535 Grand Avenue, Grand Junction, CO 81501
970-243-7789

Utah Compliance Connection - June 2023

June 1, 2023

Federal Compliance Update

Federal Pregnant Workers Fairness Act Due This Month: Compliance Reminder

Federal employment law is about to give birth to some long-overdue requirements. As of June 27, 2023, employers with 15 or more employees must provide pregnancy-related accommodations to employees and applicants under the federal Pregnant Workers Fairness Act (PWFA). Below we’ll refer to employees and applicants collectively as “employees.”

Pregnancy Related Accommodations

Under the PWFA, employees are entitled to accommodations for a condition related to or affected by pregnancy, childbirth, or a related medical condition. The condition can be physical or mental. Pregnancy-related conditions include, among others, morning sickness, gestational diabetes, post-partum depression, and lactation.

This law expands employer obligations beyond what is already required by the Americans with Disabilities Act (ADA) in that being entitled to a pregnancy-related accommodation does not require that the employee’s condition rise to the level of disability. Also, employees are entitled to accommodations even if they can’t perform their essential job functions on a temporary basis.

Possible accommodations include but aren’t limited to:

  • Providing more frequent or longer breaks
  • Modifying a food or drink policy
  • Providing seating or allowing the employee to sit more frequently if their job requires standing
  • Observing limits on lifting
  • Providing job restructuring, light duty, or a modified work schedule

Employers can’t require an employee to take leave if a reasonable on-the-job accommodation is available. Like the ADA, the employer and employee should engage in the interactive process to determine what reasonable accommodations can be provided. However, if the employer is willing to grant the employee’s request, the interactive process is not required.

Note that many states have already implemented pregnancy accommodation laws, some of which may be more generous than the PWFA. Employers need to apply the law—or the aspect of each law—that is most favorable to employees.

Undue Hardship Exception

Employers don’t have to provide an accommodation if doing so would cause an undue hardship on the operation of the employer’s business. Undue hardship is defined as “an action requiring significant difficulty or expense,” the same as under the ADA. This is a high standard for employers to meet.

Action Items

  • Add a pregnancy accommodations policy to your handbook if you don’t already have one
  • If you’re subject to a state law that provides similar accommodations, make sure your policy captures the most employee-friendly aspects of the applicable laws
  • Ensure that managers are aware of the law and types of accommodations that may be required

Federal: EEOC Releases PWFA Resources

On June 27, 2023, the Equal Employment Opportunity Commission (EEOC) released the following resources to accompany the Pregnant Workers Fairness Act (PWFA), which took effect on the same day:

The PWFA requires covered employers—those with 15 or more employees—to provide reasonable accommodations to a worker’s known limitations related to pregnancy, childbirth, or related medical conditions, unless it will cause the employer an undue hardship.

Artificial Intelligence is coming. Here is a guideline to assist with preparing for this new technology:

As artificial intelligence (AI) technology continues to advance, employers are increasingly exploring its potential to enhance productivity, efficiency, and decision-making in the workplace. While this technology presents opportunities for employers, it has limitations and exposures that must be considered. Implementing AI systems and tools requires careful consideration to ensure an organization’s responsible and ethical use.

This checklist aims to assist employers in establishing and maintaining AI systems and tools in the workplace. It’s intended to be used as a guide, so it doesn’t include every step or consideration, and not all of the following steps are necessary to establish and maintain AI systems in the workplace. Since AI in the workplace requires employers to navigate a complex web of legal, operational, and other considerations, employers are encouraged to seek legal counsel and other industry experts to address specific issues and concerns. This checklist is merely a guideline. It is neither meant to be exhaustive nor meant to be construed as legal advice. It does not address all potential compliance issues with federal, state, or local standards.

Before Implementing AI Systems

Define clear goals, objectives and outcomes for implementing AI in the workplace.

☐ Yes

☐ No

☐ N/A

Determine whether AI is the best solution to meet the organization’s goals, objectives and outcomes.

☐ Yes

☐ No

☐ N/A

Identify potential risks and unintended consequences of implementing AI systems.

☐ Yes

☐ No

☐ N/A

Consider the organization’s return on investment for implementing AI technology.

☐ Yes

☐ No

☐ N/A

Assess the compatibility of AI systems and tools with the organization’s existing technology systems.

☐ Yes

☐ No

☐ N/A

Consult with experts to help the organization understand AI system options, potential issues and long-term benefits.

☐ Yes

☐ No

☐ N/A

Gather data that will be used for AI systems, models, and tools.

☐ Yes

☐ No

☐ N/A

Assess data that will be used to train AI algorithms to ensure it is accurate, reliable and representative of diverse populations to avoid perpetuating biases or discriminatory outcomes.

☐ Yes

☐ No

☐ N/A

If using a vendor to implement AI systems and tools, ask how the vendor tests or validates their datasets and algorithms. This is essential because organizations may be held responsible for AI decision-making tools that discriminate on a prohibited basis protected by anti-discrimination laws even when those tools are developed by a vendor.

☐ Yes

☐ No

☐ N/A

Ensure AI systems are transparent and provide understandable explanations for their decisions or recommendations.

☐ Yes

☐ No

☐ N/A

Implement mechanisms and controls to prevent biases and discriminatory outcomes and ensure fairness.

☐ Yes

☐ No

☐ N/A

Safeguard sensitive employee data by implementing security measures.

☐ Yes

☐ No

☐ N/A

Obtain employee consent before collecting and processing employee personal data, if required.

☐ Yes

☐ No

☐ N/A

Determine whether the organization’s AI systems and tools conform to established or legally required accessibility standards.

☐ Yes

☐ No

☐ N/A

Decide what methods will be used to sort data or information generated by AI systems and tools, ensuring they conform to all applicable legal standards.

☐ Yes

☐ No

☐ N/A

Designate individuals to be responsible for all AI-related decisions and outcomes.

☐ Yes

☐ No

☐ N/A

Establish a plan to address any misuse or abuse of AI systems.

☐ Yes

☐ No

☐ N/A

Implement cybersecurity measures to safeguard AI systems.

☐ Yes

☐ No

☐ N/A

After Implementing AI Systems

Establish systems and processes to regularly monitor and audit the organization’s AI systems to identify and address potential biases and discriminatory outcomes.

☐ Yes

☐ No

☐ N/A

Ensure humans are involved in auditing AI systems and processes as they evolve.

☐ Yes

☐ No

☐ N/A

Monitor and evaluate the performance and impact of AI systems and tools to ensure they align with the intended objectives.

☐ Yes

☐ No

☐ N/A

Measure results, decisions and outcomes of the organization’s AI systems.

☐ Yes

☐ No

☐ N/A

Ensure compliance with relevant data protection regulations and employment laws.

☐ Yes

☐ No

☐ N/A

Train employees regarding AI systems and their capabilities, including any workplace policies related to AI use.

☐ Yes

☐ No

☐ N/A

Assess AI’s impact on the workplace, including identifying areas where AI can automate tasks so employees can focus on more strategic work.

☐ Yes

☐ No

☐ N/A

Implement training programs to upskill and reskill employees so they can be successful in an AI-driven workplace.

☐ Yes

☐ No

☐ N/A

Regularly review and update AI systems and models to adapt to changing business needs and technological advancements.

☐ Yes

☐ No

☐ N/A

Implement a system for stakeholder and employee feedback.

☐ Yes

☐ No

☐ N/A

Measure results, decisions and outcomes of the organization’s AI systems.

☐ Yes

☐ No

☐ N/A

Ensure compliance with relevant data protection regulations and employment laws.

☐ Yes

☐ No

☐ N/A

Train employees regarding AI systems and their capabilities, including any workplace policies related to AI use.

☐ Yes

☐ No

☐ N/A

Assess AI’s impact on the workplace, including identifying areas where AI can automate tasks so employees can focus on more strategic work.

☐ Yes

☐ No

☐ N/A

Implement training programs to upskill and reskill employees so they can be successful in an AI-driven workplace.

☐ Yes

☐ No

☐ N/A

Regularly review and update AI systems and models to adapt to changing business needs and technological advancements.

☐ Yes

☐ No

☐ N/A

Implement a system for stakeholder and employee feedback.

☐ Yes

☐ No

☐ N/A

State Compliance Update 

Nothing for now…

Compliance Calendar

July

07/01 – 2022 EEO-1 Component 1 Data Collection Opening (all private sector employers with 100 or more employees, and federal contractors with 50 or more employees meeting certain criteria must submit)

07/31 – Form 5500 Filing Deadline (calendar year plans) 07/31 – Form 941 Filing Deadline (second quarter) 07/31 – PCORI Fee Deadline

August

08/01 – VETS-4212 Filing Open (federal contractors)

September

09/30 – Summary Annual Report (SAR) Deadline (calendar year plans)

09/30 – VETS-4212 Filing Deadline (federal contractors)

Disclaimer:

Lighthouse HR Support (LHRS) provides practical human resource information and guidance based upon our knowledge and experience in the industry and with our clients. LHRS services are not intended to be a substitute for legal advice. LHRS services are designed to provide general information to human resources and/or business professionals regarding human resource concerns commonly encountered. Given the changing nature of federal, state and local legislation and the changing nature of court decisions, LHRS cannot and will not guarantee that the information is completely current or accurate. LHRS services do not include or constitute legal, business, international, regulatory, insurance, tax or financial advice. Use of our services, whether by phone, email or in person shall indicate your acceptance of this knowledge.

Written By:

Kelly Murphy

Kelly Murphy

Senior HR Business Partner

Kelly brings a wealth of knowledge with nearly 30 years of human resource experience. She provides expertise in various human resource categories, including employee relations, performance management, HR Form creation/review (employee handbooks, job descriptions, etc.), employee/management training, workplace investigations, etc. Her human resource certifications include PHR (Professional Human Resources) and SHRM-PC (Society for Human Resource Management Certified Professional). 

Kelly attended Colorado Mesa University and Waldorf University, where she earned a degree in Human Resource Management and Business Administration with Summa Cum Laude honors. She was named Western Colorado Human Resource Association Professional of the Year, 2013, and currently serves on the Board of Directors. She also is a member of the WCHRA Skills Development Committee, the WCCA Education Committee, and the Members/Events Committee. She serves as an Ambassador for both the Fruita and Palisade Chamber of Commerce.