours worked, but if they cannot work remotely due to the nature of their jobs during a weather-related closure, employers are not required to pay them. Connectivity problems during inclement weather…

Quick Hits Ohio has enacted into law SB 104, legislation restricting transgender access to certain school facilities: On November 27, 2024, Governor Mike DeWine signed into law the “Protect All Students Act,” which mandates that Ohio schools designate multi-occupancy restrooms, locker rooms, changing rooms, and shower rooms for exclusive use by male or female students based on their biological sex. Provisions of and exceptions to the new law: The law…

Quick Hits Daniel’s Law in New Jersey allows judges, prosecutors, police officers, correctional officers, and their immediate family members to request in writing that any company or entity not disclose their home addresses or unpublished telephone numbers. On November 26, 2024, the U.S. District Court for the District of New Jersey rejected constitutional challenges to the law. On December 2, 2024, the court allowed the defendants whose constitutional challenge was…

Quick Hits 2024 year-end HDHP plan amendments: Employers that offer HDHPs may need to amend their plans before the end of the year to remove first-dollar telehealth coverage since the regulatory relief allowing this coverage without cost sharing is set to expire at the end of 2024. Impact on HSA contributions: Absent an extension of regulatory relief permitting employers to provide telehealth coverage without cost sharing, starting on January 1,…

Quick Hits OFCCP announced that its new Form CC-257 required monthly employment data reporting for covered federal contractors and subcontractors will launch in March 2025 and be due by April 15, 2025. Reports will cover a calendar month and be due the fifteenth of the following month unless the fifteenth falls on a weekend or holiday, on which the report will be due the next business day. The new reports…

Quick Hits Retail employers face increased risks of workplace violence during the holiday season due to larger crowds, heightened stress, and potential understaffing, among other factors. Retail employers may want to consider steps to mitigate workplace violence risks such as developing a workplace violence prevention plan, training staff, and enhancing security measures during the busy shopping season. The welcome heightened retail activity can lead to increased stress, longer working hours,…

Quick Hits On November 15, 2024, the State of Nevada adopted a regulation to protect workers from heat-related illnesses, requiring covered employers to conduct job hazard analyses, designate employees for emergency response, and implement comprehensive safety programs. The regulation requires employers to implement measures that will “reasonably mitigate the risk of occupational exposure to heat illness for affected employees.” These include the provision of water, rest breaks, cooling methods, and…

One component of this—the so-called “Bureaucracy Reduction Act IV” (BEG IV)—was promulgated in the Federal Law Gazette on October 29, 2024, and it will come into effect on January 1, 2025. Accordingly, it is worthwhile to take a closer look at the changes relevant to employers. Quick Hits Simplifying employment documentation: The Bureaucracy Reduction Act IV (BEG IV) allows essential employment terms and conditions to be transmitted in digital form…

Quick Hits The ESRS reporting standards will be mandatory for all companies covered by the CSRD, which began in January 2024. The CSRD has a broad jurisdictional scope, and for companies operating within the European Union or with substantial business in the EU, understanding and implementing the CSRD’s obligations is crucial. The CSRD goes beyond existing voluntary reporting guidance in the United States to ensure that disclosures are complete and…

Quick Hits Employers that had workers in the areas of New York City impacted by the September 11th attacks may be required to notify those workers of two federal victim compensation funds. The new regulations seek to address the lack of awareness among many individuals who were exposed to harmful conditions following the September 11th attacks that they may be eligible for benefits. On November 7, 2024, the New York…

Quick Hits On November 20, 2024, OFCCP published a CSAL that identified 2,000 establishments of federal supply and service contractors and subcontractors for compliance reviews. The CSAL operates as a “courtesy notification” to a contractor that an OFCCP compliance review will be undertaken; the compliance review process begins when the company establishment receives a scheduling letter from OFCCP. OFCCP published the methodology it used for developing the November 2024 CSAL,…

Quick Hits Value of closeout conferences: Close-out conferences provide valuable insights into the basis for the violations and gravity cited, which are crucial for preparation and decision-making regarding future actions. Preparation and participation: Management may want to discuss observed conditions and issued citations, before and during the conference, and focus on listening, asking questions, and providing accurate facts to challenge allegations without antagonizing the inspector. Effective strategy: Focusing on well-supported…

Quick Hits The New Jersey governor signed legislation that will require employers to provide the “hourly wage or salary, or a range of the hourly wage or salary” in postings for new jobs or transfer opportunities. The law will also require employers to make “reasonable efforts” to advertise promotion opportunities to all current employees “in the affected department or departments of the employer’s business.” The law is set to take…

Quick Hits A federal judge in Texas struck down the DOL’s April 2024 overtime rule that sought to raise the minimum salary levels for the FLSA’s white-collar overtime exemption. The ruling comes in a challenge by the state of Texas and a group of more than a dozen business organizations. The DOL rule had raised the minimum salary level on July 1, 2024, to the equivalent of $43,888 per year,…

Quick Hits The Mexican government is eliminating the National Institute for Transparency, Access to Information and Protection of Personal Data (INAI). The access to public information and the protection of personal data will no longer be overseen by an autonomous institution but by an agency within the executive branch of the federal government. There are many uncertainties that the government has not addressed, including how a ministry of the executive…

Quick Hits The New York governor’s office is discussing with the state legislature a possible amendment to the New York Retail Worker Safety Act, and it is anticipated that the legislature will vote on potential amendments in January 2025. Anticipated amendments include reducing the frequency of workplace violence training for employers with fewer than fifty employees, issuing training templates in English and the twelve most common non-English languages in New…

Quick Hits In 2022, the U.S. Court of Appeals for the Fifth Circuit in Rouses Enterprises, L.L.C. v. Clapp, held that Louisiana law does not allow an employer to enforce a noncompete agreement signed by a prospective employee. In Gallagher & Co. v. Annison, the Louisiana Court of Appeal, First Circuit, distinguished Rouses and held that noncompete agreements signed by prospective employees are enforceable where the agreements contain an effective…

Quick Hits Nebraska voters approved marijuana use for medical purposes, but legal challenges remain. Ballot measures to legalize recreational marijuana failed in Florida, North Dakota, and South Dakota. A ballot measure to legalize psychedelic drugs was defeated in Massachusetts. On November 5, 2024, voters in Nebraska approved a ballot measure to legalize medical marijuana use, while voters in Florida, North Dakota, and South Dakota rejected measures to legalize recreational marijuana…

Quick Hits Missouri voters approved a ballot measure to enact a law that will require employers to allow employees to use up to fifty-six (56) or forty (40) hours of earned paid sick time per year depending on the size of the employer. Employees will be entitled to start accruing paid sick time on May 1, 2025, and employers must provide written notice of the paid sick time by April…

Quick Hits The Working for Workers Five Act, 2024 amended the Occupational Health and Safety Act’s definition of “industrial establishment” to exclude any office in a private residence, and the definitions of “workplace harassment” and “workplace sexual harassment” to include virtual activities. Under the Employment Standards Act, 2000, as amended, employers can require evidence for sick leave, but cannot demand a certificate from a qualified health practitioner. Key provisions of…

Quick Hits The Colorado Attorney General’s Office recently proposed draft amendments to the Colorado Privacy Act (CPA) Rules. The draft amendments are largely focused on consumer data and implement recent changes to the CPA that reflect increased regulation of entities that collect and use biometric information and personal information relating to children under the age of eighteen. The amendments also include a new process for entities and individuals to request,…

Quick Hits Two German federal ministries have drafted legislation that would provide more legal certainty for employers regarding how to handle employee data. The legislature also wants to allow the use of AI applications, but within certain limits. The draft legislation would provide a detailed regulation on the basics of employee data processing. The aim of the legislation is to provide more legal certainty for employers. They inevitably collect and…