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California

Can we conduct medical exams before we make offers to out-of-state applicants?

10/01/2007

Q. My company would like to institute a policy of conducting medical examinations on out-of-state applicants when workers interview here for jobs. This would reduce the number of trips an applicant would have to make before beginning employment with our company. The test results would be sealed (so the information cannot be relied upon in making job offers) and would be reviewed only if we offered, and the applicant accepted, a conditional offer of employment. Would such an arrangement violate the ADA? …

Continuation health care coverage: What does California require beyond COBRA?

10/01/2007

Q. I know that the federal Consolidated Omnibus Budget Reconciliation Act (COBRA) requires employers with 20 or more workers to offer continuation health care coverage following a “qualifying event.” Does California law impose additional requirements? …

Do holidays count when calculating FMLA or CFRA leave?

10/01/2007

Q. When determining the amount of leave an employee has used, do holidays count against the 12-week entitlement under the FMLA or the California Family Rights Act (CFRA)? …

Can we mandate direct deposit?

10/01/2007

Q. To cut down on the administrative costs of issuing paychecks, my company would like to pay all its workers through a direct deposit to the bank of their choice. May we require our employees to accept their pay via direct deposit? …

Don’t Ignore—or Make Light of—Harassment Complaints

09/01/2007

Remind supervisors, managers and HR staff: Don’t brush off or make light of sexual harassment complaints. Doing so can just add more fuel to the fire. When employees are ignored, they may begin to see every slight that comes their way—getting the cold shoulder at meetings or missing out on promotions—as retaliation for voicing their concerns about sexually hostile behavior. And that can make them much more likely to file lawsuits against your company …

Get legal advice to make sure contractors aren’t employees

09/01/2007

California’s unemployment compensation law requires employers to pay into the system for all employees. Independent contractors, on the other hand, are on their own. That might make it tempting to redefine some employees as independent contractors. Don’t do so without careful guidance from your attorney! …

HR investigations must go beyond supervisor suggestions

09/01/2007

When it comes to determining employee wrongdoing and setting punishment, it’s essential to use a  complete and independent investigative process. Otherwise, the company can wind up being responsible if it turns out that a supervisor who was “out to get” an employee—perhaps in retaliation for filing a discrimination claim— trumped up performance problems or other employee deficiencies …

Track all position openings and note who applies

09/01/2007

Do you keep a close record of all company job openings, how they’re posted and who responds? You should. Good records are the best way to show you didn’t purposely exclude from a promotion opportunity anyone who was qualified—or to show that they never applied in the first place …

You Don’t Have to Pay Employees for ‘Uncontrolled’ On-Call Time

09/01/2007

Under California law, you don’t have to pay employees for on-call time unless you “control” how they spend that time. If you structure their responsibilities properly, you don’t have to pay them for every hour they’re on call. You can even pay them a flat fee for their on-call shifts. The key is the amount of freedom you give the employees to choose how they spend their time while waiting for your call. The more time they can spend on personal activities, the better …

Telling manager about special ed may trigger FEHA accommodations process

09/01/2007

California’s Fair Employment and Housing Act (FEHA) requires employers to make reasonable accommodations for an employee’s known mental disabilities. Under FEHA, something as simple as a new employee telling her manager that she has a learning disability and had taken special education classes triggers the employer’s responsibility to consider accommodations …