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California Leave Laws Pop Quiz
Posted by Giuliana Gabriel, Senior HR Compliance Director on May 29, 2025
Tags: Employers Report, Leave Laws
My employee just informed me she experienced a miscarriage. I want to be sure we give her the time she needs and is entitled to during this difficult time. Which California leave laws may apply?
- Reproductive Loss Leave
- Mandatory Paid Sick Leave
- Pregnancy Disability Leave
- California Family Rights Act Leave
- All of the above
You guessed it! The correct answer is “E”-all of the above may apply. In California, it is important to remember that employees often have multiple leave entitlements that apply depending on the circumstances. A seasoned HR professional will also consider whether the leaves should run concurrently (at the same time) or consecutively (separately). Let’s unpack all of this below.
Reproductive Loss Leave
Reproductive loss leave is a relatively new law (effective January 1, 2024) and covers employers with 5 or more employees. It provides up to 5 days of protected bereavement leave for a “reproductive loss event.” This includes events such as miscarriages, failed adoptions and surrogacies, stillbirths, and unsuccessful assisted reproductions.
In most cases, employees have up to 3 months to use the leave. However, the employee is not required to use all five days at once. Also, an employee is entitled to 5 days for each reproductive loss event. For example, if an employee has multiple miscarriages, they are entitled to 5 days of protected time off for each miscarriage. Employers do have the option to cap this leave at 20 days total in a 12-month period (but make sure to explicitly include this in your handbook policies!).
Another important note is that employers are not allowed to request certifying and/or medical documentation for this leave.
Reproductive loss leave is unpaid, but employees may opt to use available accrued time, such as paid sick leave, as discussed below.
Mandatory Paid Sick Leave
In California, paid sick leave applies to employers of all sizes. Almost all employees are entitled to 5 days or 40 hours (whichever is greater) of paid sick leave (PSL) per year. Any time your employee (or their covered family member) experiences a medical issue, you should assess whether they have this protected time available to use. In the case of a reproductive loss event, California allows the employee to use any available paid sick leave, vacation, or PTO to cover their leave, so they can get paid.
While you should not force an employee to use their mandatory paid sick leave, they may elect to do so for a reproductive loss event. In that case, PSL would run concurrently (at the same time) with their reproductive loss leave.
PDL & CFRA/FMLA
Finally, employers with 5 or more employees should also consider whether the employee is eligible for pregnancy disability leave (PDL), California Family Rights Act leave (CFRA), and/or federal Family and Medical Leave (FMLA-if you have 50 or more employees).
The law is clear that reproductive loss leave is separate from, and in addition to, these other types of leave. This means reproductive loss leave does not run concurrently with PDL, CFRA or FMLA. Instead there is a special rule: If an employee is on another type of leave during the reproductive loss event, they can take reproductive loss leave within three months of finishing the other form of leave.
For example, you may have an employee on PDL who then experiences a miscarriage. If their doctor certifies they are still considered disabled by pregnancy, the employee may first exhaust their PDL entitlement (which can be up to 4 months). Once that concludes, the employee may then elect to use their 5 days of reproductive loss leave (within 3 months of their PDL end date, for example).
Leave laws are complex and carry a lot of considerations. You can ease the HR burden by becoming a member of CEA, for as low as $125/month. This includes unlimited calls and emails with our live subject matter experts to get the clarification you need, as well as access to our extensive library of employer resources! Join CEA today.
Level Up Your Skills This Summer: June & July Events
Posted by California Employers Association on May 28, 2025
Tags: Training & Development
Upgrade your leadership skills and compliance knowledge this summer with CEA! Conflict in any workplace is inevitable. But is your management team confident in managing conflict when it arises? Join us on June 11 for Helping Managers Navigate Conflict and Hard Conversations to learn practical tools to manage conflict so you can have a productive, respectful workplace.
HR FAQ’s: Prayer in the Workplace
Posted by Mari Bradford, PHR, Senior HR Director on May 28, 2025
Tags: Compliance
Q: I own a construction company, and I would like to open up our weekly safety meetings with prayer. I would like to require all my employees to attend and participate. Is this okay?
A: You may require your employees to attend safety meetings, as these are part of their job duties. However, you cannot require them to participate in a prayer or penalize them in any way for opting out.
As of January 1, 2025, Senate Bill 399 prohibits both public and private employers from firing, disciplining, retaliating against, or threatening employees who choose not to attend or engage in meetings that communicate the employer’s views on religious or political matters.
Under this law, if an employee declines to participate in a prayer at a meeting, they must still be paid for their time. The law defines:
- Religious matters as topics related to religious affiliation, practice, or the choice to support or join a religious organization.
- Political matters as topics concerning elections, political parties, legislation, regulation, or decisions about supporting political or labor organizations.
There are limited exceptions for certain religious, political, and educational institutions. Violating this law can result in a $500 fine, potential civil liability, and enforcement by the Labor Commissioner.
Best PracticeYou’re welcome to offer an optional prayer at the start of your meetings, but participation must be entirely voluntary. Avoid any pressure, implied expectations, or negative consequences for employees who choose not to take part. It’s also a good idea to train supervisors and managers on employees’ rights concerning religion and political beliefs in the workplace.
Celebrating Juneteenth 2025
Posted by Eli Nuñez, HR Director on May 28, 2025
Tags: Holidays
June 19, 2025 marks the one hundred and sixtieth anniversary of Juneteenth. President Joe Biden signed the Juneteenth National Independence Act on June 17, 2021, making it the 11 federal holiday in the United States. About half of the states in the nation also mark the day as an official state holiday.
What is Juneteenth?
Most of us who went to school in the 1900s were taught that Abraham Lincoln abolished slavery when he issued the Emancipation Proclamation in January 1863 at the height of the Civil War. From most students’ perspective, this was the end of slavery in the United States. Unfortunately, the order was not enforced until Union soldiers advanced into the Confederate States after the end of the war in 1865.
On June 19, 1865, US Major. General Gordon Granger delivered General Order No. 3 to the people of Galveston, Texas, which read in part:
The people of Texas are informed that, in accordance with a proclamation from the Executive of the United States, all slaves are free. This involves an absolute equality of personal rights and rights of property between former masters and slaves, and the connection heretofore existing between them becomes that between employer and hired labor.
That historic day became known as Juneteenth, a combination of June and nineteenth. Texas would become the first state to recognize its importance by making it a state celebration called “Emancipation Day” in 1980.
Celebrating Juneteenth
The earliest Juneteenth celebrations took place in Galveston and throughout Texas. Since African Americans were not allowed to use public facilities, many pooled their resources to purchase land to hold celebrations. Since then, the celebrations have ebbed and flowed, reflecting what was happening in America.
Many cities throughout the country hold celebrations commemorating this historic day, and employers frequently include Juneteenth as one of their recognized holidays. While California’s private employers are not required to close, or pay employees who are not working on any federal or state-recognized holiday (except in the case of certain government contracts or collective bargaining agreements), you may still consider providing opportunities for employees to celebrate and recognize Juneteenth. This could be as simple as a voluntary potluck or lunch & learn session.
Cultural events often provide an opportunity for employees to learn about the importance of a holiday and its significance to the shared American experience. In doing so, it could also promote understanding, respect, and unity among your workforce.
More questions on accommodating cultural celebrations? CEA members can call us at 800.399.5331 or email us at CEAinfo@employers.org.
June is Pride Month in the US
Posted by Eli Nuñez, HR Director on May 28, 2025
Tags: Equal Opportunity
June 2025 marks the twenty sixth annual celebration of Pride Month since President Bill Clinton proclaimed June as Gay and Lesbian Pride Month back in 1999. Pride Month focuses on achieving equal justice and opportunity for LGBTQI+ Americans.
History of Pride Month
The first Pride march actually happened many years before President Clinton’s proclamation, with the Gay Pride Liberation March in 1970 commemorating the first anniversary of the Stonewall Riots in New York City’s Greenwich Village. At that time, homosexual activity was illegal in almost every state, leading to harassment and abuse by law enforcement. When police attempted to raid the Stonewall Inn, they were met with resistance from staff and patrons as well as members of the surrounding community. The confrontations lasted until the morning hours after police were forced to barricade themselves in the bar until the crowd was de-escalated.
The following year Brenda Howard and other activists organized the first Pride Week and Pride Parade on the same street as the Stonewall Inn, attracting a large crowd that reportedly took up 15 city blocks at its peak. Soon after, other major cities began having similar celebrations, leading to the month-long celebration we have today, which includes rallies, pride parades, concerts, and other events.
LGBTQI+ in the Workplace
Many employers see a rise in conflict in the workplace when hot-button issues come to the forefront in current events and politics. Recent Executive Orders targeting the LGBTQI+ community in the military, federal agencies, sports, and even healthcare are no exception.
As a reminder, the state of California prohibits discrimination and harassment in employment because of sexual orientation, gender expression, or gender identity, including transgender or transitioning status. California’s protections extend beyond the workplace into areas such as public accommodation, housing, and receipt of services as outlined by the California Civil Rights Department and Attorney General Rob Bonta.
Pride Month is a great opportunity for employers to educate their workforce on the important contributions of LGBTQI+ individuals in the United States of America.
You do not need to look very far back in history to find someone from the LGBTQI+ community who helped shape the world we live in today: On September 11, 2001 Mark Bingham, a San Francisco resident and member of the LGBTAI+ community, with three other passengers on highjacked United Flight 93, rushed the cockpit forcing the hijackers to crash the plane in a remote field in Pennsylvania before reaching its intended target-believed to be Washington D.C . After his sacrifice U.S. Senators Barbara Boxer and John McCain honored him along with other Bay Area victims-many memorials have been established in his honor throughout the Bay Area.
Events should be voluntary. Remember that employees can refuse to attend mandatory meetings where employers express their political or religious views, and must be paid for their time even if they don’t attend. Events should be open to all employees.
CEA has a team of HR Advisors that can assist your company with questions and training, including Harassment Prevention Training, and other resources. Give us a call at 800.399.5331 to get started.
Do You Have the Leave Forms You Need?
Posted by Giuliana Gabriel, Senior HR Compliance Director on May 28, 2025
Tags: Compliance, Leave Laws
An employee just informed you they need a month off work for surgery. In California, what forms do you need to provide?
As a California HR professional, bells should be ringing in your head about potential leave rights anytime an employee comes to you with a medical issue. As an employer with five or more employees, one of the first things you should consider is whether the California Family Rights Act (CFRA) may apply. If the answer is yes, make sure you have your leave forms ready to go!
What does CFRA require?
CFRA provides up to 12 workweeks of unpaid, job-protected leave, during a 12-month period, for covered reasons. This includes when an employee has a serious health condition, or is caring for a covered family member with a serious health condition, military exigencies for a covered family member, and baby bonding.
During CFRA leave, you must maintain and pay for an employee’s coverage under a group health plan (although the employee is required to pay their share of the premiums). You do not need to pay an employee’s salary during this time off, however, they may use accrued time, such as sick leave, vacation, or PTO. Employees may also apply for partial wage replacement with the EDD, such as state disability insurance and paid family leave, as applicable.
In terms of administrative requirements, all covered employers must:
- Implement a written CFRA policy
- Post the Civil Right Department’s CFRA poster, and
- Be ready to administer CFRA leave, including the required forms.
Let’s talk about forms!
Upon request for CFRA leave or learning an employee may qualify for CFRA:
1. Provide the Notice of Eligibility and Rights and Responsibilities
- As soon as practicable, but no later than five business days.
- This form notifies the employee whether they are eligible to take family and medical leave (i.e., 12 months of service, and 1,250 hours of service in the past year, and has not already exhausted leave, etc.), and whether you need certification regarding their reason for taking leave (i.e., to confirm they have a serious health condition, need to care for a covered family member, etc.).
2. Provide the Medical Certification Form as needed
- If you request a medical certification, employers must allow at least 15 calendar days for the employee to provide the certification, if practicable. Additional time may be required in some circumstances. Medical certification should not be requested for baby bonding leaves.
3. Provide the Designation Notice
- Within five business days of receiving sufficient information that the employee qualifies for CFRA leave (e.g., after receiving medical certification).
- This form lets the employee know whether the leave will be counted as family and medical leave or whether the request is denied.
4. Provide additional applicable notices, such as DE 2515 (State Disability Insurance) and DE 2511 (Paid Family Leave).
Looking for all of the forms you need in one place? Employers may purchase our Leaves of Absence Tool Kit on CEA’s Store, including the required California forms for CFRA/FMLA, Pregnancy Disability Leave, and reasonable accommodation leaves.
CEA members have access to over 20 different tool kits, including the Leaves of Absence tool kit by on the HR Forms page.
Form I-9 Enforcement: Does Your Company Need a Tune-Up?
Posted by Giuliana Gabriel, Senior HR Compliance Director on May 28, 2025
Tags: Compliance
Even the sleekest sports car built to perform needs a tune-up now and then. Without regular maintenance, any machine can eventually come to a screeching halt. The same holds true for a company’s Form I-9 practices. Regular audits ensure that HR practices aren’t becoming sloppy, leading to inadvertent mistakes, or failure to follow record retention requirements, leaving your company vulnerable to costly penalties.
With a new presidential administration and promise of increased immigration enforcement, it is prudent for all employers to review their onboarding processes, conduct regular audits of I-9 Forms, and be in the best position should you receive a Notice of Inspection.
In this article, we’ll pop the hood and review some of the most frequently asked questions about Form I-9. You can access the current Form I-9, Edition 1/20/2025 here.
When do we need to complete the Form I-9?
You must complete Form I-9 for newly hired employees to confirm identity and ensure they are authorized to work in the United States. Form I-9 is not required for independent contractors.
Section 1 – Employee Information and Attestation, must be completed at the time of hire (i.e., by the first day the employee starts work for pay). Section 2 – Employer Review and Verification, must be completed within three business days of the date employment begins. However, if you hire someone for less than three business days, you must complete the entire form no later than the first day of employment.
Can I inspect documents remotely?
Physical inspection is generally required. Only employers who participate in E-Verify in good standing and satisfy certain requirements are qualified to remotely examine documents. If you remotely verify, you must also check the alternative procedures box on the I-9 Form. Learn more here.
Do we have to keep copies of identity and work authorization documents, such as a Passport?
It is generally up to the employer to decide whether to keep copies of documents or not. Whatever you decide though, be sure to apply that rule consistently across new hires. Note that employers who participate in E-Verify are required to keep copies of certain documents.
Can employers use the Spanish I-9 Form?
Generally not. Although there is a Spanish version, it can only be used for translation purposes for a Spanish-speaking employee. You must use the English version to actually complete Form I-9. The only exception is that employers in Puerto Rico are permitted to use the Spanish version.
When is reverification required?
Reverification is required for certain employment authorization documents that are set to expire. Supplement B on the Form (formerly known as Section 3) is used for reverification. Learn more here. Note that reverification is never required for:
- U.S. citizens & non-citizen nationals
- The following documents:
-
- U.S. passports, U.S. passport cards
- Unexpired Permanent Resident or Alien Registration Receipt Card (Form I-551)​
- Expired Permanent Resident Card presented with Form I-797
- List B identity documents (e.g., driver’s license)
How long do we need to retain I-9 Forms?
You should have I-9 Forms on file for all current employees. For former employees only, you may get rid of I-9 Forms/documentation one year after the end of employment, or three years after their first day of employment, whichever comes later.
How do I make corrections on the I-9 Form if I find a mistake?
Generally, the best way to correct errors on Form I-9 is to draw a line through the incorrect information, enter the correct information above or to the side of it, initial and date the correction. Prepare a written explanation and attach it to the original form. Sometimes, major errors require completing a new I-9 Form, but always keep a copy of the original.
Never use white out, attempt to conceal errors, or backdate your entries. Retain all original I-9 Forms and documents in accordance with record retention requirements.
Whether the employer (including an authorized representative) or the employee must make the correction depends on the section(s) at issue. Learn more here.
How can I get help in auditing my I-9 Forms?
If you need an I-9 tune up, CEA can assist you. CEA members have access to our I-9 Self Audit Toolkit here. Or, let CEA do the work for you and inquire about our I-9 Audit Service for employers by calling 800.399.5331.
California Appeals Court Approves Advance Meal Period Waivers
Posted by Virginia Young, HR Compliance Director on May 28, 2025
Tags: Compliance, Wage and Hour
A California appeals court affirmed that employees may make written waivers in advance for workdays of 6 hours or less, as long as the waiver is knowing and voluntary and can be revoked at any time without retaliation. This decision welcomes confirmation of the advance written meal period waiver practice, but employers should heed the court’s warning about potential pitfalls.
Meal Period Refresher
As a refresher, California law requires employers to provide a 30-minute, off-duty and unpaid meal period for employees who work more than five hours in a day and a second 30-minute off-duty and unpaid meal period when they work more than 10 hours. Employers owe an extra hour of pay at the employee’s regular rate for any day the employer does not provide all required meal periods.
However, California law allows employees to waive a meal period in the following circumstances: if the employee’s total work per day is no more than six hours, the employee may waive their meal period with the agreement of the employer. If the total work for the day is no more than 12 hours, the employee may waive the second meal period with the employer’s agreement, as long as the employee took their first meal period.
The Bradsbery Case: A Written Advance Waiver With No Evidence of Coercion Passes Muster
In Bradsbery v. Vicar Operating, Inc. (2nd Appellate District, Case No. B322799), the plaintiffs sued their employer for meal period premiums. Both had signed written meal period waivers at the beginning of their employment. The waivers stated:
I hereby voluntarily waive my right to a meal break when my shift is 6 hours or less. I understand that I am entitled to take an unpaid 30-minute meal break within my first five hours of work; however, I am voluntarily waiving that meal break. I understand that I can revoke this waiver at any time by giving written revocation to my manager.
The employees argued that the court should not enforce the waivers because they were signed before the workday was scheduled. According to plaintiffs, advance waivers do not protect employees, only favor the employer, and “eviscerate” employee meal break protections.
The trial court sided with the employer, and the appeals court agreed, holding that the advance, revocable written waivers plaintiffs signed were enforceable “in the absence of any evidence the waivers are unconscionable or unduly coercive.”
A Couple Of Caveats
The Bradsbery decision is great news, but employers should take note of a couple of important caveats.
In reaching its decision, the court found that there was no evidence the waivers were unconscionable or unduly coercive. The court stated it would have serious reservations about a waiver if presented with evidence that the employee signed the waiver unknowingly or under coercion by the employer, or if the employee could not exercise the right to revoke the waiver freely.
It is also important to note that the court’s decision is limited to written waivers. The court expressly declined to consider or decide whether prospective oral waivers of meal periods are permitted.
Employer Takeaways
The Bradsbery decision confirms that written advance meal period waivers for workdays between 5 and 6 hours can be enforceable. However, the court’s decision makes clear that getting the written waiver on file is not the end of the story. Employers should make sure waivers are in writing, clearly explained to employees, and that employees’ rights to choose not to sign or to revoke at any time without retaliation are respected.
Have questions about meal break waivers or wage and hour practices in general? Check out our membership options to join online now, or give us a call, and we’ll walk you through how we can support your business and bring you peace of mind.
Kim’s Message: Is This the Best You Can Do?
Posted by Kim Gusman, President & CEOÂ on May 27, 2025
Tags: Leadership
A Leadership Lesson from Henry Kissinger
I love to give people praise for good work. However, I recently heard that one of the most powerful things a leader can do isn’t to offer immediate praise or give constructive criticism-instead, it’s asking the right question. I have learned that one question, made famous by former U.S. Secretary of State Henry Kissinger, has quietly shaped the way many high-performing teams think about standards and accountability, and that question is: Is this the best you can do?
This simple phrase carries a lot of weight. It’s a challenge and also an invitation to reflect, to go deeper, and to take ownership of your work. The story behind it is one worth sharing, not just for its humor, but for what it reveals about the pursuit of excellence in any field.
The Story
As the story goes, Kissinger once asked one of his top speechwriters to draft a speech on foreign policy. The writer worked hard on it, submitted the draft, and waited. Instead of feedback, Kissinger returned the document with a single question: “Is this the best you can do?” Taken aback, the writer revised the speech, improving structure and tightening arguments. He handed it back with more confidence. Kissinger responded again: “Is this the best you can do?” This exchange repeated itself several times. Each time, the writer dug deeper, refined further, and questioned his assumptions. Finally, after several iterations, the exasperated speechwriter submitted the revised draft with a note: “Yes, this is the best I can do.” To which Kissinger famously replied: “Good. Then I’ll read it now.”
The Lesson: Excellence Is a Mindset
Kissinger’s approach wasn’t about playing mind games or demanding perfection for perfection’s sake. He was doing something that great leaders often do: encouraging personal ownership and excellence without micromanaging. His question prompted the writer to become their own harshest editor-to not just meet expectations, but to exceed them voluntarily. By pausing and reflecting on whether the work truly represented their best effort, the writer grew-and so did the work.
When we ask ourselves or our team members, “Is this the best you can do?” it forces us to pause and reflect:
- Did I approach this with full effort?
- Did I settle for acceptable instead of striving for exceptional?
- Am I proud of what I’m submitting?
In a world that moves fast and often rewards speed over substance, Kissinger’s question is a bold invitation for all of us to slow down and think deeply. This has been a helpful lesson for me in my work, and now I want to apply it as a leader.
Why This Matters for Today’s Leaders
In a world that moves quickly, it’s easy to prioritize speed over depth, or completeness over thoughtfulness. But leadership isn’t just about getting things done-it’s about coaching others to grow and develop. Kissinger’s story reminds us of three essential truths:
- Excellence is a habit. It doesn’t happen by accident; it must be cultivated and reinforced through culture and expectation.
- Feedback isn’t always a red pen. Sometimes, a single question does more to unlock potential than a thousand notes.
- The best work comes from within. When people push themselves to a higher standard-not because they’re told to, but because they believe in the work-the results speak for themselves.
You don’t need to be a diplomat to make use of this principle. Try using it on yourself as well as incorporating it into your team culture:
- Before giving feedback, ask: “Do you feel this is your best work?”
- Let people reflect before rushing to revision-it encourages personal pride and deeper thinking.
- Build a culture where striving for better isn’t about pressure, but about shared pride in the work.
Final Thought
Kissinger’s question is simple. Yet behind it lies a profound leadership philosophy: people often have more to give-if you trust them to find it. As leaders, we have a responsibility to help others rise to their highest potential. So next time you’re reviewing a draft, listening to a pitch, or evaluating a proposal, consider asking: “Is this the best you can do?” And then wait. Excellence begins with that pause.
Mark Your Calendar May & June Events!
Posted by California Employers Association on May 27, 2025
Tags: Training & Development
Have you ever been curious about your natural talents? A CliftonStrengths StrengthsFinder assessment can help you identify what you are naturally best at, helping to unlock greater career satisfaction and success. Join our certified coaches on May 20, and engage in discussions to help you deepen your understanding of how to apply your unique strengths to excel in your career.
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WVPP Reminder: It’s Time for Training!
Posted by Eli Nuñez, HR Director on May 15, 2025
Tags: Compliance
It is hard to believe that almost a year has passed since SB 553 went into effect on July 1, 2024 in California, requiring employers to develop and implement workplace violence prevention plans. The law applies to most employers in the State with a few exceptions.
- If your business put a plan in place when the requirement came into effect, now is the time to revisit it and schedule the required yearly training for your employees.
- If you are required to have a plan but have not created one yet, it’s time to do so ASAP! Employers who fail to comply with the requirements may be subject to penalties of up to $25,000 for serious violations and up to $158,727 for willful violations so procrastination could prove to be expensive.
Exceptions to the law include:
- Employers already covered by the WVPP in Healthcare Standard
- Facilities operated by the California Department of Corrections and Rehabilitation
- Law enforcement agencies
- Employees teleworking form a location of their choice that is not under the control of the employer
- Places of employment that are not accessible to the public and have less than 10 employees working at any given time, so long as they have a compliant IIPP.
Training Timelines
As a reminder, all California employers must have a written Workplace Violence Prevention Plan (WVPP) and provide training to employees on the employer’s plan:
- Whenever new hazards are identified,
- whenever the plan is changed, and
- on an annual basis.
WVPP Employee Training Requirements
The person conducting any of the WVPP trainings must be knowledgeable in the employer’s WVPP. The training must be customized to the specific workplace and any hazards present meaning a generic “off the shelf” training may not meet the requirements.
The training materials and content used by the employer should also be appropriate for the educational level, literacy, and language of their employees. In other words, if you communicate with your workforce in a language other than English then the training materials and plan content should match that language. Training records must also be retained for a minimum of one year.
The law also states that the training must cover specific definitions in Labor Code section 6401.9 as well as:
- The employers specific WVPP
- How an employee can obtain a copy of the employer’s plan
- How to report incidents of workplace violence and retaliation/reprisal protections
- Violence hazards specific to the employee’s job
- The corrective measures the employer has implemented to address hazards
- Strategies to avoid physical harm
- How to seek assistance to prevent or respond to violence
- How to obtain copies of records regarding hazard identification, evaluation and correction and training records
- The Violent Incident Log-what it is and how to obtain a copy.
Employers can also include supplemental information such as:
- Defusing confrontations
- Escape plans
- Active shooter trainings
Creating the WVPP Employee Training
If you need assistance creating your employee training, CEA has a training template with 30+ slides to incorporate the requirements and key definitions to present the materials to your staff. The WVPP employee training template allows you to easily customize your plan so that a trainer familiar with the nuances of your business can modify it and present it to your team. It is available for purchase in the CEA Store – CEA members receive a discounted rate!
Just Getting Started?
If you are just starting your WVPP, CEA has a comprehensive Do-It-Yourself Package available for administrators/employers, which includes a 90-minute training recording and toolkit to guide you through the process and ease the headaches. Join us for our live webinar on June 5, 2025 at 10:00am. The live webinar includes the DIY package and walks you through everything you need to know, step by step!
Reminder: CEA members already have free access to our WVPP Tool Kit!
Important Pay Data Reporting Deadlines
Posted by Virginia Young, HR Compliance Director on May 8, 2025
Tags: Alert, Employers Report
*Important Update* EEOC opened the EEO-1 Reporting Portal on May 20, 2025. The deadline to file the 2024 EEO-1 Component 1 report is Tuesday, June 24, 2025. Employers can access updated instructions and information and get started here.
Springtime brings us allergies, nicer weather, and excitement about summer travel plans. It also represents pay data reporting season for large employers and federal contractors. Are you up to date with state and federal requirements?
California Pay Data Reporting
As a refresher, California law requires private employers of 100 or more employees and/or 100 or more workers hired through labor contractors to annually report pay, demographic, and other workforce data to the Civil Rights Department.
California’s reporting deadline is the second Wednesday of May each year. For 2024 data, the reporting deadline lands on May 14, 2025. Covered employers can learn more here. Note this is separate and in addition to the federal EEO-1 Component 1 data collection.
What is the EEO-1 Component 1 Data Collection?
Similar to California’s pay data reporting requirement, the EEO-1 Component 1 report is a mandatory annual data collection that requires all private sector employers with 100 or more employees to submit demographic workforce data, including data by race/ethnicity, sex, and job categories.
Federal contractors with 50 or more employees meeting certain criteria have also been required to file EEO-1 Component 1 reports.
- The revised instruction booklet continues to direct federal contractors with at least 50 (but fewer than 100) employees to file, without mention of President Trump’s January, 2025 revocation of EO 11246. EO 11246 is the Executive Order that created the obligation for federal contractors with fewer than 100 employees to file EEO-1 reports. With President Trump revoking that Order, it creates ambiguity as to whether this requirement is still in place. Contractors with fewer than 100 employees and questions about whether they are required to file should consult their counsel.
What Are the Revisions to the EEOC’s Instruction Booklet?
EEOC revised the instructions to eliminate the option to report non-binary employees. Employers will only be able to report employees as “male” or “female.” According to EEOC, this change is necessary to comply with President Trump’s Executive Order 14168, which states the federal government will recognize only two sexes-male and female.
Additionally, the EEOC will not send out “Failure to File” notices prior to the closing of the portal. It also included changes in the processing of undue hardship exemptions to reflect current regulations.
What Should Employers Do Now?
If you have 100 or more employees, and/or 100 or more workers hired through labor contractors, file as soon as possible with California’s Civil Rights Department, if you haven’t done so already. If you have 100 or more employees, or if you have 50 or more employees plus a federal contract that requires you to file the EEO-1 Component 1, make sure to submit by the June 24, 2025 deadline!
CEA members can call 800-399-5331 or email ceainfo@employers.org with additional questions.