Workforce Bulletin

By Greta Ravitsky

I wrote the January 2013 edition of Take 5: Views You Can Use, a newsletter published by the Labor and Employment practice of Epstein Becker Green.

In it, I summarize five actions that hospitality employers should consider taking in 2013 as the DOL steps up its audit efforts under the leadership of the reenergized Obama administration,

1. Assess the Workforce
2. Choose Whether to “Pay” or to “Play”
3. Evaluate Existing Wellness Programs and/or Implement New Wellness Programs to Enhance Employees’ Health Profiles and to Avoid or Minimize the “Cadillac Tax”

By: Lauri F. Rasnick

At our October 2012 client briefing we discussed the new attitude of the National Labor Relations Board (“NLRB”) and the fact that non-unionized employers were not immune from the provisions of the National Labor Relations Act (“NLRA”).  The NLRA has been increasingly applied in non-union workplaces.  And most recently, it has found its way into the financial services industry.  In a recent NLRB administrative law judge’s decision, provisions contained in a mortgage banker’s employment agreement were found violative of the NLRA.  The provisions at ...

By Amy Messigian

Last month, the California Court of Appeal ruled that a former employee of Forever 21 must try her claims against the retailer in arbitration, enforcing the company’s employment arbitration policy and reversing a lower court decision finding the agreement unconscionable under California law.  The plaintiff, Maribel Baltazar, alleged that she had been discriminated against by the retailer due to her race and sexually harassed by a supervisor and coworker.  She filed a complaint against Forever 21 and several of its employees in the Los Angeles Superior Court and ...

Back in March, we answered five frequently asked questions related to OSHA inspections.  We received so much positive feedback from that post, and so many requests to address additional OSHA questions that we decided to launch a monthly series here on the OSHA Law Update blog with posts dedicated to your OSHA Frequently Asked Questions.  For each of the posts in this OSHA FAQ Series, we have included both a text response and a video/webinar response with slides and audio.

In this post, OSHA FAQ #4, we address a question regarding establishing an OSHA Inspection Team, including what roles should be designated and how to prepare the team for an unexpected visit from OSHA.

QUESTION:   To best prepare for an unannounced OSHA Inspection, my Company is assembling an “Inspection Team” to be ready to manage a visit from OSHA.  What are the different roles that we should include on the Team, and what are the responsibilities for which we should train the various team members?

Click here to view a video response (WMV video format). 

OSHA conducts approximately 95% of its “Discovery” during the inspection phase (not the subsequent Contest stage), and uses the Discovery it obtains during inspections to determine whether violations are present and can be supported in potential citations.  Accordingly, it is critical for employers to be prepared to manage the flow of information to OSHA during an inspection.

Accordingly, one of the most important steps every employer should take to prepare for an OSHA Inspection, and to ensure the inspection process goes smoothly once an OSHA compliance safety and health officer (CSHO) does arrive, is to designate certain personnel to fill specific roles on an Inspection Team.  This will help you respond quickly when OSHA starts an inspection, have better controls in place to manage the flow of information during the inspection, such as better:

• Control over the entire scope of the inspection;
• Organization and care in the document production process;
• Preparation and representation of employees and managers during inspection interviews;
• Ability to capture duplicate evidence; i.e., side-by-side photographs, samples, and other physical evidence, and a complete copy set of documents produced to OSHA; and
• Control over what parts of your facility the CSHO observes during his walkaround inspection.

To accomplish these goals, we recommend that you assign, in advance of any inspection, the following Inspection Team roles, and train the assigned team members in all of the related employers’, employees’, and OSHA’s rights, as well as inspection strategies, related to their assigned roles on the Inspection Team:

1.  Principal Spokesperson.

• The spokesperson is the team leader and point person for OSHA during the inspection.
• It is the Principal Spokesperson to manage the overall inspection, from communicating decisions to OSHA about consenting to the inspection or demanding a warrant, to negotiating the scope of the inspection, and laying the ground rules for document production and interviews.
• This role is generally covered by your outside OSHA counsel, Corporate Safety Director, or another Senior Management representative.  The inspection should not be permitted to begin until the Principal Spokesperson is on-site (see our earlier post regarding delaying the start of an OSHA inspection to await your inspection representative).

2.  Document Coordinator.

• Managing the document production during the inspection is perhaps the most important role.
• The Document Coordinator should manage the entire document production process, including: (a) being designated as the sole authorized person to accept a document request (always in writing) from OSHA; (b) coordinating with company and third party representatives to gather responsive documents; (c) reviewing documents for responsiveness, and to determine whether they contain privileged or business confidential information; (d) processing the documents with Bates and Business Confidential labels; (e) preparing duplicate copies for the Company to keep; (f) producing the documents to OSHA; and (g) tracking the status of all document requests on a Document Control Log.

by Maxine H. Neuhauser and Amy E. Hatcher

On January 7, 2013, the New Jersey Department of Labor and Workforce Development (the “Department”) published in the New Jersey Register proposed new rules and notification language to implement a recently enacted law intended to fight gender inequity and bias in the workplace.  The notice of proposal is available for downloading here.

The law, which became effective on November 19, 2012, requires every employer in New Jersey with 50 or more employees to post a notice advising employees of their right to be free from gender inequity or bias ...

On January 7, 2013, the New Jersey Department of Labor and Workforce Development (the "Department") published in the New Jersey Register proposed new rules and notification language to implement a recently enacted law intended to fight gender inequity and bias in the workplace

For the second time since the enactment of New York's Wage Theft Prevention Act ("WTPA"), New York employers must issue a written annual notice and acknowledgment of pay rates and pay dates ("Notice") to all New York employees between January 1, 2013, and February 1, 2013.

In February 2012, after a flurry of negative feedback from employers statewide, the New York State Senate passed a bill striking the annual Notice requirement from the list of employer responsibilities set forth in Section 195.1 of the New York State Labor Law. However, because the bill remains dormant in the New York ...

By: Kara M. Maciel, Adam Solander, Brandon Ge and Philo Hall

As we blogged about previously, the Affordable Care Act provides unique compliance obligations for hospitality employers, many of whom employ large numbers of part-time and seasonal employees.  On December 28, 2012, the Internal Revenue Service (“IRS”) released a Notice of Proposed Rulemaking (“NPRM”) on Shared Responsibility for Employers Regarding Health Coverage (the “Employer Mandate”) under the Affordable Care Act (“ACA”). The NPRM largely incorporates previously released guidance on ...

In less than a year, financial services employers employing at least 50 full-time employees will be subject to the Employer Shared Responsibility provisions. Under these provisions, if financial services employers do not offer health coverage or do not offer affordable health coverage that provides a minimum level of value to their full-time employees, they may be subject to a tax penalty under the proposed regulations just issued by the Internal Revenue Service.

During this program, Epstein Becker Green practitioners will:

• Review the basics of the Employer Shared ...

Please join Epstein Becker Green’s Health Care & Life Sciences and Labor & Employment practitioners as we continue to review the Affordable Care Act and its ongoing impact on retail employers and their group health plans.

In less than a year, retail employers employing at least 50 full-time employees will be subject to the Employer Shared Responsibility provisions. Under these provisions, if retail employers do not offer health coverage or do not offer affordable health coverage that provides a minimum level of value to their full-time employees, they may be subject to a tax ...