Contributed By Ogletree, Deakins, Nash, Smoak & Stewart
Arbitration Agreements
The Supreme Court of the United States’ ruling in Badgerow v Walters on 31 March 2022 will require more employers to file motions to confirm, modify or vacate arbitration awards in state – rather than federal – courts. . Although the decision does not directly impact the overall benefits of employment arbitrations, state courts are traditionally more skeptical than federal courts when it comes to arbitration.
COVID-19 Vaccination Mandates
The Equal Employment Opportunity Commission (EEOC) has clarified that employers may require employees to receive a COVID-19 vaccine that has received an Emergency Use Authorization (EUA) designation from the federal Food and Drug Administration (FDA). However, employers are required to provide reasonable accommodations to disabled and pregnant employees, and those with sincerely held religious beliefs. Employers have been largely successful against court challenges to such mandates.
Abortion-Related Issues
On 24 June 2022, in Dobbs v Jackson Women’s Health Organization, the Supreme Court of the United States struck down its prior 1973 precedent in Roe v Wade and ruled that abortion was no longer a right under the US Constitution. On 29 June 2022, the US Department of Health and Human Services (HHS) issued guidance addressing how the Health Insurance Portability and Accountability Act of 1996 (HIPAA) privacy requirements would limit access to private medical information relating to abortions, as held by HIPAA-covered entities. On 8 July 2022, consistent with his opposition to the Dobbs opinion, President Biden issued an executive order outlining initiatives to support reproductive health rights, which may lead to additional HIPAA guidance.
State and Local Law Changes
The past year saw significant employment-related legislative activity by states and localities, particularly in the areas of:
Key Measures to Address COVID-19
Agency rules and executive orders on vaccination and testing
On 13 January 2022, the Supreme Court struck down the US Occupational Safety and Health Administration’s Emergency Temporary Standard (ETS), which required widespread vaccination mandates (with limited exceptions). On the same date, the Supreme Court allowed a vaccine rule promulgated by the Centers for Medicare & Medicaid Services (CMS) to proceed, which applied in a more limited setting.
President Biden also issued Executive Order (EO) 14042, which requires certain federal contractors to comply with various workplace safety rules, including mandatory COVID-19 vaccinations. The Biden administration subsequently notified federal contractors that it will not enforce the requirements of EO 14042, based upon the multiple pending judicial stays and injunctions.
EEOC guidance on COVID-19 testing
On 12 July 2022, the EEOC updated its guidance to confirm an employer's obligation to demonstrate that requiring an employee to be tested for COVID-19 is “job-related and consistent with business necessity”. This is an Americans with Disabilities Act (ADA) requirement that EEOC had “presumed” in its pandemic guidance.
State and local governments have also enacted laws to mitigate COVID-19 – including face-covering orders, and screening and closure orders – that impact workplaces.
State and local COVID-19 requirements
Some state and local governments established COVID-19 mitigation measures, including vaccination and masking requirements; to date, many such rules have expired. However, other states have enacted laws that prevent state and local governments (as well as private employers) from imposing COVID-19 vaccine mandates as a condition of employment – or, at least, place limitations on such mandates.
The Fair Labor Standards Act (FLSA) exempts certain white-collar workers from the statute’s minimum wage and overtime requirements. Employers are not required to pay minimum wages or overtime pay to executive, administrative and professional employees who satisfy the salary level and other requirements to meet one of the white-collar exemptions. Employees who do not meet the FLSA exemptions (generally blue-collar workers) are entitled to minimum wage and overtime under the FLSA, as well as any state or local minimum wage or overtime requirements.
Employment contracts are not required. Where a written contract does not exist, courts may imply terms governing the employment relationship from statements made in employee handbooks, offer letters and/or oral representations.
In the American workplace, employment is generally assumed to be at-will, meaning either the employee or the employer can end the employment relationship at any time. For those employment relationships that are under contract, most are in writing – although, depending on applicable state law, the employment contract need not be in writing to be enforceable. State law may, however, prescribe what an employment contract must include.
There is no federal law that requires employers to provide specific written information to employees at the time of hire, but some states require employers to disclose information such as the employee’s wages or regular payday at the outset of employment.
Under the federal FLSA, most employers are required to pay overtime – at a rate of time and one half of the employee’s regular pay – for each hour worked that exceeds 40 hours per week, unless the employee is statutorily exempt. Some states expand these terms and conditions to include overtime in excess of eight hours in one day or overtime for work performed on weekends. The FLSA limits the types of flexible scheduling arrangements available. Maximum working hours for minors are imposed by federal and state laws.
Minimum wage requirements are imposed by federal and state laws. The federal minimum wage for employees covered by the FLSA is currently USD7.25 per hour. States and localities may impose minimum wages above the federal minimum wage. The federal government does not otherwise intervene in decisions regarding increases, bonuses or other types of compensation. State laws regulate the timing of compensation payments and permissible deductions from pay.
Vacation Pay
Vacation and vacation pay are subject to very few regulations and are not required under federal law. However, most employers do provide some paid vacation leave, which is regulated by state and/or local law. State laws will often determine whether an employee is entitled to accrued vacation pay at the conclusion of the employment relationship.
Family/Medical Leave
The federal Family and Medical Leave Act (FMLA) requires employers of a certain size to provide unpaid leave for maternity, to take care of a medical condition, or to care for family members. Under the FMLA, an employee is eligible for unpaid leave if the employee has been employed for at least 12 months by the employer and for at least 1,250 hours of service during the previous 12-month period. An eligible employee is entitled to:
Leave related to a serious health condition may be taken intermittently or on a reduced leave schedule when medically necessary.
Some state and local family leave laws provide more generous leave benefits than the FMLA by:
Workplace Accommodations
Additionally, the ADA requires an employer to provide a disabled employee with reasonable accommodations unless said accommodations would impose an undue hardship on the employer. Reasonable accommodations can include a leave of absence, a modified work schedule, modified duties, transfer to a vacant position, or (in some instances) unpaid leave beyond the 12 weeks provided under the FMLA.
Confidentiality/Non-disparagement
Traditionally, there have not been limitations on confidentiality and non-disparagement requirements. However, there are increasing concerns with regard to such requirements in the employment arena, particularly around the extent to which they might prevent disclosure of harassment allegations. This is an area that is still evolving under US law.
Employee/Employer Liability
In general, employees may be held liable for their actions depending on the nature of the act and the context in which the act occurred. Under the American doctrine of respondeat superior, an employer may be held:
The enforceability of restrictive covenants, including non-competition and non-solicitation agreements, vary considerably from state to state. A covenant that is enforceable in one state may well be unenforceable in another. Most states follow the general rule that restrictive covenants are enforceable, provided they are necessary to protect a legitimate interest of the employer and are reasonably limited in time, geographic scope and the restrictions placed on the employee.
A growing number of states have substantially limited the circumstances under which covenants are enforceable. In California, for example, non-competition agreements are invalid unless otherwise covered by an express statutory exception.
An employer can enforce a restrictive covenant by filing a civil lawsuit seeking an injunction to prevent the employee from violating the covenant and/or damages to compensate the employer for the violation.
Whether a court will enforce or rewrite an overbroad agreement also varies by state. Some states permit courts to rewrite overbroad provisions through a process called reformation. Some states permit “blue pencilling”, which allows the court to erase overbroad terms and enforce the remaining provisions. Still, other states do not permit either approach; in those states, courts will not enforce an overbroad agreement at all.
See 3.1 Non-competition Clauses.
Data Protection Laws
Employee data protection laws in other countries are often much more restrictive than in the US. However, the US is trending towards more data protection obligations, with an assortment of data protection laws that regulate the collection, use and transfer of employees’ personally identifiable information (PII) and personal health information (PHI). These laws are not limited to protecting active employee information, so employers’ obligations extend to former employees, job applicants, independent contractors, and other non-employee groups whose personal information they may obtain (such as customers).
There are a number of federal data protection laws that impact the employment relationship, including:
Another federal law, the Privacy Act of 1974, limits the type of information that federal government employers may keep on their employees.
Personal Information Requirements
Most US states impose requirements related to personal information. Every state has enacted laws defining PII and requiring notification of security breaches involving PII, and many have enacted laws that require companies to keep PII secure and to destroy, dispose of, or otherwise make PII unreadable or undecipherable once they are finished with PII they hold.
Many states have also enacted laws to protect social security numbers, with limited exceptions for employers, and some have laws providing expanded protections to PHI or other health information. A significant number of states have also enacted employee social media privacy laws, limiting when and how employers may use social media information about their employees.
Certain states have laws that represent new approaches to data protection and have become a model for similar legislation across the nation. One such example is Illinois, which imposes conditions on the collection and use of biometric information, including fingerprints, retina scans and facial geometry scans (which could be used to identify individuals through photographs). The Illinois Biometric Privacy Act (BIPA) has a number of requirements, including written consent and disclosure of policies related to biometric data collection and usage. It also allows private individuals to bring suit and recover damages for violations.
Elsewhere, in 2018 the California Consumer Privacy Act (CCPA) established rights for California residents, including notice obligations for employers on the information they hold on employees, applicants and contractors. The California Privacy Rights Act (2020) introduces a number of changes to the CCPA and goes into effect in 2023. Among these changes is an end to employer exceptions for a number of CCPA notice and individual right requirements.
Laws concerning personal information and data protection are changing rapidly. In addition to proposed national legislation, new rights and duties for employers are expected in a number of states over the coming years.
US employers are prohibited from hiring or continuing the employment of a worker who is not authorised to work in the US. The Immigration Reform and Control Act of 1986 (IRCA) places the burden of immigration compliance on employers and prohibits the hiring, recruiting or referring for a fee of individuals who are not authorised to work in the US. It also requires employers to confirm the identity and employment eligibility of new employees.
Subject to very few exceptions, a foreign worker must have a work visa permitting them to work in the US. Employers have the option of participating in the immigration sponsorship process; however, they may not directly ask about a candidate’s national origin, citizenship or immigration status during the hiring process. Instead, employers must use neutral questions to determine whether the applicant requires immigration sponsorship to begin working or to continue employment in the future. Those questions include:
When a candidate answers affirmatively to the second question, the employer may ask more direct questions about the applicant’s immigration status and work authorisation in order to make an informed hiring decision.
Foreign nationals can obtain nonimmigrant (temporary) visas and immigrant (permanent) visas in the US. Most foreign nationals initially enter the US with a nonimmigrant visa. The most common employer-sponsored nonimmigrant visas include the H-1B, L-1 and TN.
H-1B Visa
H-1B visa status is available to foreign nationals coming to the US to work temporarily for a specific US employer in a specialty occupation. A specialty occupation is defined as one that requires the following as a minimum for entry into the job:
The H-1B is subject to an annual quota. The United States Citizenship and Immigration Services (USCIS) implemented a new pre-registration process in 2020. Selection in the pre-registration process is required before an employer can submit an H-1B petition on behalf of a foreign national.
The pre-registration process begins in March each year, with the earliest possible H-1B start date of 1 October. If a foreign national currently holds H-1B status, they are eligible to “port” the H-1B status to a new employer at any time after filing a new H-1B petition.
L-1 Visa
L-1 visa status is available to employees of foreign companies who are coming to the US to work temporarily for a qualifying organisation that is related to the foreign company. This must be either the same company, the parent company, a branch office, an affiliate or a subsidiary. The employee must have at least one year of experience working for the company abroad and must be coming to the US to work in an executive, managerial or specialised knowledge capacity.
TN Visa
TN visa status is only available to citizens of Canada and Mexico. Canadian and Mexican nationals may qualify for TN classification if they possess the necessary credentials for one of the listed approved TN occupations.
The NLRA, enacted in 1935, was designed to provide rules to limit “industrial warfare” after a period of violence and unrest between employers and employees. The NLRA protects employees’ rights to engage in “protected, concerted activity” in the workplace regarding the terms and conditions of their employment and, if they choose, to organise a union.
Although 29.5% of American employees belonged to unions in the 1960s, union membership in the private sector has declined steadily since then and currently stands at just 6.1%. In contrast, the percentage of union employees in the public sector has grown markedly in the past 20 years and currently stands at 33.6%.
The NLRA prohibits private sector employers from interfering with, restraining or coercing employees in the exercise of their rights to organise a union. The NLRA also protects employees’ right not to organise a union.
Section 9 of the NLRA prescribes general rules concerning the election process, and the National Labor Relations Board (NLRB) and the courts have developed processes through which employees have the opportunity to cast an informed vote in an election to determine a union’s representation status.
In December 2019, the NLRB issued new guidelines on the conduct of representation elections, revising rules implemented under the prior administration that were considered by employers to have tilted the process in favour of unions. The newly revised rules seek to restore the balance between employer, union and employee interests in the election process. The current administration is, however, openly pro-union, and decisions from the NLRB reflect these pro-union leanings.
Once elected, the role of the union is to represent fairly the interests of the employees in the bargaining unit and negotiate the terms and conditions of employment with the company, including wages, benefits and other terms and conditions such as seniority, overtime and work schedules.
Under the NLRA, subjects of bargaining are divided into two categories:
When employees choose a union to represent them, the employer and the union are required to meet at reasonable times and places to negotiate in good faith to reach a binding agreement that sets forth the terms and conditions of employment. The employer and union are not required to adopt any proposal made by the other, but they are required to bargain in good faith to try to reach an agreement. Failure to reach an agreement may result in a strike, lockout, or resort to other economic weapons.
If the parties do not reach agreement despite good-faith bargaining, the employer may declare an impasse and unilaterally implement its bargaining proposals. The union may, however, file an unfair labour practice charge with the NLRB if it contends the employer failed to bargain in good faith. The NLRB can order the employer back to the bargaining table and to rescind any unilateral changes it may have made based on a claim of impasse.
For workforces that are organised, bargaining typically takes place at the company level. Some employers, however, bargain with unions through associations that may result in a uniform agreement for certain types of work performed by numerous different employers (eg, across an industry such as construction).
Employment is generally presumed to be at-will, meaning either the employee or the employer can end the employment relationship without notice at any time for any reason (good, bad or no reason). There are four major exceptions to the employment at-will doctrine:
The laws surrounding these exceptions vary considerably by state.
Unless provided for by the terms of an employment contract or collective bargaining agreement, procedures do not differ depending on the grounds for dismissal.
Layoffs
In the United States, the term “layoff” is often used for instances in which an employer eliminates a number of jobs owing to economic reasons or a business need to restructure.
Although a group of at-will employees may generally be dismissed by an employer at any time, the federal Worker Adjustment and Retraining Notification (WARN) Act and certain state law equivalents require employers to provide employees advance notice of a layoff or plant closing in some circumstances. In addition, if an employer seeks a release of federal age discrimination claims in connection with an exit incentive programme or other group employment termination, they must provide certain disclosures to the employees being separated. Lastly, an employer may have additional obligations when dismissing a group of employees under a collective bargaining agreement or (in some cases) if the employee works in the public sector.
Unless specified in an employment contract or collective bargaining agreement, there generally are no notice requirements. Caveat: in some circumstances involving a plant closing or mass layoff, an employer may have to provide employees 60 days’ notice of the layoff under the WARN Act or an applicable state law equivalent. Some of these analogous state laws are more expansive in terms of coverage and employee rights.
Similarly, except where provided for by an employment contract, severance pay is not required. Employees are generally not entitled to compensation on dismissal beyond pay up until their final day of employment and any other business expenses owed to them at the time of dismissal. Depending on the law of the state in which the employee works, an employee may be entitled to receive temporary and partial wage replacement called “unemployment compensation”, which is generated by the state government from a special tax paid by employers.
Because employment is generally presumed to be at-will, an employer may dismiss an employee for any reason, with or without cause or notice, except when:
any applicable employment contract, collective bargaining agreement provides otherwise; or
for a reason proscribed by federal, state or local law (ie, an employee’s age, disability, national origin, race or sex).
In a collective bargaining relationship, there are recognised principles of just cause. The employee must have notice of the rule that is the subject of dismissal, the rule must be reasonable, the employer must have conducted a fair investigation and ascertained evidence of the violation, and the penalty must fit the “crime”. The determination of such must include an assessment of the prior points, in addition to the employee’s seniority and work record.
Termination agreements are permissible. In general, there are no specific procedures or formalities required for termination agreements.
The Older Worker Benefit Protection Act (OWBPA) provides procedural safeguards where an employer seeks a paid release of federal age discrimination claims. Additionally, special rules exist for the release of claims based on violations of the FLSA, which requires minimum wage and overtime pay for most employees. Several federal agencies, such as the Securities and Exchange Commission (SEC) and the NLRB, have also brought enforcement actions against employers whose release agreements impede a person from exercising their right to provide truthful information to governmental or regulatory bodies.
There is no specific protection against dismissal for particular categories of employees, except where provided by the anti-discrimination laws, the NLRA, or other federal or state statutes.
Employment is generally assumed to be at-will, meaning either the employee or the employer can end the employment relationship at any time for any or no reason; this is determined by state law. However, as discussed in 7.1 Grounds for Termination, some common exceptions to the employment at-will doctrine include:
Employees may have grounds for a wrongful dismissal claim, therefore, in situations where employment is terminated as a result of whistle-blowing, filing a worker’s compensation claim, or refusing to engage in unlawful conduct.
The remedies available depend on the law under which those claims are asserted, but generally include some combination of back pay, lost benefits, front pay, liquidated damages, compensatory damages (which include emotional distress damages), punitive damages, and attorneys’ fees and costs, in addition to equitable relief such as reinstatement.
Discrimination
Employment discrimination is prohibited by a variety of federal, state and local laws. Federal law prohibits employment discrimination based on the protected characteristics of race, colour, national origin, sex (which includes sexual orientation and gender identity), pregnancy, religion, age, disability, citizenship status, genetic information and military affiliation. Federal law also prohibits retaliation against employees who oppose unlawful discrimination or who participate in proceedings challenging unlawful discrimination.
Most state and some local laws contain analogous prohibitions, with certain jurisdictions expanding the list of protected categories to include such characteristics as marital and/or familial status, political affiliation, language abilities, use of tobacco products, public assistance status, height, weight and personal appearance.
Prohibited Practices
Prohibited discriminatory practices generally include bias in all terms, conditions and privileges of employment, including hiring, promotion, evaluation, training, discipline, compensation, classification, transfer, assignment, layoff and discharge. Where disadvantageous to the employee, these activities are often referred to as “adverse actions”. To demonstrate discrimination, an employee must establish a connection between the protected characteristic and the adverse action or condition.
Harassment
Workplace harassment is also unlawful. Although many harassment cases involve allegations of sexual harassment, harassment based on other protected characteristics is also actionable. Employer liability in harassment cases depends on:
Retaliation
It is unlawful to retaliate against employees who raise concerns about unlawful discrimination or harassment. An employee need not prove that discrimination occurred in order to prove that an employer’s response to the employee’s complaints constituted unlawful retaliation. Rather, an employee simply needs to prove a causal connection between the complaints and the adverse action.
Proving Discrimination
Generally, employees must first prove:
The employer must then establish that the adverse employment action was taken for a legitimate, non-discriminatory reason. If the employer does so, the employee must prove that the reason offered by the employer was a cover-up (or pretext) for discrimination. An employee is also generally required to show that the employer intended to discriminate, except when claiming a particular practice or policy has a disparate impact based on a protected characteristic.
There are also affirmative defences to discrimination claims that may apply in limited circumstances and depending on the nature of the claim. Employers are generally allowed, for example, to discriminate on the basis of sex, age, religion or national origin if such a characteristic constitutes a bona fide occupational qualification (BFOQ). A BFOQ exists when a specific characteristic is necessary for the performance of the job. Gender may be a relevant factor, for example, in job performance for a model of women’s clothing. The BFOQ defence is very narrowly restricted and should not be relied on in most situations.
Remedies available for discrimination claims depend on the law under which those claims are asserted, but generally include some combination of back pay, lost benefits, front pay, liquidated damages, compensatory damages (which include emotional distress damages), punitive damages, and attorneys’ fees and costs, as well as equitable relief such as reinstatement.
Federal employment agencies such as the EEOC and the Department of Labor have authority to investigate certain employment claims and even litigate those claims in federal court on behalf of employees. These agencies also have authority to hear such employment claims through an administrative law judge.
Litigation
American employment litigation in the courts is handled by attorneys on behalf of their clients. There is a well-established plaintiffs’ bar that represents individuals and classes, typically on a contingency fee basis. For employer and company defendants, there is also a well-established defence bar. Cases are resolved through the representation of counsel, either by dispositive motion, settlement, or jury verdict.
Depending on the nature of the claims and the parties, employment disputes may be litigated in either federal or state court. Federal courts have jurisdiction to hear employment cases:
The federal court system comprises 12 judicial circuits, which are geographically divided across the country. Each circuit is divided into a number of geographic districts, with a trial court in each district. Decisions of these trial courts may be appealed to the district’s corresponding circuit court of appeals, and ultimately to the Supreme Court. State courts have jurisdiction to hear cases arising out of state employment laws. Each state has a court system that is composed of trial courts, courts of appeal and a state supreme court.
Class Action Claims
Class action claims are available in employment disputes, unless the employee has waived the right to participate in such claims ‒ for example, by signing an employment contract that prevents the employee from pursuing class claims. The Supreme Court decision in Wal-Mart Stores, Inc v Dukes, 564 US 338 (2011) was a landmark decision that interpreted the class action commonality requirement as a requirement that the class present the capacity to generate common answers apt to drive the resolution of the litigation. More recently, the Supreme Court’s Epic Systems Corp v Lewis decision (138 S Ct 1612 (2018)) permits employers to implement and enforce arbitration agreements with class-action waivers.
These are matters that on occasion are addressed by the legislative body, and the current legal landscape could change with respect to enforcement of arbitration provisions through the legislative process.
Many employers prefer arbitration because the proceedings are quicker and less public.
Pre-dispute arbitration agreements are generally enforceable. The Supreme Court has recognised a liberal federal policy favouring arbitration and has permitted employers to require that employees submit employment-related claims to arbitration on an individual basis (and not as part of a class action). Most employment disputes may be submitted to arbitration, although new federal legislation in 2022 places limits on the enforceability of mandatory pre-dispute arbitration agreements in the case of sexual harassment and sexual assault claims.
Attorneys’ fees and costs are available under some employment statutes. For instance, Title VII and other federal anti-discrimination statutes permit the prevailing party to recover attorneys’ fees.
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