MN Wage Theft Law - Notices

Hi, I am wondering if there is any company with Minnesota employees, especially in Minneapolis, that have implemented the MN Wage Theft Notices. Thanks!

Here is some information.

MN State requirements:

http://www.dli.mn.gov/business/employment-practices/wage-theft-legislation-2019-and-summaries

http://www.dli.mn.gov/business/employment-practices/employee-notice

- All employers must provide each employee with a written notice at the start of their employment or when wage/benefit change, and keep a signed copy of the notice on file, as of July 1, 2019.

- The notice must contain required information about an employee's employment status and terms of employment.

- All employers must provide the notice to employees in English. The notice must include a statement, in multiple languages, that informs employees they may request the notice be provided to them in another language. If requested by an employee, the employer must provide the notice in another language. Employers may use the example notice or create their own.

- The employee notice required to be provided to and signed by the employee at the start of employment and any written changes to the notice that were provided to the employee.

- Records must be available for inspection upon demand from the Department of Labor and Industry (DLI). The records must be kept at the place where employees are working or kept in a manner that allows the employer to comply with the commissioner's demand within 72 hours.

Minneapolis city's Wage Theft Ordinance: http://minimumwage.minneapolismn.gov/wagetheft.html

- All employees must be provided with a written pre-hire notice as of January 1, 2020 or at the start of their employment thereafter.

- Employers must keep a signed copy on file.

- The notice contains information about certain terms of employment and may be requested by employees in a preferred language.

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Infor Lawson Human Resources Group - Discussion

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unknown

Hey Nzyryi,

In New York State we have had Wage Theft Prevention Legislation on the books for over 10 years now, so I am somewhat familiar with this process. It looks like there is no annual notification component to Minnesota's/Minneapolis' legislation. When New York implemented this type of law 10 years ago the employer was mandated to send an annual notice to all employees each year, which thankfully was rescinded after a few years.

For New Hires/Rehires do you have an Applicant Tracking System (ATS)? If so does it have an onboarding module? We utilize iCIMS and have our New Hires/Rehires fill out their paperwork electronically (Withholding Certificates, I-9, Wage Theft Notification, etc.). These are then pulled down in a PDF file and sent to our electronic personnel record system for storage.

As for changes in wages/benefits is that anytime there is a change or only when the employee would see a reduction in wages/benefits (i.e. transfer to lower paying position, or reduction in status)? New York only requires, last time I checked, a notice to be completed when the employee is seeing a reduction in wages.

Having said that do you utilize Manager Self Service (MSS) in Lawson? If so there is a way for when a Manager puts in a Personnel Action to transfer an employee to have the transaction reviewed by HR before proceeding (this probably utilizes Process Automation). A flow could probably be written to notify the HR staff that a Wage Theft Notification must be completed by the employee. I have not done this myself, but it is something worth investigating.

Hope this helps!

unknown

Hi Tommy and Nzyryi,

Just FYI if you can't do the approval flow, you can set up the Personnel Action so it must be processed by PA100 (Web Immediate on PA50 Web tab). The HR person who needs to do the review could run PA100 in report mode as often as needed for that action to do their review.

We would probably use IPA to do this as Tommy suggested, but wanted to give an alternate method that would at least be partially automated, in case it is not something you are able to do.

john-miller

Hello, I'm with the City of Saint Paul. We Use MHC to provide our notices. We have queries that pull the PRRATEHIST table for changes in wage and send the CSV to MHC to print it out. We're working on our E-delivery, but we mail currently.

0712131256598360.doc

unknown

Thanks Tommy for your respond.

We do have an Applicant Tracking system. The problem is that we have to include all wages, alternate rates, shift differentials and PTO accrual rates. We don't have all that in the Applicant Tracking system. We will need to wait until record is in Infor and their first day of employment to gather all the information and send them an email about the notice. We are thinking a custom table in Infor to get all the information needed and a bookmark in ESS to access the notice. The ESS notice will read the data from the table, otherwise it will be reading current data and we need to be able to show all notices with the data at the time of the change. For Minneapolis employees we need to get the employee's signature so we will need them to click on a button to capture their User ID (like other bookmarks in ESS) and the date. This is a lot of custom code.

For current employees, we have to capture not only changes related to pay (pay rate, FTE, Alt Rate, Shift Differential) but when they go to a new range on their PTO accrual. Again, we will need to create custom jobs to capture the PAs with these changes and a logic to see when the employee move to the next PTO accrual level, put the information in the custom table and have it accessible in ESS.

We have to send these notices every time there is a change. We have over 30,000 employees in Minnesota (We are Mayo Clinic) so you can imagine.

We reached out to Infor and they responded:

At this time Infor payroll does not support a “wage statement”. Customers would need to work with MHC or their check printing software vendor to map data out of Infor to provide employees with a wage statement.

Nilsa Zyryi

unknown

Hi JD, thank you. If you are only sending the PRRATEHIST table, what about other pay and benefits like PTO? Our HR Department indicated that we must include all pay and PTO accrual. We will not be including Benefit Plans but an statement will be added in that section.

john-miller

I'm the technical resource, the change in rates is all they asked that I pull. But as far as our accruals and all that go, we print balances and have a Future balance lookup through our Time and attendance system.

0911060553270289.pdf

unknown

Thanks. We use PAs and the PA100 runs daily to process them except when payroll processing. We are thinking about using the IPA for the email notification but we need to have a way for employees to go back a look at their past notices plus het their signatures. Also, the data must be available in case required by the Department of Labor. We need to be able to run a report.

Jill

We use HR Talent and currently provide the new hire wage theft notice through a preboarding transition program that provides the required information to the new hire. The new hire can electronically sign the form and it is possible to pull that form up if it needs to be reviewed or presented to the DOL. We would like to automate the piece where that new hire can "check" a box for the language in which they would like to receive that notice and also have some kind of IPA sent that notice back to the HR business partner and also keep that request electronically in the system. We are trying to completely automate the process with needing to print out a paper form, complete the check box for a different language, then scan the form back to the system. Anyone have any good ideas?

0911060553270289.pdf

unknown

We have an ER to add Wage Theft Notice functionality in HR Talent: https://ers.infor.com/Ers/SoHoXi/Request/XiDetails.aspx?ced=true&erID=60503&AER=false&tbv=1

We have an IPA that assigns a Transition Program any time there is a compensation change for someone with a Work Address in MN or who works remotely who lives in MN. We have not had anyone request the form in a different language.

The records of the Transition Program is available should we need to present to DOL. The HR team responsible for our MN area manages the assigned programs and follows up with resources where appropriate.

Jill

I endorsed this. It would be great to get it even more visible for all the MN Employers who need it!

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