The District of Columbia is one of many states beginning to offer Paid Family Leave (PFL) benefits in an effort to further support employees through changes in their lives. As many employers look to hiring employees in states outside of the organization’s work state, it is important to follow the rules and regulations that have already and will pass in the coming months.
Below are changes that would impact your employees if you operate in DC.
Note: this law is separate from recent laws that pertain to the COVID-19 emergency across the nation.
On July 1, 2020, employees in the District of Columbia will be eligible to receive benefits under the DC Paid Family Leave law. Employees are now eligible for up to eight weeks of paid leave to care for a new child, six weeks of paid leave to care for a sick family member, and two weeks of paid leave for personal illness.
Is your organization in compliance?
There are a couple of key compliance components that already went into effect prior to the start of employees using the benefit.
Payroll Requirements Effective July 2019
Register your organization for quarterly wage reports and tax payments through the Department of Employer Services online portal.
Work with your payroll provider to set up regular payroll deductions.
Notice Requirements Effective Feb. 1, 2020
Employers need to post this notice of rights in a conspicuous location or by sending it to employees if they are remote.
Employers must provide a notice of universal-paid-leave rights to all new hires. This notice should either be acknowledged and signed by the employee or sent via email with read receipts on.
Employers must annually provide a notice of rights to all existing employees. This notice should also either be acknowledged and signed by each employee or sent via email with read receipts on.
Each time an employer becomes aware that an employee may need qualifying leave, a notice of rights must again be provided to the employee.
Record-keeping Requirements Effective July 2019
Employers must maintain all records relating to employee leave (including payroll records and notices provided) for a minimum of three years.
Any employee looking to utilize this leave should remember the following:
Employees should provide notice of leave 10 days prior to starting their leave benefits.
If there is an emergency, employees should provide notice at least 48 hours in advance.
Employees should notify employers or a Kiwi Partners HR representative to initiate a claim through the Department of Employment Services.
For more information on the DC Paid Family Leave by visiting the DC Paid Family Leave website. Additionally, if your organization operates in a state with a PFL and would like additional policy guidance, please reach out to Kiwi Partner’s HR Services team, and we would be happy to work with you in building a PFL policy that is consistent with your organization’s values and practices.