Welcome to the Company, Please Sign Here: Workplace Documentation

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nual HR Law & Solutions

April 4, 2016 WelcometotheCompany,

PleaseSignHere

Presentedby:JohnD.Agnew,Esq.SuzanneM.Boy,Esq.

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WhyIsWorkplaceDocumentationSoImportant?

ExplosionofEmployment‐RelatedClaims/Litigation

AmendedADAandFMLA PrevalenceofFLSAclaims SocialMedia/Internet/KeyboardWarriors

Recession Litigationcosts

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Agenda

• CriticalHandbookPolicies• AdditionalWage/HourPolicies• LGBTIssuesintheWorkplace• AcknowledgementofProbation/Reemployment

• BackgroundCheckBestPractices• AvoidingtheNLRB’sWrath• Non‐Compete/Non‐SolicitAgreements• ConfidentialityAgreements24

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CriticalHandbookPolicies

• Acknowledgement– Keepacopyineachemployee’sfile

• AtWillEmployment

• Handbook≠Contract

• Employer’sRighttoModify

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CriticalHandbookPolicies– Company is an at‐will employer. This meansthat either Company or the employee mayterminate employment with or withoutnotice or cause. This employee handbook isnot an express or implied contract ofemployment. Company reserves the right tochange, modify, or delete any provision of thisemployee handbook at its sole discretion andwithout notice.

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• EqualEmploymentOpportunityStatement

– Listprotectedclasses

–Don’tforgetreligion,maritalstatus,geneticinformation

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• Anti‐Discrimination/Anti‐HarassmentPolicy– Zerotolerancestatement– Anti‐retaliationstatement

• Employerwillnotretaliateforagood‐faithcomplaint

– Reportingprocedure• “Shall”report– donotleavewiggleroom• Haveatleast2clearreportingchannels24

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• Over50Employees?– FamilyandMedicalLeaveAct– DomesticViolenceLeave24thAn


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• NoCall/NoShowPolicy

• Wage/HourPolicies– Payroll/payperiod

• Makesureyouhaveaclearlydefinedsevendayperiod

–Overtime• Itisokaytorequireapproval,butpaynomatterwhat!24

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• Wage/HourPolicies (cont’d)

– Salarybasispolicy• Examplepolicy

–Workschedules/timekeeping• Examplepolicy

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CriticalHandbookPolicies:SalaryBasisPolicy– PartI

It is the Company’s desire to comply with applicablewage and hour laws and regulations. The improperpay deductions specified in the Code of FederalRegulations (§541.602(a)) may not be made fromthe pay of employees who are subject to the salarybasis test under the Fair Labor Standards Act. If youbelieve that any deduction has been made from yourpay that is inconsistent with your salaried status,you should immediately contact your supervisor orhuman resources.

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CriticalHandbookPolicies:SalaryBasisPolicy– PartII

Any complaint will be resolved within a reasonabletime given all the facts and circumstances. If aninvestigation reveals that you were subjected toan improper deduction from pay, you will bereimbursed and the company will take whateveraction it deems necessary to ensure compliancewith the salary basis test in the future.

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CriticalHandbookPolicies:WorkSchedules/Timekeeping–PartI

Company exercises care in complying with wage andhour regulations. Cooperation of all employees isessential. Each non‐exempt employee is responsiblefor accurately tracking his/her time. An employee'stime clock reports should correspond with theemployee's prescribed work schedule. If a non‐exempt employee arrives to work prior to his/herscheduled start time, or stays after his/herscheduled end time, the employee shall not performany work.24

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CriticalHandbookPolicies:WorkSchedules/Timekeeping‐PartII

If the employee does perform work during thistime, the employee must clock in. Likewise, if anon‐exempt employee is required to attend ameeting or perform any work whatsoeveroutside his/her scheduled time, the employeemust clock in so he/she can be properly paid.Violations of this policy can lead to discipline, upto and including termination.

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AdditionalWage/HourPoliciesTimecardDisclaimer

I certify that this time card accurately reflects mywork time and use of leave, and that I have notworked any hours during this time period thatare not reported on this time card. I understandthat the accurate recording of working hours is aserious matter and that those who falsifyinformation are subject to discipline, up to andincluding termination of employment.

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AdditionalWage/HourPolicies:TravelTimeAcknowledgement

• Whenistraveltimecompensable?– Employeeisperformingworkforemployer’sbenefit:• Pickingupsupplies• Requiredtodriveotherworkers• Makingbusinessphonecallsorscheduling• Requiredtomeetataparticularlocation,thendrive

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AdditionalWage/HourPolicies:TravelTimeAcknowledgement

• Whenistraveltimecompensable?– Carpool

• Notcompensableifforemployee’sbenefit/voluntary

• Noworkperformed,nosuppliespickedup,etc.

• Whataboutthedriver?– Ifrequiredtodrive,mustpay– Ifvoluntary,donothavetopay

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DOLProposedOTRegulations

• Majormodificationtosalarybasis:– $23,660($455/week)to$50,440($970/week)– HighlyCompensatedEmployee:from$100,000/yearto$122,148/year

• Salarybasistoautomaticallychangebasedonpercentileofearningsforfull‐timesalariedworkers

• Timeline?24thAn


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DOLProposedOTRegulations

• Whatshouldyoudo?– Startplanningnowforimpactonbottomline

– BudgetforsalaryandOTincreases– Carefullyreviewallclassificationdecisions,particularlythesalarycomponent

– Considerwage/houraudit

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LGBTIssuesintheWorkplace24

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LGBTIssuesintheWorkplace• LegalStatus

–NotcurrentlyprotectedunderFloridaorfederallaw

– Courts,includingEleventhCircuit,haveheldthatdiscriminationbecauseofgendernonconformityissexdiscrimination

– ExecutiveOrder13672(July2014)addedsexualorientationandgenderidentitytoprotectedclassesforExecutiveOrder11246

– EEOCcases(LakelandEyeCenter)24thAn


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LGBTIssuesintheWorkplace

• Howtoaddressinhandbooks/policies• EEOPolicy• Non‐Discrimination/Non‐HarassmentPolicy

• DressCode• GenderTransitionIssues/Plan

• Transitioningemployeeshouldbeguide• Trainingiscritical• Restrooms?• Nametags?

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TheHaloEffect

• Poorperformingemployeewithglowingperformancereviews

• Whenconfrontedwithalawsuit,JohnDoewastheWORST.EMPLOYEE.EVER.

• But,personnelfiletellsadifferentstory

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TheHaloEffectBestpracticesforevaluations: Reviewshouldbeobjective,clear,accurate,andtimely Conveyemployer’sexpectationsvs.employee’sperformance Evaluate:strengths,weaknesses,attitude,goals Addressperformancedeficienciesaccuratelyandrespectfully

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AcknowledgementofProbation

• Employeeacknowledgeshe/sheisin“probationaryperiod”forthefirst90days

• Signwithinfirstsevendaysofemployment• Allowsemployertoavoidbeingchargedwithreemploymentbenefitsifdischargeforpoorperformance– Employeemaystillgetbenefits

• Onlycoversinitial90days

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BackgroundCheckBestPractices

• BantheBox– LegislationdeadinFlorida…thisyear

• Still,bestpracticeistoconductatargetedscreen–Noblanketpolicy– Isyouruseofarrestorconvictionhistory“jobrelatedandconsistentwithbusinessnecessity”?

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BackgroundCheckBestPractices

• Considerpostofferscreen

• Writtenpermission/notification

• Don’tforgetyourI‐9s!

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AvoidingtheNLRB’sWrath

ConcertedActivityRefresher:• Twoormoreemployees• Discussingterms,conditions,orprivilegesofemployment–Wages–Workingconditions– Benefits

• Cannottakeadverseactionagainstemployeeforengaginginconcertedactivity24thAn


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AvoidingtheNLRB’sWrathNLRBonConfidentiality

• Never disclose the Company’s or another’sconfidential or proprietary information. Neverpublish or report on conversations that aremeant to be private or internal to the Company.

• Misuse or unauthorized disclosure ofconfidential information not otherwiseavailable to persons outside the Company iscause for disciplinary action, includingtermination.24thAn


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AvoidingtheNLRB’sWrathNLRBonConfidentiality

• Do not make fun of, denigrate, or defame your co‐workers, customers, franchisees, suppliers, theCompany, or our competitors.

• No defamatory, libelous, slanderous ordiscriminatory comments about the Company, itscustomers and/or competitors, its employees ormanagement.

• Chronic resistance to proper work‐related ordersor discipline, even though not overtinsubordination, will result in discipline.24thAn


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AvoidingtheNLRB’sWrathHandbook/PolicyDisclaimer

• Nothing in this policy is designed to interferewith, restrain, or prevent employeecommunications regarding wage, hours, orother terms and conditions of employment,and the Company’s employees have the right toengage in or refrain from such activities.

• Nothing in this policy is intended to infringeupon an employee’s right to engage inprotected concerted activity.

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Non‐CompeteNon‐SolicitAgreements

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• Section 542.335, Florida Statutes–Must be in writing and signed by the party against whom enforcement is sought

–Must have a “legitimate business interest”–Must be reasonable in duration and geography– Can be required as a condition of continued employment

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Non‐CompeteNon‐SolicitAgreementsLegitimate Business Interest (LBI)

1. Trade secrets2. Confidential information3. Substantial relationships with clients4. Customer goodwill associated with

a. Ongoing business;b. Specific geographic location; orc. Specific marketing or trade area

5. Extraordinary or specialized training

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Try to Be Reasonable…

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If your restrictive covenants are:(1) Overbroad; (2) Overlong; or(3) Not reasonably necessary to protect LBI

Then the Court can apply the Blue Pencil Doctrine


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• Enforcement Considerations– Injunctive Relief–Damages–Potential Defenses–Attorneys’ fees and costs –Companion Claim for Tortious Interference–Defenses

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ConfidentialityandNon‐DisclosureAgreements

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• First identify whether you have any trade secrets or confidential business information

• Then, identify all of them and create a system for protecting the information– restricted physical access– password protections– Provision only on need‐to‐know basis

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A “trade secret” is defined by Chapter 688, Florida Statutes, the Florida Uniform Trade Secret Act (FUTSA) as:

– information, including a formula, pattern, compilation, program, device, method, technique, or process that:

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(a) Derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use; and

(b) Is the subject of efforts that are reasonable under the circumstances to maintain its secrecy.

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• Enforcement Considerations– Injunctive Relief– Damages– Potential Defenses– Attorneys’ fees and costs – Companion Claim for Tortious Interference– Defenses

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ConsiderationsCommontoRestrictiveCovenantsandConfidentialityAgreements

• Focus on key employees• Require signature of acknowledgement at the outset of employment disclaiming any to prior obligations

• Include provisions related to assignability and venue for enforcement

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ConsiderationsCommontoRestrictiveCovenantsandConfidentialityAgreements

• Create independent documents and independent consideration for agreements

• Review continuing obligations at termination of employment and request signed acknowledgement

• Always enforce or risk waiving your ability to enforce at all

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Thank you!John D. Agnew, Esq.

[email protected]

Suzanne M. Boy, [email protected]

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